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Annual Inventory

Annual Inventory. Personal Property Training. *. Administrative Notes. Responses to FAQ: Slides will be posted to PPMB Website Scanner Installation and Operation will not be covered during this period of instruction.

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Annual Inventory

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  1. Annual Inventory Personal Property Training *

  2. Administrative Notes Responses to FAQ: Slides will be posted to PPMB Website Scanner Installation and Operation will not be covered during this period of instruction. Sunflower helpdesk will provide assistance with scanner conducted inventories. Some questions will be addressed during the presentation, and all questions will be answered and posted on the PPMB webpage.

  3. Administrative Notes Poll Questions Today’s webinar is the last webinar training allowed  to count for annual Personal property refresher training Our webinars must include a testing module to allow annual Personal property refresher training credits Poll questions and answers will be included as part of the webinar to meet this testing requirement. Each participate desiring a training certificate must answer 70% of the poll question correctly

  4. Introduction NOAA Property Officials are allresponsibleforaccuratelytracking capital andnon-capitalassets. This includesaccurate reporting,asnecessaryto complywithDepartment of Commerce (DOC) and NOAA policiesandprocedures. DriversforPhysicalInventoriesfulfillarangeof DOC and NOAA needsandgoals: FixedAssetInventoryandReconciliation(PhysicalandFinancialAccountability) Unreconciled Payment Report (UPR) Compliance of Federal Regulations and Standards LeaseManagement

  5. What are the Challenges? Goals DOC Inventory Accountability Goal: 98% NOAA Inventory Accountability Goal: 100% Communication PAO and Inventory Team Coordination Inventory Team coordination with the Property Custodian Timelines Time Management (Labor Intensive) Completion of the Inventory Phases on Schedule Submission of SBOR and BOR Packages Property Officials Availability: (Retirement, Leave and/or Travel)

  6. Important Questions & Concepts Planning a Physical Inventory Whyconducta Physical Inventory? How to conduct the NOAA Review Campaigns? Importance communication between LOR, LO Property Officials and Inventory Team. Executinga PhysicalInventory Understanding, e.g. Resolutions, Missing, Loss or Stolen, etc. SunflowerReports, Screen shots and Procedures. Reconciliation&Reporting Base Campaign Report and other Sunflower Reports.

  7. Developing an Inventory Plan Thekey to a success Inventory is to create andimplement an InventoryPlan: Execution Strategy Theplanensures stakeholder tasks assignments and responsibilities. Detaileddescriptionofinventoryscope Inventory schedule Methodof Physical Inventory Inventory Staffing Plan CommunicationStrategy

  8. Communication Communicationmaybeoneofthemostcriticalpartsof aninventory! Afteryourplanisdevelopedyoumustinformthenecessarypartiesof pertinentinformation. Whenwill theinventorybeconducted? Whowillbe conductingit? Whataretheexpectationsfrom the assetusers? Whocantheygotowithquestions or ifassistanceisneeded? How willyouget access toareas?

  9. Executingthe Inventory Sunfloweris utilizedtodevelopareviewcampaignwhichwill createa“snapshot”ofyourassets. Thiswillprovide you progressreportingduringtheentireinventory.

  10. Reconciliationshouldoccurthroughouttheentireinventory. • Progressreportingshouldalso occurasnecessary. Reconciliation& Reporting

  11. Topics of Importance Inventory Time Line Inventory Teams Review Campaign Base Asset Report Conducting the annual inventory Recording Inventory Results Review Resolution Summary Report Inventory and UPR Certification Sunflower Inventory Certification

  12. Inventory Timeline First Month • Personal Property Management Branch (PPMB) will publish the annual inventory guidance and provide to all Line Office Property Managers (PMs). • The Property Custodian (PC) must turn in all excess property following DOC/NOAA disposal policies and procedures, reconcile all payments on UPR, and add all new assets to Sunflower. • The PC should take action to resolve all discrepancies, update usernames and locations of assets in Sunflower. All assets must have an up-to-date username and location assigned in Sunflower. • The PC will distribute new DOC Hand Receipt Reports. The Hand Receipt Reports should be signed and dated by both the Current User and PC. • Property Passes are not to be confused with the purpose of Hand Receipts. Expired Property Passes should be updated at this time as well.

  13. Inventory TimeLine Second and Third Month • Review Campaign Base will be “FROZEN”. • Download your Official Inventory Report – the “Review Campaign Base Asset Report” from Sunflower Enterprise Reports. • Inventory Teams will conduct wall to wall physical inventory count and annotate all inventory adjustments to the Review Campaign Base Asset Report. • PC will record resolutions in Sunflower for each barcode. • PC will submit CD-52 Final Event Request and prepare draft Board of Review (BOR) or Special of Review (SBOR) package for all Confirmed Unaccounted Resolutions. • PC will initialized the “Physical Inventory Certification”. • PC will forward the inventory, draft SBOR and BOR packages to the Property Accountable Officer (PAO) for review an acceptance. • PAO will review BOR and SBOR packages for completeness and return incomplete packages to the PC for corrections.

  14. Inventory TimeLine Second and Third Month, cont’d. • PC will take prompt action to correct and forward BOR and SBOR package(s) back to the PAO for review and approval. • PAO will prepare final BOR and SBOR package(s). • PAO will review, approval and forward package(s) to the Property Manager (PM). • PM will review the package(s) for completeness and return incomplete package(s) to the PAO for correction. • PAO will take prompt action to correct package(s) and forward it back to the PM for review and approval. • PM will review, approval and forward package(s) to the Line Office Representative (LOR). • PM will ensure the SBOR package is submitted to the NOAA Chief Administrative Office (CAO).

  15. Inventory TimeLine Fourth Month • LOR will review the package(s) for completeness and return incomplete package(s) to the PM for corrections. • PM will take prompt action to correct package(s) and forward it back to the LOR for approval. • The LOR will review and approval inventory and BOR package(s) • The LOR forward the BOR Package(s) to the NOAA Property Management Office (PMO) and Property Board. • The LOR will close the Annual Inventory.

  16. Inventory TimeLine Extensions • (Extensions are rarely granted) • Extensions must be requested in writing andmust include the custodial area, custodian’s name, justification for the extension and the expected inventory completion date. • PAO and PM must approve the request for extension. • Extension request must be endorsed and approved by the NOAA Property Management Officer (PMO).

  17. Inventory Teams As Per DOC PPMM paragraph 3.807: • PAOs are directed to work with supervisors in obtaining personnel to assist with conducting physical inventories. Note. Property Custodian may assist with physical inventory when considered necessary and appropriate by the PAO. • Exceptions to this policy must be approved by the NOAA PMO. • Contractors can be Inventory Team Members.

  18. Review Campaign Base Asset Report Demo * * 18

  19. Review Campaign Base Asset Report Demo • Click on Tab: Responsibility and Accountability • Enter custodial area number * * 19

  20. Review Campaign Base Asset Report Demo Select File Output: • Select PDF • Click Submit • Click Execute • Print Report Note. Donot attach this report to the online inventory certification. It is to be retained as the official inventory record. * * 20

  21. Review Campaign Base Asset Report Demo * * 21

  22. Review Campaign Base Asset Report Demo * * 22

  23. Conducting Annual Inventory DOC Hand-Receipt • In compliance with the DOC Policy, all Personal Property must have the “Current User” assigned in the Property Management System (Sunflower). PC’s must be assigned as the Current User for assets not assigned to an individual. The Current User must initial and sign the DOC Hand Receipt for assigned accountable property. • DOC Hand Receipt Report is a Sunflower Enhanced Report designed for use as the NOAA Hand Receipt. This report replaces the NOAA form 37-40. The PC will provide the Hand Receipt Report to the Current User for signature (Electronic signatures are acceptable). * 23 *

  24. Conducting Annual Inventory DOC Hand-Receipt The Current User must initial the bottom of each page of the report and sign his or her name at the end of the report. The PC will sign the report and maintain NOAA Hand Receipt(s) on file for inventory and audit purposes. Inventory Teams will reconcile the DOC Hand Receipts Report for accuracy. The below link provides guidance for printing the DOC Hand Receipt Report: http://www.pps.noaa.gov/inventory_upr/ppmb_hand_receipt_guidance.pdf * 24 *

  25. Conducting Annual Inventory • Inventory Teams will conduct a physical sweep of the custodial areas and validate all barcodes sighted. • All off-site equipment that can be moved, e.g. (computers, PDAs) will be brought on-site for verification and, if necessary, installation of security updates, etc. • PC (s) will ensure that a Current User is assigned to each asset in Sunflower. • PC (s) will assign the Current User by: • Select the Sunflower CD 50/52 Transaction Menu • Select “To Maintain Asset” Note: In the case of multiple assets through the Sunflower Enterprise HTML Transaction Pages. (see below link) Property Custodian Loading Current Users in Sunflower Procedures * 25 *

  26. Conducting Annual Inventory Sighted Asset - (Best Practice) • An asset that is physically touched or sighted. • Verify barcode, description, serial number and model number (Inventory should not have records with tilde mark (~) or unknown). • Email verification with picture is acceptable from remote sites. • Existence testing results are acceptable, i.e. (satellites and underwater equipment unique transmissions). Action: • Place check by the barcode, annotate any changes on the Review Campaign Base Asset Report. * 26 *

  27. Conducting Annual Inventory Sighted Asset - (Best Practice) Actions: • Record an Online Declarative or Physical Resolution. • Use CD 50/52 Menu “Maintain Asset screen to update the changes other than location. * 27 *

  28. Conducting Annual Inventory Sighted Asset – (Barcoded Asset not on Inventory listing) Actions: • Check “Maintain Asset screen” to identify whether the barcode is in Sunflower. • If the barcode is in Sunflower and assigned to another Custodial Area, contact the PC or your LOR. • Return asset to owner PC or transfer asset to your account. • If the asset is assigned to your Custodial Area contact your LOR to determine why it is not on the Review Campaign Base Property Report. • Annotate asset on the Review Campaign Base Property Report and action taken. * * 28

  29. Conducting Annual Inventory Sighted Asset – (Barcoded Asset not on Inventory listing) Actions: • If the barcode is not in Sunflower and if the original documentation cannot be located, “Create New asset” and assign Found Personal Property Certification may be required. • Assets should be screened against payment information on the UPR Report. * * 29

  30. Conducting Annual Inventory Sighted Asset – (Non-barcoded Asset not on Inventory listing) Actions: • Perform a Search for the asset by serial number in Sunflower. • If the asset serial number is recorded in Sunflower, contact your LOR for further guidance. • If the asset serial number is not recorded in Sunflower “Create New asset” Found Personal Property Certification will be required, if the original Documentation cannot be located. • Screen the UPR Report for the payment information on the asset. * * 30

  31. Conducting Annual Inventory Unsighted Asset – (Worse case scenario) Asset not touched or sighted during physical count Action: • Circulatea list of unsighted assetwithin your organization • Screen all transfer records, excess, and loan documentations • Screen DOC Hand Receipt file • Screen all Computer Help desk Logs • Contact the last known user • Check for Final Event and recycle documentation * * 31

  32. Conducting Annual Inventory Unsighted Asset – (Worse case scenario ) Property not touched or sighted during physical count. Actions: • Annotate “missing” by the barcode on the Review Campaign Base Asset Report. • Record a Confirmed Unaccounted Resolution. • Use CD 50/52 Menu to submit an Online Final Event Request “to request retirement of asset”. • Prepare a SBOR/BOR package for the PAO. * * 32

  33. Conducting Annual Inventory Random samples: • PAO will randomly select and verify that the Current Users have signed hand-receipts for their assigned assets. • PAO will perform physical spot checks for randomly selected barcodes for each Custodial Area assigned to his/her PAO code. • All inventories are subject to A123 internal and external audits. • Please ensure your inventory results are accurate. • The auditors may randomly select your account for review. * * 33

  34. Recording Inventory Results Recording resolutions for the Property in Sunflower ensures that all NOAA Personal Property is accounted for during the Annual Inventory, and provides an electronic history of the Property Accountability. NOAA uses the following resolutions when barcode scanners are not used: • Online Declarative Resolutions • Online Physical Resolutions • Confirmed Unaccounted Resolutions * 34

  35. Recording Inventory Results Online Declarative Resolutions • Inventory assets - HTML page • Agreement assets - Sunflower Enterprise Forms Online Physical Resolutions • Inventory assets - HTML page • Agreement assets - Sunflower Enterprise Forms Confirmed Unaccounted Resolutions • Inventory assets Sunflower Enterprise Forms • Agreement assets Sunflower Enterprise Forms * 35

  36. Recording Inventory Results Online Declarative Resolutions: • This resolution is used to record assets physically touched, sighted, verified through existence testing, email verified and does not require location change to the Property Record. Online Physical Resolutions: • This resolution is used for Property physically touched, verified through existence testing, email verified but requires a location change. • Must be used for all firearms • The complete location must be entered, i.e. (Site, Building, and room). * 36

  37. Recording Inventory Results Confirmed Unaccounted Resolutions: • Confirmed Unaccountedis used to remove open resolutions from the Review Campaign Property Assets Report for an Unsighted asset, e.g. (missing, lost, or stolen) property that is not identified during the annual inventory. • Only the Property Custodian can record a Confirmed Unaccounted Resolution. Note: The Property Custodian must use Sunflower Enterprise Forms to record the “Confirmed Unaccounted Resolutions.” * 37

  38. Recording Inventory Results Confirmed Unaccounted Resolutions: NOTE:An online CD 52 Final Event Request and a Board of Review (BOR) package must be submitted with the Annual Inventory. Inventories will remain open until SBOR and BOR packages are submitted for all Confirmed Unaccounted Resolutions. Guidance for the Board of Review package can be found on the Personal Property website. http://www.pps.noaa.gov/excess_disposal_board_of_review/ * 38

  39. Recording Inventory Results Resolution Reversals • PC must record the new resolution when the wrong resolution is recorded. • PC will contact your LOR to request a reversal of the incorrect resolutions. Confirmed Unaccounted Resolution Reversal • PC will request LOR to re-activate the asset • PC will record the correct resolution • LOR will remove the Confirmed Unaccounted Resolution Resolution Reversals normally can be processed up to May 31. * 39

  40. Recording Inventory Results Other Resolutions that you may see during the Inventory. Scanner Resolution Types • BARCODE SCAN • BARCODE KEY Sunflower System Generated Resolution Types • INVENTORY ASSET FINAL EVENT • CHANGE STEWARD * 40

  41. Review Resolution Summary Report DEMO Review Resolution Summary Report provides a summary of all recorded inventory resolutions. No “OPEN” resolutions should appear on the Review Resolution Summary Report. • The “Review Campaign Base Assets Report” will provide a list of assets that remained open. • You must record a valid resolution to clear the Open resolutions. • Once the open resolutions are cleared, run the Resolution Summary Report again. • The Resolution Summary Report must be attached to the completed inventory package. * 41

  42. Review Resolution Summary ReportDEMO Sunflower Main Menu: • Sunflower Enterprise Reports • Review Resolution Summary • Click on Tab: Review Campaign • Do not select Interest Type • Select: Fiscal Year Review Campaign for your Line Office Note. No “open” resolutions * 42

  43. Review Resolution Summary ReportDEMO Click on Tab: Responsibility and Accountability Enter custodial area number * 43

  44. Review Resolution Summary ReportDEMO Click on File Output: • Select PDF • Click Submit • Click Execute • Print Report * 44

  45. Inventory and UPR Certification Note: If you do not have unsighted property do not check the “copy of BOR packages”. Legible Electronic Signatures are Acceptable http://www.pps.noaa.gov/inventory_upr/inventory/Inventory_and_UPR_Certification.pdf * 45

  46. Inventory and UPR Certification How to Run the UPR Report? • Sunflower Enterprise Reports • User Defined Reports • NOAA Specific UPR Reports • UPR • Organization Code: enter 54-**-[followed by the full organization code for the custodial area] Note: Do not enter the custodial area number for the org code. Enter the org code only that is affiliated with the custodial area • Select Submit • Save as .pdf file with filename beginning with the custodial area number • This file will be scanned together with the CWIP UPR report as one file to attach in the Document Storage Screen in the online inventory process. * 46

  47. Inventory and UPR Certification How to Run the CWIP UPR Report? • Sunflower Enterprise Reports • User Defined Reports • NOAA Specific UPR Reports • UPR Report for CWIP • Organization Code: enter 54-**-[followed by the full organization code for the custodial area] Note: Do not enter the custodial area number for the org code. Enter the org code only • Select Submit • Save as *.pdf file with filename beginning with the custodial area number. • The CWIP UPR Report and UPR Report will be scanned together and attached in the Document Storage Screen in the online inventory process. * 47

  48. Inventory and UPR Certification NOTE: If there are line items showing on the UPR and CWIP UPR Report over 45 days, the inventory will not be accepted. • Resolve all UPR payments over or near 45 days old beforehand. • Run the report again so that the report attached to the online inventory document storage screen does not have any line items over 45 days, in order to accept the inventory. * 48

  49. Sunflower Inventory Certification Submitting Annual Inventory Packages: • At the completion of the Annual Inventory, the PC will certify and submit to the PAO. The following attachments: • Inventory and UPR Certification, (signed and dated by the PC and PAO). • Review Resolution Summary Report (with no Open Resolution). • UPR and CWIP UPR Printout (with no payments older than 45 days). • Draft SBOR and BOR package for all “Confirmed Unaccounted Resolutions”. 49 49

  50. Sunflower Inventory Certification Submitting Annual Inventory Packages Continued: • PAO will certify and submit to the PM electronically using the “Sunflower Inventory Certification Document Storage and Approval Process”. • PAOs and PCs will retain a copy of the complete Inventory package for future audits. 50 50

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