Property Management Overview

1
Property Management Overview
2
Property Management

• Why?
• An approved Property Management System is a
  requirement defined in
• Contract 31, between the University of California
  and the Department of Energy (DOE)
• DOE O580.1A - Standards, practices, and
  performance expectations for the management of
  personal property owned or leased by DOE

3
Property Management Responsibilities

• Develops Laboratory property policy to conform
  with Department of Energy requirements for
  Personal Property
• Does not manage Real Property
• Maintains the Laboratory's Property Management
  Policy Manual
• Develops implementing procedures
• Manages all Property inventories
• Manages the Laboratory's High Risk Program
• Owns/manages the Sunflower database

4
Property Definitions

• Accountable Property
• Is subject to inventory control, assigned and
  barcode tagged with a unique property
  identification number as needed
• Is recorded in the Laboratorys asset management
  database (Sunflower)
• Includes the following categories of property
• Equipment (Capital and Non-Capital)
• Attractive
• Sensitive
• High Risk
• Administrative

5
Property Definitions

• Equipment
• Asset that has an acquisition or fabrication cost
  of gt 10,000
• Useful life gt 2 years
• Capital Equipment
• Asset that has an acquisition or fabrication cost
  of gt 500,000
• Anticipated service life of gt 2 years
• Does not include application software,
  maintenance, repair, warranties, real property
  and improvements, or related personal property

6
Property Definitions

• Attractive Property
• Regardless of value, that must be controlled and
  managed to protect against unauthorized use,
  disclosure, or loss and otherwise controlled by
  law, policy, regulation or agency direction
• Computer Desktops
• Computer Laptops
• Computer Servers
• Tablets (eg ipads, Kindles, etc.)
• Radios (handheld)
• Once a year we have to submit a list to DOE for
  approval

7
Property Definitions

• Sensitive Property
• Regardless of its acquisition cost, that is
  highly portable, easily converted to personal use
  and is more susceptible to theft
• Precious Metals and Controlled Substances
• High Risk personal property (HRPP)
• Has potential impact on public health and safety,
  the environment, national security interests, or
  proliferation concerns
• Must be controlled and disposed of in other than
  a routine manner

8
Property Definitions

• Administrative
• Equipment costing lt 10,000, and not Sensitive,
  Attractive or High Risk (desk, chairs, printers,
  etc.)
• Items tagged identifying them as Government
  Property with orange sticker
• No barcode applied
• Not subject to inventory
• Subjected to various administrative controls
• Facility fencing
• Property passes
• Gate checks

9
Custodians Responsibilities

• A Property Custodian is a career employee
  responsible for the protection, control,
  accountability and proper use of property under
  his or her stewardship
• Take reasonable measures to safeguard assets from
  theft, loss, destruction and damage
• Provide timely communication to Property
  Representatives
• Help Property Representative identify an asset
  during audits or inventories
• Notifies both LBNL Receiving and division
  property representatives whenever assets bypass
  the normal receiving process

10
Custodians Responsibilities

• If property is no longer needed, promptly send to
  Excess
• Transfer assigned property prior to termination

11
Property Management Responsibilities

• Develops Laboratory property policy to conform
  with Department of Energy requirements for
  Personal Property
• Does not manage Real Property
• Maintains the Laboratory's Property Management
  Policy Manual
• Develops implementing procedures
• Manages all Property inventories
• Manages the Laboratory's High Risk Program
• Owns/manages the Sunflower database

12
Division Responsibilities

• Manages the Divisions assets in accordance with
  Laboratory's Property Management Policy Manual
• Inform all property custodians/users of their
  responsibilities toward property, and ensuring
  effective management of property within the
  Division
• Determines the need for assigning tag-able
  property to custodians
• Evaluates and approves requests for removal of
  property from the laboratory
• Takes corrective action on violations of property
  management policy

13
Divisional Property Representatives
Responsibilities

• This individual is the Divisions representative
  responsible for executing key property management
  functions in accordance with LBNL property
  policies, processes and procedures
• Primary point of contact for all property matters
  pertaining to their division
• Assigns/ verifies initial Custodian
• Verifies and updates Sunflower data for
  divisional assets with changes to
• Custodians
• Location
• Stewardship

14
Divisional Property Representatives
Responsibilities

• Executes inventories
• Facilitates domestic loan of division assets in
  coordination with custodian and Property
  Management Core Team
• Facilitates borrow of division assets in
  coordination with custodian and Property
  Management Core Team Property Liaison
• Works with Property Management Core Team
  custodian to execute and initiate transfers of
  division assets

15
Reporting a Stolen Asset

• Custodian reports theft to local police where
  asset was stolen
• Custodian immediately reports theft to Laboratory
  Security [phone]
• Laboratory Security will capture details about
  the physical device
• Custodian completes Computer Security form at
  https//commons.lbl.gov/display/cpp/BerkeleyLabC
  yberSecurity

16
Reporting a Stolen Asset

• This step is only for assets that contain memory
  (laptops, desktops, tablets, portable hard drive,
  etc.)
• Complete and submit the Property Management
  Retirement Form - http//procurement.lbl.gov/wel
  come-to-procurement-property/forms/

17
Reporting a Lost Asset

• Custodian immediately reports theft to Laboratory
  Security [phone]
• Laboratory Security will capture details about
  the physical device
• Custodian completes Computer Security form at
  https//commons.lbl.gov/display/cpp/BerkeleyLabC
  yberSecurity
• This step is only for assets that contain memory
  (laptops, desktops, tablets, portable hard drive,
  etc.)
• Complete and submit the Property Management
  Retirement Form - http//procurement.lbl.gov/wel
  come-to-procurement-property/forms/

18
Property Management Website
http//procurement.lbl.gov/welcome-to-procurement-
property/property-management/