1. Property Management Office
PACE Meeting
Property Administration
Continuing Education
Stanford University
Property Management Office
27 July 2016
Stanford Confidential

2. Agenda Welcome New DPAs Financial Policy Updates Operating Software
Bulk Capitalization
SPARC Updates
Excess Requests
DPA Directory
Reuse Web Site Update
Reduced Tax Credit
PMO & SPS Relocations
Custodian Cleanup Project
Fabrication Monitoring
YTD Metrics
NPMA News
Upcoming Events

3. Welcome New DPAs
Kathryn Melsop Tumari Tutt Kari Costa Mariola Liebersbach Mariah Dangelo Samantha Cooper Samuel Cohen Timothy Omi Rita Sader Samantha Chu Olayinke Popoola Cell and Gene Medicine Cardiovascular Institute Pathology Stanford Management Co Human Biology Pre-Collegiate Studies Gabelle Labs (GLAM) Woods Institute Ophthalmology SUNCAT Center

4. Policy Clarification - Software
Effective Immediately
Capitalization Policy:
Software with acquisition value of $500K or more (excluding warranty and training), OR
It is integral to the basic operation of the equipment and is purchased on the same PO, regardless of cost.
Stand-alone or optional software <$500K is still an expense item
Updates in language have been submitted for the Property Manual

5. Policy Change – Bulk Equipment
Effective Sept 1, 2016 (FY17)
FROM:
Single purchase of 25 identical items
Cost of each item a minimum of $400
Total purchase price $10K or greater
TO:
Cost of each item a minimum of $2,000
Total purchase price $50K or greater
Updates to Property Manual and FinGate are in process.

6. Special Projects – SPARC
New general look and feel like other SU apps
Excess Request
New: Billable PTA
New: PTA List of Values
Coming Soon: Collapsible Sections for Contact Info, Location, and PTA

7. Special Projects – SPARC, cont.
DPA Directory
Comprehensive search field
Covers all data elements (DPA, Org, Dept.)
Tag Request (coming soon)
Online tag request form

8. Special Projects – Reuse Site
Work begun
UPA Input ongoing
SPS input TBD
DPA Focus Group to be formed
Target Implementation: Fall 2016
Open-ended for future integration with Excess Request Module

9. Relocations! Surplus Sales to Relocate
Final negotiations for new site on Middlefield
Bonair to be closed approx. April 2017
Furniture Warehouse Future Site TBD
PMO to Relocate
Encina Commons to Galvez Modular (2/17)
Temporary location prior to RWC

10. Custodian Clean-up (Sunflower)
Central PMO effort
To be led by Inventory Team
In conjunction with physical inventory
Reports to be sent to DPAs identifying custodians no longer with Stanford
Assistance and help guides will be available for transacting mass record updates in Sunflower (it’s very easy).

11. Loans & Leases Cleanup Effort in PMO
Identified current leases and loans
Updated records for Acquisition Method
Added “Due Date” to track end dates
Will follow up with DPAs at end date to determine disposition
Computer Leases
Apple and Dell lease programs
Discussions underway for physical asset management
Specific guidance to be determined
Additional information will be sent out

12. Fabrication Monitoring
Fabrication Request
Request Form submitted by PI
Number assigned
PTA Setup
Estimated Completion Date tracked by PMO
Sunflower Record Created
PMO creates record
Activity Status = Fabrication In Progress
Department = Property Management Office
Due Date = Estimated Completion Date
Upon Completion
Completion Form requested from PI
Status Change = In Service
Department/DPA/Custodian updated
PMO Team tags and photographs completed product

13. Year End Deadlines Equipment Donations
Completed paperwork to PMO no later than August 12 for donations to be recognized and reported in FY16
Capital Templates
Deadline for submission to PMO is Wednesday, August 24. Adjustments received after this date will be reflected as FY17 transactions

14. PROPERTY MANAGEMENT OFFICE METRICS Q3 FY16
Stanford Confidential

15. Sunflower Record Creations
“Waiting” items prior to TTM: 5 POs, totaling $3.3M (Oct 2014-Apr 2015)
Numbers at top of bars represent total original number of open POs on that month’s report.
Numbers in white represent number of remaining unmatched POs for each month (does not include ‘waiting’).
This chart represents commitments made in the purchasing system, and does not represent actual invoice payments. There is no direct comparison between this data and the pending transactions in Mass Additions.
Only transactions that appeared on the original monthly unmatched reports for each month are reflected – records created upon receipt are not reflected in this activity.

16. Fixed Assets Posting Activity

17. Purchase Requisition Review
Property Management Office
Purchase Requisition Review
FYTD: >3,000 Transactions Reviewed
6.5% Overall Error Rate (down from 7.8% in FY15)
Best Performance: School of Engineering <3% Error Rate
Delete awards management chart – make chart(s) for it on separate page.
Add a bit of narrative relative to requisition review
Stanford Confidential

18. Award Mgmt Activity – New Agreements

19. Disposal Activity – FY16 (as of May 31)
Total items 11,075
Total requests 2,939

20. Quantity Collected by Business Unit

21. Surplus Sales FY16 (as of May 31)
Property Management Office
Surplus Sales FY16 (as of May 31)
Current Year
Receipts $258.8K
Expense $221.6K
Net $ 37.2K
+18% revenue
- 12% expense
Prior Year (as of Q3)
Receipts $218.7K
Expense $254.4K
Net ($ 35.7K)
Good slide.
Only question he asked at this point is whether the proportion of what goes back to departments can change so it’s more in favor or SPS?
Stanford Confidential

22. NPMA – New Chapter Creation
New California College and University Chapter (CCUC)
Formation in process
Spin-off from Bay Area Chapter
Will continue collaborative activities
Open to any members
University-centric
Covers entire State
Possible Certification Classes
New strategic approach within NPMA

23. Upcoming Events
NPMA National Education Seminar August 29 through September Nashville, Tennessee NPMA Fall Education Seminar November Tucson, Arizona National Council of University Research Administrators (NCURA) National Meeting August 7-10, 2016 Washington, DC Western Region Meeting October 5-7, 2016 Maui, Hawaii Financial Research Administrators (FRA) March 11-13, 2017 San Diego, CA

24. ‘Til We Meet Again…
Thank You!