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Property Management Overview. Property Management Why? An approved Property Management System is a requirement defined in: o Contract 31, between the.

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Presentation on theme: "Property Management Overview. Property Management Why? An approved Property Management System is a requirement defined in: o Contract 31, between the."— Presentation transcript:

1 Property Management Overview

2 Property Management Why? An approved Property Management System is a requirement defined in: o Contract 31, between the University of California and the Department of Energy (DOE) o DOE O580.1A - Standards, practices, and performance expectations for the management of personal property owned or leased by DOE 2 5/7/2015

3 Property Management Responsibilities Develops Laboratory property policy to conform with Department of Energy requirements for Personal Property o 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 3 5/7/2015

4 Property Definitions Accountable Property o Is subject to inventory control, assigned and barcode tagged with a unique property identification number as needed o Is recorded in the Laboratory’s asset management database (Sunflower) o Includes the following categories of property: Equipment (Capital and Non-Capital) Attractive Sensitive High Risk Administrative 4 5/7/2015

5 Property Definitions Equipment o Asset that has an acquisition or fabrication cost of > $10,000 o Useful life > 2 years Capital Equipment o Asset that has an acquisition or fabrication cost of > $500,000 o Anticipated service life of > 2 years o Does not include application software, maintenance, repair, warranties, real property and improvements, or related personal property 5 5/7/2015

6 Property Definitions Attractive Property o 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) o Once a year we have to submit a list to DOE for approval 6 5/7/2015

7 Property Definitions Sensitive Property o Regardless of its acquisition cost, that is highly portable, easily converted to personal use and is more susceptible to theft o Precious Metals and Controlled Substances High Risk personal property (HRPP) o Has potential impact on public health and safety, the environment, national security interests, or proliferation concerns o Must be controlled and disposed of in other than a routine manner 7 5/7/2015

8 Property Definitions Administrative o Equipment costing < $ 10,000, and not Sensitive, Attractive or High Risk (desk, chairs, printers, etc.) o Items tagged identifying them as Government Property with orange sticker o No barcode applied o Not subject to inventory o Subjected to various administrative controls Facility fencing Property passes Gate checks 8 5/7/2015

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 9 5/7/2015

10 Custodians Responsibilities If property is no longer needed, promptly send to Excess Transfer assigned property prior to termination 10 5/7/2015

11 Property Management Responsibilities Develops Laboratory property policy to conform with Department of Energy requirements for Personal Property o 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 11 5/7/2015

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 12 5/7/2015

13 Divisional Property Representatives Responsibilities This individual is the Division’s 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: o Custodians o Location o Stewardship 13 5/7/2015

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 14 5/7/2015

15 Reporting a Stolen Asset Custodian reports theft to local police where asset was stolen Custodian immediately reports theft to Laboratory Security (510) Laboratory Security will capture details about the physical device Custodian completes Computer Security form at https://commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Se curity https://commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Se curity 15 5/7/2015

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’ - property/forms/ 16 5/7/2015

17 Reporting a Lost Asset Custodian immediately reports theft to Laboratory Security (510) Laboratory Security will capture details about the physical device Custodian completes Computer Security form at https://commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Se curity https://commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Se curity This step is only for assets that contain memory (laptops, desktops, tablets, portable hard drive, etc.) Complete and submit the Property Management ‘Retirement Form’ - property/forms/ 17 5/7/2015

18 Property Management Website 18 5/7/2015 /welcome-to- procurement- property/property- management/


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