Property Management Workshop Physical Inventory ~ Outline 1.Definition of Physical Inventory 2.Purpose and Impact of inventory management 3.Types of inventory 4.Appropriate inventory methods/frequency for various accountable property assets. 5.Questions and Contacts Outline [to understand and discuss]: 1MA-653 May 2013

Property Management Workshop Definition of Physical Inventory Physical Inventory The verification of the existence, location, and quantity of property items; the physical count of items of stock in storage or in use for the purpose of verifying the actual balance on the master records; the method by which we test the accuracy of our records. 2MA-653 May 2013

Property Management Workshop Purpose and Impact of Inventory Management  The purpose of inventory management to establish and continually improve the inventory accuracy and accountability of property in the custody of Federal agencies and contractors.  The success of the physical inventory program has direct impact on:  property availability  accurate and timely procurement actions  overall supply effectiveness. 3MA-653 May 2013

Property Management Workshop Purpose and Impact of Inventory Management (cont) Physical inventories serve to continuously monitor: property condition operational availability validate accountable property record accuracy. The scheduling, type, method, and scope of the physical inventory process is to align with management expectations and risks. “Need to know what you have and where you have it.” 4MA-653 May 2013

Property Management Workshop Purpose and Impact of Inventory Management (cont) All Government property is to be accounted for from inception through formal disposition processing and release from the agency’s formal property records, but certain categories of property require a more deliberate and methodical approach to inventory control and accountability…. Sensitive Property and Precious Metals High-Risk Personal Property Firearms Capital Equipment Special Test Equipment 5MA-653 May 2013

Property Management Workshop Physical Inventory – Types  Cyclic inventory scheduled physical inventory which is to be conducted on a group of items within a specific period of time according to an established plan.  Special inventory scheduled physical inventory of selected items of property for a specific purpose deemed appropriate by the agency.  Spot inventory unscheduled physical inventory conducted to determine the accuracy of agency records.  Selected item inventory unscheduled physical inventory of in-use property or otherwise identified item, when accountable records reflect a zero balance. 6MA-653 May 2013

Property Management Workshop Types of Physical Inventory Methods There are various types of physical inventory methods such as : wall-to-wall sampling Sampling may be used provided statistically valid results are achieved “by exception” Use of actions or transactions as demonstration of an inventory event: This inventory method is appropriate/best, such as : Utilization/maintenance actions, move tickets/orders, transfer records—all can qualify as a “touch” Events such as building closures, remodeling events, organizational relocations With Software management system that routinely "ping" computers (or other equipment) on a network 7MA-653 May 2013

Property Management Workshop Appropriate inventory methods/frequency for various accountable property assets. Are wall-to-wall inventories required for sensitive property, precious metals and HRPP? Yes….however there could be reasons that the property cannot or need not be physically touched, such as: Is the property contaminated? Is the property in a classified area? Are there safety conditions to consider? Is the property unavailable due to a project/research? Is adequately covered by internal controls (such as software pings) 8MA-653 May 2013

Property Type Frequency Accuracy TargetInventory method controls Sensitive Property and Precious Metals At least annually 100% The OPMO/PA must accept the method. Frequency and methods respects property condition, classification and location HRPPAt least annually Graded approach Complete physical inventory (existence testing); sampling method may be used based on assessed risk. Firearms 100% Use inventory requirements in DOE O 473.3, Protection Program Operations, Appendix A, Section F.7, “Inventory of Firearms, Ammunition, Pyrotechnics and Explosives” Capitalized Accountable Property At least annually 100% The OPMO/PA must accept the method All other Accountable Property At least every three years 98% The OPMO/PA must accept the method Stocks, Stores, and administratively controlled As per OPMO/PA Industry standards Conducted on a frequency and method approved by the OPMO/PA 9 Property Management Workshop Appropriate inventory methods/frequency for various accountable property assets. MA-653 May 2013

Office of Property Management/Personal Property Policy Division MA-653 Mert Williams (202) EM Consolidated Business Center/Office of Technical Support and Asset Management Ken Lewis (513) Defense Contract Management Agency (DCMA) Deputy Director Government Property Tom Ruckdaschel Property Management Workshop DOE Accountable Personal Property Physical Inventory 10 MA-653 May 2013

Property Management Workshop Inventory of DOE Accountable Personal Property Inventory Questions? MA-653 May