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Property Accounting in DMLSS Part 3 Loan, Excess and Transfer

Equipment Reutilization Program . Purpose: Review the procedures for the Excess Material Redistribution Program.Objectives: Provide step by step instructions for the reporting of excess to TRIMEDS through DMLSS. 3. FOR OFFICIAL USE ONLY. References. GAO - DOD EXCESS PROPERTY Management

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Property Accounting in DMLSS Part 3 Loan, Excess and Transfer

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    1. Property Accounting in DMLSS Part 3 Loan, Excess and Transfer May 9, 2011

    2. Equipment Reutilization Program

    4. References GAO - DOD EXCESS PROPERTY Management Control Breakdowns Result in Substantial Waste and Inefficiency, May 2005 DOD 4160.21-M, Defense Materiel Disposition Manual SECNAVINST 7320.10A, DON personal Property Policies and Procedures.

    5. Federal regulations, DOD 4160.21-M, chapter 5, calls for reutilization of excess property to the extent feasible to fill existing needs and to satisfy additional needs before initiating new procurement or repair. All DOD activities are required to screen available excess assets to identify items that could satisfy valid needs, and the military services have programs for reutilizing property by redistributing excess property across their units to meet ongoing operational needs

    19. TRIMEDS TRI-SERVICE MEDICAL EQUIPMENT DISTRIBUTION SYSTEM

    20. ITEMS NOT CURRENTLY IN DMLSS

    21. EXCESS QUESTIONS Donna Lynn 301-619-3082 Donna.lynn@med.navy.mil TRIMEDS Medlog.detrick.af.mil

    22. POCs Program Manager Edlouie Ortega – ETM Supervisor Equipment Management HM1 Jason Upchurch – Equipment Management Support Donna Lynn – Property Accounting Support Analytics HM2 Sherwin Villagracia – Data Quality Management Elizabeth Erdman – Inventory Management/LAV 22 FOR OFFICIAL USE ONLY

    23. Patient Movement Item Tracking System Ms. Donna Lynn May 9, 2011

    25. PMI (Patient Movement Items) Defined Medical supplies and equipment required to support a patient during evacuation Program focuses on 16 standardized items

    30. DO DO NOT

    41. Loan of Equipment

    42. Loaned Equipment Loaned equipment must be recorded in DMLSS to assist in tracking the equipment until it is returned to its owner. Appropriate transaction reason must be used to ensure accurate financial reporting. Personal property is usually not loaned to patients Equipment loaned to patients MUST NOT have any PII (i.e., Name, Address) recorded in DMLSS Maintenance technical inspection of equipment is required prior to transfer or loan. FOR OFFICIAL USE ONLY 42

    43. Intra-Hospital Loans Intra-activity (between departments) loans may be made for up to 60 days. After 60 days, equipment should be permanently transferred Inter-activity loans may be made for up to 180 days. After 180 days, the equipment must be permanently transferred. FOR OFFICIAL USE ONLY 43

    44. DMLSS Process Refer to the Navy Medicine SOP, pages 173-185 for step-by-step instructions for: https://wwwa.nko.navy.mil/portal/navymedicine/fip/home/sop FOR OFFICIAL USE ONLY 44

    45. Equipment Transfer Inter Department

    46. Inter-Departmental Equipment Transfer Transfer of Equipment from one department to another in the same MTF/BSO-18 Command May be requested by the departments Location transfer may be discovered during a walk-through of a department May be needed to reconcile an Inventory The RO/Custodian from each department will have to sign the Custodian Action List for the Transfer. FOR OFFICIAL USE ONLY 46

    47. Inter-Departmental Equipment Transfer FOR OFFICIAL USE ONLY 47 Refer to the Navy Medicine SOP, pages 124-128 for step-by-step instructions: https://wwwa.nko.navy.mil/portal/navymedicine/fip/home/sop

    48. Equipment Transfer Lateral Part 3 Session 2 HM2 Jason Jones

    49. Equipment Record Transfer Between Servers There are many instances where equipment will have to be transferred between Commands who are on different DMLSS servers, standard transfer of equipment for reutilization, Base Realignment and Closure (BRAC), or any reason you would need to move responsibility for the equipment from one server to another. This process normally would consist of DD1149 or agreeable paperwork in order to be compliant for asset tracking purposes. This is a way to move the equipment records in DMLSS and keep all data and maintenance records intact.

    50. FOR OFFICIAL USE ONLY 50 Equipment Record Transfer Between Servers Note: The activity Equipment Manager is the only individual authorized by the Commanding Officer to transfer personal property. Per the NAVMED-P5132Per the NAVMED-P5132

    51. FOR OFFICIAL USE ONLY 51 Starting To start the process of sending a batch of equipment records from your server to a facility on a different server you will highlight the records that you wish to transfer and hit the loss button. The transaction reason is SHIPPED TO ANOTHER MTF then USE FORM NO “DD 1149” and choose the RIC and DODAAC that corresponds to the Shipped to address

    52. Confirming Loss/Transfer FOR OFFICIAL USE ONLY 52

    53. Verifying Sent Batch Check to see that the file was created and sent out with the DCM Search function FOR OFFICIAL USE ONLY 53

    54. Verifying Sent Batch FOR OFFICIAL USE ONLY 54 Type in EQUIPMENT_MTCE into the contract number field and the date range you transferred equipment during. Hit search and you will find the date, status, and process code of the batch. You will see two lines for each batch with the status IN-PROCESS and TRANSMITTED if it is complete and en-route.

    55. Gaining Command Instructions Click on your organization and choose transaction reason “GAIN FROM ANOTHER MTF” as soon as you hit TAB you will get a pop up window asking to import equipment records. Click YES FOR OFFICIAL USE ONLY 55

    56. Assigning Responsibility In this window you will choose your organization and the customer you want to put that batch of records into. You will also have to already know the maintenance activity that will be following those identified with MRI. FOR OFFICIAL USE ONLY 56

    57. Final Step After you hit OK you will have to confirm the number of records that will be GAINED. Hit yes. The system will then ask if you wish to view the records. At this point you need to update the locations. Then print out Custodian Action Lists and ensure RO signature. FOR OFFICIAL USE ONLY 57

    58. Closing Documentation The required documentation for the business practice is the same as we are doing now for extra server transfers. DD-1149 for Navy to Navy/Marine Corps or agreeable asset transfer paperwork for other services as discussed between parties. If necessary complete both forms and note that there is a duplicate for service purposes. FOR OFFICIAL USE ONLY 58

    59. Questions NMLC-ETM@med.navy.mil FOR OFFICIAL USE ONLY 59

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