DPA
MEETING NOTES
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| DIV | INVENTORY SCHEDULE |
| ATD/DFS (machine shop) | Completed |
| ATD/RTF | In process |
| CGD | In process |
| JOSS | Completed |
| ACD | In process |
| UNAVCO | Completed |
| SCD | In process |
| RAP | In process |
| ASP | In process |
| F&A (Valent) | Completed |
| MMM | Begins Sep 3 |
| SCD NETS | Begins Oct 1 or in time to complete by Nov 30 |
| HAO | Begins Dec 1 or in time to complete by Jan 31 |
| ATD/RAF | Begins Dec 1 or in time to complete by Jan 31 |
| Library/Archives | Begins Dec 1 or in time to complete by Jan 31 |
| EO | Begins Dec 1 or in time to complete by Jan 31 |
| IDC | Begins Dec 1 or in time to complete by Jan 31 |
| Contracts & SA | Begins Dec 1 or in time to complete by Jan 31 |
| ESIG | Begins Dec 1 or in time to complete by Jan 31 |
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.
To prepare for your inventory, review your Fixed Asset list in advance for proper descriptions and current location information. This will save you considerable time performing the inventory.
After your inventory
has been completed, review your active asset records monthly to
maintain the accuracy of your records. If you note a description
that is unclear, check with the Responsible Person for a better
one. If you notice a Responsible Person who has changed offices,
verify that the location information for their equipment is still
accurate. Maintaining your records will make your next inventory
easier.
SEPTEMBER MEETING AT ML - The September
2002 DPA meeting will be Thursday, September 26th at ML Damon
Room, 9:30-11:00 AM.
AUDIT UPDATE - The audit of
physical assets was completed August 29th. Everything was located.
The auditors are still reviewing the backup documentation for
disposals. In addition, they will be meeting with a couple of
DPAs next week (the week of Sept 2nd). We'll be in touch when
we know with which DPAs they want to meet.
TAGGING REMINDER - DPAs are responsible
for ensuring that all assets for their divisions are tagged upon
receipt. From the inventory we are learning that past DPAs were
giving tags to others in the division and assuming they were tagging
assets. In some cases, this did not occur and tags are now being
found in desk drawers, attached to bulletin boards, or are just
missing. Please remember that you, as DPA, are responsible for
tagging your division's assets. If someone else wants to place
the tag, be there to make sure the tag is affixed in an accessible
location for future inventories and verify the information from
the asset for the tagging form.
DISPOSALS NEED PRIOR AUTHORIZATION
- With year end there is usually an increase in purchasing volume.
That often means an increase in disposals of old assets as well.
Remember that the DPA must notify the Property Office of all intended
disposal actions, including dismantle. The Property Office will
issue proper notification or obtain authorization as quickly as
possible so that the action can proceed. It is very important
that assets have disposal records created in the same fiscal year
in which they are disposed. Otherwise, we risk errors on UCAR
financial statements and annual reports to Sponsors.
DATA WAREHOUSE PROPERTY REPORTS -
There are several property reports now available on DW on the
Web. You must use MS Internet Explorer and can access through
www.fin.ucar.edu. If you have not used
DW on the Web before you may need to contact Donna Duprey to assist
with setup. Her extension is 2142.
Let Chris or Janet
know if you have problems or suggestions to improve the property
reports for all. For questions or problems using DW on the Web,
contact Donna Duprey at ext. 2142.
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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