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DPA MEETING NOTES
April 2002

TOPICS

NEXT DPA TRAINING SESSION
MAY MEETING IN PS-CTTC
FORMS REMINDERS
INVENTORY UPDATE
PROPERTY MANUAL
RESPONSIBLE PERSON UPDATE IN MAY
PROPERTY USER GROUP (PUG)

NEXT DPA TRAINING SESSION - A Bi-Tech Training Session for new DPAs (or those wanting a refresher) will be scheduled for summer 2002. An e-mail will go out in May to determine interest. (If there is not sufficient interest to do a class, we will do private sessions for those who want them.)

MAY MEETING IN PS-CTTC - The May 2002 DPA meeting will be held in the Pearl Street CTTC. This is a good opportunity to bring examples of FADB or report questions you have so we can do some hands-on instruction.

FORMS REMINDERS

Equipment Loan Form for Employees - Remember to have employees initial and date the "Loaned" field for each item. This form was implemented at division request so that employees can return and/or exchange all or parts or equipment loans without filling out a new form each time. For the form to work, each item borrowed must be initialed, dated, and approved when the loan occurs and again when the item is returned.

Tagging Forms - Please e-mail Chris if you plan to return a tagging form later than the date indicated on the form. This will avoid unnecessary follow-ups. Instead, we will note your planned return date and follow up after that date has passed, if necessary.

Fixed Asset Excess Form - This form is not available on the web because it should be used only as issued by the Property Office. If you have blank forms, destroy them. About 90% of items initially identified for excess do not qualify to go through the process. After items are offered to other divisions with no takers, contact the Property Office for instructions on the next step. We will ask questions about the asset's condition to determine if it can go through the government excess process. If yes, we will send the Form for you to complete and return. You will also receive "excess" stickers for the equipment. After the paperwork has been returned to the Property Office, you can arrange with Logistics Operations to transport the equipment to Pearl Street.

In the past, there has been a problem with items being submitted for the excess process that should have gone to salvage. Therefore, if an item is sent to the Property Cage at Pearl Street without prior authorization from the Property Office, it will be returned to the division. Cage space is limited and so may only be used to store items we know can go through the excess process. If you have questions about this, please call the Property Office.

INVENTORY UPDATE -

PROPERTY MANUAL - The UCAR Property Manual will be on the Property web page by mid May. Please look for the new updated Property Web site and a huge "thank you" to all who contributed suggestions for additions and corrections to the Manual. All suggestions were incorporated.

RESPONSIBLE PERSON UPDATE IN MAY - As promised, the Responsible Person Updates will be distributed to all Responsible Persons by May 1st. As before, a copy will also go to the DPA to help in tracking returns.

In September 2001 the annual audit revealed significant problems with the FADB location and identification data. As a result, these updates were implemented October 2001. For a more complete explanation of this Update, see the September 2001 DPA Meeting Notes on the Property Web site. After the October Update, Chris input 2,051 corrections to the FADB. He will track the number of corrections this round as well and, hopefully, there will be a significant decrease as DPAs make progress in maintaining more accurate data.

PROPERTY USER GROUP (PUG) - The PUG meets May 8th to begin designing Property Reports for the Data Warehouse (DW). PUG participants are Dorothy Bustamante, Jose Castilleja, Kim Webster, Gaylynn Potemkin, Chris Knoetgen, and Janet Campbell. Please feel free to contact any of these individuals with your suggestions or requests for DW Property Reports. We will update you on progress at the May DPA Meeting, Thursday, May 30th.

As always, please contact the Property Office at anytime with questions or for assistance. We're here to help you manage your division's property.
Janet Campbell, ext 8858, janetc@ucar.edu; Chris Knoetgen, ext 8573, knoetgen@ucar.edu

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