Leaders in Asset Management Doing More with your Property Management System How Government Agencies are maturing processes through their PMIS Systems

Leaders in Asset Management Ever changing property management function: “During an economic downturn … asset management and performance management, can help organizations reduce costs and get the most out of their infrastructure” -- Gartner

Leaders in Asset Management Introduction How are new environmental policies tied to “Electronic Stewardship” impacting property managers What is the best approach for government agencies to adapt their property management systems and programs to incorporate new policies and regulations, such as the aforementioned? What additional processes and controls can be considered to better adhere to policies and regulations and to generally do business better?

Leaders in Asset Management Discussion Topics Driving Compliance with Regulations and Policy through maturing property management information system (PMIS) Integration - Pulling and Pushing information to and from other systems Standardizing Reference Data

Leaders in Asset Management Internal Controls Circular No. A-123: “Management Accountability and Control” Serial Number and Asset Identifier controls Ensure fraud, waste and abuse controls All changes are date and time stamped and are fully auditable back to the user making change Asset Security Users cannot see - in either the application or reports - records they are not allowed to see Security based on organization assignment Security based on asset type

Leaders in Asset Management Internal Controls (Cont’d) Capitalized asset records Acquisition Value Capitalized Value Acquisition Date Depreciation Start Date Service Life of Asset Depreciation Schedule

Leaders in Asset Management EPEAT Electronic Stewardship Requirements Consider utilizing the PMIS to track EPEAT “Electronic Stewardship” compliance 1 st Task: Update acquisition policy to always purchase EPEAT certified configurations when offered 2 nd Task: Defining the universe of current asset records considered to be “Electronic Stewardship” assets Federal Supply Codes Object Class Codes

Leaders in Asset Management EPEAT Electronic Stewardship Requirements (cont’d) 3 rd Task: Determining which records within the universe of “Electronic Stewardship” records were certified by EPEAT, which were exempt, and which were not certified 4 th Task: Update PMIS to allow for the capture of EPEAT attributes for impacted records: EPEAT Registered: Yes or No If Yes, EPEAT Certification Level: Gold, Silver, Bronze, Not Certified 5 th Task: Update Service Life of impacted records from two (2) to four (4) years as prescribed by EPEAT

Leaders in Asset Management Tracking and Managing PII PII or Personally Identifiable Information has impacted property managers greatly in the last few years and will continue to be a challenge: Cell phones, Blackberries, Flash Drives Technology is getting cheaper, assets are getting smaller, and memory capacity is increasing Pilferable, network accessible, mobile Changing the applicability of materiality limits for more assets

Leaders in Asset Management Integration: Reducing the Administrative Burden Integration – pushing and pulling information from other systems to prompt and streamline processes, remove human dependencies and error, and drive policy compliance Common PMIS integrations: Pull into PMIS: Property procurement awards and receipts HR personnel records with user ids, addresses and organization assignments Real Property (Building) identifiers and addresses

Leaders in Asset Management Integration: Reducing the Administrative Burden Push from PMIS: Financial property transactions (debit / credits) to General Ledger Excess property records for screening to the GSAxcess system

Leaders in Asset Management Procurement Interface: Establishing Skeletal Records Purchase Order (PO) / Purchase Card (P Card) Interface brings details property managers need from the acquisition source document to create a property record: Examples of acquisition related attributes: Requisition Number, PO Number and PO Line Acquisition Value and Date Examples of property related attributes: Supplier and/or Manufacturer Property Description Quantity Ordered and Quantity Received Example of financial related attributes: Accounting Line(s) used to make procurement

Leaders in Asset Management HR Personnel Records Pulling in HR personnel details allows property records to be assigned to user records where controls and workflow can be implemented HR Records include Employee Type (Fed, Contractor, Intern, etc) addresses allow Property Officials to receive notifications based on specific transactions related to their property records Assign asset records to User HR records; utilize “Separation Date” when they leave the department to identify property that needs to be retrieved and reassigned

Leaders in Asset Management Real Property Integration Pulling in attributes from valid real property records (buildings) allows personal property records to be assigned to building identifiers and assigned addresses Standardized locations – assigning personal property records to valid department buildings – streamlines: Continuity of Operations Plans (COOP) Reduces emergency response time by linking what personal property is located within impacted buildings and structures Physical inventories and their reconciliation

Leaders in Asset Management Personal Property PP&E Reporting Pushing property financial transactions from the PMIS inherently provides visibility and continuity between the physical and financial attributes of a property record Standard PP&E property transactions consist of: Capitalization Depreciation Write-offs / Retirements (Disposals) Reclassifications Interface designed to pass the Asset Identifier in the Journal Event posting to the GL Provide auditors a single reference and reconciliation source for auditing the PP&E account (typically the largest GL account)

Leaders in Asset Management Internal and GSA Screening FMR states that excess personal property must be screened for internal and external reutilization as a form of disposition Challenge surrounding internal reutilization: Advertising the property available to be reutilized Developing a process for advertising property by type and condition to provide visibility into property available to be reutilized External Screening through GSAxcess: Utilizing PMIS to pass property records nightly to GSAxcess for the purposes of GSA screening Goal is to streamline excess disposition processes and increase adherence to the FMR

Leaders in Asset Management Summary Federal property management has been in a period of change -- around the government, property managers are being tasked with new challenges and considerations that are changing the scope and approach to property management Environmental considerations forcing the tracking and management of items not previously considered accountable property PII managed on small, highly mobile and highly pilferable items Prior investments in the property system should be leveraged to continue to respond and adapt to new regulations and policies Using integration, where beneficial, to reduce human dependencies and human error

Leaders in Asset Management Questions and Feedback William M. Garrett Chief, Personal Property Management Division Office of Administrative Operations United States Department of Commerce Office: