Civil Air Patrol Logistics 2009 National Board Property Management

Overview CAPR 174-1, CAP Property Management and Accountability General General Inventory Management Inventory Management Communications Communications Aircraft Aircraft Vehicles Vehicles Real Property Real Property

General CAPR 174-1, supersedes and incorporates 67-1, CAP Property Management 67-1, CAP Property Management 67-4, Acquiring, Reporting, and Disposing of Corporate Aircraft 67-4, Acquiring, Reporting, and Disposing of Corporate Aircraft Portions of 77-1, Operation and Maintenance of CAP Vehicles Portions of 77-1, Operation and Maintenance of CAP Vehicles 87-1, Acquiring and Accounting for Real Estate and Facilities for CAP 87-1, Acquiring and Accounting for Real Estate and Facilities for CAP 100-2, Communication Equipment Management 100-2, Communication Equipment Management 900-6, Hull Self Insurance (HSI) 900-6, Hull Self Insurance (HSI)

1-1. Property Relationships Civil Air Patrol property received from Federal sources or purchased with Federal funds is held in trust for the beneficiaries of the CAP Cooperative Agreement with the US Air Force, the taxpayers of the United States of America. Civil Air Patrol property received from Federal sources or purchased with Federal funds is held in trust for the beneficiaries of the CAP Cooperative Agreement with the US Air Force, the taxpayers of the United States of America. Because CAP property is obtained from public and private sources, there are legal and regulatory restrictions and conditions for its care and use Because CAP property is obtained from public and private sources, there are legal and regulatory restrictions and conditions for its care and use General

1-2. All property acquired by Civil Air Patrol in any manner and from whatever sources shall be received in the name of Civil Air Patrol and shall be the property of the Corporation General

Duties and Responsibilities 1-7. Duties & Responsibilities NHQ/LG & LGS, NTC NHQ/LG & LGS, NTC Federal, AF SoW, & NB policy through regs & procedures Federal, AF SoW, & NB policy through regs & procedures Property database (ORMS) Property database (ORMS) ToA ToA Online DRMO screening Online DRMO screening Cadet uniforms Cadet uniforms Processing assessments Processing assessments

Duties and Responsibilities Region Commander Region Commander Picks region DCS-L & DCS-C, monitors freeze progress, blocks property transfer to wings on freeze Picks region DCS-L & DCS-C, monitors freeze progress, blocks property transfer to wings on freeze Ensures timely correction of inspection findings Ensures timely correction of inspection findings Reports of Survey – determines assessment Reports of Survey – determines assessment Approves property transfer outside the region Approves property transfer outside the region

Duties and Responsibilities 1-5. Duties & Responsibilities Region DCS-L & DCS-C Region DCS-L & DCS-C Experts – lead, advise, train: ORMS, Experts – lead, advise, train: ORMS, Ensure reporting requirements are met Ensure reporting requirements are met

Duties and Responsibilities Wing commander Wing commander Pick wing LG, DC and assistants Pick wing LG, DC and assistants Ensure inspection readiness & timely responses Ensure inspection readiness & timely responses Appoint investigator for Report of Survey Appoint investigator for Report of Survey Make assessment recommendation to region CC Make assessment recommendation to region CC Endorse property retirement/disposal Endorse property retirement/disposal Make in-wing transfer decisions Make in-wing transfer decisions aircraft, vehicles, equipment, comm aircraft, vehicles, equipment, comm Ensure proper use and security of property Ensure proper use and security of property

Duties and Responsibilities 1-5. Duties & Responsibilities Wing LG and DC - leaders Wing LG and DC - leaders Expert - advise, train: ORMS, Expert - advise, train: ORMS, Ensure reporting requirements are met Ensure reporting requirements are met Inspect Inspect Group/Squadron Commanders Group/Squadron Commanders Within scope, same as wing CC Within scope, same as wing CC Reclaim property Reclaim property

Duties and Responsibilities All levels - LGS, LGT, Comm All levels - LGS, LGT, Comm “Technicians” “Technicians” ORMS experts-in-training ORMS experts-in-training Acquire, transfer, store, issue, inventory, dispose Acquire, transfer, store, issue, inventory, dispose Report Report May initiate RoS in ORMS May initiate RoS in ORMS

Audits and Inspections 1-6. Audits and Inspections Knowledgeable personnel must accompany audit/inspection teams Knowledgeable personnel must accompany audit/inspection teams All property not available for inspection must be indicated in ORMS as issued to an individual or assigned to an aircraft, vehicle or repeater site All property not available for inspection must be indicated in ORMS as issued to an individual or assigned to an aircraft, vehicle or repeater site No provision for a grade of “Incomplete” No provision for a grade of “Incomplete” Unsatisfactory grade may now result in property freeze Unsatisfactory grade may now result in property freeze

1-7. Freeze For improper management of property – “inadequate control” For improper management of property – “inadequate control” Improper maintenance, recordkeeping, storage, or reporting Improper maintenance, recordkeeping, storage, or reporting Misuse, noncompliance, unauthorized sale or disposal Misuse, noncompliance, unauthorized sale or disposal Result of a “marginal” or “unsat” inspection or audit Result of a “marginal” or “unsat” inspection or audit Property Freeze

1-7. Freeze Region/wing commanders may freeze any of their units Region/wing commanders may freeze any of their units Freeze status reflected in ORMS Freeze status reflected in ORMS CC may impose Level I, II or III directly – incremental escalation not required CC may impose Level I, II or III directly – incremental escalation not required Mandatory for Marginal or Unsat grade (proposed) Mandatory for Marginal or Unsat grade (proposed) Property Freeze

1-7. Freeze levels  Level I -No DoD- or state-excess allowed  Level II No DoD- or state-excess No DoD- or state-excess No new aircraft, vehicles or equipment No new aircraft, vehicles or equipment May get computers to help correct property problems May get computers to help correct property problems  Level III Automatically imposed 1 year after Level II Automatically imposed 1 year after Level II Wing is shutdown for all but critical missions Wing is shutdown for all but critical missions Property Freeze

Types of Property Types of Property (per DoDGARS and 2 CFR 215) Personal Property Everything CAP owns except real property Real Property Land, structures and improvements Equipment Acquisition cost > $5,000 Lasts more than 1 year Supplies Everything but equipment and real property

Types of Property Supplies anything < $5,000anything < $5,000Equipment >$5,000>$5,000 > 1 year durability> 1 year durabilityRealProperty ExpendableNon-expendable $0 – 500$0 – year useful life1 year useful life >$500 $500 < $5,000 Managed by “equipment” rules for duration of useful lifeManaged by “equipment” rules for duration of useful life -Disposed like supplies at end of useful life-Disposed like supplies at end of useful life Dispose IAW CAP-USAF instructionsDispose IAW CAP-USAF instructions

Federally Owned Property Equipment provided to CAP by Air Force Equipment provided to CAP by Air Force Title to Federally owned property remains vested with Federal Government Title to Federally owned property remains vested with Federal Government Ref: DoDGARs 32.33(a) Ref: DoDGARs 32.33(a) Example: SIPRNET computer for NOC Example: SIPRNET computer for NOC Managed in ORMS Managed in ORMS Reported to AF as part of Annual Inventory Reported to AF as part of Annual Inventory Returns to AF when no longer needed Returns to AF when no longer needed Property

Equipment purchased under CA w/Fed funds CAP owns it - titled to CAP CAP owns it - titled to CAP Can be used to support Can be used to support Air Force Missions Air Force Missions CAP Missions (with Air Force permission) CAP Missions (with Air Force permission) CAP maintains, prevents loss, damage, or theft CAP maintains, prevents loss, damage, or theft CAP inventories equipment annually CAP inventories equipment annually e.g., aircraft, vehicles, other equipment e.g., aircraft, vehicles, other equipment Property

NEW: Operational Supplies Expands DoDGARs definition of equipment Expands DoDGARs definition of equipment “Operational supplies” “Operational supplies” Acquisition cost > $500 and $500 and < $5,000 Non-expendable Non-expendable Treat operational supplies, computers & radios as “equipment” for duration of useful life Treat operational supplies, computers & radios as “equipment” for duration of useful life After useful life After useful life Becomes property “not warranting a screening procedure” Becomes property “not warranting a screening procedure” Disposal at wing/CC discretion Disposal at wing/CC discretion Computers & radios to be rendered un-useable Computers & radios to be rendered un-useable Property

Supplies purchased w/Federal funds under CA  Title vests with CAP  Examples: aircraft & vehicle fuel, office supplies  Used to support AF or CAP missions  Must be safeguarded, controlled  Not for personal use Change: “Expendable” supplies “Expendable” supplies Acquisition cost < $500 Acquisition cost < $500 DoD-funded supplies <$500 = 1 year useful life DoD-funded supplies <$500 = 1 year useful life Radios and computer CPUs will be managed as equipment but with an assigned useful life. Property

DRMS Excess Personal Property  Titled to CAP  MUST be used for valid mission requirements  Must exercise normal stewardship  CAP must account for DRMS-excess at all times Applies to expendable and non-expendable Applies to expendable and non-expendable  Must return to DRMO when no longer needed Property

Sources of Property DRMS-excess Proposed change: Mark DRMS-sourced property “DRMO”, return when done Mark DRMS-sourced property “DRMO”, return when done Only track equipment & operational supplies in ORMS Only track equipment & operational supplies in ORMS Online “individual issue” form for individuals receiving DRMS excess Online “individual issue” form for individuals receiving DRMS excess Used to recover DRMS-excess from departing membersUsed to recover DRMS-excess from departing members Entries drop off after 3 yearsEntries drop off after 3 years

Sources of Sources of Property CAP Corporate Property Purchased w/ non-federal funds Purchased w/ non-federal funds CAP owns CAP owns Disposed at wing/CC discretion Disposed at wing/CC discretion Must be tracked in ORMS Must be tracked in ORMS

 Non-expendable property - Property that: is complete in itselfis complete in itself is of a durable natureis of a durable nature has a continuing usehas a continuing use is not consumed in useis not consumed in use does not become a fixture or lose its identity as a component of another itemdoes not become a fixture or lose its identity as a component of another item has an expected service life of one or more yearshas an expected service life of one or more years has an initial unit acquisition cost of more than $500has an initial unit acquisition cost of more than $500  Expendable property – all property that does not meet the criteria for non-expendable property Terms Explained

Control 2-1. Operational Resource Control  Proper use and care  Title  All property should support the mission  If not required, re-assign or dispose  “Units may not store excessive quantities of property”

Control  2-2. Command Accountability  Assignment, issuance, control, care, use, protection  Authority to manage may be delegated to property management officers  Commander is property management officer if none appointed

Forms 2-4 Applicable CAP Forms  CAPF 37A, C, D, E, V – obsolete All info now available in ORMS  CAPF 37, Individual Issue Receipt Good for 14 days  Online CAPF 111, Expendable Property Transfer Sheet Documents expendable property transfer between units  Online CAPF 111A, Expendable Property Issue  DD Form A, Issue Release/Receipt Document.

2-16. Performed to ensure property is safeguarded and managed effectively  Required by DoDGARs  Conduct inventory 1 Jul – 15 Sept  Checklist contained in ORMS  Commander, supply or comm officers verify condition, location and need for property  Results recorded in ORMS  Missing or damaged condition initiates RoS Annual Physical Inventory

2-7. Acquiring Property  The ‘burden’ of possessing property − Transportation − Space to store it − Security − Paperwork to issue it − Maintenance − Ensuring appropriate use − Report of Survey if lost − Assessments ($$$) Acquisition

2-8. Table of Allowances  Evolving  List of “what’s required”  Sets type and quantity that may be acquired − Vehicles − Comm − Other property  Will be used to limit DRMO withdrawals  Reviewed biennially IAW SOW  Found in ORMS  Recommend changes to NHQ/LGS Acquisition

2-9. Purchasing Property  Corporate vs Federal vs State/local −See wing legal officer about state or local gov’t funds  CAPR 70-1 CAP Acquisition Regulation  NHQ inputs Fed-funded then transfers −Appropriated funds at wing level - thing of the past  Enter into ORMS −Source: corporate or state-funded −Upload scanned copy of receipt Acquisition

2-10. Property Donations  Complicated - donation laws/IRS  Must be IAW CAPR  Consult wing legal officer FIRST  If > $250, enter into ORMS −Source = “donated” −Include any donor stipulations in Remarks −Upload scanned receipt into ORMS Acquisition

2-11. Found-on-Base Property  Source unknown  Treat as Federally sourced State/Local-Gov’t Funded Property  Track in ORMS regardless of value  Source is “state funded”  If state wants it back track as “state-owned”  Record disposal instructions in Remarks Acquisition

Control Control Assign Assign Transfer Transfer Issue Issue Inventory Inventory Retire Retire

2-13. Operational Resource Management System (ORMS)  Combines CATS & CEMS database inventories  Better search & sort  Ability to assign components  Online annual inventory  Online individual issue  Online Report of Survey submission ORMS

2-13. Operational Resource Management System (ORMS) CAP’s official property record CAP’s official property record Permissions are based on duty position Permissions are based on duty position WSAs can’t amend permissions WSAs can’t amend permissions Everyone has read-only access Everyone has read-only access Property tags Property tags PCN – default property tag number PCN – default property tag number ORMS

2-14. Transfer Allocate property to another unit Allocate property to another unit OOO going away OOO going away Must be accepted by gaining unit w/I 10 days Must be accepted by gaining unit w/I 10 days CAPF 111 documents transfer of expendable property CAPF 111 documents transfer of expendable property Assignment Make a component of another piece or property Make a component of another piece or property Aircraft, vehicle, repeater site, kit Aircraft, vehicle, repeater site, kit Must be unassigned before transferred Must be unassigned before transferred Control

2-16. Issuing property  Issued on hand receipt  Must be “received” in ORMS within 7 days  CAPF 111a for expendable issue  Able to print form showing all property issued  Shows value at time of issue  Annual validation required  New current value assigned upon validation  Units may upload documentation of efforts to recover issued property Control

2-20. Annual Physical Inventory  Conducted in ORMS  Proposed: Freeze if inventory not completed by deadline  Selecting condition of “Missing/damaged” automatically initiates RoS  Inventory can be completed before RoS is finished  Remote functional checks permitted  Issued items must be validated  Unit progress report available  Commanders certify in ORMS  On loan property must checked during inventory Control

2-21. Changeover inventory   New CC, LG(S) or Comm  of issued items not required  Re-validation of issued items not required Property Storage  Safe. neat, organized  Large stocks not permitted – no stockpiling Records and files  Keep old paper records IAW 10-2  Upload scanned documents into ORMS (receipts, 1348s, etc.) Control

2-23. Property Permanently Installed Offsite Location must be indicated in ORMS Location must be indicated in ORMS Property On-Loan Issued on CAPF 37 Issued on CAPF 37 Scanned copy uploaded into ORMS Scanned copy uploaded into ORMS Revalidated every 60 days Revalidated every 60 days Physically checked during annual inventory Physically checked during annual inventory Contact info in remarks section Contact info in remarks section Property Out for Repair Record details in Remarks section Record details in Remarks section Indicate condition Indicate condition Control

2-26. Unit Deactivation Recovery within 30 days Recovery within 30 days Goes to 000 for 30 days then automatically to 001 Goes to 000 for 30 days then automatically to 001 Locations and conditions must be updated Locations and conditions must be updated Property Recovery Upload documentation into ORMS Upload documentation into ORMS RoS if unable to recover RoS if unable to recover Control

Property Loss or Damage Reporting Property Loss or Damage Change ORMS condition to “missing/damaged” Change ORMS condition to “missing/damaged” Cursory searches permitted but loss must be reported within 7 days of discovery Cursory searches permitted but loss must be reported within 7 days of discovery Automatically notifies CC and LG/DC Automatically notifies CC and LG/DC

2-28. Reports of Survey Required for all non-expendable and DRMO-excess Required for all non-expendable and DRMO-excess Investigator should be impartial (may be from same unit) Investigator should be impartial (may be from same unit) Designated in ORMS – receives RoS permissions Designated in ORMS – receives RoS permissions Detailed discussion to follow with flowchart and ORMS demo Detailed discussion to follow with flowchart and ORMS demo Property Loss or Damage

2-29. Assessments Region commander makes the assessment Region commander makes the assessment Wing commander makes assessment recommendation Wing commander makes assessment recommendation Based on depreciated value shown in ORMS Based on depreciated value shown in ORMS Assessment not required if unit/individual replaces/repairs item Assessment not required if unit/individual replaces/repairs item Appeals go to CAP/CC – 30 days to appeal Appeals go to CAP/CC – 30 days to appeal See RoS flowchart & ORMS demo See RoS flowchart & ORMS demo Property Loss or Damage

Government-Sourced Property 3-1. Federal-excess property  Requests coordinate at NHQ with CAP-USAF/LG 3-2. DRMS Screener Authorization  Up to 4 permitted  Submitted through SD  Accomplished annually  Copy uploaded into ORMS  Online screening preferred 3-3. Obtaining DoD-excess Property  ToA driven  Not listed in ToA? Written request required  Need CAP-USAF coordination requirements

Government-Sourced Property 3-3. Non-expendable items Track in ORMDS Track in ORMDS Upload scanned a–write property tag number on it Upload scanned a–write property tag number on it 3-4. Expendable items (Acquisition cost < $500) Mark “DRMO” Mark “DRMO” Record receipt on CAPF 111 Record receipt on CAPF 111 Prefer not to track it in ORMS but may Prefer not to track it in ORMS but may If tracked in ORMS, must have property tag If tracked in ORMS, must have property tag

Government-Sourced Property 3-5. Disposal Initiate retirement in ORMS – upload documentation Initiate retirement in ORMS – upload documentation Must be turned within 30 days of CAP-USAF approval Must be turned within 30 days of CAP-USAF approval ETID preferred ETID preferred

5-3. Acquisition of DoD or Other Federal Excess Vehicles Only permitted in coordination with CAPNHQ Only permitted in coordination with CAPNHQ Must conform to ToA Must conform to ToA Must be safe and roadworthy Must be safe and roadworthy 5-4. Vehicles Donated by State and Private Sources Only permitted with free and clear title Only permitted with free and clear title IAW CAPR IAW CAPR Acquisition, Control and Acquisition, Control and Disposal

5-5. Vehicle Disposal All done through CAPNHQ in coord with CAP- USAF/LG All done through CAPNHQ in coord with CAP- USAF/LG Methods of disposal Methods of disposal Turn-in, trade-in or sale by broker or sealed bid Turn-in, trade-in or sale by broker or sealed bid NHQ/LGT retires in ORMS when complete NHQ/LGT retires in ORMS when complete Acquisition, Control and Acquisition, Control and Disposal