1 / 44

Annual Inventory

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

raymond-osborne
Download Presentation

Annual Inventory

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Annual Inventory Personal Property Training *

  2. Admin Notes Slides will be posted to PPMB Website Scanner Installation and Operation will not be covered during this period of instruction Sunflower helpdesk is preparing a new job aide for scanners and will provide assistance with scanner conducted inventories Some questions will be addressed during the presentation, all questions will be answered and posted on the PPMB webpage

  3. Inventory Facts DOC Inventory accountability goal: 98% NOAA Inventory accountability goal: 100% DOC Inventories are required annually Asset(s) Missing, Lost, or Stolen requires a BOR packages Scanner inventories are the preferred method by DOC PAO must coordinate with the Supervisors to form inventory teams

  4. Topics Inventory Time Lines Inventory Team Review Campaign Base Property Report Conducting the annual inventory Recording Inventory Results Review Resolution Summary Report Inventory and UPR Certification Sunflower Inventory Certification

  5. Inventory Time Lines First Month • Personal Property Management Branch (PPMB) will publish the annual inventory guidance and provide it to all Line and Staff Office Property Managers (PMs) • The PCs 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 PCs 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 to them in Sunflower • The PCs will print and distribute new Hand Receipt Reports. The Hand Receipt Reports should be signed and dated by both the Current Users and Property Custodians. Property Passes are not to be confused with the purpose of Hand Receipts. Expired Property Passes should be updated at this time as well.

  6. Inventory Time Lines Second Month • The Review Campaign Base will be “FROZEN” • Download your Official inventory report – the “Review Campaign Base Asset Report” from Sunflower Enterprise Reports • The count team have 30 calendar days conduct the physical count • Annotations all inventory adjustments to the Review Campaign Base Asset Report • Record online resolutions in Sunflower for each barcode • Submit the inventory to the PAO for review an acceptance

  7. Inventory Time Lines Third Month • The PAO will review the inventories, review all attachments for completeness • The PAO will deny the acceptance of any inventory that are incomplete • The PC will take prompt action to correct their inventory and resubmit it in Sunflower • If for some unavoidable reasons the final due date cannot be met, the PC must request in writing an extension and provide the request to the PAO in advance of the final due date • The PAO will submit the inventory to the PM • BOR Packages are submitted for Confirm Unaccounted resolutions • PM will submit inventory packages to PPMB

  8. Inventory Time Lines Extensions: • Extensions are not granted unless meeting the due date is unavoidable • Extensions are rarely granted • Extensions are must be endorsed by the PM and approved by the NOAA PMO. Extensions must include the custodial area number, custodian’s name, and the reason why they cannot complete their inventory on time, and when they expect to complete it

  9. Inventory Team PAO to work with supervisors in obtaining personnel to assist in conducting physical inventories. Property Custodian (PC) may assist with physical inventories as considered necessary and appropriate by the Property Accountability Officer (PAO) Exceptions to this policy must be approved by the NOAA Property Management Officer (PMO) Per DOC PPMM paragraph 3.807

  10. Review Campaign Base Property Report Review Campaign Base Asset Report is the Official Inventory document Sunflower Enterprise Reports Review Reports Review Campaign Base Assets Click on Tab: Review Campaign Select Interest Type: Inventory Asset Your Line Office Fiscal Year Annual Inventory (from drop down menu) Resolution Type: Select “Open * * 10

  11. Review Campaign Base Property Report * * 11

  12. Review Campaign Base Property Report Click on Tab: Responsibility and Accountability Enter custodial area number Click on File Output Select PDF Click Submit Click Execute Print Report Note. Donot attached to this report to the online inventory certification. It is to be retained as the official inventory record * * 12

  13. Review Campaign Base Property Report * * 13

  14. Review Campaign Base Property Report * * 14

  15. Conducting the annual inventory • The Property Custodian will ensure that a Current User is assigned to each asset in Sunflower. The below link provides guidance for assigning the Current Users in Sunflower; http://www.pps.noaa.gov/inventory_upr/inventory/Property%20Custodian%20Loading%20Current%20User%20Procedures.pdf The DOC Hand Receipt Reports are printed for each Current User. The Current User and Property Custodian signs and dates this report. The below link provides guidance for printing the DOC Hand Receipt Report; http://www.pps.noaa.gov/inventory_upr/ppmb_hand_receipt_guidance.pdf • Inventory Team will reconcile the DOC Hand Receipts Report for accuracy. • Inventory Team will conduct a physical sweep of the organization’s area validate all barcodes sighted. All off-site equipment that can be moved (e.g. computers, PDAs, etc.) will be brought on-site for existence verification, and, if necessary, installation of security updates, etc. * 15 *

  16. Conducting the annual inventory cont. Sighted Property - (Best scenario) • Asset that are physically touched • Barcode , description, serial number and model number verified (inventory should not have any records with tilde mark (~) or unknown) • Email verifications are acceptable for remote sites • Existence testing results are acceptable (i.e. satellites and underwater equipment) • Place check by the barcode on the Review Campaign Base Property Report • Annotate location and /or Current Users changes on the Review Campaign Base Property Report * 16 *

  17. Conducting the annual inventory cont. Unsighted Property – (Worst scenario ) • Circulatea list of unsighted Property within your organization • Screen all transfers records, excess, and loan documentations • Screen all hand receipts • Screen all Computer Help desk Logs • Contact the last known user • Check for open Final Event Request • Submit Online CD-52 Final Event Request for missing, lost or stolen property with all support documentation available • Annotate the Final Event Request number on the Review Campaign Base Property Report • Coordinate with your PAO and PM on BOR package submission * * 17

  18. Conducting the annual inventory cont. Property with a barcode, not on the Review Campaign Base Property Report - (Tagged property not on your inventory listing) • Check Sunflower “Maintain Asset” screen to identify whether a barcode exists in Sunflower and belong to another custodial area • If the Property belongs to another Custodial Area, contact the Custodial Area’s Property Custodian or your LOR for assistance • If the asset is on your inventory contact your LOR to determine why it is not on your list (in most cases, you find the asset was transferred or added to area after the inventory base was frozen) • If the barcode is not in Sunflower “Create New asset” If the original Documentation is not available, attach a “Found Personal Property Certification” for to asset record support documentation • Annotate the barcodes and associated actions on the Review Campaign Base Property Report • Screen the asset against the UPR * * 18

  19. Conducting the annual inventory cont. Property without a barcode label attached - (no tag) • Search for the asset serial number in Sunflower • If the asset serial number is recorded in Sunflower, attach a new barcode label and request your LOR to retag the asset barcode in Sunflower • If the asset serial number is not recorded in Sunflower “Create New asset” If the original Documentation is not available, attach a “Found Personal Property Certification” for to asset record support documentation • If the asset is no longer in service or being used, prepare disposal documentation • Annotate the new barcode on the Review Campaign Base Property Report • Screen the Property against the UPR * * 19

  20. Conducting the annual inventory cont. Random samples • PAO should randomly select and verify that the Current Users have signed a hand-receipts for their assigned assets • PAO shouldperform physical spot checks for randomly selected barcodes for each Custodial Area assigned to his/her the 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 * * 20

  21. Recording Inventory Results Recording resolutions for the Property in Sunflower ensure that all the Organization’s Property are accounted for during a review campaign and provide an electronic history of Property accountability. NOAA will use the following resolutions when barcode scanners are not used: • Online Declarative Resolutions • Online Physical Resolutions • Confirmed Unaccounted Resolutions Sunflower HTML pages are used to record the “Online Declarative Resolutions” and “Online Physical Resolutions.” * 21

  22. Recording Inventory Results Online Declarative Resolutions: • The Inventory Teams will use this resolution for Property physically touched, electronically touched, verified through existence testing, or email verified which does not require location change or adjustments to the Property record. • Sighted property with no location changes Online Physical Resolutions: • The Inventory Teams will use this resolution for Property physically touched, electronically touched, verified through existence testing, or email verified. • Sighted property withlocation changes. • The complete location must be entered (i.e. Site, Building, and room) * 22

  23. Recording Inventory Results Confirmed Unaccounted Resolutions • Confirmed Unaccountedare used to remove open resolutions from the Review Campaign Property Base Report. This resolution will be used for Unsighted Property. Sunflower Enterprise Forms are used to record the “Confirmed Unaccounted Resolutions.” • NOTE. An online CD 52 Final Event Final Request and a Board of Review (BOR) packages must be submitted within 30 days after the submission of the Annual Inventory package. • Guidance for the Board of Review packages can be found on the Personal Property website. http://www.pps.noaa.gov/excess_disposal_board_of_review/ * 23

  24. Recording Inventory Results Resolutions Reversals • When the wrong resolution is recorded, the PC must record the new resolution • Request the LOR to remove the old resolution • Confirmed Unaccounted Resolutions are not reversed once the Final Events is processed • If a Confirmed Unaccounted asset that was Final Evented is located after the inventory. • Submit a request to your LOR to re-activate the asset • Once the asset is re-activate record the new resolution • Request the LOR to remove the Confirmed Unaccounted Resolution • Resolution Reversals normally can be processed until August 30th • Remember NOAA Goal 100% accountability * 24

  25. Recording Inventory Results Other resolutions you may see during this inventory: Scanner Resolution Types • BARCODE SCAN • BARCODE KEY Sunflower System Generated Resolution Types • INVENTORY ASSET FINAL EVENT • CHANGE STEWARD * 25

  26. Review Resolution Summary Report Review Resolution Summary report provides a summary of all recorded inventory resolutions. There should be no “OPEN” resolutions reflected on this report. • The “Review Campaign Base Assets Report” will provide a list of assets that are still 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 is attached to the completed inventory package. * 26

  27. Review Resolution Summary Report • Sunflower Enterprise Reports • Review Resolution Summary • Click on Tab: Review Campaign • Select: Interest Type: “Inventory Asset” • Select: Fiscal Year Review Campaign for your Line Office Note. No “open” resolutions * 27

  28. Review Resolution Summary Report * 28

  29. Review Resolution Summary Report Click on Tab: Responsibility and Accountability • Enter custodial area number Click on File Output • Select PDF • Click Submit • Click Execute • Print Report * 29

  30. Review Resolution Summary Report * 30

  31. Review Resolution Summary Report * 31

  32. Inventory and UPR Certification Legible Electronic Signatures are Acceptable * 32

  33. Inventory and UPR Certification 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 • 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 . * 33

  34. Inventory and UPR Certification 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 • Submit • Save as .pdf file with filename beginning with the custodial area number • This file will be scanned together with the UPR report in front as one file to attach in the Document Storage Screen in the online inventory process * 34

  35. Inventory and UPR Certification NOTE: If there are line items showing on the report (UPR and/or CWIP UPR) over 45 days old, the inventory will not be accepted. Resolve all UPR 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 * 35

  36. Sunflower Inventory Certification Submitting Annual Inventory Packages • At the completion of the Annual Inventory, the PC will certify and submit to their PAO. The following attachments: • Inventory and UPR Certification, (signed and dated by the PAO and PC) • Review Resolution Summary Report (with no Open Resolution) • UPR and CWIP UPR Printout (with no payments older than 45 days) • The PAO will certify and submit to the Staff/Line Office Property Manager. • The inventory results will be submitted electronically using the “Sunflower Inventory Certification Document Storage and Approval Process” (see the 2015 Annual Inventory guidance for step by step process) • Property Accountability Officer and the Property Custodian will retain a copy of the complete inventory package for future audits. 36 36

  37. Sunflower Inventory Certification Sunflower Inventory Certification Document Storage and Approval Process Detailed step by step instructions for this process is provided in the Fiscal Year 2015 inventory guidance 37 37

  38. Sunflower Review Reports Review Campaign Base Assets • Base line report for NOAA inventories. Provide a list of all open resolutions • Report is maintained by the Property Custodians Review Resolution Summary • Report used to provide inventory progress Review Campaign Base Assets with Resolution Information • Report displays all of the assets in the Base Campaign and the recorded resolutions Executive Review Resolution Summary • Report provides inventory count, value and inventory validity percentage * * 38

  39. Inventory Links FY 2015 Inventory Procedures http://www.pps.noaa.gov/inventory_upr/inventory/NOAA_FY_2015_Inventory_Procedures.pdf Hand Receipt Guidance http://www.pps.noaa.gov/inventory_upr/ppmb_hand_receipt_guidance.pdf Found Property Guidance http://www.pps.noaa.gov/inventory_upr/inventory/Found_Property_Procedures.pdf Sunflower UPR Procedures http://www.pps.noaa.gov/inventory_upr/Sunflower_PPMS_UPR_Procedures.pdf

  40. Line Office Representatives Property Management Officer - Joy TaylorBranch Chief – Kenneth Morrow Inventory Team Lead – Larry Oates NESDIS – Chance GreeneOAR – Melissa NelsonNWS East - Edwin Lewis NWS West – Barbara Carson NMFS East – Marvel Kenneybrew NMFS West – Marvel Kenneybrew NOS – Nicole ProctorStaff Offices – Lorenzo Brown and Derrick Battle

  41. Questions and Answers Q: What is the found asset was not purchased using the object class code 31? A: Object class code 3120 is for non-capitalized equipment, 3123 is for ADP and telecommunication equipment, and 3124 is for ADP and telecommunications software. Q: Where do you find that form? A: The Found Certification form and guidance are found on the PPMB webpage - http://www.pps.noaa.gov/inventory_upr/inventory/Found_Property_Procedures.pdf Q: What if someone purchased an item with their CC, but did not reconcile using an object class 31-23? It would not be on the UPR, so if it is found property, what happens then? A: The accountable property will be entered into Sunflower with the correct 31 object class code. DLA should be submitted to correct the Financial record“ Q: What I am asking is, where can I locate the Inventory UPR Certification form A: The Inventory UPR Certification form is included in the inventory guidance from the Line/Staff Office Property Manager. "

  42. Questions and Answers Q: You stated that if you found property with no CD number assigned, how fo you search by serial number? I have been looking for that function and can not locate. A: Serial search can be done by running a report: Sunflower Enterprise Reports - Management Reports - Asset Search- Enter: Serial number - select : INVENTORY ASSET -Submit and Execute Q: You stated that you could make changes to the location prior to recording a declarative inventory resolution. Being the inventory has been frozen, will it not record the location at the time the inventory was frozen and not the new location prior to the declarative resolution. In other words, will the declarative resolution override the location change that was made after the inventory was frozen? A: Adjustments can be made to a frozen inventory record, but the adjustments should be annotated on the Review Campaign Base Asset Report" Q: Do we need an updated scanner? A: Sunflower POC for Scanners: Sunflower contact for purchasing scanners: John Peiler Senior Director of Finance & Operations AnnamsSystems Corporation (dba Sunflower Systems)2420 Camino Ramon, Suite 130, San Ramon, CA 94583(925) 242-4216 (phone)(925) 355-1213 (fax)jpeiler@sunflowersystems.com"

  43. Questions and Answers Q: What does CWIP stand for and what is the difference between CWIP UPR & UPR report? A: CWIP is a temporary holding standard general ledger (SGL) account (Account 1720) used to track costs during the design and construction of PP&E (both real and personal property). IUSD is a temporary holding SGL account (Account 1832) used to track costs during the design and development of software to be used internally (personal property). In order to be considered a CWIP activity, a construction project must meet all of the following four criteria for capitalization: • Have an aggregate acquisition cost of $200,000 or more, and • Have an estimated service life of two years or more, and • Provide a long-term future economic benefit to the NOAA organization which maintains or obtains control, and • Is not intended for sale in the ordinary course of operations. http://www.corporateservices.noaa.gov/~finance/documents/CWIPPolicy--September152014FINAL.pdf

  44. Questions and Answers Q: Larry I'm in the process of excessing/disposing of some assets. Once this gets done, will these assets show up on my next (2015) inventory report? A: Yes, if the assets are still on your inventory when the base is frozen. Q: Can we not use property pass as hand receipt. Lately every employees have laptops on their desktop with property pass to allow them to remove from the bldg. A: No. Property passes can not be used as Hand Receipts. Q: Do we reuse the FY14 certification forms for FY15? A: The Inventory UPR Certification form is included in the inventory guidance provided by the Line/Staff Office Property Manager. Q: how do I get someone in the sunflower data base: yes he has an active LDAP account A: If every thing is correct on the LDAP account contact the Sunflower HelpDeck

More Related