If
you were on sabbatical, or your GPS was turned off, you may
have missed the stream of external auditors—Office of
Science, Inspectors General, GAO, et al, flowing through the
lab during FY2003. What were they looking for? EVERYTHING.
Keeping track of the more than 17,000 assets used in support
of the work here at Berkeley Lab isn’t just a good idea.
DOE requires “on demand” accountability. While
that may seem burdensome, it really doesn’t have to
be. Following the incremental procedures at each lifecycle
stage is far less intrusive than having to stop work and scramble
to find property that’s adrift.
Monitoring an asset’s lifecycle from procurement to
disposal requires just four things:
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Follow the Laboratory and Division procedures for purchasing.
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Remember that custodians are responsible for assets assigned
to them.
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Make sure all Sensitive and Controlled Property in your
area has a Property bar code number attached.
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Work with the Division Property Representatives and the
Property Management Group to document changes in asset status.
LEARN MORE…
Berkeley and all the other National Laboratories must comply
with DOE requirements for managing assets. This is not difficult
to do, but it does require following the protocols for controlling
our property.
Apart from the external audits that we recently experienced,
Berkeley Lab will conduct its own wall-to-wall inventory beginning
in January 2004. Throughout the current fiscal year, there
will be “walk-throughs” and property reviews in
a number of divisions, as well as a precious metals weigh-in
in late spring. None of these activities need cause any panic
IF all asset records are accurate and up to date.
Recently, the addition of several items to the Sensitive
Item list ramped up tagging and tracking for all UC Labs.
The new sensitive items are ALL PDAs (Personal Digital Assistants
and PDOs (Personal Digital Organizers) with PC connectivity
regardless of cost, and all of the following items with an
acquisition value over $300 and received at the Laboratory
after October 1, 2003.
Cameras (Still & Digital)
Personal Computers (Laptop and Workstations)
Portable Video Projectors
Printers
Radio, two-way
Recorders (CD, DVD, Dictation & Video)
Scanners for computers
Telephones (cellular & mobile)
Video Cameras (TV, Movie & Video)
In addition, all Controlled Property (all equipment with
a value of $5000 or more) must be tagged with a property identification
bar code tag.
As a convenience to custodians and property representatives,
the Property Management Group (PMG) provides information and
assistance through their website. http://www.lbl.gov/Workplace/Property-Management/
The website links to contacts, guidelines, forms and access
to the Sunflower Asset Management System, where property records
may be reviewed and printed. Accessing the Property Guide
on this page will lead to the charter, definitions and processes
driving Berkeley Lab Property Management. PMG provides real
time assistance in situ and will give as much counsel
as possible over the telephone or email, but in order for
records to be constantly accurate, it takes a village….
Custodians, Division Property Representatives and Property
Management all have essential roles.
The Role of Property Management
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Interpret and implement DOE Regulations.
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Develop property management policies and practices for Berkeley
Lab.
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Maintain a global inventory of all Berkeley Lab assets.
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Provide guidance and assistance to the lab community in
documenting and utilizing property.
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Advise researchers how to track equipment in complex projects.
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Facilitate equipment transfers between Berkeley Lab researchers
and their collaborators at other institutions.
The Role of the Division Property Representatives
-
Interpret Berkeley Lab policy and protocols for the Division.
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Maintain up to date records of property lifecycles.
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Interface with Property Management to clarify procedures
and resolve issues.
The Role of the Custodian
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Follow Division protocols for purchasing supplies and equipment.
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Keep all documentation and forward a copy to the Division
Property Representative.
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Periodically review your custodian report. http://defiant.lbl.gov/ams/lbl/custodian_lookup.html
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Fill out the form notifying Property Management of any change
in property location.
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Do not abandon or loan any property without obtaining approval
from PMG.
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Account for all assigned property with your supervisor upon
termination of lab employment.
When the three key players, Custodians, Division Property
Representatives and the PMG merge their efforts, DOE requirements
can be satisfied while Berkeley Lab energies focus on world
class science.
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CALENDAR
