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DPA MEETING NOTES
September 2003

TOPICS

OCTOBER 2003 MEETING
USING FADB TO TRACK AND DISPOSE OF ASSETS
YEAREND DISPOSALS
CONFIRMING DISPOSALS IN FADB
DIVISION MOVES - TEMPORARY OR PERMANENT
NEXT INVENTORY CYCLE



OCTOBER 2003 DPA MEETING - The October 2003 meeting will be Thursday, the 30th, 9:30-11:00 A.M. at FL3-2072.

USING FADB TO TRACK & DISPOSE OF ASSETS - When you are tracking assets and/or preparing for disposal, be sure to take advantage of the information in the FADB related to the assets. The FAIDNT screen provides the serial no., manufacturer, and model and this information should correspond to the physical asset with the same PPE#. The FAACCT screen has the purchasing PO#(s), vendor, purchase dates, and other details regarding acquisition of the asset. If your division maintains separate records that appear to conflict with the FADB, please do not assume the FADB is wrong. Instead, contact Chris or Janet so they can work with you to reconcile the conflicting information. Most often the FADB is correct and there is some other misunderstanding that contributes to the confusion.

Along with this idea, we periodically hear that someone thinks the same asset appears in the FADB under two records. Not possible . . . upload from GL . . . inventory.

YEAREND DISPOSALS - We've been receiving e-mails to dispose of assets almost daily. Thanks for your diligence in staying on top of these. It is important to create disposal records for assets as soon as they are pulled from service rather than allowing them to remain active in the system when they are not in use.

CONFIRMING DISPOSALS IN FADB - Please be sure that you verify disposal entries have been made to the FADB for each asset for which you request disposal authorization. After a batch of disposals is input, an e-mail goes out to dpaalias@ucar.edu notifying you of that action. When you see that e-mail, check the FADB record for your assets recently authorized for disposal to verify that "DI" appears in the Status field. If it does not, please notify the Property Office immediately so we can reconcile the discrepancy.

DIVISION MOVES - TEMPORARY OR PERMANENT - If your division and assets will be moving to a different facility, either temporarily or permanently, be sure to contact the Property Office and we will work with you to be sure the records for all assets relocated receive updated location information. OMB Circular A-110 requires that accurate location information be recorded in the database record so it is important that this update occur as close to the actual move as possible. We realize that division moves are difficult and complex so we will help all we can to get the new location information into the database.

NEXT INVENTORY CYCLE - OMB Circular A-110 and UCAR procedures require a 100% physical inventory of assets at least every 2 years. An inventory cycle at UCAR (performing a 100% physical inventory at the division level for every division or department) takes a year and a half. The last cycle ended in about June 2003 and the next begins January 2004 with ATD and then CGD around May. Please check the Property Web site to see when your division is scheduled and work with Chris to revise that if the time set doesn't work for you. Please note that the date on the Web is the date by which your inventory must be completed. Chris will schedule a start date with you based on how long it took to complete your inventory the last time. If it took two months, you will need to begin at least one month prior to the month and year on the schedule. If the "completed by" date conflicts with other activities going on in your division, you will need to schedule with Chris to do it earlier, not later. Since the regulatory requirement says "at least every 2 years," you need to complete it in the month indicated or before.

 

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