Logistics Division

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. Completion: NLT 09/04/08 For additional information, please click here.

RECENT SUNFLOWER ENHANCEMENTS: ( 06/09/08) Instructions for Acquiring new and found Personal Property. How to Add SUPPORTING DOCUMENTATION to the Sunflower CD50 Add Requests (Web Forms). Click here: http://www.pps.noaa.gov/New_menu/acquire.htm#acq

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.

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
  
  
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