CD50/52 User's Guide

Electronic Forms
CD 50/52
User's Guide

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Table of Contents


Introduction


Using the CD50/52 Transaction Menu to submit requests

CD-50/52 Transaction Menu is used for a variety of transactions related to assets. All these transactions except for Trade-In/Exchange are "requests" to the property department to make the change in the asset tracking system. These transactions can be broadly categorized in the following categories.

  1. Acquisition of assets
  2. Change of asset data like Serial number, cost, accounting, info in user fields, location or acquisition date.
  3. Transfer of assets from one Custodial area to another within the same Accountability area or a different Accountability area or transfer from region or Bureau to another.
  4. Request to pickup an asset by the excess department and declare the asset as excess.
  5. Loan the property to an external organization.
  6. Record the disposal of the asset (trade-in, exchange sale).
  7. Request an asset to be moved to storage or repair.

Property Managers review these requests and accept or deny the changes.

Referenced Fields

It is important to remember that Sunflower is based on reference tables which control the input to various fields in the record. When completing the online CD-50, if the users entry for an item does not match an existing entry in one of the tables, work cannot continue. If the entry is accurate, but not represented in the table, contact the property team representative who will ensure that these data tables are quickly updated. Never choose an entry in any field that has the word œEND at the beginning or at the end. These are not valid selections. They appear even though they are not valid because they had been valid for some purpose in the past and therefore are still in use.

If there is an icon of a downward-pointing arrow to the right of a field (down arrow button), your entry to that field must be matched to an entry in a Sunflower table. You must first click on the button to open the search screen before you make an entry. Type in part of the name using the '%' symbol at the beginning or the end or both as a wildcard, press <TAB>, and the system will display a list of entries in the Sunflower table that match. Choose the appropriate selection to complete the field. See information about the various List of Values at the end of this User's Guide.


The Drop-Down Box is identified with a downward-pointed triangle attached to the right side of the entry field. Click on the triangle to display a list of Sunflower table entries. For an example, the Drop-Down box in the Document Type Field is displayed below .




Main Menu


After logging in to Sunflower, you will be taken to the Main Menu. CLICK CD50/52 Transaction Menu to get to the CD50/52 Transaction Menu.

Main Menu

The CD50/52 Transaction Menu

CD50 Menu


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Request a Change of Asset Detail

To CHANGE the information recorded in the Sunflower property system for an item, click to request a change of asset detail on the CD50/52 Transaction Menu. The web form that appears may be used to change the location of your property, transfer it to a different Custodial Area, or make corrections as needed.

When using the web CD50 form to request a change of asset detail, complete only those fields that you want to change before entering the barcode number at the bottom of the form. When changing a building or a room number, however, you must enter the site and the building.

When you have entered the data in those fields that you wish to change, scroll to the bottom of the web page and click on the œsave button.

If you are creating a new asset record and realize that you made a mistake and need to change something, you have to wait for it to be recorded and saved in Sunflower first before you can request that the change be made.

Never choose an entry in any field whether it be from a Pull down menu or a selection that has the word œEND at the beginning or at the end. These are not valid selections. They appear even though they are not valid because they had been valid for some purpose in the past and therefore are still in use.

If, for whatever reason, you must replace the barcode tag number recorded in Sunflower with a different number, for example, if one piece of equipment is being exchanged for another identical piece of equipment (for example, under a warranty exchange), it is not necessary to create a whole new record in Sunflower. Rather, the old barcode number and serial number can simply be replaced with the new barcode number and serial number. However, this transaction can not be done using the CD-50 web form. The exchange of equipment must be reported to your Propery Office Assistant via phone or email. The required supporting documentation will depend on the circumstances of the exchange.


Change Detail 1

Change Detail 2


Transfer Property

When transferring property between two Custodial areas, you need to use the CD50 - Request Change of Asset Detail web form, not the HTML Transaction Pages. The Request Change of Asset Detail web form allows you to enter all of the new information required by the transfer such as the new Custodial area, the new location (Site, Building, and Room), and, if applicable, the new Property Accountability Office and the new Region or Bureau. The HTML Transaction Pages do not provide the ability to make all of these changes to the record.

When making transfers, only fill in those fields that need to be changed from the original record. For example if you want to transfer from 54028E230 (Catherine Noonan) to Betsy Simonis inventory, then enter Betsys Custodial code in the ˜Custodial Area block. Be sure the CD# is the item you want to transfer. If the location or room number changed, then you would pull this selection from the pull down menu and enter the site, the name or address of the building, and the new room number. Once finished, press SAVE. This will generate a request with a Request Number.

After entering the request, notify the new Property Custodian and your Propery Office Assistant (POA) by email. To accept a transfer, the POA/POR has to have confirmation from the gaining Custodian that they have the property and are assuming responsibility for it. Once the new Property Custodian acknowledges receipt of the property, the POA can accept the request so Sunflower will be updated with the new information.

A Property Custodian and a Steward Contact can change the location of an asset in the Sunflower records themselves, directly, without assistance from the Property staff by using the HTML Transaction Pages if that is all that is changing.

Change of Steward Contact or User

If you have a role in Sunflower which gives you the necessary authority, it is better to use the HTML Transaction Pages to change the Steward Contact or the User if that is all you need to change to the record. This permits the changes to be made directly in Sunflower without the need for assistance from the Property staff. A Property Custodian can change the Steward Contact and the User directly using the HTML Transaction Pages. A Steward Contact can change the User directly.

Ignore the Identifier fields when entering the Steward Contact or the Property User. Rather simply click on the down-arrow button. In the new window that appears, enter the last name of the person and then press <Tab>. Choose the person from the list that appears and then click on the œselect button.


Choose person

Changing Manufacturer or Model

If the manufacturer does not appear when attempting to complete the CD-50 web form, STOP, and call your local Propery Office Assistant to have the manufacturer added to Sunflower. The manufacturer must be available on the drop-down list before you can complete your CD-50.

The description recorded in Sunflower for the asset can not be changed using the Change of Asset Detail form. What is required is the selection of a different existing entry in the Sunflower catalog, or the creation of a new catalog entry. Therefore, a change of description must be requested by email to your representative on the Property staff.

Change Value or Accounting

To change the amount recorded for the acquisition cost or to change the accounting recorded for the acquisition of an asset, you must first indicate how many lines of accounting you will be entering by choosing the Number of Asset Value Component lines from the drop-down list (up to 10). Once you do this, the screen will refresh and present you with the number of blocks requested for entering the accounting information. (Notice that when you first enter this area, the number of accounting lines is set to zero, and there is no place to adjust the value of the asset or the accounting.)


Change Value

In the Asset Value field enter the difference between the value currently recorded and the corrected value.

In the field that is marked fiscal year, you must enter all four digits of the year, not just the last two. If you enter 05, for example, Sunflower will interpret this to be the year 0005.

Document

If there is a document associated with the change being made, for example, an amendment to a purchase order, or an email notification, this document should be referenced.

Document

Enter the Document Type from the drop-down list.

Choose either External or Internal as the Storage Type depending on whether the document is to be stored outside of Sunflower or whether it is to be saved as an attachment in Sunflower.

Enter the Document # in accordance with the standard document number formats.

Type NOAA- in the Document Custodial Area field and then click on the down-arrow button. In the next window that appears, select the Custodial Area where the responsibility for maintaining the document will reside.

Document custodian

Changing Location

If you want to change a room number, you have to enter the complete location including the site and the building. If you do not, Sunflower will not know the location of the room and the change will not be made even though the program will report that the change was œcompleted. If you have a role in Sunflower which gives you the necessary authority, it is better to use the HTML Transaction Pages to change the room number. This permits the room number to be changed directly in Sunflower without the need for assistance from the Property staff.

Changing Global User Fields

Global User Fields are extra fields added to Sunflower by the Department of Commerce to further describe an asset. These fields apply to an asset regardless of its Interest type; that is, they apply to the asset whether the asset is an inventory asset, a financial asset, or an excess asset.

To change a global user field, it is first necessary to enter the barcode number of the asset that is to be changed. This is because which of the global user fields are displayed depend upon the description of the asset maintained in the Sunflower catalog. Once the barcode number has been entered in the Barcode # field, click on the œRefresh Global UDF button. After Sunflower finds the asset, the applicable Global User fields will be displayed.

Global UDF

Personal Organization Code - Enter the CBS Organization Code for the office where the property is located.

Line Office - Enter the NOAA Line Office where the property is located.

Common Name - Free form field for entering a general description of an asset when the Sunflower catalog description is not sufficient.

Document Received Date - Do not use. Used by the Property Staff to track when documentation is received to support the entry of the asset into Sunflower.

Hull ID - An example of a Global User Field that depends upon the asset description. In this case, the barcode number entered belongs to a boat. If this were an automobile, a field for the Vehicle Identification Number (VIN) would appear here.

DOC Capital Asset - Do not use. Used temporarily during the migration of assets into Sunflower from other DoC Bureaus to indicate capitalized assets belonging to the DoC Bureaus other than NOAA.

EXPORT CONTROL CLASS NO. (ECCN) - Used to record the ECCN of an asset for which an export license is required.


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Creation of an Asset

Please note: Documentation is due no later than 15 business days after payment for the asset has been recorded in the Commerce Business System (CBS). If all documents are not available, please provide to Personal Property those documents that are available.

From the Main Menu, click the button next to to request creation of an asset to display the Create New Asset form.

CD50 Menu


Completing the CD-50 Form

Create New Asset

The fields listed below must be completed. After each name is a brief explanation of its necessity and purpose.

Core Information

1. Custodial Area “ The 9-character Custodial Area identifier. All NOAA Custodian codes begin with ˜54. An example would be 54014N321.

2. Steward Contact Identifier and Name “ The Steward Contact responsible for the asset(s) being created. Leave the Identifier field blank. To look up the Contact, open the search screen by clicking the œdown arrow icon. On the next screen that appears enter the first portion of the last name. Press <TAB> to display the entries in Sunflower that match. Select or Double-click the correct contact.

3. User Identifier and Name “ The NOAA employee who has the item in his/her possession or uses the equipment.

4. Property Accountability Office “ The code for the Accountable Property Office - the first six characters of the Custodial Area ID#; such as 54014N.

5. Region “ The NOAA Region or Bureau in which the item is assigned. Enter NOAA-% to list and select from the possible NOAA Regions. A possible entry would be NOAA-Seattle. It is important that this field gets completed accurately so that the record gets placed into the group of records reviewed by the Property staff assigned to that Region. The NOAA Region is tied to the sixth character of the Property Accountability Office (e.g., 54020E). That is, if the six character is an E, the region is NOAA-Norfolk, if it is an M, the region is NOAA-Boulder, if it is a W, the region is NOAA-Seattle, and if the final character is an N, the region is NOAA-Headquarters/SilverSpring.

6. Manufacturer “ A field which must match an existing entry in the Sunflower table. To pull down a list of options, enter the first few letters of the name and a percentage sign to list similar entries in the table. Do not select ANY entry that has an ˜(END) before or after the name; that name is inaccurate and is being removed from the catalog. If the entry has an ˜(OLD) suffix, it is active, but belongs to a manufacturer that is no longer in operation. Older gear may still exist in the database that was acquired from that manufacturer.

If the person entering the record finds that the Manufacturer is not in the Sunflower table, they should contact their staff representative within the Property Branch for assistance. If necessary, the Property Branch personnel will contact the Chief Cataloger to request the addition of the Manufacturer's name to the Sunflower System table.

7. Model “ Be as accurate as possible. In the Create New Asset screen, the model is not tied in with the Sunflower catalog, but it must be possible for the Property staff to match Sunflower entries in the catalog based on the information provided here.

8. Description “ Completely describe the property. Be as specific as possible.

9. Activity Type “ Describes the ownership status of the asset. Pick from the drop-down list. Usually this will be Agency Owned.

10. Condition Code “ Pick from the drop-down list. Remember that Condition Code 1 means that the item has never been used. Most items will be described as Condition Code 4.

11. Acquisition Date “ The date the item was ready for use and was accepted. It must be entered in a mm/dd/yyyy format. You must enter all four digits for the year.

12. Initial Event “ When creating a new asset, the initial event is always a PURCHASE, unless you acquired it through some other means. Never use Purchase card or purchase order (reoccurring).

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Accounting Information

13. Number of Asset Value Component Lines “ The default is 1. If more than one line of accounting was used when procuring the item, select the number of lines from the drop-down list (up to 10). Once you do this, the screen will refresh and present you with the number of blocks requested for entering the accounting information.

Asset Value

14. Asset Value 1 “ The acquisition cost paid for each individual item using the accounting to be entered in the fields to the right of this field. Enter a number with two decimal places, e.g., 999.99 “ do NOT enter a dollar sign or commas. If you indicated that there was more than one line of accounting, you will enter the cost for the individual items associated with the other lines of accounting in Asset Value 2, Asset Value 3, etc. in the blocks below.

15. Fiscal Year “ (YYYY) The fiscal year of the money that was used to acquire the property.

16. Project “ The code in CBS assigned to the operational initiative for which this item is purchased (e.g. 19WGK06)

17. Fund Code “ The code in CBS which identifies the appropriation or fund within the appropriation.

18. Program “ The seven character code (99-99-99-999) in CBS that is used to identify the Activity (first two digits), Subactivity (next two digits), Line Item (next two digits) and a User defined code (last three digits) that may be used to track the Strategic Plan.

19. Organization “ (99-99-99-9999-99-99-99-99*AA9999) - The CBS Organization Code which identifies the organization which paid for the item. The first two digits represent the Bureau ('54' = NOAA). The last six characters after the asterisk are the equivalent FIMA Organization Code.

It is possible to query for the organization code based on the CBS Organization Code by entering the first few characters of the organziation code followed by a '%' sign and pressing <TAB>. CBS Org Code

It is also possible to query for the organization code based on the old FIMA Organization Code, if you know it, by entering a '%' sign followed by the FIMA Code and pressing <TAB>. FIMA Org Code

To eliminate data entry errors, it's highly recommended that you click the icon on the right of the field to select the organization code from the drop down box; do not œfree type the organization code entry.

20. User Code “ The last part of the accounting code in a CBS transaction. Usually, this is simply six zeros (000000)

21. Object Class Code “ (99-99-99-99) The code which defines the budget category into which this item falls. A detailed list is presented on the PPB Website at http://www.pps.noaa.gov/New_menu/object.htm. Do NOT simply enter a four-digit object class code, such as 3120. The required format would be 31-20-00-00.

22. Task “ (P99) “ Within the project, this is the task assignment. It is the three-character CBS code which follows the project number, separated by a dash. An example would be P60. Note that the character œP is capitalized.

23. Bureau “ (99 - two digits) The code to identify NOAA is 14.

24. Adjust depreciation from “ Leave blank.

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Source Document Information

Source Document

23. Document Type “ The type of document which was used to acquire the item (e.g. purchase order, purchase card or contract). Do not use any entry which contains the term (END).

24. Storage Type “ It refers to where the documentation is stored. If the document is paper and is stored outside of Sunflower, choose External from the drop-down list. If the document is stored electronically as an attachment inside of Sunflower, choose Internal.

25. Document # “ The Identifier field in the Document area is for the document number, not for the property's barcode number. For contracts or purchase orders, this is the number which appears on the documentation. No hyphens are used. For bankcards, this is the last six digits of the bank card number, plus the seven-character transaction number, and the 3-digit terminal number. The format of the entry is a string broken into three parts; six, seven, and three characters separated by dashes, e.g. œ026241-0220489-022. All fields are filled with zeros to the left to complete the fields proper length. Its critical that the document number be accurate and formatted exactly the way it appears in the UPR. Click here to see how other document numbers are formatted.

26. Document Custodial Area “ The region or Bureau with responsibility for the custody of the document.

Automated Reconciliation

The fields that must match the Unreconciled Payments Report (UPR) entries in order for the item to be automatically reconciled are: Document Number, Organizational Code, Project, Task and Object Class Code. To clear the item off the UPR, the total acquisition value must be greater than the payment amount. If it is less, there is still an unreconciled amount that appears in the report.

You only get one chance to get the document number correct when it comes to the automatic reconciliation. Sunflower takes the first document number entered and records that as the document for the initial event. Any document entered subsequently is not treated as the document number for the initial event, but rather as the document associated with the subsequent transaction you are working on at that time.

So if you don't get the document number recorded correctly for the initial event, the payment on the UPR will have to be manually suppressed.


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Unique Data/Location Information

27. Interest Type “ the default is œInventory Assetœ.

28. Barcode # “ the 12-character barcoded identification number assigned to the item (e.g. CD0009999999).

29. Serial Number “ the unique number assigned to the item by the manufacturer

30. Site “ The city and state within which the item is located. Enter the first letter of the city to search the table entries.

31. Building Label “ this defines the type of facility in which the item is located. Usually ˜Building.

32. Building Entry “ the building code assigned to the facility (i.e. œSSMC4)

33. Secondary Location Label - (In the graphic above, the next field to the right with the œTRACK NUM entry) “ this field defines the type of secondary location in which the item is located. The user will normally change this entry to œRoom.

34. Room Entry “ the number assigned to the room. (Ignore the down arrow for this field. Simply type the room number.)

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Submitting the Form

It is important that you make a print of the form NOW. Once youve clicked the œSave button to submit the form, and the form is accepted by Sunflower, you will lose access to this information. When you click œSave, you will immediately see a page that reads œCreated. (If you click œReset, all of your entries in the web form will be erased, leaving a blank form.)

After clicking on the œSave button at the bottom of the CD50 web form, you may enter an additional 10 identical items being purchased at the same time using the same source document. If you are entering items that are not identical, after clicking on the œSave button, you will need to change the information at the top of the Create New Asset form.

This form must be as complete and accurate as possible. If an error occurs which causes Sunflower to reject your form, the record will not be saved when you close your system. Correct and resubmit the form. Once it has been saved in the interface table, errors can only be corrected by the property team.

To see if the change you requested was actually made, log in to Sunflower and then go to the Sunflower Reports area and select the Inventory Asset History report under Management Reports. There you would enter the Barcode Identifier number. This report will display the history of the asset with the most recent change shown at the top of the report along with information about who made the change.

If you identify an error, or collect additional information for the record, email the information to the Property Representative. Corrections can be made while the item is being reviewed, prior to entry into the Sunflower system.



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Create Excess Receival Request

Create Excess Receival request enables you to make an electronic request that an asset be sent to excess.

An excess receival request can be created for multiple assets at one time provided that they are of the same interest type. From the main menu choose the desired interest type.

To send an existing asset to excess go to:

Create Excess Receival Request Manually List Assets if you know the asset identifier

Create Excess Receival Request QUERY if you do not know the asset identifier.

To send a non-interest asset to excess go to Create Excess Receival Request Non-Barcode.


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Create Excess Receival Request Manually List Assets

To display the above screen, click the Manually List Assets button.

To specify the pick-up location for the asset, in the top block, Pick-up and Delivery Information, enter the pick-up and deliver-to locations by clicking the List button. The List button displays the Locations screen (see List of Values for Locations).

To excess an asset without moving it from its current location, select the Excess in-place? check box and check it.

In the Manually List Assets block, in the Identifier field, enter the asset identifier. Choose the condition code from the list.

Click the Save button to commit the request

If the change was successful, an "Ok" is displayed at the leftmost of the table and the request number at the rightmost of the table.

If the change was not successful, a message is displayed below the asset information.

After clicking the Save button, the Manually List Assets block displays the result (OK “ successful, red-colored “ unsuccessful), manufacturer, model number, official name, serial number, condition code and, for successful request, the request number.

After saving the requests, update to the request information such as the condition code, pick-up and/or delivery-location, excess-in place is still possible for the displayed requests.

To make changes to the request information, click the Save button, the results column will change to a checkbox. Check the box you want included in the update. Make changes to the request information. Click the Save button.


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Create Excess Receival Request Query Results

To search on assets, click the Enter Query button to display the QUERY CRITERIA screen.

To display the above screen, click the Execute Query button from the QUERY CRITERIA screen.

To specify the pick-up location for the asset, in the top block, Pick-up and Delivery Information, enter the pick-up and deliver-to locations by clicking the List button. The List button displays the Locations screen (see List of Values for Locations).

To excess an asset without moving it from its current location, select the Excess in-place? check box and check it.

In the Query Results block, check the Request checkbox you want to include in the request. Choose the condition Code from the list.

Click the Save button to commit the request.

If the change was successful, an "Ok" is displayed at the leftmost of the table and the request number at the rightmost of the table.

If the change was not successful, a message is displayed after the asset information.

After clicking the Save button, the Query Results block displays the result (OK “ successful, red-colored “ unsuccessful), manufacturer, model number, official name, serial number, condition code and, for successful commit, the request number.

After saving the requests, update to the request information such as the condition code, pick-up and/or delivery-location, excess-in place is still possible for the displayed requests.

To make changes to the request information, click the Save button, the results column will change to a checkbox. Check the box you want included in the update. Make changes to the request information. Click the Save button.


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Create Excess Receival Non-Barcode

To display the above screen , click the Non-Barcode button.

To specify the pick-up location for the asset, in the top block, Pick-up and Delivery Information, enter the pick-up and deliver-to locations by clicking the List button. The List button displays the Locations screen (see List of Values for Locations).

To send an asset to excess without moving it from its current location, select the Excess-in-place? check box and check it.

In the Non-Barcode block, enter the Manufacturer. Use œNON-BARCODED as the Manufacturer. Click the List button next to the Model field and select the œmodel description of the non-barcoded item(s) being reported. The Description field and the Federal Supply Group field will then be automatically populated. Enter the Serial number if there is only one. Enter the Region, Property Accountability Office, Custodial Area and Location. You may click the List button next to each field to select from a list. Enter the acquisition cost and acquisition date. Choose condition code from the list. You may enter any comments desired. If there is more than one item of the same description, the asset is considered as a commodity item. Check the box to indicate that the asset is considered a commodity, enter any additional required descriptive information in the Description box, enter the Quantity and then select the Unit of Measure from the list.

Click the Save button to commit the request.

If the change was successful, an "Ok" is displayed at the leftmost of the table and the request number at the rightmost of the table.

If the change was not successful, a message is displayed after the asset information.

After clicking the Save button, the Query Results block displays the result (OK “ successful, red-colored “ unsuccessful), catalog information, asset information, condition code and, for successful commit, the request number.

After saving the requests, update to the request information such as the catalog information, the asset information, condition code, pick-up and/or delivery-location, excess-in place is still possible for the displayed requests.

To make changes to the request information, click the Save button, the results column will change to a checkbox. Check the box you want included in the update. Make changes to the request information. Click the Save button.


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Request to Retire Asset


The Request to Retire Assets enables a user to report a lost, stolen, damaged, sacrificed and unserviceable assets which qualifies an asset for retirement.

Processes to complete a transaction involve:

Create Final Event Request Manually List Asset (if you know the asset identifier)

Create Final Event Request Query (if you do not know the asset identifier)

Approve/Deny Final Event Request

Assign Approvers

When personal property is removed from the NOAA inventory, a reason for taking this action must be indicated. Property may not be removed from an Custodian's responsibility without documented justification. In order to complete the removal process, the reason for the final event must be selected from a list provided within Sunflower.

Criteria for Choosing Final Events

Below are listed the final event options which appear on the screen. Definitions for each are provided.

For audit and tracking purposes, the most specific and accurate representation of actual events must be determined and recorded when deciding on a type of final event. Also, the fields that are presented on the screen after selecting the type of final event must be completed as thoroughly as possible to the best of your knowledge and ability.

It is also important that the final event selected is grounded on an understanding of the rules, policies and regulations that apply. Links to references to the applicable policies are given when needed.

Terms and Definitions

Abandoned - This type of final event is used whenever NOAA gives up ownership of property without transferring the ownership to another owner. (41 CFR 102-36.305 “ 36.330)

Asset absorbed into another asset - An individual item becomes part of a larger unit. For example, an external disk drive is installed into a desk-top computer and therefore is no longer accountable by itself, but only as a part of the desk-top computer.

Asset into excess - The property has been removed for excess screening. It receives a final event as an inventory asset and a corresponding initial event as an excess asset.

Asset into inactive - If for some reason an item is temporarily out of service, then this choice can be used. For example, if a piece of property has been tagged and is in reserve or is being stored, then this designation may be selected.

Cannibalization - Parts of a working piece of property have been removed to fix a broken item rendering the item useless and therefore not accountable. (NOAA cannibalization policy)

Delete, correction - If an item has been erroneously entered into Sunflower, the mistaken entry may be removed.

Delete, lease terminated - After the lease period has concluded, if the item is not to be purchased and the item has been returned to the vendor, this entry is used.

Delete, lost or stolen - If an item has been misplaced or theft has occurred, this entry is used. (NOAA policy regarding property that is lost or stolen)

Delete, not accountable - Sometimes an item which has never been accountable or due to changes in policy has become so has been entered into Sunflower. If it is no longer going to be tracked, the entry may be removed.

Delete, trade in - If an item is given up to a vendor for its value in exchange for a replacement item, that is, it is traded in, this entry is used. (41 CFR 102-39)

Destroyed - If an item has been damaged to the point where it has been made unserviceable and unrepairable, then this entry may be used. (NOAA policy regarding property that has been destroyed)

Donated by agency “ This entry is used when an asset is given to a State or American Indian tribe by the agency without going through GSA. (41 CFR 102-37.35(c) )

Donated, Computers for Learning “ If equipment is donated to a school or other educational institution using the authority of the Computers for Learning program, then this entry is used. (41 CFR 102-36.475)

Donated, Disaster relief and emergency assist - Items of personal property may be given to other federal or state organizations specifically for disaster relief or emergency assistance. When donated under this authority, then this entry is used. (41 CFR 102-36.370)

Donated research equipment - NOAA elements may give equipment to other agencies or institutions of higher learning under the authority of the Stephenson-Wydler Act. When donated under this authority, then this entry is used.

Donated through GSA - The General Services Administration, GSA, screens and donates personal property. Once paper work has been received stating that GSA has performed a donation to a State agency or other authorized recipient, then the item may be removed using this entry. (41 CFR 102-37)

Donated to public body by agency - This choice is made if an item has been given to an airport, or state or local government by NOAA without going through GSA. (41 CFR 102-37.120)

Returned to seller - If a piece of property is returned to the place from whence it was purchased, this final event may be indicated.

Scrap not sold - If after the excess processes have been completed, items are considered unusable and no one wants them and the item is turned in for scrap without compensation or for a fee, then this choice may be made. (41 CFR 102-36.220)

Sold as scrap - After the excess screening process has occurred, the item is considered scrap. If a vendor purchases the property, this final event may be selected. (41 CFR 102-36.220)

Sold exchange sale - An item may be exchanged for a like piece of property. This is distinguished from a trade-in because the proceeds received may not be from the same vendor from which the new asset is acquired. (41 CFR 102-39.65)

Sold other than scrap by agency - If during the excess procedures, property is sold by NOAA to other agencies or individuals then this choice is used. (41 CFR 102-38.40)

Sold other than scrap by GSA - Same as above but by GSA. (41 CFR 102-38)

Transfer to another agency by agency - If NOAA transfers a piece of property directly to another federal agency, then this choice is used. (41 CFR 102-36.145)

Transfer to another agency by GSA - If GSA transfers the item to another agency then this choice is used. (41 CFR 102-36)

Transfer to CASU - When an item is transferred to a Cooperative Administrative Support Unit (CASU), this choice is used. (41 CFR 102-36.145)


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Create Final Event Request Manually List Assets

To delete an inventory item go to the CD50/52 Main Menu and select the option ˜to request retirement of asset.

When personal property is removed from the NOAA inventory, a reason for taking this action must be indicated. Property may not be removed from a Custodian's responsibility without documented justification.



It is extremely important that you enter the reason why the item is being deleted from your inventory by using both the drop down list as well as the Comment box. If you dont enter anything in the Comment box, the Property Office will contact you for an explanation.

Criteria for Choosing Final Events

For audit and tracking purposes, the most specific and accurate representation of actual events must be determined and recorded when deciding on a type of final event. Also, the fields that are presented on the screen after selecting the type of final event must be completed as thoroughly as possible to the best of your knowledge and ability. It is also important that the final event selected is grounded on an understanding of the rules, policies and regulations that apply. (See above)

After you enter a Final Event Request, the system will generate a Request Number.  The request number acts as a tracking number, so be sure to retain this number in order to track your Final Event request.

NOAA is required to report to the Department of Commerce annually all of the assets that were recorded in Sunflower during the previous fiscal year as having a final event type "Sold - Exchange / Sale" (whether sold or traded through GSA or NOAA). The Department consolidates this information from all of the Bureaus and reports the information to GSA as part of an annual reporting requirement mandated by the Federal Management Regulations.

When this type of final event is selected, the amount received is recorded in the first User Field that appears. Be certain that you record this information. If the item is sold, it should be easy to determine the amount received. If it is traded in, please use the trade-in value received for the item.


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Create Final Event Request Query Results


In the Final Event Request block, enter the final event date and choose the final event from the event type list. If the final event has user fields, it'll show in the screen. The user field changes when you change the event type. The event types are suffixed with a 3-letter code which stands for the interest types: (EXC “ Excess, INV- Inventory, AGR “ Agreement, FIN “ Financial, INA “ Inactive). This is to let the user know that their selected final event type is valid for the interest types they choose from the Query Results block.

Example:

The Abandoned or Destroyed event type is valid for Financial, Inventory and Excess Types. The selection list will show as

Abandoned or Destroyed “ EXC

Abandoned or Destroyed “ FIN

Abandoned or Destroyed “ INV

The user may choose any of the above. And from the Query Results block, they can request to retire an assets of interest types of Financial, Inventory and Excess.

In the Actions block, the New Event button assigns a new final event. It sets the Date field to blank. Examples of how the New Event button behaves:

Example 1:

After saving 5 assets with a final event of Lost, you want to retire 2 assets as Damaged. You change the event type from Lost to Damage and click the Save button. The 5 assets together with the 2 assets will share the same final event of Damage.

Example 2:

After saving 5 assets with a final event of Lost, you want to retire 2 assets as Damaged. You click the New Event button, change the event type from Lost to Damaged, enter the date and click the Save button. The 5 assets will have the final event of Lost and the 2 assets will have the final event of Damaged.

To search on assets,click the Enter Query button to display the QUERY CRITERIA screen.

To display the above screen, click the Execute Query button from the QUERY CRITERIA screen.

In the Query Results block, check the Process checkbox for those assets you want to request for retirement.

Click the Save button to create a request.

An Ok to the left of the identifier and the request number to the rightmost of the table is displayed for successful commit. A red-colored box to the left of the identifier and, a message below the asset information is displayed for unsuccessful commit. The catalog information is displayed after commit.


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Approve/Deny Final Event Request


At the initial form startup, only the Request Information is displayed.

In the Request Number field, enter the request number and then Tab. The Request Information block displays the Identifier, PMO, Serial Number, Final Event Date, Final Event Type and Final Event User Fields.

The Approvers Information block displays the approvers's action (Accept, Deny or no Action), last name, first name and comments for the request number entered.

The Assign Approvers button displays the Assign Approvers screen. This functionality is reserved for the Property Office Representative.

The No. of Approvers field enables the POR to enter as many approvers as he/she needs.

When the POR has not assigned approvers, his/her name will show up as the only approver in the list. This is because at the time the final event request is created, the POR is also created as an approver.

The Email Message is the message that is sent via email when the POR checks the Notify checkbox.

To send email to an approver, check the Notify checkbox.

To remove an approver, the POR will check the Remove checkbox.

Click the Save button to process the request (i.e. to accept or deny the request, add and/or notify or remove an approver or update comment).

Rules:

POR is defined as the primary contact (ACR type) for the Manager Organization of the asset. Approver is defined as the person assigned by the POR to look at such request.

  1. Only the POR can assign approvers to the requests.
  2. The approvers information can be changed only for request status of Open. Once the request has changed to a status other than Open the screen is in view-only mode.
  3. The Accept or Deny checkbox and the Comment field is updatable only by the user where his/her name appears in the approver's list.
  4. The POR can notify the approvers anytime while the request is open.
  5. The POR can assign the same list of approvers to other open requests. For functionality go to Assign Approvers.
  6. The POR can remove the approvers as long as the request is open and that the approver has not accepted or denied the request.
  7. The approver can make changes to his/her entry while the request is open.
  8. The POR can accept or deny the request regardless of the approvers accepting, denying or taking no action. Denying the request sets the request status to Denied. Accepting the request creates a final event, retires the asset and sets the request to Completed.

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Maintain Comments

Maintain Comment enables you to capture comments for assets.

To view comments, in the bottom portion of the window, in the Identifier field, enter the asset identifier (capitalization is important), choose the interest type from the list and click the œView button.

To capture comments, in the top portion of the window, in the Identifier field, enter the asset identifier (capitalization is important), choose the interest type from the list, choose the comment type from the list, enter the comment text and click the œAdd button.


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Maintain Pictures/Attachments

 

Maintain Pictures/Attachments enables you to capture pictures of assets and associated documentation.

To capture pictures/attachments, choose the interest type from the list, in the Identifier field, enter the asset identifier (capitalization is important), enter the file name or click the œBrowse button to select a file stored on your computer, choose the picture/attachment type from the list, enter description (mandatory) and click the œAdd button.

To view pictures/attachments, in the bottom part of the window choose the interest type from the list, in the Identifier field, enter the asset identifier, and click the œList button. (You may be asked to log in again in order to view the attachment.)

If any pictures or attachments exist, they will be listed on the screen. You will be given the opportunity to save the attachment to your computer.

View Attachments

If you simply want to view the attachment or picture, click the œView button. If you want to change the type, or the description, you may do so and then press the œsave button. If you want to delete the attachment, you may also do so by clicking in the Delete? check box and then clicking the œSave button.

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User-Defined Reports

To run reports of requests submitted via the CD50 / 52 Transaction screens, click on the link, Sunflower Enterprise Reports from the Main Menu after logging in to Sunflower.

Main Menu

This will take you to the Reports Main Menu screen.

Reports Main Menu

Click on the link to User Defined Reports

This will take you to the DoC Specific Reports screen.

DoC Reports Menu

Finally, click on the NOAA Specific CD50/52 Reports link.

CD50 Reports

There are three different reports that are available. They are run just like any other Sunflower report. General instructions for running Sunflower reports can be obtained here.


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Query Criteria


 

To display the above screen, click the Enter Query button.

Query Criteria enables you to find assets using a variety of criteria, such as:

Assets Assigned to or Requested:

Custodial Area

Steward Contact

User

Location

Manufacturer

Model

Description

Identifier

Clicking the œExecute Query button, Sunflower Assets finds all the assets that match your criteria and displays them back in the screen from which you requested the search.

Note: The Pick-up and Delivery Information block indicates that the Query Criteria screen was called from the Create Excess Receival Request screen.


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List of Values

Commodity Information

commodity

If the asset is a commodity asset (for example, several spools of wire), click on the If the asset is a commodity complete the following: check box and then enter the commodity information.

All fields are mandatory.


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Location

To select the Location (Site, Bldg or Room) click on the drop-down list for the Site. Entering a few characters brings you to names beginning with those letters on the list. Click the œSelect button to select the Site.


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Buildings

To select the Building click on the down-arrow icon. Entering a few characters followed by the <Tab> key produces a short list. Entering a % (wild card) followed by the <Tab> key produces a long list. Click the œSelect button to select the building.


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Manufacturer

To select the Manufacturer click on the down arrow icon. Entering a few characters followed by the <Tab> key produces a short list. Entering a % (wild card) followed by the <Tab> key produces a long list. Click the œSelect button to select the manufacturer.


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Model Number

After selecting the Manufacturer, to select the Model Number, click on the down-arrow icon. Entering a few characters followed by the <Tab> key produces a short list of model numbers and the associated Official Name (Description). Entering a % (wild card) followed by the <Tab> key produces a long list. Highlight the model name you want to select, then click the œSelect button.


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Organization

To select an Organization click on the down-arrow icon. Entering a few characters followed by the <Tab> key produces a short list. Entering a % (wild card) followed by the <Tab> key produces a long list. Click the œSelect button to select the organization.


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Property Accountability Office

To select a Property Accountability Office click on the down arrow icon. Entering a few characters followed by the <Tab> key produces a short list. Entering a % (wild card) followed by the <Tab> key produces a long list. Click the œSelect button to select the Property Accountability Office code.


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People

To select a Person click on the down-arrow icon. Entering a few characters followed by the <Tab> key produces a short list. Entering a % ( wild card) followed by the <Tab> key produces a long list. After highlighting the person you wish to select, click the œSelect button.


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Custodial Area

To change information for the Custodial Area click on the down-arrow icon. Entering a few characters followed by the <Tab> key produces a short list. Entering a % (wild card) followed by the <Tab> key produces a long list. Click the œSelect button to select the Custodial Area code.


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