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Property Management Overview

Property Management Overview. Property Management. Why? An approved Property M anagement S ystem is a requirement defined in: Contract 31, between the University of California and the Department of Energy (DOE)

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Property Management Overview

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  1. Property Management Overview

  2. Property Management Why? • An approved Property Management System is a requirement defined in: • Contract 31, between the University of California and the Department of Energy (DOE) • DOE O580.1A - Standards, practices, and performance expectations for the management of personal property owned or leased by DOE

  3. Property Management Responsibilities • Develops Laboratory property policy to conform with Department of Energy requirements for Personal Property • Does not manage Real Property • Maintains the Laboratory's Property Management Policy Manual • Develops implementing procedures • Manages all Property inventories • Manages the Laboratory's High Risk Program • Owns/manages the Sunflower database

  4. Property Definitions • Accountable Property • Is subject to inventory control, assigned and barcode tagged with a unique property identification number as needed • Is recorded in the Laboratory’s asset management database (Sunflower) • Includes the following categories of property: • Equipment (Capital and Non-Capital) • Attractive • Sensitive • High Risk • Administrative

  5. Property Definitions • Equipment • Asset that has an acquisition or fabrication cost of > $10,000 • Useful life > 2 years • Capital Equipment • Asset that has an acquisition or fabrication cost of > $500,000 • Anticipated service life of > 2 years • Does not include application software, maintenance, repair, warranties, real property and improvements, or related personal property

  6. Property Definitions • Attractive Property • Regardless of value, that must be controlled and managed to protect against unauthorized use, disclosure, or loss; and otherwise controlled by law, policy, regulation or agency direction • Computer Desktops • Computer Laptops • Computer Servers • Tablets (eg: ipads, Kindles, etc.) • Radios (handheld) • Once a year we have to submit a list to DOE for approval

  7. Property Definitions • Sensitive Property • Regardless of its acquisition cost, that is highly portable, easily converted to personal use and is more susceptible to theft • Precious Metals and Controlled Substances • High Risk personal property (HRPP) • Has potential impact on public health and safety, the environment, national security interests, or proliferation concerns • Must be controlled and disposed of in other than a routine manner

  8. Property Definitions • Administrative • Equipment costing < $ 10,000, and not Sensitive, Attractive or High Risk (desk, chairs, printers, etc.) • Items tagged identifying them as Government Property with orange sticker • No barcode applied • Not subject to inventory • Subjected to various administrative controls • Facility fencing • Property passes • Gate checks

  9. Custodians Responsibilities A Property Custodian is a career employee responsible for the protection, control, accountability and proper use of property under his or her stewardship • Take reasonable measures to safeguard assets from theft, loss, destruction and damage • Provide timely communication to Property Representatives • Help Property Representative identify an asset during audits or inventories • Notifies both LBNL Receiving and division property representatives whenever assets bypass the normal receiving process

  10. Custodians Responsibilities • If property is no longer needed, promptly send to Excess • Transfer assigned property prior to termination

  11. Property Management Responsibilities • Develops Laboratory property policy to conform with Department of Energy requirements for Personal Property • Does not manage Real Property • Maintains the Laboratory's Property Management Policy Manual • Develops implementing procedures • Manages all Property inventories • Manages the Laboratory's High Risk Program • Owns/manages the Sunflower database

  12. Division Responsibilities • Manages the Divisions assets in accordance with Laboratory's Property Management Policy Manual • Inform all property custodians/users of their responsibilities toward property, and ensuring effective management of property within the Division • Determines the need for assigning tag-able property to custodians • Evaluates and approves requests for removal of property from the laboratory • Takes corrective action on violations of property management policy

  13. Divisional Property Representatives Responsibilities • This individual is the Division’s representative responsible for executing key property management functions in accordance with LBNL property policies, processes and procedures • Primary point of contact for all property matters pertaining to their division • Assigns/ verifies initial Custodian • Verifies and updates Sunflower data for divisional assets with changes to: • Custodians • Location • Stewardship

  14. Divisional Property Representatives Responsibilities • Executes inventories • Facilitates domestic loan of division assets in coordination with custodian and Property Management Core Team • Facilitates borrow of division assets in coordination with custodian and Property Management Core Team Property Liaison • Works with Property Management Core Team & custodian to execute and initiate transfers of division assets

  15. Reporting a Stolen Asset • Custodian reports theft to local police where asset was stolen • Custodian immediately reports theft to Laboratory Security (510) 495-2904 • Laboratory Security will capture details about the physical device • Custodian completes Computer Security form at https://commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Security

  16. Reporting a Stolen Asset • This step is only for assets that contain memory (laptops, desktops, tablets, portable hard drive, etc.) • Complete and submit the Property Management ‘Retirement Form’ - http://procurement.lbl.gov/welcome-to-procurement-property/forms/

  17. Reporting a Lost Asset • Custodian immediately reports theft to Laboratory Security (510) 495-2904 • Laboratory Security will capture details about the physical device • Custodian completes Computer Security form at https://commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Security • This step is only for assets that contain memory (laptops, desktops, tablets, portable hard drive, etc.) • Complete and submit the Property Management ‘Retirement Form’ - http://procurement.lbl.gov/welcome-to-procurement-property/forms/

  18. Property Management Website http://procurement.lbl.gov/welcome-to-procurement-property/property-management/

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