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NOAA
PDA Excess and Disposal
Policy and Procedures
(October 1, 2009)
IMPORTANT REMINDER:
When requesting an Excess Property Request, it is extremely important to assign the proper condition code for the personal property being excessed. This information is required for excessing personal property to the NOAA Warehouses (Brandywine, MD & Seattle, WA) and reporting to GSA. (11/24/09)
Condition Code - A single digit alphanumeric character assigned to an item of property indicating its physical condition. These codes are defined in FMR ยง102.36.240. |
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Line
Office Meeting Reminder: (01/27/10)
The next Line Office meeting is scheduled for 11:00 AM on Thursday,
February 11, 2010 in SSMC4, Conference Room 7153.
ANNOUNCEMENT: (01/13/10)
Annual Refresher Training Credit for Fiscal Year (FY) 2009 Department of Commerce (DOC) Personal Property Training Conference
This property bulletin formally acknowledges the FY 2009 DOC Personal Property Training Conference held on October 22, 2009 as an approved supplement for refresher certification requirements. This conference can be accredited in FY 2009 or FY 2010.
DOC Personal Property Bulletins
DOC Personal Property Bulletin #001, FY09 - Standardization of Useful and Salvage Value for Departmental Personal Property Assets
DOC Personal Property Bulletin #005, FY09 - Quarterly Sunflower Review Process for Bureau Property Management Officers (PMOs) released 09/28/2009 -This property bulletin outlines the process, in which all Bureau
PMOs should conduct a quarterly review of the roles assigned to
their personal property network in the Sunflower Personal Property
Management System (PPMS). This process will ensure that the authorization
of role access in the PPMS is properly maintained/updated.
DOC Personal Property Bulletin #001, FY10 - Refresher Training Credit released 11/16/2009
DOC Personal Property Bulletin #002, FY10 - Deviating from the DOC PPMM released 11/17/2009
DOC Personal Property Bulletin #003, FY10 - End User Field in the Sunflower PPMS released 11/17/2009
DOC Personal Property Bulletin #005, FY10 - Proper RecordKeeping and Accounting for Property Entered into the PPMS (Sunflower) released 01/11/2010
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ANNOUNCEMENT:
(08/25/09)
Subject: Revised Procedures for Board of Review Submissions
Everyone,
Effective September 1, 2009 all Board of Review (BOR) submissions
should contain information outlined in the attached Checklist to
facilitate the BOR receiving appropriate information to evaluate
your request for resolution more effectively. Our goal in Personal
Property Management Branch is to assist you with your BOR submission
to improve BOR decision making. It is important for you to review
the Checklist to ensure all information and documents are attached
to complete your package. Your submission will be returned to you,
if it is not complete. We have also attached the Final Event Board
of Review Process and a sample of a Corrective Action Plan (Procedure)
for your information and use. Please contact me on (301)713-0804
ext. 122, if you have questions. Thank you in advance for your cooperation
implementing this revised procedure. This information will be posted
on the Personal Property Website along with dates of future BORs
through the calendar year.
BOR Checklist
- August 24, 2009
BOR Checklist
- Example Memo
BOR
Checklist - Example Procedure Memo
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Change
to Sensitive Items Listing Barcoding of Monitors Property Bulletin
Excel Worksheet to Report
Computer Monitors
Computer Monitor Master
List
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SyncLink and Mobile Trak
Installation and Configuration
The Department of Commerce uses Sunflower's
integrated barcode scanning solution to perform personal property
inventories. SyncLink and MobileTrak are part of this solution.
Click here
to download the following sets of instructions that are designed
to walk IT personnel through the software installation.
Click here
to download the actual ActiveSync, SyncLink and MobileTrak software.
Please contact Thomas Deckard (Thomas.C.Deckard@noaa.gov)
at Headquarters for information on the purchase or loan of a barcode
scanner that is compatible with the Sunflower System.
Important
DOC Notification
Property Accountable Officers
(PAO) appoints Property Custodians using the Property Custodian
Certification form. The PAO sends the completed form to Mr. Thomas
Deckard after the Line/Staff/Corporate Property Manager has signed
off. The Department Personal Property Management Manual, Para. 1.104
recommends that a Property Custodian have a grade of at least a
GS-9 or equivalent.
Please don't forget that NOAA
Personal Property Officials have specific requirements that the
Department of Commerce has directed must be completed in order to
become a Property Accountability Officer and a Property Custodian
(i.e. Ethics training, Personal Property training, a Personal Property
specific critical element in their performance plan, delegation
appointment in writing, etc.).
DOC
Mandatory Critical Elements in Annual Performance Plans
NOAA
Construction Work-In-Progress: Required FY09 Critical Elements
For a copy of the Property Accountability Officer
Delegation appointment letter, see http://www.pps.noaa.gov/Property_Official_Certification_Program_Manual.pdf
For information on the Property Accountability
Officer certification, see http://www.pps.noaa.gov/PAOCERT.pdf
For more information on the responsibilities of a
Property Accountability Officer, see http://www.pps.noaa.gov/New_menu/pao.htm
For more information on how to receive mandatory Property
Accountability Officer training, see http://www.osec.doc.gov/oas/ppmd/ppmd/pc-training.htm
For more information
on Property Custodian certifications, see http://www.pps.noaa.gov/Property_Official_Certification_Program_Manual.pdf
For more information
on the responsibilities of Property Custodians, see
http://www.pps.noaa.gov/New_menu/propcust.htm
For information
on how to receive mandatory Property Custodian training,
see
http://www.osec.doc.gov/oas/ppmd/ppmd/pc-training.htm
For a copy of
the Personal Property Custodian appointment letter, see
http://www.pps.noaa.gov/PROPERTY%20CUSTODIAN%20CERTIFICATION-editable.pdf
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| 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.
Excess Western Region
Western Excess Worksheet
Excess Eastern Region
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. |
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NOAA Personal Property Management
Branch Help Desk
For all NOAA Personal Property Program
questions including but not limited to the information located on
this website, please contact the following NOAA PPMB personnel:
Sheila Hensley: 303.497.5647 | Sheila.K.Hensley@noaa.gov
Robin MacMillan: 757.441.6466 | Robin.M.MacMillan@noaa.gov
Holly Turri: 301.713.3530 x178 | Holly.E.Turri@noaa.gov
SUNFLOWER NOTIFICATION (09/24/09)
If you are experiencing problems with Sunflower
or you require a Sunflower Catalog Entry, please contact the DOC
Sunflower Help Desk at the following phone number 202-482-4110 or
E-mail at SunflowerHelpDesk@doc.gov.
Forms can be obtained from this link: http://www.pps.noaa.gov/New_menu/forms.htm
(If you encounter
problems while installing the JInitiator or Active X, please contact
your office IT Department.)
Sunflower Catalog requests are received and
processed by the Sunflower Management Center (a.k.a. Sunflower Help
Desk) in the order they are received. You will be notified via email
when your request is complete; please note that the email will come
from ITCSC and not the OAS SunflowerHelpDesk address. The email
is generated by the HEAT ticketing system and will include a ticket
number as well as the details of the catalog entry that was created
or found in Sunflower, based on your request.
ANNOUNCEMENT
(09/23/09)
NOAA Sunflower users no longer have
to submit a request to the DOC Sunflower help desk to add NOAA employees.
Please ensure that NOAA employees are listed in the NOAA Staff Directory;
the NOAA Directory file will interface (download) overnight with
Sunflower to add NOAA employees.
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- Link to Main Menu for access to Sunflower Forms,
Sunflower Reports, HTML Transaction Pages and CD50 / 52 Web Forms.
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- 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.
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- 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.
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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.
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On-line training, Executive Training Manual and CWIP training. |

-Slide presentations and minutes to significant meetings, NOAA Property
Reps, Financial and Line Office Reports. |

- Password protected |
If you have any comments or suggestions,
please email the Personal Property webmaster at: anne.m.marquez@noaa.gov |
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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
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TIPS
OF THE MONTH: 02/02/2010
- Transfer Property
When transferring property between two Custodial Areas, the Property
Custodian transferring the property will submit an online CD-50/52 Request
- Change of Asset Detail. The Property Custodian will only enter new
information required in the transfer such as the new Custodial Area,
and new location (Site, Building, and Room). If applicable, the Property
Custodian will also enter the new Property Accountability Office and
Region.
For example if the transfer is from Custodial Area 54028E230 to Custodial
Area 54028E180, the Property Custodian will enter 54028E180 in the Custodial
Area block and the barcode number being transferred. If the location
or room number changed, the Property Custodian will select from the
pull down menu the Site and building or address of the building, and
type in the new room number. Once finished, press SAVES. This will generate
a request with a Request Number.
The Transferring (losing) Property Custodian will send an email with
the Request Number to the new (gaining) Property Custodian requesting
confirmation of acceptance of the transferred property. Ensure your Lead Property Office Representative is copied on the emails. Once the new Property Custodian sends
an email that acknowledges receipt of the property, your Lead Property Office Representative will
complete the transfer to move the property.
- Hand Receipt
Per the policy in the DOC Personal Property Management Manual -
Chapters 1.204, 1.205, 3.805, and Appendix A - Chain of Custody- http://www.osec.doc.gov/oas/ppmd/ppmd/pdf/PPMM_9-26-2007.pdf.
All Personal Property will be assigned to a Current User. Employees
that are assigned as Current Users will sign a NOAA Hand
Receipt for all Personal Property entrusted in their care. The Hand
Receipts are subject to external and internal audits. Assign Current User Instructions are located here. Print Hand Receipt instruction located here (see attached files NOAA or DOC version).
- Who is responsible for Personal Property?
Visit the Personal Property Fact Sheet located here:
http://www.pps.noaa.gov/Training/FactSheet.htm
To submit your own "Tips
of the Month", email webmaster. -->
Tips of the Month Archive
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