Fifty Shades of Property P. Jacklets, CPPM, CF July 31, 2013.

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Presentation transcript:

Fifty Shades of Property P. Jacklets, CPPM, CF July 31, 2013

Why Fifty Shades of Property? NOT “one size fits all” Understand contract requirements Understand interrelationship of organizations Resources available to you

Understanding Contract Requirements Access to contracts – You cannot properly perform if you do not know what is in the contract!

Understanding Company Structure Who are the “players” in your company? – AND do they know the Property Org?

Outcomes Acquisition Receiving/Identification Records Physical Inventory Subcontract Control Reports Relief of Stewardship/ Disposition Utilization/ Consumption /Movement/ Storage Maintenance Property Closeout

Acquisition GFP CAP Authorized Use Transfers Lease

Receiving/Identification Contract Requirement Classified vs. Non-classified Safety Shelf Life Marking

Records Records systems Data elements Ownership of records Record retention Internal controls

Physical Inventory Type of Property Locations of Property Value of property Inventory by Exception Sampling

Subcontract Control Procurement Process Flow down of clauses Property Furnished to or acquired by Subcontractor? Alternate Site? Risk Assessment

Reports Contractual Internal Property Reports Program Reports Closeout Reports System Analysis Reports

Relief of Stewardship/Disposition Contract direction; delivered/shipped or transferred Consumed or expended Loss reports processed and relieved Inventory adjustments; PCARSS Abandoned

Utilization / Consumption / Movement / Storage Authorized Use Properly Consumed Moves documented Where stored How stored

Maintenance Type of Property Calibration Preventive Maintenance Responsible Organization Assessing Compliance

Property Closeout Contract Clause: (f)(1)(x) Funded or Not? Follow-on Requirements? Disposal Process Complete? All Losses addressed and closed? Internal Coordination

Summary Many shades of property Important to understand requirements Utilize all resources available to you

Resources NPMA website: Members Only – Resourceswww.npma.org NPMA SIG website: FAR Part 4.7: Contractor Records Retention FAR Part 45: Government Property FAR Clause , Government Property, August 2010 DFARS Clause , Material Management and Accounting System; May 2011 DFARS Clause , Reporting of Government Furnished Property; Aug 2012 DFARS Clause , Item Identification and Valuation; June 2011

Resources DMCA-INST 124, “Contract Property Management”, Feb 1, 2013; DMCA-INST 131, “Contractor Business Systems”, Aug 15, 2012; DCMA DFARS/PGI: AIA: ASTM: E53 Committee developed standardswww.astm.org