DPA
MEETING NOTES
 November 2009 
TOPICS
JANUARY 2009 MEETING
NEW DPAS
PROPERTY MANUAL UPDATES
TAG FORMS
ADD ON FORMS
FADB ACCESS
SURPLUS
DEFINE INVENTORY
INVENTORY UPDATE
SENSITIVE PROPERTY INVENTORIES
KPMG AUDIT
SAM'S WAREHOUSE
PROPERTY OFFICE SCHEDULE
 JANUARY 2010 MEETING –The January 2010 meeting will be Thursday, the 21st, 9:30-10:30 a.m., at CG4, Room 2020.
NEW DPAs – Please welcome Lorrie Alberta in COMET and Dawn Williams in COSMIC.
PROPERTY MANUAL UPDATES – In response to the ONR/NASA Audit we have beefed up the Property Web site to include more of the references to the FAR.
TAG FORMS – We require the processing of assets to be timely as per our federal guidelines. Chris must get all completed tag forms returned to him within 14 days which should be ample time to complete the forms. The DPA must accompany the form and PPE tag to the asset and affix the tag, verify the serial number, record all information on the form and return the form promptly to Chris.
ADD ON FORMS – Please send all add-on forms and capitalization forms directly to Chris, as they do not get forwarded to me when you send them to Contracts.
FADB ACCESS – When Chris receives the tag forms he enters the asset details into the Fixed Asset Database. He will enter the serial and we do not feel that the DPAs need to enter the serial numbers. Any issues with that?
SURPLUS – When divisions have items to surplus (if those items are not broken), but still might be of use to another program, the DPA must send an e-mail to the DPA alias and offer the items to other divisions. The following information must be included in your e-mail:
- The PPE #, or RED tag, or NO tag (or N/A) if it is not a fixed asset nor sensitive property
- Description as shown in the database
- Serial number (or N/A if none)
- Condition of each item
If another division claims a tagged item, please notify Chris Knoetgen. If no other division claims the asset then go to procedures for Salvage, Dismantle, etc. and seek approval for the appropriate disposal.
DEFINE INVENTORY – The Inventory Process is to locate each item, verify serial number and working condition, and also verify utilization. If assets are not being utilized they must be processed out, transferred or disposed in a timely manner.
INVENTORY UPDATE – The Annual Inventory Cycle began in June and is now completed. The regular 2010 Inventory Cycle has begun with CGD, with EOL/DFS and RAL scheduled for January.
SENSITIVE PROPERTY – We have completed a third of the full Sensitive Property inventory. We will continue scheduling these around November. You can request a Master List from Chris and he will send one to you for any corrections you need to make before we get started.
KPMG AUDIT – The KPMG team of auditors will be returning Nov. 23rd until Dec. 23rd to complete the final phase of the annual audit. During the interim portion of the audit in August and September we provided data for F&Y09 up through 7-31-09. THis next phase will be for the auditors to complete any unfinished portions of the interim and then make another smaller selection of samples. They will review transactions, receipts and payments, and inventory a sample of assets. Chris and I will bed busy providing any backup they request. Chris will be scheduling inventories of the samples chosen by the auditors. This will likely occur on short notice but we will give you any information as soon as they have chosen their selections to audit. Please inform us of who will be your backup in case you are scheduled to be out in November and December.
SAM'S WAREHOUSE – As some of you may already know, Chris has been cleaning out the warehouse and getting rid of things that just don't belong there. He will be contacting either DPAs or the person who has their name on the items for proper disposal. Some of this stuff still has his name on it, so it has been out there for at least 9 years! Here is the link for the early stages of the Web page.
PROPERTY OFFICE SCHEDULES –
- Betsy – 7:00 a.m. to 4:00 p.m.
- Chris – 7:00 a.m. to 4:00 p.m.
Contact
the Property Office at any time with questions or for assistance.
We're here to help you manage your division's property.
Betsy Hulsing, ext 8858, bhulsing@ucar.edu;
Chris Knoetgen, ext 8573, knoetgen@ucar.edu
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