Property Management Update for TIPS Presented by: Ivonne Bachar, Director, Property Mgmt. Office 16 February

Today’s Topics  New Pilot Furniture Reuse Program  Disposal of Copiers  Import/Export of Equipment  SPARC Non-barcoded item Excess Request Asset Custody Verification Tool 2

Furniture Reutilization Program  Pilot Program approved by CFO, initiated Sept  PMO working closely with Project Managers, Building Managers, Department Managers  Primary Objectives Maximize reutilization and re-purposing of furniture from major construction and renovation projects, or otherwise excess Maximize savings and/or cost avoidance for departments Increase incoming excess items to SPS  Summary activity as of January units reutilized >$300,000 in cost avoidance for departments Program self sustaining 3

Furniture Reutilization Program  Points of Contact: Program questions  Stan Dunn; Scheduling offsite furniture viewing appointment  Maurice Brown; 4

Data Security - Copiers Many questions received recently on copier data security, particularly regarding disposal  For Stanford-Owned copiers: Regular disposal process (Excess) goes through Surplus, and copiers will have drives removed and/or destroyed prior to leaving campus  For Leased copiers: Procurement has made arrangements with major vendors to certify data is destroyed when copier is returned at the end of the lease or upon trade-up 5

Imports / Exports  ANY time you are shipping equipment to or from another country, you must contact the Export Control Office, regardless of type of equipment or country being shipped to.  Includes loans, transfers, sales, or hand-carry by researchers (not purchases through procurement)  Contact Steve Eisner, Export Control Officer ( CC your PSR in every case (except routine laptop certifications) – PMO must be informed of international activity, please! 6

7  SPARC is an application initiative sponsored by the Stanford University Property Management Office to provide a convenient, electronic portal for property administration processes.  This site serves as a portal for common property tasks and acts as a supplemental front-end for certain Sunflower activities, reducing administrative time and effort while enabling better tracking and reporting.

Excess Request Non-barcoded items Purpose and Benefits  Expand tools for DPAs  Facilitate disposal of excess items  PMO may grant access for DPA backups  FY10 Activity Sunflower Excess Requests – 8,365 SPARC – 11,841 8

Custodian Certification Project Purpose and Benefits  Improve Custodian-DPA Communications  Increase records accuracy  Additional focus on asset accountability  Facilitate and expedite inventory reconciliation  Concept an SU best practice (e.g. eCertification process) 9

Custodian Certification Project  Approved as performance goal for PMO by CFO  New online tool in SPARC for Custodians to self-certify their equipment  Concept Phase has begun  Focus Group being formed  Targeted to go live for FY12 10

Custodian Certification Project  General concept Online certification and management tool Similar in look & feel to “e-certification” tool communication links Ability for custodian to request transfers, disposals, other record updates Periodic certification process to be instituted notifications, alerts, escalations 11

JanFebMarAprMayJunJulAugSepOctNovDec Project Scope Data Cleanup Phase I - accountable asset records Design, Develop, Test Ongoing & Final Test Final Acceptance Data Conversion, Phase I Communications Training Data Cleanup - Phase II - Min PI Application Go-Live Data Conversion, Phase II Roll-out Custodian Certification Project General Timeline