Civil Air Patrol LogisticsCivil Air Patrol Logistics

2009 National Board2009 National Board

Property ManagementProperty Management

Overview

CAPR 174-1, CAPR 174-1, CAP Property Management and CAP Property Management and AccountabilityAccountability GeneralGeneral Inventory ManagementInventory Management CommunicationsCommunications AircraftAircraft VehiclesVehicles Real PropertyReal Property

General

CAPR 174-1, supersedes and incorporatesCAPR 174-1, supersedes and incorporates 67-1, 67-1, CAP Property ManagementCAP Property Management 67-4, 67-4, Acquiring, Reporting, and Disposing of Acquiring, Reporting, and Disposing of

Corporate AircraftCorporate Aircraft Portions of 77-1, Operation and Maintenance of Portions of 77-1, Operation and Maintenance of

CAP VehiclesCAP Vehicles 87-1, 87-1, Acquiring and Accounting for Real Estate Acquiring and Accounting for Real Estate

and Facilities for CAPand Facilities for CAP 100-2, 100-2, Communication Equipment Communication Equipment

ManagementManagement 900-6, 900-6, Hull Self Insurance (HSI)Hull Self Insurance (HSI)

1-1. Property Relationships1-1. Property Relationships

Civil Air Patrol property received from Federal Civil Air Patrol property received from Federal sources or purchased with Federal funds is sources or purchased with Federal funds is held in trust for the beneficiaries of the CAP held in trust for the beneficiaries of the CAP Cooperative Agreement with the US Air Force, Cooperative Agreement with the US Air Force, the taxpayers of the United States of America.the taxpayers of the United States of America.

Because CAP property is obtained from public Because CAP property is obtained from public and private sources, there are legal and and private sources, there are legal and regulatory restrictions and conditions for its regulatory restrictions and conditions for its care and usecare and use

General

1-2. All property acquired by Civil Air Patrol in 1-2. All property acquired by Civil Air Patrol in any manner and from whatever sources shall any manner and from whatever sources shall be received in the name of Civil Air Patrol and be received in the name of Civil Air Patrol and shall be the property of the Corporationshall be the property of the Corporation

General

Duties and ResponsibilitiesDuties and Responsibilities

1-7. Duties & Responsibilities 1-7. Duties & Responsibilities NHQ/LG & LGS, NTCNHQ/LG & LGS, NTC

Federal, AF SoW, & NB policy through regs & Federal, AF SoW, & NB policy through regs & proceduresprocedures

Property database (ORMS)Property database (ORMS) ToAToA Online DRMO screeningOnline DRMO screening Cadet uniformsCadet uniforms Processing assessmentsProcessing assessments

Duties and ResponsibilitiesDuties and Responsibilities

Region CommanderRegion Commander Picks region DCS-L & DCS-C, monitors freeze Picks region DCS-L & DCS-C, monitors freeze

progress, blocks property transfer to wings on progress, blocks property transfer to wings on freezefreeze

Ensures timely correction of inspection findingsEnsures timely correction of inspection findings Reports of Survey – determines assessmentReports of Survey – determines assessment Approves property transfer outside the regionApproves property transfer outside the region

Duties and ResponsibilitiesDuties and Responsibilities

1-5. Duties & Responsibilities 1-5. Duties & Responsibilities Region DCS-L & DCS-CRegion DCS-L & DCS-C

Experts – lead, advise, train: ORMS, 174-1Experts – lead, advise, train: ORMS, 174-1 Ensure reporting requirements are met Ensure reporting requirements are met

Duties and ResponsibilitiesDuties and Responsibilities

Wing commanderWing commander Pick wing LG, DC and assistantsPick wing LG, DC and assistants Ensure inspection readiness & timely Ensure inspection readiness & timely

responses responses Appoint investigator for Report of Survey Appoint investigator for Report of Survey Make assessment recommendation to region Make assessment recommendation to region

CC CC Endorse property retirement/disposalEndorse property retirement/disposal Make in-wing transfer decisions Make in-wing transfer decisions

aircraft, vehicles, equipment, commaircraft, vehicles, equipment, comm Ensure proper use and security of propertyEnsure proper use and security of property

Duties and ResponsibilitiesDuties and Responsibilities

1-5. Duties & Responsibilities 1-5. Duties & Responsibilities Wing LG and DC - Wing LG and DC - leadersleaders

Expert - advise, train: ORMS, 174-1Expert - advise, train: ORMS, 174-1 Ensure reporting requirements are metEnsure reporting requirements are met InspectInspect

Group/Squadron CommandersGroup/Squadron Commanders Within scope, same as wing CC Within scope, same as wing CC Reclaim propertyReclaim property

Duties and ResponsibilitiesDuties and Responsibilities

All levels - LGS, LGT, CommAll levels - LGS, LGT, Comm ““Technicians”Technicians” ORMSORMS experts-in-trainingexperts-in-training Acquire, transfer, store, issue, inventory, Acquire, transfer, store, issue, inventory,

disposedispose ReportReport May initiate RoS in ORMSMay initiate RoS in ORMS

Audits and Inspections

1-6. Audits and Inspections1-6. Audits and Inspections Knowledgeable personnel must accompany Knowledgeable personnel must accompany

audit/inspection teamsaudit/inspection teams All property not available for inspection must be All property not available for inspection must be

indicated in ORMS as issued to an individual or indicated in ORMS as issued to an individual or assigned to an aircraft, vehicle or repeater siteassigned to an aircraft, vehicle or repeater site

No provision for a grade of “Incomplete”No provision for a grade of “Incomplete” Unsatisfactory grade may now result in property Unsatisfactory grade may now result in property

freezefreeze

1-7. Freeze1-7. Freeze For improper management of property – For improper management of property –

“inadequate control”“inadequate control” Improper maintenance, recordkeeping, storage, Improper maintenance, recordkeeping, storage,

or reportingor reporting Misuse, noncompliance, unauthorized sale or Misuse, noncompliance, unauthorized sale or

disposaldisposal Result of a “marginal” or “unsat” inspection or Result of a “marginal” or “unsat” inspection or

audit audit

Property Freeze

1-7. Freeze1-7. Freeze Region/wing commanders may freeze any of their Region/wing commanders may freeze any of their

units units Freeze status reflected in ORMSFreeze status reflected in ORMS CC may impose Level I, II or III directly – CC may impose Level I, II or III directly –

incremental escalation not requiredincremental escalation not required Mandatory for Marginal or Unsat grade (proposed)Mandatory for Marginal or Unsat grade (proposed)

Property Freeze

1-7. Freeze levels1-7. Freeze levels Level I -No DoD- or state-excess allowedLevel I -No DoD- or state-excess allowed Level IILevel II

No DoD- or state-excessNo DoD- or state-excess No new aircraft, vehicles or equipmentNo new aircraft, vehicles or equipment May get computers to help correct property May get computers to help correct property

problemsproblems Level IIILevel III

Automatically imposed 1 year after Level IIAutomatically imposed 1 year after Level II Wing is shutdown for all but critical missionsWing is shutdown for all but critical missions

Property Freeze

Types of Property

Types of Property (per DoDGARS and 2 CFR 215) Personal Property

Everything CAP owns except real property Real Property

Land, structures and improvements Equipment

Acquisition cost > $5,000 Lasts more than 1 year

Supplies Everything but equipment and real property

Types of Property

SuppliesSupplies• anything < $5,000 anything < $5,000

EquipmentEquipment• >$5,000>$5,000• > 1 year > 1 year

durabilitydurability

RealRealPropertyProperty

ExpendableExpendable Non-expendableNon-expendable

• $0 – 500$0 – 500• 1 year useful 1 year useful

lifelife

• >$500 < $5,000>$500 < $5,000• Managed by Managed by

“equipment” rules “equipment” rules for duration of for duration of useful lifeuseful life

• -Disposed like -Disposed like supplies at end of supplies at end of useful lifeuseful life

• Dispose IAW CAP-USAF Dispose IAW CAP-USAF instructionsinstructions

Federally Owned PropertyFederally Owned Property Equipment provided to CAP by Air Force Equipment provided to CAP by Air Force Title to Federally owned property remains vested with Title to Federally owned property remains vested with

Federal GovernmentFederal Government Ref: DoDGARs 32.33(a)Ref: DoDGARs 32.33(a)

Example: SIPRNET computer for NOCExample: SIPRNET computer for NOC Managed in ORMSManaged in ORMS Reported to AF as part of Annual InventoryReported to AF as part of Annual Inventory Returns to AF when no longer neededReturns to AF when no longer needed

Property

Equipment purchased under CA w/Fed funds CAP owns it - titled to CAPCAP owns it - titled to CAP Can be used to supportCan be used to support

Air Force MissionsAir Force Missions CAP Missions (with Air Force permission)CAP Missions (with Air Force permission)

CAP maintains, prevents loss, damage, or theftCAP maintains, prevents loss, damage, or theft CAP inventories equipment annually CAP inventories equipment annually e.g., aircraft, vehicles, other equipmente.g., aircraft, vehicles, other equipment

Property

NEW: Operational Supplies Expands DoDGARs definition of equipmentExpands DoDGARs definition of equipment

““Operational supplies” Operational supplies” Acquisition cost > $500 Acquisition cost > $500 andand < $5,000 < $5,000

Non-expendableNon-expendable Treat operational supplies, computers & radios as Treat operational supplies, computers & radios as

“equipment” for duration of useful life“equipment” for duration of useful life After useful life After useful life

Becomes property “not warranting a screening Becomes property “not warranting a screening procedure”procedure”

Disposal at wing/CC discretion Disposal at wing/CC discretion Computers & radios to be rendered un-useableComputers & radios to be rendered un-useable

Property

Supplies purchased w/Federal funds under CA Title vests with CAPTitle vests with CAP Examples: aircraft & vehicle fuel, office suppliesExamples: aircraft & vehicle fuel, office supplies Used to support AF or CAP missionsUsed to support AF or CAP missions Must be safeguarded, controlled Must be safeguarded, controlled Not for personal useNot for personal use

Change:Change: ““Expendable” suppliesExpendable” supplies

• Acquisition cost < $500Acquisition cost < $500• DoD-funded supplies <$500 = 1 year useful lifeDoD-funded supplies <$500 = 1 year useful life

Radios and computer CPUs will be managed as equipment but with an assigned useful life.

Property

DRMS Excess Personal PropertyDRMS Excess Personal Property Titled to CAP Titled to CAP MUST be used for valid mission requirementsMUST be used for valid mission requirements Must exercise normal stewardship Must exercise normal stewardship CAP must account for DRMS-excess at all timesCAP must account for DRMS-excess at all times

• Applies to expendable and non-expendableApplies to expendable and non-expendable Must return to DRMO when no longer neededMust return to DRMO when no longer needed

Property

Sources of Property

DRMS-excessDRMS-excess

Proposed change:Proposed change: Mark DRMS-sourced property “DRMO”, return when Mark DRMS-sourced property “DRMO”, return when

donedone Only track equipment & operational supplies in ORMSOnly track equipment & operational supplies in ORMS Online “individual issue” form for individuals receiving Online “individual issue” form for individuals receiving

DRMS excessDRMS excess• Used to recover DRMS-excess from departing Used to recover DRMS-excess from departing

membersmembers• Entries drop off after 3 yearsEntries drop off after 3 years

Sources of Sources of Property

CAP Corporate PropertyCAP Corporate Property Purchased w/ non-federal fundsPurchased w/ non-federal funds CAP ownsCAP owns Disposed at wing/CC discretionDisposed at wing/CC discretion Must be tracked in ORMSMust be tracked in ORMS

Non-expendable propertyNon-expendable property - Property that: - Property that: • is complete in itselfis complete in itself• is of a durable natureis of a durable nature• has a continuing usehas a continuing use• is not consumed in useis not consumed in use• does not become a fixture or lose its identity as a does not become a fixture or lose its identity as a

component of another itemcomponent of another item• has an expected service life of one or more yearshas an expected service life of one or more years• has an initial unit acquisition cost of more than $500has an initial unit acquisition cost of more than $500

Expendable propertyExpendable property – all property that does not meet – all property that does not meet the criteria for non-expendable propertythe criteria for non-expendable property

Terms Explained

Control

2-1. Operational Resource Control2-1. Operational Resource Control Proper use and careProper use and care TitleTitle All property should support the missionAll property should support the mission If not required, re-assign or disposeIf not required, re-assign or dispose ““Units may not store excessive quantities of Units may not store excessive quantities of

property”property”

Control

2-2. Command Accountability2-2. Command Accountability Assignment, issuance, control, care, use, Assignment, issuance, control, care, use,

protectionprotection Authority to manage may be delegated to property Authority to manage may be delegated to property

management officersmanagement officers Commander is property management officer if Commander is property management officer if

none appointednone appointed

Forms

2-4 Applicable CAP Forms2-4 Applicable CAP Forms CAPF 37A, C, D, E, V – obsoleteCAPF 37A, C, D, E, V – obsolete

All info now available in ORMSAll info now available in ORMS CAPF 37, CAPF 37, Individual Issue ReceiptIndividual Issue Receipt

Good for 14 daysGood for 14 days Online CAPF 111, Online CAPF 111, Expendable Property Transfer SheetExpendable Property Transfer Sheet

Documents expendable property transfer between unitsDocuments expendable property transfer between units Online CAPF 111A, Online CAPF 111A, Expendable Property IssueExpendable Property Issue DD Form 1348-1A, DD Form 1348-1A, Issue Release/Receipt DocumentIssue Release/Receipt Document. .

2-16. Performed to ensure property is safeguarded and managed 2-16. Performed to ensure property is safeguarded and managed effectivelyeffectively Required by DoDGARsRequired by DoDGARs Conduct inventory 1 Jul – 15 SeptConduct inventory 1 Jul – 15 Sept Checklist contained in ORMSChecklist contained in ORMS Commander, supply or comm officers verify condition, location Commander, supply or comm officers verify condition, location

and need for propertyand need for property Results recorded in ORMSResults recorded in ORMS Missing or damaged condition initiates RoSMissing or damaged condition initiates RoS

Annual Physical Inventory

2-7. Acquiring Property2-7. Acquiring Property The ‘burden’ of possessing propertyThe ‘burden’ of possessing property

− TransportationTransportation− Space to store itSpace to store it− SecuritySecurity− Paperwork to issue itPaperwork to issue it− MaintenanceMaintenance− Ensuring appropriate useEnsuring appropriate use− Report of Survey if lostReport of Survey if lost− Assessments ($$$)Assessments ($$$)

Acquisition

2-8. Table of Allowances2-8. Table of Allowances EvolvingEvolving List of “what’s required” List of “what’s required” Sets type and quantity that may be acquiredSets type and quantity that may be acquired

− VehiclesVehicles− CommComm− Other propertyOther property

Will be used to limit DRMO withdrawalsWill be used to limit DRMO withdrawals Reviewed biennially IAW SOWReviewed biennially IAW SOW Found in ORMSFound in ORMS Recommend changes to NHQ/LGSRecommend changes to NHQ/LGS

Acquisition

2-9. Purchasing Property2-9. Purchasing Property Corporate vs Federal vs State/localCorporate vs Federal vs State/local

− See wing legal officer about state or local gov’t See wing legal officer about state or local gov’t fundsfunds

CAPR 70-1 CAP Acquisition RegulationCAPR 70-1 CAP Acquisition Regulation NHQ inputs Fed-funded then transfersNHQ inputs Fed-funded then transfers

− Appropriated funds at wing level - thing of the Appropriated funds at wing level - thing of the pastpast

Enter into ORMSEnter into ORMS− Source: corporate or state-fundedSource: corporate or state-funded− Upload scanned copy of receiptUpload scanned copy of receipt

Acquisition

2-10. Property Donations2-10. Property Donations Complicated - donation laws/IRSComplicated - donation laws/IRS Must be IAW CAPR 173-4Must be IAW CAPR 173-4 Consult wing legal officer FIRSTConsult wing legal officer FIRST If > $250, enter into ORMS If > $250, enter into ORMS

− Source = “donated”Source = “donated”− Include any donor stipulations in RemarksInclude any donor stipulations in Remarks− Upload scanned receipt into ORMSUpload scanned receipt into ORMS

Acquisition

2-11. Found-on-Base Property 2-11. Found-on-Base Property Source unknownSource unknown Treat as Federally sourcedTreat as Federally sourced

2-12. State/Local-Gov’t Funded Property2-12. State/Local-Gov’t Funded Property Track in ORMS regardless of valueTrack in ORMS regardless of value Source is “state funded”Source is “state funded” If state wants it back track as “state-owned”If state wants it back track as “state-owned” Record disposal instructions in RemarksRecord disposal instructions in Remarks

Acquisition

Control

Control Control Assign Assign TransferTransfer IssueIssue InventoryInventory RetireRetire

2-13. Operational Resource Management System (ORMS)2-13. Operational Resource Management System (ORMS) Combines CATS & CEMS database inventoriesCombines CATS & CEMS database inventories Better search & sortBetter search & sort Ability to assign components Ability to assign components Online annual inventoryOnline annual inventory Online individual issueOnline individual issue Online Report of Survey submissionOnline Report of Survey submission

ORMS

2-13. Operational Resource Management System (ORMS)2-13. Operational Resource Management System (ORMS) CAP’s official property recordCAP’s official property record Permissions are based on duty position Permissions are based on duty position WSAs can’t amend permissionsWSAs can’t amend permissions Everyone has read-only accessEveryone has read-only access Property tagsProperty tags PCN – default property tag numberPCN – default property tag number

ORMS

2-14. Transfer2-14. Transfer Allocate property to another unitAllocate property to another unit OOO going awayOOO going away Must be accepted by gaining unit w/I 10 daysMust be accepted by gaining unit w/I 10 days CAPF 111 documents transfer of expendable CAPF 111 documents transfer of expendable

propertyproperty

2-15. Assignment2-15. Assignment Make a component of another piece or propertyMake a component of another piece or property Aircraft, vehicle, repeater site, kitAircraft, vehicle, repeater site, kit Must be unassigned before transferredMust be unassigned before transferred

Control

2-16. Issuing property2-16. Issuing property Issued on hand receiptIssued on hand receipt Must be “received” in ORMS within 7 daysMust be “received” in ORMS within 7 days CAPF 111a for expendable issueCAPF 111a for expendable issue Able to print form showing all property issuedAble to print form showing all property issued Shows value at time of issueShows value at time of issue Annual validation requiredAnnual validation required New current value assigned upon validationNew current value assigned upon validation Units may upload documentation of efforts to recover Units may upload documentation of efforts to recover

issued propertyissued property

Control

2-20. Annual Physical Inventory2-20. Annual Physical Inventory Conducted in ORMSConducted in ORMS Proposed: Freeze if inventory not completed by Proposed: Freeze if inventory not completed by

deadlinedeadline Selecting condition of “Missing/damaged” Selecting condition of “Missing/damaged”

automatically initiates RoSautomatically initiates RoS Inventory can be completed before RoS is finishedInventory can be completed before RoS is finished Remote functional checks permittedRemote functional checks permitted Issued items must be validated Issued items must be validated Unit progress report availableUnit progress report available Commanders certify in ORMSCommanders certify in ORMS On loan property must checked during inventoryOn loan property must checked during inventory

Control

2-21. Changeover inventory2-21. Changeover inventory New CC, LG(S) or Comm Re-validation of issued items not required of issued items not required

2-22. Property Storage2-22. Property Storage Safe. neat, organizedSafe. neat, organized Large stocks not permitted – no stockpilingLarge stocks not permitted – no stockpiling

2-23. Records and files2-23. Records and files Keep old paper records IAW 10-2Keep old paper records IAW 10-2 Upload scanned documents into ORMS (receipts, 1348s, Upload scanned documents into ORMS (receipts, 1348s,

etc.)etc.)

Control

2-23. Property Permanently Installed Offsite2-23. Property Permanently Installed Offsite Location must be indicated in ORMSLocation must be indicated in ORMS

2-24. Property On-Loan2-24. Property On-Loan Issued on CAPF 37Issued on CAPF 37

Scanned copy uploaded into ORMSScanned copy uploaded into ORMS Revalidated every 60 daysRevalidated every 60 days Physically checked during annual inventoryPhysically checked during annual inventory Contact info in remarks sectionContact info in remarks section

2-25. Property Out for Repair2-25. Property Out for Repair Record details in Remarks sectionRecord details in Remarks section Indicate conditionIndicate condition

Control

2-26. Unit Deactivation2-26. Unit Deactivation Recovery within 30 daysRecovery within 30 days Goes to 000 for 30 days then automatically to 001Goes to 000 for 30 days then automatically to 001 Locations and conditions must be updatedLocations and conditions must be updated

2-26. Property Recovery2-26. Property Recovery Upload documentation into ORMSUpload documentation into ORMS RoS if unable to recoverRoS if unable to recover

Control

Property Loss or Damage

2-27. Reporting Property Loss or Damage2-27. Reporting Property Loss or Damage Change ORMS condition to “missing/damaged”Change ORMS condition to “missing/damaged” Cursory searches permitted but loss must be Cursory searches permitted but loss must be

reported within 7 days of discoveryreported within 7 days of discovery Automatically notifies CC and LG/DCAutomatically notifies CC and LG/DC

2-28. Reports of Survey2-28. Reports of Survey Required for all non-expendable and DRMO-excessRequired for all non-expendable and DRMO-excess Investigator should be impartial (may be from same Investigator should be impartial (may be from same

unit)unit) Designated in ORMS – receives RoS permissionsDesignated in ORMS – receives RoS permissions Detailed discussion to follow with flowchart and Detailed discussion to follow with flowchart and

ORMS demoORMS demo

Property Loss or Damage

2-29. Assessments2-29. Assessments Region commander makes the assessmentRegion commander makes the assessment Wing commander makes assessment Wing commander makes assessment

recommendationrecommendation Based on depreciated value shown in ORMSBased on depreciated value shown in ORMS Assessment not required if unit/individual Assessment not required if unit/individual

replaces/repairs itemreplaces/repairs item Appeals go to CAP/CC – 30 days to appealAppeals go to CAP/CC – 30 days to appeal See RoS flowchart & ORMS demoSee RoS flowchart & ORMS demo

Property Loss or Damage

Government-Sourced Property

3-1. Federal-excess property3-1. Federal-excess property Requests coordinate at NHQ with CAP-USAF/LGRequests coordinate at NHQ with CAP-USAF/LG

3-2. DRMS Screener Authorization3-2. DRMS Screener Authorization Up to 4 permittedUp to 4 permitted Submitted through SDSubmitted through SD Accomplished annuallyAccomplished annually Copy uploaded into ORMSCopy uploaded into ORMS Online screening preferredOnline screening preferred

3-3. Obtaining DoD-excess Property3-3. Obtaining DoD-excess Property ToA drivenToA driven Not listed in ToA? Written request requiredNot listed in ToA? Written request required Need CAP-USAF coordination requirementsNeed CAP-USAF coordination requirements

Government-Sourced Property

3-3. Non-expendable items3-3. Non-expendable items Track in ORMDSTrack in ORMDS Upload scanned 1348-1a–write property tag number on Upload scanned 1348-1a–write property tag number on

itit

3-4. Expendable items (Acquisition cost < $500)3-4. Expendable items (Acquisition cost < $500) Mark “DRMO”Mark “DRMO” Record receipt on CAPF 111Record receipt on CAPF 111 Prefer not to track it in ORMS but mayPrefer not to track it in ORMS but may If tracked in ORMS, must have property tagIf tracked in ORMS, must have property tag

Government-Sourced Property

3-5. Disposal3-5. Disposal Initiate retirement in ORMS – upload documentationInitiate retirement in ORMS – upload documentation Must be turned within 30 days of CAP-USAF approvalMust be turned within 30 days of CAP-USAF approval ETID preferredETID preferred

5-3. Acquisition of DoD or Other Federal Excess 5-3. Acquisition of DoD or Other Federal Excess VehiclesVehicles

Only permitted in coordination with CAPNHQOnly permitted in coordination with CAPNHQ Must conform to ToAMust conform to ToA Must be safe and roadworthyMust be safe and roadworthy

5-4. Vehicles Donated by State and Private Sources5-4. Vehicles Donated by State and Private Sources Only permitted with free and clear titleOnly permitted with free and clear title IAW CAPR 173-4IAW CAPR 173-4

Acquisition, Control and Acquisition, Control and Disposal

5-5. Vehicle Disposal5-5. Vehicle Disposal All done through CAPNHQ in coord with CAP-All done through CAPNHQ in coord with CAP-

USAF/LGUSAF/LG Methods of disposalMethods of disposal

Turn-in, trade-in or sale by broker or sealed bidTurn-in, trade-in or sale by broker or sealed bid NHQ/LGT retires in ORMS when complete NHQ/LGT retires in ORMS when complete

Acquisition, Control and Acquisition, Control and Disposal