Personal Property News

October 20, 2008

EXT 8050 Edit Inventory Asset Interface Report - A report of all records in the ADD Queues

A new Sunflower enhancement has been placed into Sunflower Production that allows any NOAA Sunflower User to run a report in the User Defined Reports - NOAA Specific CD50/52 Reports. This report will show pending CD50 ADD requests and indicates if supporting document has been uploaded at the time of entry. This report is available to assist with UPR Management. The DOC and NOAA are encouraging all NOAA Sunflower Users to upload supporting documentation at the time of creating the ADD requests as to help assist your line office with recording the personal property assets timely and to ensure that the acquisition documents are stored Internal in Sunflower for retrieval by any auditor. Please click here for instructions on how to run this report.

May 22, 2008

Loan Agreements

Please visit this link for information regarding loaning of Personal Property and loaning of Heritage Assets:
http://www.pps.noaa.gov/New_menu/loaning.htm , http://www.pps.noaa.gov/New_menu/heritage.htm , http://www.pps.noaa.gov/nf3741r4.pdff

April 04, 2008

Recording the Acquisition in the Personal Property System

Please visit this link http://www.pps.noaa.gov/New_menu/acquire.htm for the updated information.

April 04, 2008

To see if a barcode has had a resolution posted (or that an item has been inventoried and recorded in Sunflower), go to Sunflower Enterprise Forms, go to the Management from the top tool bar, go to Inventory Asset Summary and History, type the barcode number and press TAB. On top menu bar below reports is a check mark, click the check mark, use the down arrow to view all the resolutions that have been posted in Sunflower for a particular barcode number. It will display the name of the person who recorded the inventory resolution.

April 04, 2008

When entering a new asset using the CD50 form in Sunflower, please use the entire barcode or PIN number to include the zeros (example: CD0001463733)

April 04, 2008

NOAA's Bulk Purchase Policy - Revised, to view the revision to the policy, please click here: http://www.pps.noaa.gov/PoliciesMenu.html

February 21, 2008

CD50 Add Request (Creation of a New Asset)

It is now possible in the CD50 area of Sunflower, to upload attachments of supporting documentation that can be viewed by the NOAA Personal Property Management Branch. You will need to scan and save the supporting documentation as a PDF on your desktop or hard drive. When you go to record or report your new personal property assets, under the drop down box that says "Inventory Asset", that is labeled as ATTACHMENT, you would click that box, and follow the steps for uploading your supporting documentation. The PPMB staff member will see the supporting documentation file, when they look at your ADDs in the Edit Interface. You will not be required to send additional supporting documentation by hard copy, if you upload your documents in your ADD request.

January 29, 2008

New Sunflower PPMS Maintain Catalog Entry Form

For all Sunflower Catalog inquiries, please complete this form Sunflower PPMS Maintain Catalog Entry Form, and email this form to the DOC Sunflower Help Desk at this email address:SunflowerHelpDesk@doc.gov. Once your request has been processed, they will notify you via email when it is completed.

January 23, 2008

NOAA's Bulk Purchase Policy revised

The revised NOAA's Bulk Purchase Policy can be obtained at the Personal Property Policies webpage or by clicking this link.

December 03, 2007

Object Class Code list revised

The Finance Office has issued an updated and revised list of object class codes. The complete list in pdf format can be obtained by clicking this link.

November 28, 2007

Updated DOC Property Management Manual

The Department has issued a Property Management Manual (effective October 2007). It is available on their website:
http://www.osec.doc.gov/oas/ppmd/ppmd/pdf/PPMM_9-26-2007.pdf and is posted at the NOAA Personal Property

website: http://www.pps.noaa.gov/PoliciesMenu.html

June 12, 2007

June 8th, 2007, an enhancement was created in Sunflower. This enhancement auto e-mail notifies the Personal Property Office Representative Team Lead(s) in the Hub for which you are assigned, (and Larry Oates in HQS) with the text below, when a Retirement of An Asset Request is entered into Sunflower for each barcode submitted. The auto email is generated from the person or Sunflower user that made the Retirement Request from Sunflower to the Property Office Representative.

Sample E-mail:

-------- Original Message --------
Subject: Notification for Asset Retirement Request# 45013
Date: Mon, 11 Jun 2007 16:11:28 -0400 (EDT)
From: Theresa.Woodman@noaa.govTo: Robin.M.Macmillan@noaa.gov

Please log in to Sunflower from http://www.pps.noaa.gov , click on CD50 / 52 Transaction Menu, Click on "to accept / deny retirement of asset", enter request number then tab, click on desired action, and click save.

Asset Information
=================
Barcode = CD0000385950
Manufacturer = DELL INC.
Model = AG-1150
Official name = VIDEO CASSETTE RECORDER (VCR)
Asset value = 405.00
Final request type = DELETE - CORRECTION

March 29, 2007

The condition code and description are now displayed on the ext. 8030 report.

March 01, 2007

New Flag in Sunflower

In Sunflower, you will see a NEW FLAG which is O which means Operational. If you have a property that is not operational, edit the record and choose R which means for Repair.

This flag does not need to be set when creating a CD50. Sunflower will automatically place a O in the Sunflower record when the Personal Property Offices accept the new additions.

February 07, 2007

The Personal Property Management Branch has realigned, effective 02/07/07. If you were previously serviced by Kansas City, you were realigned under Norfolk or Boulder. You may find out who services you by clicking here: http://www.pps.noaa.gov/realignment50States.html

If your old Property Custodial area had a C previously in the number, it was either replaced with an E or an M. If you were under Boulder and are now under the Eastern States, your number was changed to an E and you are assigned to the Eastern States office. If you were previously under Seattle and you are not located in WA, OR, AK, HI, European countries, your code has changed to an M and are serviced by the Boulder office.

If you are affected by the realignment, please use the correct Region designation. You should not be using NOAA-Kansas City at all. Your only choices are: NOAA-HQS, NOAA-NORFOLK, NOAA-BOULDER and NOAA-SEATTLE. This correlates to your Property Custodian number.

February 07, 2007

New alignment of servicing property offices announced

A realignment of corporate personal property program resources into two operational hubs has been announced; one in Silver Spring and one in Seattle. This realignment is to improve program management, increase customer service and technical support, balance workloads, develop succession planning and training, promote consistency, and standardize processes. Under this realignment, personal property staff in the field and account managers in the headquarters are realigned under the Personal Property Management Branch. Click on the Contacts link to see whom to go to for personal property services. All of the Custodial areas in the former Kansas City region will be renamed as well as some other Custodial areas as a result of this realignment. These name changes will take effect and will be automatically recorded in Sunflower in the next few weeks.

February 06, 2007

Changes to policies announced

As the result of the FY2006 Financial audit, the area of personal property at NOAA received three findings. To address two of these findings, certain policies and procedures have been modified as part of the corrective action plans put into place to try to avoid such findings in the future.

Property Office Representatives in the property offices are instructed to follow up a minimum of every two weeks on any items on the UPR that are over 90 days old. See updated policy here.
Property Custodians must insure that they oversee the work done by their Steward Contacts. This is now added to their list of roles and responsibilities.
Property Officials, including Property Accountability Officers and Property Custodians, must now receive training within 30 days of being assigned this role. This new policy appears on the NOAA General Policies page.
As a precondition to capitalizing property, specific documentation must be provided. A discussion of what this documentation requirement is appears in the NOAA policy on capitalized property.

January 29, 2007

NOAA CIO reminds employees to safeguard PII

Joseph Klimavicz, Chief Information Officer, NOAA, sent a memorandum via email to all NOAA employees on January 29, 2007, reminding them of their responsibility for safeguarding personally identifiable information (PII). In this memo, Mr. Klimavicz explains in detail what is and what is not PII. A copy of this memo can be viewed in pdf format by clicking here.

December 08, 2006

Deferred Maintenance to be reported annually

NOAA's policy regarding the reporting of deferred maintenance has been changed. It is no longer required to report deferred maintenance on capitalized assets quarterly. Instead, deferred maintenance will be reported annually in May along with the annual inventory of capitalized property. To view the revised policy click here.

December 02, 2006

Enhancements to CD50 Web Pages Implemented

User's Guide updated

After several months of work, several enhancements that had been requested for the CD50 Web Pages, including the Create New Asset web form and the Request Change of Asset Detail web form, were put into production December 2. These include the ability to enter more than one line of accounting and the ability to enter the Global User Fields when requesting a change of asset detail. To view the revised instructions in the User's Guide, start by clicking here.

October 30, 2006

Object Class Code list revised

The Finance Office has issued an updated and revised list of object class codes for FY2007. The complete list in pdf format can be obtained by clicking this link.

October 09, 2006

PDA's defined as sensitive and accountable

NOAA's policy regarding sensitive property (property that must be tracked regardless of cost) has been modified to specifically include Personal Data Assistants (PDA's). Whereas the Department has always classified hand-held computers as sensitive property, NOAA's policy has been clarified to ensure that property managers know that this includes PDA's. For a complete list of sensitive property click here.