1. WELCOME to our PACE Forum …..A Property Administration Information Exchange Property Administrators Continuing Education Presented by: Property Management Office 25 February 2014 1

2. Agenda  Welcome new DPAs  PMO Changes  Water Conservation  Campus Cleanup – Spring 2014  B13 Inventory To Date  Computer Security Efforts  A133 Audit Underway Audit Scrutiny Issues  New DPA Screening Tool  Upcoming Events 2

3. Welcome New DPAs 3 NameDepartment Estellita HallHuman Resources Maria Van BuitenHistory Jennifer MarcellusNeurosurgery Amy LeeInternational Affairs Polly LeungUrology Rachel CastilloUrology

4. Changes in PMO  Promotion – Maurice Brown Property Administrator  Shift – Polly Kavanaugh Property Disposition Specialist  Shift – Richard Coatney Property Accountant 2 Positions being filled – Inventory Specialist and Capital Equipment Accountant 4

5. Water Conservation  What Stanford has done: Reduced potable water use by 21% over past decade Increased use of lake water, recycled water Replenished wells and aquifer to pre-1970 levels  What Stanford is doing: Further reduction of 18% over next 5 years Continue expanding use of recycled water Rebuilding cogeneration plant – more efficient water use  Awareness Campaign Be aware – report leaks, reduce usage, irrigate less 5

6. Computer Security Efforts 6  Laptop (and some desktop) Encryption Per CFO as announced in emails of 1/15 & 2/13/2014 Replaced systems must be returned to Stanford  This is mandatory for all personnel!  Upgrading Windows XP (by April 8 th ) Exception: solely used for running sci-tech instruments  BigFix installations (by May 28 th ) All computers that store personal identity or health info  http://www.stanford.edu/group/security/securecomputing/dataclass_chart.html http://www.stanford.edu/group/security/securecomputing/dataclass_chart.html  Partner with Surplus for proper disposition Data destruction Appropriate recycling Large quantity special pickup arrangements if needed

7. Capital Templates  Please continue using the email process until further notice. AS will address the enhancements to Cap-Template in SPARC once it reaches the top of the queue.  Justifications: Please use care in the details of the justification, particularly if moving charges from one sponsored award to another. Be detailed, and address issues within the proper scope of allowability. 7

8. Unmatched Green indicates POs that have been recorded in Sunflower Red indicates POs where the items have been received, but not recorded Blue indicates orders that have a down payment, but have not been received yet (partial payment with documented arrival estimates) 8

9. Record Creations - January Slight uptick…. Average time-lag for January: 51.15 days Let’s get this back down to 30 please!! 9

10. Record Creations – FY14 to date 10

11. B15 Physical Inventory  The inventory continues on schedule  All major departments that have completed reconciliation achieved >98%  Several large inventories this summer  Earth science  ITS  Athletics  It is important to facilitate reconciliation in order to keep the process on schedule  The process substantiates University financial statements, and is a critical audit component 11

12. OMB Circulars  FYI – the Office of Management and Budget has published new “final guidance”, effective December 26 th 2014, which supersedes all others. Stanford continues to review the details.  Circulars being replaced include A21, A87, A89, A102, A110, A122 and A133. 12

13. A-133 Audit Underway 13  All FY13 financial transactions and documentation subject to review  Heightened scrutiny on physical inventory Calendar compared to actual Resolution documentation validated  Physical asset verification samples DPA involvement to locate, provide escort Minimum 24 hour notice will be provided

14. Campus Cleanup Area Date Location  Off Site Feb 26 & 27 N/A  Zone B Mar 4 Pine Hall  Zone D Mar 6 Memorial Way near Montag  Zone A Mar 11 Varian  Zone A Mar 13 Mitchell/Terman  Zone C & D Mar 18 Green Library near Hoover  Zone C Mar 20 Santa Teresa near Tresidder  Med School Mar 25 Med School Loading Dock  Med School Mar 27 Med Loading Dock Work with Event Services as needed for large items or heavy volume 14

15. Maintain Throughput Flow  Please ensure disposals are processed in a timely manner as they come up Maintains efficiency, accuracy, increases space Don’t stockpile for campus cleanup, please  Maintain off-campus activity (forms, loans, off- site research, etc)  Maintain Custodian fields – departures, arrivals Less stress during the physical inventory Work with PSRs for mass update efforts 15

16. Requisition Accuracy  Over 10% of requisitions still lack screening Significant audit issue New application should help resolve problem  ET errors on the rise Time-consuming to correct after the fact Work with originators to reduce errors Consider rejecting if originator is a “chronic offender” 16

17. New Screening Tool  Located in SPARC  Greatly reduced effort From 5-8 minutes to 1-2 minutes  Also useable as an asset search tool  User Guide Handouts (also available on the web site) Demonstration of the Application 17

18. Upcoming Events  USPA Conference March 24-28, 2014 Denver, Colorado  NPMA Spring Educational Seminar April 2-4, 2014 Silver Spring, Maryland  NPMA National Education Seminar June 23-26, 2014 Anaheim, California  NPMA Fall Educational Seminar Sept 30-Oct 1, 2014 Albuquerque, New Mexico 18

19. SEE YOU NEXT TIME! THANK YOU! 19