Roman J. Marciniak, Jr. Director Utilization

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AAMS
Roman J. Marciniak, Jr. Director

Utilization Donation Program Division
Central Office
23 Jul 2008
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AAMS

• What is it?
• Agency Asset Management System
• Internal Screening Module
• Why is it important?
• Title 40 USC
• Federal Management Regulations
• 41 CFR 102-36.35. You must ensure personal
  property not needed by your activity is offered
  for use elsewhere within your agency.

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FEDERAL DISPOSAL PROCESS
EXCESS
SURPLUS
SCREENING
AAMS
Non
SCREENING And FEDERAL TRANSFER 21 DAYS
DONATION NOTIFICATION 5 DAYS
SALES
AGENCY SCREENING
DONATION REMOVAL
Internal Agencies/Bureaus Of your Department
Federal Agencies Cost Reimbursable Contractors
Grantees
Public Airports State Agencies for Surplus
Property Nonprofit Educational Public Health
Activities Service Educational Activities
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Demo Purposes - Players
AAMS

• USDA
• CSREES (Generator -- 123159)
• Forest Service (Screener 1236WW)
• FAIR Act Tribal University (Screener -- 126633)

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How do I access AAMS?
AAMS
Internet Address gsaxcess.gov
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Can Anyone Access USDA AAMS?
AAMS

• No
• Only participating bureaus within USDA
• Security protected through Permission Levels

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Are There Different Permission Levels?
AAMS

• Yes
• Report Property
• Internal Search
• Internal Freeze
• Internal Requisition/Transfer
• .

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Who Makes the Determination?
AAMS

• Agency National Utilization Officer Determines

• Who gets access to the system
• Type of access the user has

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Where Do I Log-In?
AAMS
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Do I Need an AAMS User ID Password ?
AAMS
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Two Ways to Get to the AAMS Application?
AAMS
OR
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AAMS Application
AAMS
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Two Ways to Get to Report Property?
AAMS
Will take you directly to create report screen
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Report Property Menu?
AAMS
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How to Create a Report?
AAMS
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Property Report Data Creation Screen
AAMS
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Property Report Data Creation Screen (continued)
AAMS
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Property Report Data Creation Screen (continued)
AAMS
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Results Submit Property Report Data
AAMS
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How to Upload Picture?
AAMS
User can upload pictures from either the main
menu
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How to Upload Pictures? (cont)
AAMS
Or the Report Property Data Creation Screen
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How to Upload Picture? (cont)
AAMS
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How to Upload Picture? (cont)
AAMS
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How to Upload Picture? (cont)
AAMS
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How to Check For Pictures? (cont)
AAMS
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Results- How to check for pictures?
AAMS
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Searching
AAMS

• Screening Available Property

• Multiple criteria to helpyou find what you
  need.
• Federal Supply Class
• Noun name
• Property location
• Condition code
• States
• Item Control Number
• Activity Address Code and more.

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Searching (cont)
AAMS
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Search By AAC
AAMS
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Results - Search By AAC
AAMS
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Item Data Sheet for ICN 123159 8154 0001
AAMS
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Selecting Property
AAMS

• Freeze

• Express an interest in acquiring an item
• Select desired item
• Indicate agency approving official

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Selecting Property (cont)
AAMS
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Selecting Property (cont)
AAMS
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Selecting Property (cont)
AAMS
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Selecting Property-- Completed
AAMS
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Results - Selecting Property
AAMS
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Selecting Property Multiple Freeze
AAMS
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Selecting Property Multiple Freeze (cont)
AAMS
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Selecting Property Multiple Freeze (cont)
AAMS
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Results Selecting Property Multiple Freeze
AAMS
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Transferring Property
AAMS

• Requisition/Transfer

• Agency responsibility (GSA not involved)
• Automated process following freeze
• AAMS generated transfer order faxed or e-mailed
  to agency approving official

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Transferring Property
AAMS
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Transferring Property
AAMS
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Review and Transfer Multiple Items
AAMS
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Continuation - Review and Transfer Multiple Items
AAMS
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Results - Review and Transfer Multiple Items
AAMS
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Results - Review and Transfer Multiple Items
AAMS
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Results - Review and Transfer Multiple Items
AAMS
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Results - Review and Transfer Multiple Items
AAMS
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AAMS
Wrap Up
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System Generated Emails?
AAMS

• Internal Drop Notices.
• Electronic Transfer Orders (SF 122).
• Monthly Status Reports.

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Upcoming Changes
AAMS

• Create Internal History dataset.
• Ability to recall dropped property records.
• Internal Denial Notification email to
  requestors (competing freezes).
• FY-to- Date cumulative totals on the Monthly
  Status Report.
• Shopping Cart in lieu of Freeze

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Customization
AAMS

• What do you need?
• Department of Energy -- Some items go to
  GSAXcess on a different cycle -- Some items
  dont ever go to GSAXcess
• Department of Commerce -- Days 1- 7 screening
  for reporting bureau -- Days 8 -15 screening for
  remainder of DOC
• Veterans Affairs Administration --
  10 Days screening
• Department of Agriculture -- 15
  days screening
• General Services Administration
  -- 15 days screening

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What USDA Bureaus Use AAMS?
AAMS

• Farm Service Agency
• Agricultural Research Service
• Cooperative State Research, Education, and
  Extension Service (CSREES)
• Office of the Chief Information Officer
• Forest Service
• Natural Resources Conservation Service
• Animal and Plant Health Inspection Service

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What are the Customized Features of USDA AAMS?
AAMS

• Internal Screening
• 15 calendar days
• 3 calendar days for Exchange/Sale property
• 3 calendar days for CEPO
• User receives email notification at end of
  internal screening

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Why Do I Want It?
AAMS

• Automates Internal Screening

• Saves
• Eliminates paper review
• Improves visibility
• Facilitates transfers
• Tracks transfers
• Eliminates reporting to GSAXcess

Web based
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Whom do I contact?
AAMS
Functionality Nancy BrothertonAAMS/GSAXcess
Coordinator(571) 289-0452 nancy.brotherton_at_gsa.g
ov
Memorandum of Agreement Joyce Spalding MOA
Coordinator [phone]
joyce.spalding_at_gsa.gov