Property Management Overview - PowerPoint PPT Presentation

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Property Management Overview

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Title: Property Management Overview


1
Property Management Overview
2
Property Management
  • Why?
  • An approved Property Management System is a
    requirement defined in
  • Contract 31, between the University of California
    and the Department of Energy (DOE)
  • DOE O580.1A - Standards, practices, and
    performance expectations for the management of
    personal property owned or leased by DOE

3
Property Management Responsibilities
  • Develops Laboratory property policy to conform
    with Department of Energy requirements for
    Personal Property
  • Does not manage Real Property
  • Maintains the Laboratory's Property Management
    Policy Manual
  • Develops implementing procedures
  • Manages all Property inventories
  • Manages the Laboratory's High Risk Program
  • Owns/manages the Sunflower database

4
Property Definitions
  • Accountable Property
  • Is subject to inventory control, assigned and
    barcode tagged with a unique property
    identification number as needed
  • Is recorded in the Laboratorys asset management
    database (Sunflower)
  • Includes the following categories of property
  • Equipment (Capital and Non-Capital)
  • Attractive
  • Sensitive
  • High Risk
  • Administrative

5
Property Definitions
  • Equipment
  • Asset that has an acquisition or fabrication cost
    of gt 10,000
  • Useful life gt 2 years
  • Capital Equipment
  • Asset that has an acquisition or fabrication cost
    of gt 500,000
  • Anticipated service life of gt 2 years
  • Does not include application software,
    maintenance, repair, warranties, real property
    and improvements, or related personal property

6
Property Definitions
  • Attractive Property
  • Regardless of value, that must be controlled and
    managed to protect against unauthorized use,
    disclosure, or loss and otherwise controlled by
    law, policy, regulation or agency direction
  • Computer Desktops
  • Computer Laptops
  • Computer Servers
  • Tablets (eg ipads, Kindles, etc.)
  • Radios (handheld)
  • Once a year we have to submit a list to DOE for
    approval

7
Property Definitions
  • Sensitive Property
  • Regardless of its acquisition cost, that is
    highly portable, easily converted to personal use
    and is more susceptible to theft
  • Precious Metals and Controlled Substances
  • High Risk personal property (HRPP)
  • Has potential impact on public health and safety,
    the environment, national security interests, or
    proliferation concerns
  • Must be controlled and disposed of in other than
    a routine manner

8
Property Definitions
  • Administrative
  • Equipment costing lt 10,000, and not Sensitive,
    Attractive or High Risk (desk, chairs, printers,
    etc.)
  • Items tagged identifying them as Government
    Property with orange sticker
  • No barcode applied
  • Not subject to inventory
  • Subjected to various administrative controls
  • Facility fencing
  • Property passes
  • Gate checks

9
Custodians Responsibilities
  • A Property Custodian is a career employee
    responsible for the protection, control,
    accountability and proper use of property under
    his or her stewardship
  • Take reasonable measures to safeguard assets from
    theft, loss, destruction and damage
  • Provide timely communication to Property
    Representatives
  • Help Property Representative identify an asset
    during audits or inventories
  • Notifies both LBNL Receiving and division
    property representatives whenever assets bypass
    the normal receiving process

10
Custodians Responsibilities
  • If property is no longer needed, promptly send to
    Excess
  • Transfer assigned property prior to termination

11
Property Management Responsibilities
  • Develops Laboratory property policy to conform
    with Department of Energy requirements for
    Personal Property
  • Does not manage Real Property
  • Maintains the Laboratory's Property Management
    Policy Manual
  • Develops implementing procedures
  • Manages all Property inventories
  • Manages the Laboratory's High Risk Program
  • Owns/manages the Sunflower database

12
Division Responsibilities
  • Manages the Divisions assets in accordance with
    Laboratory's Property Management Policy Manual
  • Inform all property custodians/users of their
    responsibilities toward property, and ensuring
    effective management of property within the
    Division
  • Determines the need for assigning tag-able
    property to custodians
  • Evaluates and approves requests for removal of
    property from the laboratory
  • Takes corrective action on violations of property
    management policy

13
Divisional Property Representatives
Responsibilities
  • This individual is the Divisions representative
    responsible for executing key property management
    functions in accordance with LBNL property
    policies, processes and procedures
  • Primary point of contact for all property matters
    pertaining to their division
  • Assigns/ verifies initial Custodian
  • Verifies and updates Sunflower data for
    divisional assets with changes to
  • Custodians
  • Location
  • Stewardship

14
Divisional Property Representatives
Responsibilities
  • Executes inventories
  • Facilitates domestic loan of division assets in
    coordination with custodian and Property
    Management Core Team
  • Facilitates borrow of division assets in
    coordination with custodian and Property
    Management Core Team Property Liaison
  • Works with Property Management Core Team
    custodian to execute and initiate transfers of
    division assets

15
Reporting a Stolen Asset
  • Custodian reports theft to local police where
    asset was stolen
  • Custodian immediately reports theft to Laboratory
    Security (510) 495-2904
  • Laboratory Security will capture details about
    the physical device
  • Custodian completes Computer Security form at
    https//commons.lbl.gov/display/cpp/BerkeleyLabC
    yberSecurity

16
Reporting a Stolen Asset
  • This step is only for assets that contain memory
    (laptops, desktops, tablets, portable hard drive,
    etc.)
  • Complete and submit the Property Management
    Retirement Form - http//procurement.lbl.gov/wel
    come-to-procurement-property/forms/

17
Reporting a Lost Asset
  • Custodian immediately reports theft to Laboratory
    Security (510) 495-2904
  • Laboratory Security will capture details about
    the physical device
  • Custodian completes Computer Security form at
    https//commons.lbl.gov/display/cpp/BerkeleyLabC
    yberSecurity
  • This step is only for assets that contain memory
    (laptops, desktops, tablets, portable hard drive,
    etc.)
  • Complete and submit the Property Management
    Retirement Form - http//procurement.lbl.gov/wel
    come-to-procurement-property/forms/

18
Property Management Website
http//procurement.lbl.gov/welcome-to-procurement-
property/property-management/
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