Property Management Update for TIPS

Presented by:

Ivonne Bachar, Director, Property Mgmt. Office

ibachar@stanford.edu

16 February 2011

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Today’s Topics

New Pilot Furniture Reuse Program Disposal of Copiers Import/Export of Equipment SPARC

Non-barcoded item Excess Request Asset Custody Verification Tool

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Furniture Reutilization Program Pilot Program approved by CFO, initiated Sept. 2010 PMO working closely with Project Managers, Building

Managers, Department Managers Primary Objectives

Maximize reutilization and re-purposing of furniture from major construction and renovation projects, or otherwise excess

Maximize savings and/or cost avoidance for departments Increase incoming excess items to SPS

Summary activity as of January 2011 900+ units reutilized >$300,000 in cost avoidance for departments Program self sustaining

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Furniture Reutilization Program Points of Contact:

Program questions Stan Dunn; standunn@stanford.edu

Scheduling offsite furniture viewing appointment Maurice Brown; mbrown5@stanford.edu

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Data Security - CopiersMany questions received recently on copier data

security, particularly regarding disposal For Stanford-Owned copiers:

Regular disposal process (Excess) goes through Surplus, and copiers will have drives removed and/or destroyed prior to leaving campus

For Leased copiers: Procurement has made arrangements with major

vendors to certify data is destroyed when copier is returned at the end of the lease or upon trade-up

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Imports / Exports ANY time you are shipping equipment to or from another

country, you must contact the Export Control Office, regardless of type of equipment or country being shipped to.

Includes loans, transfers, sales, or hand-carry by researchers (not purchases through procurement)

Contact Steve Eisner, Export Control Officer Steve.eisner@stanford.edu (http://export/) CC your PSR in every case (except routine laptop certifications) –

PMO must be informed of international activity, please!

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http://ora.stanford.edu/ora/pmo/contacts.asp

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SPARC is an application initiative sponsored by the Stanford University Property Management Office to provide a convenient, electronic portal for property administration processes.

This site serves as a portal for common property tasks and acts as a supplemental front-end for certain Sunflower activities, reducing administrative time and effort while enabling better tracking and reporting.

Excess Request Non-barcoded items

Purpose and Benefits Expand tools for DPAs Facilitate disposal of excess items PMO may grant access for DPA backups FY10 Activity

Sunflower Excess Requests – 8,365 SPARC – 11,841

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Custodian Certification Project

Purpose and Benefits Improve Custodian-DPA Communications Increase records accuracy Additional focus on asset accountability  Facilitate and expedite inventory reconciliation Concept an SU best practice (e.g. eCertification

process)

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Custodian Certification Project Approved as performance goal for PMO by

CFO New online tool in SPARC for Custodians to

self-certify their equipment Concept Phase has begun Focus Group being formed Targeted to go live for FY12

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Custodian Certification Project General concept

Online certification and management tool Similar in look & feel to “e-certification” tool Email communication links Ability for custodian to request transfers,

disposals, other record updates Periodic certification process to be instituted Email notifications, alerts, escalations

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Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

Project ScopeData Cleanup Phase I - accountable asset records

Design, Develop, Test

Ongoing & Final TestFinal Acceptance

Data Conversion, Phase I

CommunicationsTraining

Data Cleanup - Phase II - Min PI

Application Go-LiveData Conversion, Phase II

Roll-out

Custodian Certification Project

General Timeline