WELCOME to our PACE Forum …..A Property Administration Information Exchange Presented by: Property Management Office 22 January

Welcome New DPAs Michelle LodwickCSLI Amy KohSSRL Amna WaqarPrecourt Center Ruth MikuskoStanford Events Veronica HsiehR&DE Gina FreemanContinuing Studies Pui ShiauInt’l Affairs Welcome to Property Management! 2

Vehicle Disposals/Transfers In order to close some gaps in the disposal process for vehicles, the following procedures are effective immediately: No Excess Request  Contact PSR after vehicle is delivered to the Fleet Garage, provide tag number, vehicle ID and PTA  After verifying with Fleet, PSR will transfer the record to a temporary ‘holding’ org code  Once decision is made to transfer, scrap or sell, the record will be updated or retired by PMO  Logo removal cost is the responsibility of the ‘disposing’ department, and takes place after final decision of disposition is made – expect delayed charges  ‘Disposing department also responsible for notification to Risk Management to transfer/cancel insurance premiums 3

SPARC Updates Cap-Template  Occasional upload errors being resolved Excess Requests  Tagged items being introduced to database  Separate request format for tagged items  Separate request for each tag Contact and location info remains intact  Notification to primary DPA for approval  notifications for contacts, status, etc. Same as for non bar coded requests 4

Coming Soon in SPARC  DPA Lookup Tool Will replace current web directory  Fabrication Request Form To replace current /fax procedure Intention to include account setup w/ OSR  SFA Catalog Request Form  Tag Supplies Order Form Also, longer-term project (2+years) to develop an integrated reuse-disposal-point of sale application is underway 5

Physical Inventory Progress  School of Medicine has begun!  Over half of the University completed  To date, we are at approximately 98.6% (asset count)  2013 schedule posted online  Inventory Contacts: Jose Medina Polly Kavanaugh 6

Best Practice  SFA Catalog Save time, increase efficiency Request catalog entry at time of screening the requisition When asset arrives, the catalog will already be set up for you Thanks to Sally Davis (ITS) for this idea! 7

Excess Request “Request”  It would be very helpful if the condition status of the item being disposed was noted, if known: Working condition Needs some repair, then will work Totally broken, scrap it This will help save time testing items at Surplus! 8

Website Transition  PMO merging into new Dean of Research site DoResearch Pages directly editable by PMO Easily updated for most current information Searchable, more user-friendly Faculty-oriented information  Estimated to go live in March Limited updating to PMO site in the meantime 9

Reporting Environment Updating  OBIEE to be new reporting platform  Gradual replacement of RM3 campus-wide  PMO selected for early adoption  New look and feel, same functionality  Many changes and enhancements 10

Report Transition  Estimated for mid-February  With “Go-Live” of OBIEE, RM3 closes  Attempt to open a closed RM3 report will result in automatic redirection to the new OBIEE environment  Description of some changes follows, and a demonstration of the reports if the testing environment is available and time permits 11

286 – DPA Comprehensive  Current active records  No account information New 296 report for Award management  Several data elements being added 12

288 – Unmatched PO  Several new fields added DPA Approver name(s) and s Y/N ‘flag’ for existence of capital template Receiving date (from iProcurement)  Ability to search by PO, DPA 13

292 – Depreciation forecast 14  Shows future depreciation By fiscal year Month by month calculations  Distributes by award Acquisition Cost Net Book Value Monthly depreciation figures

294 – Official Property Record  No changes  Formatted pdf version of property record  Information from Sunflower, Oracle Fixed Assets, and Grant Accounting  Suitable for use with auditors 15

296 – Award Management  New – split from the 286 in RM3  Defaults to current active records Option to show only retired records  Includes account information Cost distribution across accounts 16

In the Works – Record Creation  New internal PMO report in development  Provides data on all acquisitions, including outstanding unmatched POs and timeliness of record creation  Will allow for better metrics of the entire acquisition picture (not just the ‘bad news’)  Can serve as a ‘report card’ for activity 17

Current Unmatched  15 from FY12 remain open  Approx 114 from FY13 (through December close) Over 80 are pre-December (well over 30 days old)  Escalation process being implemented Beginning March 2013  Initial report run reminder for prior month (= day 1)  30 day reminder notice to DPA  60 day notice to DPA with CC to Supervisor  90 day notice to Supervisor with CC to DPA  120 day notice to Dean’s Office contact as necessary 18

Coming Events  NPMA Spring Conference May 2-3, 2013 San Antonio, Texas  NPMA National Education Seminars July 29-August 1, 2013 Orlando, Florida June 23-26, 2014 Anaheim, California For those of you who participated in or attended the Fall Conference in Berkeley, Thank You – we hope you enjoyed it! 19

SEE YOU NEXT TIME! THANK YOU! 20