Property Management Update for TIPS

1. Property Management Update for TIPS Presented by: Ivonne Bachar, Director, Property Mgmt. Office ibachar@stanford.edu 16 February 2011

2. Today’s Topics • New Pilot Furniture Reuse Program • Disposal of Copiers • Import/Export of Equipment • SPARC • Non-barcoded item Excess Request • Asset Custody Verification Tool

3. Furniture Reutilization Program • Pilot Program approved by CFO, initiated Sept. 2010 • PMO working closely with Project Managers, Building Managers, Department Managers • Primary Objectives • Maximize reutilization and re-purposing of furniture from major construction and renovation projects, or otherwise excess • Maximize savings and/or cost avoidance for departments • Increase incoming excess items to SPS • Summary activity as of January 2011 • 900+ units reutilized • >$300,000 in cost avoidance for departments • Program self sustaining

4. Furniture Reutilization Program • Points of Contact: • Program questions • Stan Dunn; standunn@stanford.edu • Scheduling offsite furniture viewing appointment • Maurice Brown; mbrown5@stanford.edu

5. Data Security - Copiers Many questions received recently on copier data security, particularly regarding disposal • For Stanford-Owned copiers: • Regular disposal process (Excess) goes through Surplus, and copiers will have drives removed and/or destroyed prior to leaving campus • For Leased copiers: • Procurement has made arrangements with major vendors to certify data is destroyed when copier is returned at the end of the lease or upon trade-up

6. Imports / Exports • ANY time you are shipping equipment to or from another country, you must contact the Export Control Office, regardless of type of equipment or country being shipped to. • Includes loans, transfers, sales, or hand-carry by researchers (not purchases through procurement) • Contact Steve Eisner, Export Control Officer • Steve.eisner@stanford.edu (http://export/) • CC your PSR in every case (except routine laptop certifications) – PMO must be informed of international activity, please! http://ora.stanford.edu/ora/pmo/contacts.asp

7. SPARC is an application initiative sponsored by the Stanford University Property Management Office to provide a convenient, electronic portal for property administration processes. • This site serves as a portal for common property tasks and acts as a supplemental front-end for certain Sunflower activities, reducing administrative time and effort while enabling better tracking and reporting.

8. Excess Request Non-barcoded items Purpose and Benefits • Expand tools for DPAs • Facilitate disposal of excess items • PMO may grant access for DPA backups • FY10 Activity • Sunflower Excess Requests – 8,365 • SPARC – 11,841

9. Custodian Certification Project Purpose and Benefits • Improve Custodian-DPA Communications • Increase records accuracy • Additional focus on asset accountability  • Facilitate and expedite inventory reconciliation • Concept an SU best practice (e.g. eCertification process)

10. Custodian Certification Project • Approved as performance goal for PMO by CFO • New online tool in SPARC for Custodians to self-certify their equipment • Concept Phase has begun • Focus Group being formed • Targeted to go live for FY12

11. Custodian Certification Project • General concept • Online certification and management tool • Similar in look & feel to “e-certification” tool • Email communication links • Ability for custodian to request transfers, disposals, other record updates • Periodic certification process to be instituted • Email notifications, alerts, escalations

12. Custodian Certification Project General Timeline