National Property Management Association Creating a Self Assessment Program from Scratch July 28, 2011 Cathy Seltzer, CPPM CF TASC, Inc. Government Property Manager 1

National Property Management Association  Learning Objectives  Where do we start?  Why is a Self Assessment Program necessary?  What is a Self Assessment Program?  Who is responsible for creating, implementing and monitoring the program?  How do we implement the program and make it work?  Summary  Questions Agenda 2

National Property Management Association  1. The who, what, when, where, why and how of self assessment.  2. The implementation.  3. Monitoring and moving forward. Learning Objectives 3 Self Assessment Times

National Property Management Association Where do we start? HELP Metrics Outcomes FAR Reports ASTM

National Property Management Association Where to start  aerospace.org/resource_center/resources/property _management_etools/ aerospace.org/resource_center/resources/property _management_etools/  ASTM (EMPM)  FAR (f)(i)-(x)  Other industry Property Professionals

National Property Management Association Why do we need a Self Assessment Program?  FAR (f)(3)  Do we need to report findings to the Government?  Audit preparation  No surprises  Test Property Control System effectiveness  Is it working as well as it should?  Correct any deficiencies  Corrective Action Plans  Continuous improvement  Charts and graphs

National Property Management Association What is a Self Assessment Program?  Which is Objective, which is Subjective  Dealing with external thoughts and facts and not with thoughts and feelings. Free from personal prejudices.*  Pertaining to the thinking subject. Introspective.*  Which is easier to measure?  Why?  Is there a one size fits all program?  Why, or why not? *Webster’s Collegiate Dictionary, 3 rd Edition,

National Property Management Association What is a Self Assessment Program?  Essential parts of the program  Metrics  What to measure? – Who – When  Outcomes  Communications  Notifications  Results  Participants  Management  Government  Non-compliance  Corrective Actions/Follow up

National Property Management Association What is a Self Assessment Program?  How does it all fit together?  Snapshot in time  Constantly moving  Follow up\Corrective Action  Continuous improvement

National Property Management Association Metrics Population 135 Sample 30 Defects 3 Outcome 1: Acquisition (Procedure 2.01, 2.02)  Review sample for authority to acquire Summary Assessment: Inadequate

National Property Management Association The Big Picture 1 = Acquisition5 = Records8 = Utilization 2 = Physical Inventory6 = Reports9 = Maintenance 3 = Subcontractor Control7 = Relief of Stewardship 10 = Receiving 4 = Contract Closeout

National Property Management Association Who is responsible for creating, implementing and monitoring the program?  Property Management Organization  Contracts  Internal Audit body  External Audit body

National Property Management Association Implementation  Communication!  Management  Programs  Self Assessment is coming!  Training  What to expect  When to expect it  Who will do what  Just do it Self Assessment Training Today!

National Property Management Association Making it work  Talk, talk, talk!  Provide feedback to Management, programs  Provide results to customer  Answer questions  Find out what works best for you and just keep doing it!

National Property Management Association Summary  Where do we start?  Why is a Self Assessment Program necessary?  What is a Self Assessment Program?  Who is responsible for creating, implementing and monitoring the program?  How do we implement the program and make it work?

National Property Management Association Questions 16

National Property Management Association Thank you! Cathy Seltzer TASC, Inc. 17