Federal Acquisition Service U.S. General Services Administration GSAXcess®: Reporting Federal Excess Personal Property Francine D. Mortensen Area Property Officer, Utah, Montana and North Dakota Personal Property Management General Services Administration May 4, 2010

2 Course Objectives  Report Property  Authorities  Types of Electronic Reporting  How to access GSAXcess®  How to access Report Property on line  How to use the toolboxes in Report Property  Definitions  Special Federal Supply Groups and Classes  How to add multiple photos  Where to get help

3 Authorities  Statute  United States Code (USC)  Title 40 USC 524  Regulations  Code of Federal Regulations (CFR)  41 CFR Disposition of Excess Personal Property

4 Who? 40 USC 524 (a)(3)  “Each executive agency shall … promptly report excess property to the Administrator of General Services”

5 Who?  Executive agencies:  In: 50 states District of Columbia Puerto Rico Virgin Islands American Samoa Guam Northern Mariana Islands  Must report  Legislative and Judicial Branches  Encouraged to report

6 What? All excess property except -- FMR  Direct Transfer Property  Abandonment/Destructi on Property  Nonappropriated Fund Property  Foreign Excess Property  Scrap  Perishables  Hazardous Waste  Trading Stamps  Controlled Substances  Nuclear Regulatory Commission – Controlled Material  Property Dangerous to Public Health and Safety  Classified Items or Property Sensitive for Reasons of National Security

7 Why? FMR  Promote reuse by the Government  Minimize new procurement costs  Save the taxpayer money by continued use  Helps assure that information is:  Accessible  Disseminated to the widest range of reuse customers.

8 How?  Electronic Reporting  Preferred method Exception:  When items need to be removed on day of screening  Paper Submissions  Standard Form 120 Requires double processing

9 Where? FMR  Electronic Reporting  Send to GSAXcess®  Paper Submissions  Send the SF 120 to the GSA regional office for the region in which the property is located  Exceptions: AircraftSan Francisco, CA Civilian vesselsAtlanta, GA DoD vesselsPhiladelphia, PA FirearmsDenver, CO

10 Electronic Reporting FMR  Two Types  On-line You enter data on a real-time, interactive screen For agencies without a property data base  Batch For agencies with excess property records in an agency data base Data elements are arranged in a prescribed GSA record layout Records are batched Batch is FTPd to GSAXcess®

11 1,500 Character Batch Record Layout

12 Batch Customers  Department of Defense  Department of Energy*  Department of Interior*  Department of Commerce*  National Aeronautics and Space Administration  Department of Transportation*  Department of Homeland Security

13 Home Page…… gsaxcess.gov

14 How do I get a User ID?  National Utilization Officer  U.S. Air Force's Civil Air Patrol  U.S. Bureau of Indian Affairs  U.S. Bureau of Land Management  U.S. Bureau of Prisons  U.S. Bureau of Reclamation  U.S. Coast Guard  U.S. Department of Agriculture  U.S. Department of Commerce – NOAA  U.S. Department of Energy  U.S. Department of Justice  U.S. Department of Veterans Affairs  U.S. Fish and Wildlife Services  U.S. Department of Homeland Security  U.S. National Park Service  U.S. Marshals Service  GSA Area Property Officer  All other agencies

15 National Utilization Officer (NUO) Home Page…… gsaxcess.gov

16 National Utilization Officer (NUO)

17 National Utilization Officer (NUO)

18 National Utilization Officer (NUO)

19

20 Home Page…… gsaxcess.gov Activity Address Code (AAC) How can I locate my agency Activity Address Code (AAC)?

21 Activity Address Code (AAC)

22 Activity Address Code (AAC)

23 Activity Address Code (AAC)

24 Activity Address Code (AAC)

25 Report Property Links

26 Report Property Links Depending on your permission levels for functions, you may see different menu options

27 System Populates AAC

28 Item Control Number Activity Address Code 1 st six positions Julian Date 7-10 Serial No Stored in User Profile System Assigns User Assign s Item Control Number (ICN) uniquely identifies your property

29 Prefill Links Any field descriptions that have an asterisk * are required fields

30 Initial Load – Zip Code

31 After Initial Load You can select by clicking the “Select” button and add by entering the data in the “Add” fields.

32 System Populates Selecting the stored address pre-fills all your information

33 Initial Load – Phone No. You can also store point of contact information

34 System Populates An accurate ensures that you will receive all communications from GSAXcess!

35 Property Type – Regular Screening

36 Property Type -- Exceptions To find out more about property types click on hypertext

37 Type Property

38 Mandatory Fields To help identify your Federal Supply Classification, click on the “FSC” hypertext for a searchable listing

39 You can search by FSC or FSG code or description Click on the hypertext to pre-fill the FSC and description on the property report.

40 Report Property Populates item name and FSC with selected data

41 Federal Supply Groups and Classes Requiring Extra Data  Guns  1005 –thru 30mm  1010 –over 30mm-75mm  Aircraft  1510 –Fixed Wing  1520 –Rotary Wing  Vehicles  2310 – Passenger  2320 – Trucks and Truck Tractors, Wheeled  2330 – Trailers  Vessels  19  Computer Equipment  70 Special FSCs

42 FSC 1005

43 Pop Up Window for FSC 1510

44 Pop Up Window for FSC 2320 Vehicles

45 Drop Down Menu for Body Style Vehicles

46 Drop Down Menu for Computers – Group 70

47 Listing of Available Items Computers

48 Hypertext Fields with Pop-Up Screens Computers

49 CFL Decision Computers

50 Federal Asset Sales GSA is pre- selected as the Federal Asset Sales Center

51 Federal Asset Sales Center  Agencies must use an approved Sales Center as their sales provider for exchange/sale and surplus property  GSA  All Commodities  Throughout the United States  For All Sales Methods  USDA-CEPO  All Commodities  DC Metro Area only  Live Auctions only

52 Unit of Issue Click on the Unit of Issue hypertext for a listing of all available Unit of Issue descriptions.

53 Unit of Issue Click on the Unit of Issue abbreviation hypertext to pre-fill the Unit of Issue input box on the property report screen

54 Note: SRD ( leave blank). The system will fill the date in automatically when submitted GOOD DESCRIPTION OF ITEM IS EXTREMELY IMPORTANT Report Property Demil code is almost always “A”.

55 Demilitarization Codes

56 UPLOADING PICTURES

57 Upload Picture Button – Create Report

58 The first time you click on upload pictures, you will see this Java application run. 1 st time – 1-2 min. - - Upload Picture Button – Create Report

59 Upload Picture Button – Create Report Each and every time you click on upload pictures, you will see this Java application run.

60 Upload Picture Button – Create Report ICN already entered and set

61 Upload Picture Button – Create Report The first picture you select for uploading will default to be your main picture.

62 Upload Picture Button – Create Report

63 Upload Picture Button (Main Menu)

64 Select Picture Files Click on Select Files

65 Select Picture Files Select one to twelve pictures per Item Control Number. No renaming or resizing required.

66 Select Picture Files Once files are selected, Click Open.

67 Upload Picture Files First picture selected will be your main picture on your property report. (the “A” photo”) Selected Files will display. Use the scroll bar to see all of your files.

68 Enter Item Control Number (ICN) and click the Set ICN No. button Click Upload. Upload Picture Files

69 Upload Picture Files Status column will show pictures are uploading and will confirm when completed.

70 Confirmation message and selected pictures display. If this is correct, click Exit. Upload Picture Files

71 Remove Picture Files If the pictures are not correct, click the Remove All Files button

72 Remove Picture Files All picture files are removed

73 Record Added These buttons let GSAXcess® do some of the reporting work for you Report Buttons

74 Get a copy for your file

75 Your File Copy Will not start another report. Can print report.

76 Clicking on “More Items and Retain Common Data Only”, submits the report and displays all data up until the Federal Supply Class (FSC) More Items & Retain Common Data Only

77 Submits the report and displays all of the same data except the ICN. This would be good if you are reporting like items. More Items & Redisplay All Data

78 USING THE SUBMIT BUTTON WILL SUBMIT YOUR REPORT BUT WILL NOT START ANOTHER REPORT. You can save your data without submitting and come back later to complete by using Save and Menu or Save and Quit Buttons Report Buttons

79 Regular property21 days screening Exchange Sale property 2 days screening FSG 71 furniture 14 days screening 7 days for some Dept. of Defense FSG 70 computers for CFL 7 days CFL, 14 days GSAXcess® (7010,7020,7021,7025,7030, 7035,7042,7045, and 7050) Vessels 50 Ft and over 60 days screening Aircraft 60 days screening Report Property Screening Times

80 Modify Report

81  Only your own reports  Only until the GSAXcess® cycle of the day of input  After that, the change must be done by your GSA Area Property Officer or NUO Modify Report

82 “Review Report” is one of the most powerful user tools How to See All Your Items in GSAXcess®

83 Review Report To see all active reports in Internal, CFL, or GSAXcess® screening enter your Agency code and AAC, click Submit

84 Shows status of active property and even transferred property up to seven days after transfer Report Results

85 Help Screen

86 Help Resources  Help screens available on line  Area Property Officers throughout the U.S.  Web site “  GSAXcess® HelpDesk  

87 Questions

88 Contact information: Nancy Brotherton GSAXcess Coordinator Gregory D. Foster Contracting Officer/Area Property Officer GSA Southeast Sunbelt Region Phone: Fax: Francine D. Mortensen Area Property Officer, Utah, Montana and North Dakota GSA Rocky Mountain Region Phone: Fax: