Next due date: August 05, 2008. See Audit
Calendar under Calendars
Important
Notification !!! (July 11, 2008)
In accordance with the Department of Commerce
Personal Property Manual (10/2007) Chapter 3.805, All Department
of Commerce Bureaus Personal Property assets are to be hand receipted
down to the Current User level to ensure a continuous "chain
of custody" from acquisition to consumption/disposal for all
accountable assets. This will be done using the NOAA Form
37-40 hand receipts for newly acquired assets not yet in Sunflower,
and the Hand Receipt Guidance procedure (released in the July 10th,
2008 L/S/C Line Office Property Managers meeting). ALL new Sunflower
ADD Requests will need to have the Current User assigned in the
Sunflower record at the time of creation and if there is not one
individual who is assigned to the asset, the Property Custodian's
name must be entered. Phase I also requires that all Property
Custodians update their existing Sunflower assets ( using the Sunflower
HTML Transaction Pages - Update Asset Information) and add Current
Users for their assigned Custodial areas.
Instructions are located here:
All Property Custodians must have on hand a signed NOAA
Form 37-40, Personal Custody Property Record / Hand Receipt,
to document the assignment of the property to the current user.
NOTICE TO ALL EMPLOYEES: You are reminded
that you need to be responsible for the government property that has
been entrusted to your care. Click here
to see a brief outline of your responsibilities. If you have property
you no longer want or need, there are strict federal regulations that
govern its proper disposal. For Excess Personal Property questions,
please contact: Debra Pickerign at the NOAA Warehouse at: 301.372.2923
x104. If you do lose property for which you are responsible, look
here for instructions about how to
report the loss. If the property you lose is an
IT device (laptop, PDA, cell phone, or anything capable of storing
and retaining data), the loss MUST be reported IMMEDIATELY
to not only your servicing Personal Property Office and the Office
of Security, but also to the NOAA Computer Incident Response Team
at 301 713-9111. Click here
for additional information. Click here
for the on-line NF47-43, Incident Report form.
If you are having issues with Sunflower
or have any questions, please contact the Sunflower Helpdesk
at 202.482.4110 or E-mail SunflowerHelpDesk@doc.gov
(If
you encounter problems while installing the JInitiator or Active
X, please contact your office IT Department.)
- Link to Main Menu for access to Sunflower Forms,
Sunflower Reports, HTML Transaction Pages and CD50 / 52 Web Forms.
- Link to page where information can be obtained
regarding payments that have not been accounted for in the Sunflower
property system.
- Audit calendar and Inventory calendar
- Link to page dealing with issues regarding capitalized
personal property and the audit.
- Government, Department of Commerce, and NOAA
Policies pertaining to the subject of managing personal property including
the Department of Commerce Personal Property Management Manual.
- Sunflower Enhancements (ICRs)
- General Information about Personal Property management, Fact Sheets,
Terminology, Processes
- User’s Guide - Once you have decided what
you want to do, guidance of how to get it done based on the role and
the privileges you have been given to manage NOAA's personal property.
- Establishing and listing Property Custodians,
Net Book Value Worksheet, Federal Supply Groups, Federal Supply Classes,
Accountable Property, Object Class Codes, Property Descriptions (Official
Names), List of common manufacturers, Scanner software
- Fact Sheet, Brochure, Photo Catalog, SSFAS #29,
and links to NOAA Preserve America Initiative and NOAA History.
- Slide presentations and minutes to significant meetings
- Password protected
The Personal Property Branch develops
NOAA-wide policies and plans for personal property and evaluates the
implementation of these services.
The Branch develops and maintains NOAA’s property
program, including providing guidance in the proper utilization, care,
rehabilitation, and disposal of property, as well as assuring the development
of requirements for personal property within authorized program objectives.
It operates NOAA’s Personal Property Control System to maintain
records, compute depreciation, and provide management reports. It manages
the acquisition, utilization, and disposal of personal property for NOAA
offices and serves as the primary nationwide lead in Personal Property
audit initiatives (tracks NOAA’s $5+ billion in personal property)
in concert with the Department, NOAA Acquisition /Procurement, and NOAA
Finance. It manages the Computers for Learning Program nationwide and
coordinates all reporting activity to the Department and GSA. The NOAA
Personal Property Management Officer administers the Program nationwide.
Questions, clarification, or further explanation of any part of this site
should be directed to:
U.S. Department of Commerce Chief Administrative Officer Real Property, Facilities, and Logistics Office Logistics Division, Personal Property Management Branch 1305 East-West Highway, SSMC-4 Silver Spring, MD 20910-3281 (301) 713-3530
TIPS
OF THE MONTH: (Updated: 07/25/08)
ALL NOAA Sunflower Users - When creating Sunflower (CD50) Change
Asset Detail Requests (CADs) for Transfers, please upload the outgoing
and gaining Property Custodian emails of acceptance in PDF format in
your Change Asset Detail Requests (CADs). Documents must be saved
on your hard drive. Click the Attachment button in the CD50 (CAD) request
form and search for the file name of the documents that you want to
upload in your request(s). Emails to your servicing Property Office
will not be required if the documentation is attached. For other CAD
requests, please look at the Task Matrix located here: http://www.pps.noaa.gov/matrix.html
to ensure that a CAD request is the appropriate request for your Sunflower
requested action. Some tasks can be done in the HTML Transaction Pages
directly, without the PPMB personnel accepting your request. For true
CADs, that include, serial number changes and model/manufacturer changes
(both manufacturer and model number are needed to request a model number
change), please upload any documents that will assist the PPMB staff
in expediting your CAD requests.
CD50 Requests - Attach Supporting Documentation ( invoices, etc.)
in your Sunflower. For further information, please go here.
CD52 Retirement of an Asset - Attaching Supporting Documentation
in your Sunflower requests. NOAA Sunflower Users, it is now possible
to attach supporting documentation for Final Event/Retirement Requests
at the time you submit your FE/Retirement request. Please go here for
instructions: CD52 Retirement of an
Asset - Attaching Supporting Documentation in your Sunflower requests
please go here.
NOAA Sunflower Users, when attaching documents at the time of the
Sunflower ADD requests, please use the document storage type of "Internal",
as opposed to "External". What this means is that the documents
are stored "internally" in the Sunflower record or barcode
number.
For NOAA Sunflower Users to view the CD52 attachments after they have
been uploaded in the request, go to Sunflower CD50/52 Transaction Menu,
go to accept/deny a retirement of an asset, and type the request number.
Note: This is READ only access, unless you are set up for the Sunflower
approval hierarchy. If an attachment is there, you will be able to view
it. The Property Custodian, Property Accountability Officer and the
Board of Review Members will see your attachments when they go to this
screen to accept/deny your request. Once approved, you can view the
attachments by going into the Sunflower Enterprise Forms - Management
- Inventory Summary and History Screen (2nd on the list), type the barcode
number and press TAB, go to the field that reads: C/P/A/ (far right
of the screen), press the + inside the magnifying glass, and open the
attachments. They are internally stored in the Sunflower record. For
more information, please go here. http://www.pps.noaa.gov/New_menu/lost.htm
Direct all inquiries
or problems regarding the NOAA Personal Property Web Site to the Logistics
Division, Personal Property Branch,
e-mail: Anne.M.Marquez,
Phone: (301) 713-2014 - Ext. 204-