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DPA MEETING NOTES
July 2002

TOPICS

INVENTORY UPDATE
AUGUST DPA MEETING
CHRIS'S SCHEDULE
ANNNUAL STATUS MEETINGS
DELIVERABLES MEETING
"DELIVERABLES" DEFINITION
YE CALENDAR ON THE WEB
AUDIT NOTES
UNAUTHORIZED DISPOSALS

INVENTORY UPDATE & ISSUES

DIV	INVENTORY SCHEDULE
ATD/DFS (machine shop)	Completed
ATD/RTF	In process
CGD	In process
JOSS	Completed
ACD	In process
UNAVCO	In process
SCD	In process
RAP	In process
ASP	Begins August 21
MMM	Begins Sep 3
SCD NETS	Begins Oct 1 or in time to complete by Nov 30

In the FY02/03 cycle the DPAs and Chris are teaming to conduct the inventory. So far, this is going much more smoothly than in past years; more quickly and thoroughly.

AUGUST MEETING AT FL - The August 2002 LPA meeting will be August 29th at FL3-2072, 9:30-11:00 AM.

CHRIS'S SCHEDULE - Chris will be at a professional conference August 5-9. Please direct e-mails and questions to Janet for that week.

ANNUAL STATUS MEETINGS BEGIN FY03 - Just a reminder that starting in FY03, annual status meetings will be scheduled with individual DPAs and Division administrators, if appropriate, with 50 or more assets. The purpose is to discuss their property management issues and how the Property Office can better help in that process. This will allow more direct and specific discussion of the division's unique (each division has unique issues) property management issues. This will be a two hour meeting once a year.

At this time, divisions with 50 or more assets are:

DELIVERABLES MEETING - We will be scheduling deliverables meetings with divisions that have deliverables (PPE8) on their property list. Apparently disposal paperwork is not getting to the Property Office on a timely basis which can make YE reporting inaccurate. To avoid this problem, we will meet to discuss how each affected division can expedite clearing these off their lists.

"DELIVERABLE" - (See the Property Web site for definition.)

YEAR END CALENDAR ON THE WEB - The FYE calendar is now on the Budget & Finance Web site. Check periodically for deadlines.

ANNUAL AUDIT - Fiscal year end (FYE) activities have begun and the Deloitte & Touche auditors will be on site August 19 thru September 13 for the preliminary audit, returning November 18 thru December 20 for the final audit.

Be sure all disposal requests are submitted to Janet by end of business Monday, July 29, so that disposal records can be created before active asset lists are produced for the auditors.

During the preliminary audit D&T will select 25 assets they want to see from the list of active assets. This is to confirm that UCAR has proper controls and security for assets. If we are unable to produce any of the selected assets, they will expand their selection until they can determine whether or not controls and security are adequate. Obviously, it is to UCAR's advantage to successfully provide access to the first 25. Therefore, be sure your lists are up to date by the end of July.

During the course of the audit D&T will request a variety of documentation, backup paperwork, and verifications from the Property Office to confirm that UCAR complies with applicable regulations. We can usually handle these requests in the Property Office but if there is a request which we cannot fulfill, we will be in touch with you and, together, will satisfy the audit request.

If you have questions regarding year end processes, please call the Property Office and we'd be glad to explain further.

UNAUTHORIZED DISPOSALS - UCAR is required to manage property in accordance with government regulations, sponsored agreement terms and conditions, as well as other guidance. This means that NO equipment disposal should occur without first notifying the DPA and getting an okay from the Property Office. (The Property Office requests approval or sends appropriate notification according to applicable regulations.)

A reminder to this effect is in This Week/Today and that same text has been sent to DPAs as an e-mail attachment. Be sure everyone in your division is aware of this requirement by posting the notice or distributing it to all staff handling fixed assets (not just Responsible Persons).

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