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PERSONAL PROPERTY
Status Meeting
August 3, 2006
08/03/2006 Brian G. Mason / (301) 713-3530
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AGENDA• Audit Calendar• Unresolved Audit
Issues• Anticipated Projects
by Line/Staff Office• Matrix of Missing
Documentation
• Unreconciled Payments Report (UPR)
• Inventory• Training• Reports
08/03/2006 Brian G. Mason / (301) 713-3530
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AUDIT CALENDARhttp://www.pps.noaa.gov/audit_calendar.html
Date TaskWhom
ResponsibleTo
Whom
August 7 Documentation due to the Property Office for any adds, deletes or changes
Line/Staff Property Managers
Personal Property
August 14
Run depreciation reports for June
Personal Property n/a
August 17
Financial reports due Personal Property Finance
Sept. 1 Report of deferred maintenance due
Personal Property Finance
Sept. 6 Documentation due to the Property Office for any adds, deletes or changes
Line/Staff Property Managers
Personal Property
08/03/2006 Brian G. Mason / (301) 713-3530
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DOCUMENTATION
• Timely submission of documentation to the Property Office is critical– Especially since we are in the fourth
quarter and nearing year-end
08/03/2006 Brian G. Mason / (301) 713-3530
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UNRESOLVEDAUDIT ISSUES
Please verify the following projects’ projected date of acceptance PDA.
• CIO– Alpha Server Trade-in
• Project Manager: Joe Smith, III• PDA: June 2006• Need documentation of value for recording
into Sunflower and General Ledger
08/03/2006 Brian G. Mason / (301) 713-3530
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UNRESOLVEDAUDIT ISSUES (cont.)
• NWS– NWS Radio Transmitters – Donated
• Received all but 60• Project Manager: Mark Paese• PDA: March 31, 2006
– ORDA (Open-systems Radar Data Acquisition) Software• Project Manager: CeCe Hennigh• PDA: June 29, 2006
08/03/2006 Brian G. Mason / (301) 713-3530
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UNRESOLVEDAUDIT ISSUES (cont.)
• NMAO– MacArthur Transfer
• Project Manager: CDR Michele Bullock• PDA: June 2006 – Congress authorized to
proceed with transfer to Utrok Atoll for $75K• Delayed because of fire in Seattle
08/03/2006 Brian G. Mason / (301) 713-3530
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UNRESOLVEDAUDIT ISSUES (cont.)
• OAR– Components of eJet (Boulder)
• Project Manager: Bobby Kelly• PDA: Feb 2005• Documentation Required
08/03/2006 Brian G. Mason / (301) 713-3530
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UNRESOLVEDAUDIT ISSUES (cont.)
• OAR (Cont.)– Vessel – Terms of lease is a 15 year no-cost lease - Need
a signed Lease Determination Worksheet– Located in Ann Arbor, Michigan
08/03/2006 Brian G. Mason / (301) 713-3530
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NESDIS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA)
• DCS Auto Process System– Project Manager: Charles Bryant– PDA: FY 2006 (in litigation)
• What else is there?
08/03/2006 Brian G. Mason / (301) 713-3530
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NMAO PROJECTS Please verify the following projects’ projected date of acceptance (PDA).
• Twin Otter Aircraft– Project Manager: Michelle Fynn/Julie Robertson– PDA: August/September 2006
• Sonar for Long Range Fishery Vessel– Project Manager: Frank Colohan– PDA: September 2006
•What else is there?
08/03/2006 Brian G. Mason / (301) 713-3530
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NMFS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA).
• Is there anything?
08/03/2006 Brian G. Mason / (301) 713-3530
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NOS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA).
• Catamaran (67 feet)– Project Manager: Dave Lott– PDA: August 2006
• ADCAT Software– Project Manager: Dennis Hoar– PDA: September 2006
•What else is there?
08/03/2006 Brian G. Mason / (301) 713-3530
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NWS PROJECTSPlease verify the following projects’ projected date of acceptance (PDA).
• IBM Computer Lease– Project Manager: Cathy Joseph– PDA: September 2006
• Uninterruptible Power Supply (UPS) for NWS Telecommunication Gateway (NWSTG) – Project Manager: William Johnson– PDA: August 2006
08/03/2006 Brian G. Mason / (301) 713-3530
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NWS PROJECTS (CONT)Please verify the following projects’ projected date of acceptance (PDA).
• Air Handling Replacement NWSTG– Project Manager: William Johnson– PDA: September 2006
• ORDA (Open-systems Radar Data Acquisition) Hardware– Project Manager: CeCe Hennigh– PDA: September 25, 2006
•What else is there?
08/03/2006 Brian G. Mason / (301) 713-3530
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MATRIX OF MISSING DOCUMENTATION
The following Line/Staff Offices have documentation due to the Property Office:
• NOS– CD0001478914: Missing CD-509 (2
months old)
08/03/2006 Brian G. Mason / (301) 713-3530
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MATRIX OF MISSING DOCUMENTATION (cont.)
• NWS – CD0001461661: Missing invoices (1
month old)– CD0001461939: Question regarding
location – Fort Knox or Louisville, KY? (2 months old)
08/03/2006 Brian G. Mason / (301) 713-3530
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UPR TRENDS
FY 2005 FY 2006 CombinedJune 30 July 28 June 30 July 28 June 30 July 28
TOTAL 207 207 4,800
3,087 5,007 3,294
AGO 0 0 0 3 0 3
CAO 0 0 548 509 548 509
CFO 0 0 0 0 0 0
CIO 0 0 22 0 22 0
GC 3 3 5 6 8 9
NESDIS 0 0 123 51 123 51
In thousands (000s)
08/03/2006 Brian G. Mason / (301) 713-3530
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UPR TRENDS (cont.)
FY 2005 FY 2006 CombinedJune 30 July 28 June 30 July 28 June 30 July 28
NMAO 0 0 140 295 140 295
NMFS 1 5 528 590 529 595
NOS 180 176 2,814 632 2,994 808
NWS 0 0 443 464 443 464
OAR 23 23 176 534 199 557
USAO 0 0 0 3 0 3
WFM 0 0 0 0 0 0
In thousands (000s)
08/03/2006 Brian G. Mason / (301) 713-3530
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AGED UPR(90 DAYS & OLDER)
FY 2005
FY 2006 Total 90 Days &
Older UPRTOTAL 208 964 1,172
AGO 0 0 0
CAO 0 501 501
CFO 0 4 4
CIO 0 0 0
GC 3 0 3
NESDIS 0 0 0
In thousands (000s)
08/03/2006 Brian G. Mason / (301) 713-3530
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AGED UPR (cont.)(90 DAYS & OLDER)
FY 2005
FY 2006 Total 90 Days &
Older UPRNMAO 0 108 108
NMFS 5 250 255
NOS 177 86 263
NWS 0 12 12
OAR 23 3 26
USAO 0 0 0
WFM 0 0 0
In thousands (000s)
08/03/2006 Brian G. Mason / (301) 713-3530
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FY 2006 INVENTORYSCHEDULE
Annual Physical Inventory
Quarter Norfolk Kansas City Boulder Seattle Natl. Capital Region
First WMO OCFOAGO OAROCAO NMFSOCIO
WMO OCFOAGO OAROCAO NMFSOCIO NLSC
WMO OCFOAGO OIGOCAOOCIO
WMO OCFOAGO OAROCAO NMFSOCIO OIG
WMO OCFOAGO OAROCAOOCIO
Second NESDISNOS
NESDISNOS
NESDISOAR
NESDISNOS
NESDISNOS
Third NWSNMAO
NWSNMAONRC (NWS)
NWS NWSNMAOOGC
NWS NMFSNMAO OGCUSEC
Fourth BIS BIS BIS BIS
08/03/2006 Brian G. Mason / (301) 713-3530
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FY 2006 INVENTORY OVERDUE
• NESDIS (2nd Qtr)• 1 Headquarters
• NMFS (3rd QTR)• 6 Headquarters
• USEC (3rd QTR)• 7 Headquarters
08/03/2006 Brian G. Mason / (301) 713-3530
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FY 2006 CAPITALIZED INVENTORY
OVERDUE• AGO
• 1 Kansas City• CAO
• 1 Kansas City
• CFO• 2 Headquarters• 1 Kansas City
• NMAO• 1 Kansas City
• NMFS• 1 Kansas City
• NWS• 3 Headquarters• 5 Kansas City
• USEC• 1 Kansas City
• Emails sent to the HQS PC & PM on 7/03/2006• Emails sent to the HQS PC & PM on 7/25/2006
08/03/2006 Brian G. Mason / (301) 713-3530
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PROPERTY ACCOUNTABILITY OFFICERS (PAO)
REQUIRING TRAINING
• NMFS– Herbert Kaufman– Garry Mayer– Harold Robbins– Scott Nichols
• NOS– Daniel Basta– Rolin Meyer
– Emails sent to the PAO and PM on 07/03/056– Emails sent to the PAO and PM on 07/24/06
– Churchill Grimes– Willis Hobart– Norman Mendes
08/03/2006 Brian G. Mason / (301) 713-3530
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PROPERTY CUSTODIAN (PC) TRAINING
• 80 Property Custodians/Contacts remain to be trained (as of April 26)
• E-Learning:– Currently in the process of installing on the
Personal Property Website & working with WFM to develop the link from the website to e-Learning
– Access through Personal Property Website– Course and test will be on the e-Learning site
08/03/2006 Brian G. Mason / (301) 713-3530
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JULY REPORTS• Financial Reports
– Submitted July 19th
• Operational Reports (eDocs)
• Three new asset categories in Sunflower reports (subsets of the Other category)
• Instruments & Lab. Equipment• General Purpose ADP Equipment• Communication, Detection, & Radiation Equip.
• New category in August• Donated Transmitters
08/03/2006 Brian G. Mason / (301) 713-3530
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• What are your questions or comments?
08/03/2006 Brian G. Mason / (301) 713-3530
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• What are your agenda items for our next meeting?
• Date, time and location for next meeting– September 7 @ 11:00 a.m.
SSMC4 - Rm 8150
08/03/2006 Brian G. Mason / (301) 713-3530
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HEADQUARTERS CONTACTS
• NOAA Research (OAR)– Ryland Pine
• NESDIS– Holly E. Turri– Ryland Pine
• NOAA Weather & Climate (NWS)– Doreen A. Kaduri
• NOAA Fisheries (NMFS)– Dominic Blakey
• NOAA Marine & Aviation Operations (NMAO)– Jennifer Foster
• NOAA Ocean Service (NOS)– Melissa Nelson
• NOAA Staff Offices (AGO, CAO, CIO, CFO, USAO, WFM)– Jennifer Foster
08/03/2006 Brian G. Mason / (301) 713-3530
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HEADQUARTERS CONTACTS (cont.)
• Branch Chief– Jon Pinner
• Audit Leads– Brian Mason– Tom Deckard
• Support– Paul Myers– Ann Marquez
• Heritage Assets– Lynette Joynes
• Inventory– Larry Oates– Ryland Pine
• Norfolk– Anita Holley, Acting
Branch Chief (RPM)– Robin MacMillan (RPAM)
• Boulder– Ron Jakaitis, Branch Chief – Rudy Nunez (RPM)– Sheila Hensley (RPAM)
• Kansas City– Anthony Harrison, Branch
Chief • Seattle
– David Petre, Branch Chief– Elizabeth Valezona (RPM)– Kim Hutchinson (RPAM)
08/03/2006 Brian G. Mason / (301) 713-3530
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PROPERTY MANAGERS
• The following people have been identified:– Carol Christian, AGO– Judy Mickens, CAO– Randy Hill, CIO– Barbara Beasley, CFO– Regina Jackson, GC– Bernadette Foreman,
NESDIS
– Jeanette McDonald, NMAO
– Robert Ziobro, NMFS– Sloane Strother, NOS– Jan Evans, NWS– Deborah Martin, OAR– George White, USAO– Linda Adkins, WFM
08/03/2006 Brian G. Mason / (301) 713-3530
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PROPERTY MANAGERS (cont.)
• ALTERNATES– Denise Tyler-Littleford,
AGO – Cynthia Burley, CAO– Gail Perry, CFO – Kathy Stowe, CIO– Thornette Johnson, GC– Brian Brown, NESDIS– Sheila Foster, NWS
– Millie Ingels, NMAO– Rhonda Perry, NMFS– George Ann
Stansbury, NOS– Mary Manoogian,
OAR– Kathy Lewis, USAO– Michelle Masias, WFM
08/03/2006 Brian G. Mason / (301) 713-3530
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PAO TRAINING (cont.)
12 12
0 0
0 0
0 0
1 0
2 2
9 9
0 0
0 0
0 0
0 0
0 0
0 0
0 0
# Remaining to be Trained
3/22 5/31
90% 91%
100% 100%
100% 100%
100% 100%
95% 100%
83% 83%
72% 72%
100% 100%
100% 100%
100% 100%
100% 100%
100% 100%
100% 100%
100% 100%
Total % PAOs Trained
3/22 5/31
0 00 0WFM (1)
29 3241 44TOTAL (120)
1 1 1 1
USAO (1)
5 55 5 OAR (15)
3 6 4 6NWS (19)
2 24 4 NOS (12)
11 12 20 21NMFS (32)
0 00 0
NMAO (4)
0 0
0 0
NESDIS (12)
4 44 4GC (5)
1 11 1CIO (2)
0 00 0
CFO (2)
2 22 2CAO (14)
0 00 0AGO (1)
# Trained to Date
3/22 5/31
# To Be Trained
3/22 5/31
Line/Staff Office (# PAOs
Assigned Oct 05)
08/03/2006 Brian G. Mason / (301) 713-3530
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PC TRAINING (cont.)Total % of PCs
Trained
3/22 4/26
# Remaining to be Trained
12/01 4/26
# Trained to Date
3/22 4/26
# To Be Trained
3/22 4/26
Line/Staff Office (#
PCs Assigned Oct 05)
108(23) 80(0)
0(0) 0(0)
1(0) 0(0)
2(0) 0(0)
28(2) 22(0)
16(6) 11(0)
39(7) 29(0)
10(6) 8(0)
8(1) 6(0)
0(0) 0(0)
1(0) 1(0)
1(0) 2(0)
2(1) 1(0)
0 0
84% 88%
209(89) 261(93)
317(112) 341(93)
TOTAL (656)
100% 100% 3(0) 3(0)
3(0) 3(0)
WFM (6)
90% 100% 2(0) 3(0)
3(0) 3(0)
USAO (10)
95% 100% 16(5) 19(5)
18(6) 19(5)
OAR (40)
89% 92% 63(21) 80(22)
91(23) 102(22)
NWS (261)
76% 83% 25(8) 31(8)
41(14) 42(8)
NOS (66)
70% 77% 42(24) 56(25)
81(31) 85(25)
NMFS (128)
71% 77% 24(11) 30(13)
34(17) 38(13)
NMAO (35)
76% 82% 14(3) 17(8)
22(9) 23(8)
NESDIS (33)
100% 100% 4(0) 4(0)
4(0) 4(0)GC (13)
91% 91% 1(0) 2(0)
2(0) 3(0) CIO (11)
83% 67%
3(0) 3(0)
4(0) 5(0)CFO (6)
94% 97% 12(12) 13(12)
14(13) 14(12)
CAO (33)
100% 100% 0 0 0 0AGO (6)
