Personal Property Training Webinar Presented by: SBOR---Larry Oates BOR---Melissa Nelson Capitalized Assets---Katina Williams GSAXcess---Nicole Proctor 10/9/20151

Subsequent to the presentation, Attendees can submit questions which must be identified with the presentation topic, e.g. SBOR, BOR, Capitalized Assets or GSAXcess. The Facilitator will select 5 questions (if less than 5 then all) per topic and the presenter of that topic will respond to the questions. At the end of the last presentation and question/ answer session, there will be an open forum, where attendees will indicate their respective Staff/Line Office next to their questions, at which time the respective LORs will respond. NOAA PERSONAL PROPERTY Training 10/9/2015 2

Special Board of Review Training 10/9/2015 3

Boards of Review (BOR) are assembled to consider any incident of loss, theft, damage, destruction, or other condition adversely affecting property The incident is known or suspected to be the result of willful intent or gross negligence, regardless of the property value; or The item of property involved has an original acquisition cost of $5,000 or more, and/or may be considered sensitive Recurring irregularities in a single location or property account shall be referred to a Property Board of Review. The review action must include a finding on the extent of the employee's responsibility. NOAA PERSONAL PROPERTY BOARD OF REVIEW OVERVIEW 10/9/2015 4

NOAA BOARDS Special BOR (SBOR) An Executive Board Members assigned by the Line Office AAs Members PB 5 or GS 15 Scheduled to meet monthly Regular BOR Members nominated by the Line Offices and appointed by the NOAA PMO Scheduled to meet monthly NOAA PERSONAL PROPERTY BOARD OF REVIEW OVERVIEW 10/9/2015 5

Missing Property not found during a physical inventory Disposal Paperwork missing Lost Left on plane or train Fell over board off a boat or ship Left in the hotel Stolen Home Burglary Vehicle break-in Robbery NOAA PERSONAL PROPERTY BOARD OF REVIEW OVERVIEW 10/9/2015 6

SBOR only review BOR Packages for missing, lost or stolen Laptops PDAs (IPhones and Blackberries) iPad Incidents involving these assets must be reported IMMEDIATELY - to the Personal Property Office - the Office of Security - NOAA Computer Incident Response Team N-CIRT. Special Board of Review 10/9/2015 7

In accordance with the CAO Memorandum dated January 27, 2009, a NOAA Special Board of Review (SBOR) is held to review the documentation and circumstances surrounding missing laptop, IPAD and PDA incidents. _Policy_Memo_and_Template.pdf The SBOR determines the need for additional information, the degree of negligence (if any), and recommends the level of liability for the cost of replacement of the lost, stolen or missing device. They also recommend the removal of the asset(s) from the Personal Property Management system. The SBOR financial liability findings can be appealed within 30 days of the Boards notification to NOAA Chief Administrative Officer. Special Board of Review 10/9/2015 8

PPMB N-CIRT Notification NOAA Incident Report Number: Initial Report Report filed by: John Doe Line Office: NWS Line Office Operating Unit (OU): OS Affected office's location: 7220 NW 101st Terrace Kansas City, MO Phone number: (301) Number of Affected Systems, laptops/devices reported missing/stolen: 1 Event Report Status: OPEN End of Report Special Board of Review 10/9/2015 9

Request for additional information is sent once the NCIRT notification is received What is the barcode number? Is this asset a laptop, iPad, or PDA? Is this asset Lost or Stolen? If stolen from a vehicle, please indicate where the property was located in the vehicle(trunk, front passenger seat, rear seat, or cargo area). Who was the Property issued to? Who is the Property Custodian? What date did the incident occur? Please provide a brief summary of the circumstances pertaining to this asset. Was a Police Report filed? What City and State was the asset located? Did the asset have PII information on it? Have you submitted an online CD-52 Report? Special Board of Review 10/9/

SBOR Packages normal include the following: - Confidential Memo from the AA/DAA to NOAA CAO - Security/Police Incident report - Official statement from involved parties - Copy of the N-CIRT report - Corrected action plan - Copy of the online CD 52 Final event report approved by PAO and PC Special Board of Review 10/9/

DOC Policies DOC Personal Property Management Manual PROPERTY BOARD OF REVIEW SYSTEM DOC bulletin #004, FY11 Reporting of Missing Lost or stolen 0Bulletin%20FY11-4,%20Revision%20to%20DOC%20PPMM% pdf 0Bulletin%20FY11-4,%20Revision%20to%20DOC%20PPMM% pdf DOC bulletin #001, FY12 Reporting of Missing Lost or stolen 0Bulletin%20FY12- 1,%20Reporting%20of%20Missing,%20Lost,%20or%20Stolen%20Tablets%20on%20the% 20DOC%20Mobile%20Computing%20Device%20Matrix.pdf 0Bulletin%20FY12- 1,%20Reporting%20of%20Missing,%20Lost,%20or%20Stolen%20Tablets%20on%20the% 20DOC%20Mobile%20Computing%20Device%20Matrix.pdf Special Board of Review 10/9/

QUESTIONS 10/9/

BOARD REVIEW TRAINING 10/9/

In accordance with Department of Commerce Personal Property Management Manual section Establishment of Personal Boards of Review, a NOAA BOR is held to review the documentation and circumstances surrounding lost, missing, or stolen asset(s). The BOR determines the need for additional information, the degree of negligence (if any), and recommends the level of liability for the cost of replacement of the lost, stolen or missing device. They also recommend the removal of the asset(s) from the Personal Property Management system. The BOR financial liability findings can be appealed within 30 days of the Boards notification to NOAA Chief Administrative Officer. Board of Review 10/9/

Board Of Review (BOR) review all missing, lost, or stolen accountable personal property with the exception of: Laptops PDAs (IPhones and Blackberries) iPads The steps for submitting a BOR package 1. Report missing, lost, or stolen accountable assets to the Property Custodian (PC). 2. PC will request a retirement of asset. 3. PC will prepare the BOR package, then submit to the Property Accountability Officer (PAO). 4. PAO will submit the BOR package to the Property Manager (PM). 5. Upon PM approval your completed package will be forward to your PPMB Line Office Representative. Board of Review 10/9/

BOR Package(s) must include the following: - Memo thru the Office Director to the Chairman of the BOR if the equipment is capitalized or total loss <$1M - Memo thru the Deputy Administrative Assistant if equipment is Capitalized or total loss >$1M - Property Inventory & Management Procedures - Corrected Action Plan - Copy of the online CD 52 Final event report approved by PAO and PC All other supporting documentation such as police report, hand receipt, official statements from Personnel, etc., must be attached to the retirement request. Board of Review 10/9/

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Personal Property Management Branch (PPMB) BOR PPMB Contacts References 10/9/

QUESTIONS 10/9/

CAPITALIZED ASSETS 10/9/

NOAA’s capitalization threshold: $200,000 Capitalized Assets:  Assets that meet the capitalization threshold and are purchased “off the shelf” will be capitalized upon delivery  Assets that require time to deliver/complete or include costs associated with design, site preparation, planning, installation, etc. will be capitalized after it has been constructed/developed (CWIP)  Applications and operating system programs purchased from commercial vendors “off-the-shelf”, internally developed, or contractor-developed solely to meet the entity's internal or operational needs (Internal use software) will be capitalized upon delivery or after it has been developed  Assets purchased in bulk that individually cost $25,000 or more and less than $200,000 and the total one-time acquisition cost is $1 million or more Capitalized Assets 10/9/

PP&E should be recognized:  Capitalized Assets (non-CWIP) – 30 business days of receipt, inspection, and acceptance.  When title passes to the acquiring entity or when the asset is delivered to the entity or an agent of the entity  CWIP Policy and Procedures contains timeline for CWIP (NTE 90 calendar days)  The line office will submit a completed NF 37-6 to Finance within 40 calendar days of asset placed in service  Finance has 10 calendars to review, approve and forward the signed NF 37-6 to PPMB  PPMB will review and approve the support documents received from the line office with the signed NF 37-6 within 30 calendar days and forward the signed NF 37-6 to the line office and Finance for processing  Finance will process the general journal within 10 calendar days Acceptance Date 10/9/

Criteria for CWIP (must meet all four conditions):  Aggregate acquisition cost of $200,000 or more, and  Estimated service life of two years or more, and  Long-term economic benefit to the organization that maintains or obtains control, and  Not intended for sale in the ordinary course of operations IUSD is a “subset” of CWIP; therefore, must follow CWIP policy. CWIP Criteria 10/9/

The Property Custodian (PC) obtains and completes the Sunflower Catalog form from the Sunflower Help Desk The PC provides the NF , NF 37-6 (CWIP), and other supporting documentation to PPMB for review and approval After PPMB approval, the PC creates the asset in the CD 50/52 Transaction Menu Sunflower will notify PPMB Financial Team that the asset was entered as an inventory record and the asset will be capitalized by the PPMB Financial Team if all the appropriate support documentation is received Capitalizing an Asset 10/9/

Capitalized Personal Property files must include the following support documentation: Purchased capitalized assets – Purchase order or contract, the NF , acceptance date support, invoices and any other relevant information to support the acquisition. Capitalized assets transferred from another agency – the SF- 122 “Transfer Order for Excess Personal Property”, support for the net book value, and useful life support documentation. Capitalized leased assets – the contractual documents for the lease agreement and supporting documentation for the payment. Capitalized Asset Support 10/9/

Accountable personal Property Costing $200, or more (Capitalized) | Satellites | ADP Equipment (computer and associated peripheral devices) | Aircraft | Ships & Small Craft | Telecommunications Equipment | Other Capitalized Property (not otherwise classified) | Capitalized Trade in Allowance | ADP and Telecommunications Capitalized (COTs software and firmware) Capitalized OCCs 10/9/

QUESTIONS 10/9/

GSAXcess Training 10/9/

NOAA Policy for excess NOAA Policy References About GSAXcess Who can use GSAXcess Obtaining Entry to GSAXcess PPMB Contacts Available Training GSAXcess Agenda 10/9/

NOAA policy states that all accountable excess personal property must be entered and accounted for in Sunflower. When an accountable or capitalized asset becomes excess, it must be excessed through Sunflower, where it is made available internally to NOAA/DOC for 15 days; then interfaces with GSAXcess where it becomes available for donation or transfer to other Federal and State Agencies for Surplus Property (SASPs) and educational nonprofit organizations. It is then made available for sale to the general public via GSAAuctions.gov. Non-accountable property can be entered directly into GSAXcess by Property Custodians with access. GSAAuctions.gov NOAA Policy for excess 10/9/

NOAA Policy References NOAA National Disposal Plan eview/NNDP-Update_Ver_5-_MAR_2013.pdf Capitalized personal Property Policy d-personal-property-policy.html Federal Management Regulation ubchB.html/category/21858/hostUri/portal 10/9/201535

GSAXcess® is the customer interface to the Federal Disposal System. GSAXcess® is a totally web enabled platform that eligible customers use to access all customer functions: reporting, searching and selecting property. GSAXcess® provides agencies with a means of electronically reporting their unrequired personal property to GSA. GSAXcess® is also used as a source of supply for customers seeking property that has been reported and is available for transfer. Agencies can search GSA's inventory through a process known as screening, and they can request property for transfer by selecting specific items. What is GSAXcess 10/9/

The property system is available to federal agencies, authorized nonfederal recipients and surplus customers. Nonfederal recipients are activities that receive excess property through a federal sponsor but are, themselves, neither a federal agency nor a Donee. For example, a federally recognized Indian tribe sponsored by the Department of Interior's Bureau of Indian Affairs qualifies. Surplus customers include state and local government agencies, nonprofit educational and public health activities, including programs for the homeless, and more. The State Agencies for Surplus Property (SASP) advise applicants of eligibility requirements and procedures to be followed in acquiring federal surplus personal property. Who can use GSAXcess 10/9/

Federal employees can gain access to the "Search Only" feature by self registering online at GSAXcess.gov.GSAXcess.gov Property Officials who’s duties require them to report or acquire Federal Excess Personal Property, should coordinate with their Line or Staff Office Property Manager, who will contact the National Utilization Officer (NUO). An NUO is an appointed property officer within each federal agency, who coordinates with GSA to provide user accessibility to the GSAXcess® federal disposal and screening system. s with user IDs and Passwords are sent to the user in a system generated . Nicole Proctor PHONE: (301) , ext FAX: (757) Obtaining Entry to GSAXcess 10/9/

User name Phone number Fax Activity Address Code (AAC) NOAA contact: John Cicciarella (206) Approving Official (PAO) Approving Official and fax # Access needed, i.e., search/ select (freeze property) and/or reporting Information needed by NUO to grant access 10/9/

GSA APO contacts Computers for Learning (CFL) Program GSAXcess training presentation GSAXcess user guide GSA upcoming training and Events al GSAXcess links 10/9/

There are certain guidelines that have to be adhered to, prior to excessing accountable property. Please contact your PPMB Line Office Representative (LOR) for additional guidance. PPMB Contacts 10/9/ Inventory Management Team Larry OatesTeam Lead ext. 173 Fax: Inventory Management Team Lead Chance GreeneLead Representative ext 170 Fax: NESDIS Derrick BattleLead Representative ext 178 Fax: OCIO PPI USEC WFM

PPMB Contacts 10/9/ Nicole ProctorLead Representative ext. 161 Fax: NWS Custodial Areas – “N” Headquarters & “E” Norfolk Michelle RossLead Representative Fax: NWS Custodial Areas – “M” Boulder & “W” Seattle Edwin LewisLead Representative ext 153 Fax: NOS

PPMB Contacts 10/9/ Marvel KenneybrewLead Representative ext. 122 Fax: NMFS WEST Barbara CarsonLead Representative ext. 163 Fax: NMFS EAST Melissa NelsonLead Representative ext. 188 Fax: OAR Sheila HensleyLead Representative Fax: OCAO AGO OGC OCFO Lorenzo BrownLead Representative ext. 162 Fax: OMAO

There are certain guidelines that have to be adhered to, prior to the excess of Capitalized property. Please see PPMB Contact below. Katina Williams Katina Williams Team Lead ext. 128 Fax: PPMB Contacts cont. 10/9/

GSAXcess offers training on the website under ‘User Guide’ N_Pic_Upload_Guide.doc Available Training 10/9/

QUESTIONS 10/9/

Attendees will indicate their respective Staff/Line Office or Disposal next to their questions, at which time the respective LORs will respond. Open Forum 10/9/

Personal property accountability includes responsibilities for such tasks as Presenting personal property for identification and tagging; Ensuring the assets are on the property record and properly assigned; Tracking the movement of assets; Conducting physical inventories; Verifying counts; Reporting all loss, theft, and damage of assets; Reutilizing assets when possible; and Properly disposing of the assets. 10/9/