EMPLOYEE RESPONSIBILITIES for PROPERTY at BERKELEY LAB Guidance from the LBNL Property Management Group FY2008

1. EMPLOYEE RESPONSIBILITIES for PROPERTY at BERKELEY LAB Guidance from the LBNL Property Management Group FY2008

2. Our Organization – The Big Picture US Department of Energy allocates funds to the University of California to operate a “resource-efficient” Berkeley Lab. • Since DOE underwrites the costs that provide location, equipment/materials & administration for research, & • UC is responsible for managing the Laboratory, Berkeley Lab employees are  accountable to both DOE & UC  for wise use of all the materials & equipment that support the research here.

3. Materials & Equipment “aka” Property “Wise Use” requires employees to • Know where their assigned property is at all times; • Protect it from damage; • Ensure that it is not lost; • Secure it against theft. In other words, exercise the same degree of care that a reasonably prudent person would use to protect his or her own property from loss or damage.

4. Zero-ing in on Tagged Property Berkeley Lab Sunflower Asset Management Database maintains detailed records for 23,207 uniquely identified tagged property directly linked to employee custodians. Property Classification criteria • Controlled (sometimes referred to as “equipment”) • Initial acquisition or fabrication costs (including shipping, handling & installation) of $5,000 or more • Service life of at least 2 years Examples: • Microscopes • Vehicles • Lasers • Analyzers

5. Property Classification criteria cont. 2. Sensitive • $0-5K acquisition cost • Susceptible to theft or loss • Easily converted to personal use or sold for cash Examples: • Computers & computer connectivity • Desktops • Laptops (property most frequently unaccounted for) • Personal digital assistants • Cell phones, pagers • IT equipment incl. removable components with memory capability (digital faxes, memory sticks & digital copiers.

6. Acquiring Property for Project Use • DOE– first line of acquisition is excess • Employees should check with their divisions & with the surplus/excess department to see if there is usable equipment that can be redeployed to save project costs. • http://fac.lbl.gov/SiteSvcs/excess.htm • Other DOE resource sharing • Surplus equipment available from other agencies • http://erle.osti.gov/erle/search.asp • Obtaining property, regardless of cost or method. • Property may be purchased, received as a transfer, donation, or it may be custom fabricated.

7. LBLDOEUSGOVPROP 1234567 What Happens Next? When property is received or is a completed fabrication • Unique identifier (DOE barcode tag) is affixed to the asset; • Funding Project ID links it to a Division (Steward) & a Division-assigned Custodian. • Sunflower database record is created.

8. Managing/Tracking Property: Organizational Help Although Custodians have responsibility for assets assigned to them… • Division Property Representative’s role • Best resource for guidance & assistance on all matters relating to property • Items assigned to custodians in the Sunflower database • Transactions on behalf of custodians • Obtaining authorizations • Submission of forms • Documenting division property activities. • What to do with property that has • Outlived its usefulness for projects • Has been • Damaged  Lost  Stolen Property Representatives interface with Property Management on behalf of their Division research groups & are key sources of asset knowledge & history.

9. Property Management Core Team Support for the Laboratory Community • Guidance & assistance based on DOE compliance rules Interface with DOE site officer & regional offices • Professional group of specialists • Inventories • Asset creation & UID tagging • Collaborative arrangements • Loans, transfers, Borrows Partners with Division Property Representatives to ensure that DOE requirements are met.

10. Accountability: Validation of Assigned Property • Inventories • Wall-to-Wall • No stone unturned in the quest to account for all tagged items Requirements • barcode-scanned or validated by photo & affidavit. • Statistical Sample • Much smaller campaign of randomly selected items subject to the same rigors as a wall-to-wall • Continuous & on-demand validation • Verification by signature report • Continuously updated database report available for review • DOE Berkeley Site Officer’s right to ask at any time for evidence of accurate records and verifiable location of all property.

11. Outgoing Property Arranging for Property to Leave the Site • Shipping Document Requirement for All Property Transported Offsite regardless the purpose or method of transport • Warranty repair • Loans to other institutions • Use at home or offsite research locations, • Use in collaborations, etc., Other relevant documentation as appropriate • High Risk or radiological control • Foreign Loan agreement, etc. • Property Pass Please consult the Property Group or Shipping Department for guidance on completing the Shipping Document.

12. Requests to Loan Property DOE allows some equipment to be loaned to other institutions for a defined period of time. In no case may equipment be loaned when the intention is that it is never returning to LBNL!!! • Requirements • Justification for loans is required. • Chain of approvals (plan accordingly!) • Timelines • Domestic Loans • 3-year period; extension possible. • Foreign Loans • 5 year period; longer & more involved complex processing timeline.

13. Collaborations DOE, UC & LBNL encourage collaborative efforts. • The Terms • Memorandum of Understand&ing (MOU) must accompany all requests for offsite control of property associated with collaborative projects. • MOU must clearly list the effort & property contributed by each entity associated with the collaboration. • LBNL Property can’t get lost in the mix.

14. Incoming Property Property of Others Received at LBNL • Equipment enters the Lab in a number of ways • Collaborative Research Effort • Industry Partnerships • Temporary Borrow from another laboratory or federal agency • Short-Term Borrow/equipment try-out from a vendor • Work through Division Property Representatives. • Incoming property MUST be documented because of  Lab liability  Safety  Security No “private” arrangements are allowed for onsite use of undocumented unapproved equipment.

15. Security & Safety of All Equipment Use For the safety & security of everyone, it is imperative that all equipment at LBNL, regardless of status, is identified & can be located at all times. All equipment delivered to any on- or off-site Berkeley Lab locations must be documented & tagged, either with a DOE# or a “Property of Others” tag that identifies it as non-LBNL property. All incoming equipment that may be hazardous must be cleared by an EHS safety officer (division liaisons) http://www.lbl.gov/ehs/html/div_liaisons.shtml

16. When Property goes Missing At the Laboratory (including its satellite facilities) • Custodian responsibilities • Special attention required when programs physically move • Lock offices, secure assets in locked drawers, etc. • Shift of responsibility from an employee retiring or leaving the lab for other reasons. Occasionally, despite all due diligence, property (generally, a laptop computer) is stolen.

17. Protocols if Something Happens to Property All instances of loss, damage, destroyed, or unauthorized use of property must be reported, documented & investigated. At minimum: • Appropriate DOE officials & offices must be notified &, when necessary, law enforcement organizations ASAP but no later than 24 hours after property loss is known • Determine the circumstance or cause • Determine the responsibility, & financial liability then • Identify corrective actions to prevent further losses & recurrences & report to Senior Management

18. Summary Checklist for Custodians • Work with Division Property Representative on all activities • Keep all documentation associated with your assets (invoices, shipping documents, etc). • Be aware of ALL property that is assigned to you.  “Property Verification by Signature” provides a constantly updated record. • Know the location of your property at all times. • Maintain & Protect your property from environmental damage. • Secure property from theft. Report a loss immediately to Laboratory Security at x5472, or if offsite, file a report with local police within 24 hours.

19. Property Management Website Guidance, Forms & HelpLinks