Key Questions to ask Roy De Lauder, CPPM, CF

What we will cover What is a question? Why do we ask questions? 5 key Property questions Other important Questions – For Property – Of Property – Elevator – Of ourselves

Question ? “Question – To ask of or about. (Discover) – To subject to analysis. (Examine/ inquire) – To doubt. (Dispute) – To interrogate intensively. (Cross examine)”

Have you heard? “Trust but verify”

Have you heard? “Trust but verify” OR “ Question everything”

Questions to ask What? Who? Where? When? How?

5 key questions for Property Who owns this item? What does the contract say? Where is this item? When will this item ship? How do you perform this function?

Who owns this item? Another way to put this question is “Who has title to this item?” Or “who does this belong to?”

Who owns this item? Ownership determines what can be done with/to the item. Ownership also gives you a clue as to where to go to research this item. Ownership can be taken down to the contract or Delivery Order or CLIN level. (Don’t confuse with who is responsible for)

What does the contract say?

Control Use Protect Preserve Maintain Authorized “All”

FAR (b) (b) Property management. (1) The Contractor shall have a system of internal controls to manage (control, use, preserve, protect, repair, and maintain) Government property in its possession.... (2) The Contractor’s responsibility extends from the initial acquisition and receipt of property, through stewardship, custody, and use until formally relieved of responsibility by authorized means, including delivery, consumption, expending, sale (as surplus property), or other disposition, or via a completed investigation, evaluation, and final determination for lost property. This requirement applies to all Government property under the Contractor’s accountability, stewardship, possession or control, including its vendors or subcontractors...

Where is this item now? There is a flip side to this question of “Where was it last?” Another version of this question is “What ever became of …?”

Where was this item last? Inventory reconciliation Lost Misplaced Movement issues – Why do we worry about Movement?

When will this item ship? I have to get a DD1149 (DD250) done by WHEN! – 20 minutes from now… Tag or no tag? – Received and shipped the same day? – Shipping in place? Customer Property Tag or UID tag (or other tag that stays on there)

How do you perform this function? What do our procedures say?

Business Processes – Government property

Are there other questions? What other important questions you as a Property person would ask or be asked?

Questions - Property would ask What is the value of the item? – $ – Data – Hazards How do we get value from this item?

Questions - Property would ask How did you lose/break this?

Questions - Property would ask What is the Audit trail for this item?

Questions - Property would ask Do we need this item? “box kicker”

Let me store your equipment !

Questions - Property would ask Are you the custodian?

The Custodian is ready to help with the Inventory!

Questions - Property would ask Where do I go to find answers? How do I validate the answer?

Questions - would be asked of Property What do you do for this organization?

Elevator speech? I manage “stuff”. With “stuff” it is important to have the right amount in the right place at the right time. You do not want too much or too little. Nor to have the item in California when it is needed in Virginia. You don’t want something that is obsolete or past its shelf life. In our business, we frequently manage “stuff” that doesn’t belong to us. For these items we need to control, use, protect, preserve and maintain the items in accordance with our customer’s desires.

Questions - would be asked of Property Why can’t I use this on this other project?

Questions - would be asked of Property Why can’t I have this?

Questions - would be asked of Property Why do I have to follow these procedures? (What will happen if I don’t?)

Questions - Property would ask of themselves What do to I do when I take over as a Property Specialist in a new job?

What to do? Steps to take. Find out during the hiring/selection process. Make/File a copy of the database. Make another copy of the database. (Working tool) Find the last audit results (And the last auditor). Curse your predecessor! Ask questions. Contact somebody at NPMA. Come up with a plan.

Did I address? Your key questions.

Comments?

Contact information Roy De Lauder, CPPM, CF – NOVA Chapter – – (703)