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(Continued on page 2)

Volume 9, Issue 4 (Quarterly) October 30, 2017

ContentsFrom the Chief 1Personal Property Corner 4Property Reutilization and Disposal Section (PRDS) Highlights 72017 / 2018 PPMC Meeting Schedule 12NIH Annual Property Inventory Progress for 2017 13NIH Property Management Training Schedule 14Training Website References 14Property Website References 14Points of Contact 15

1NEWSLETTER STAFF

Editor: James KeislerPhone: 301.435.3945

Email: [email protected]

From the Chief Greetings Property Professionals,We’re closing on another inventory cycle with only the reconciliation period remaining (October – December). I would like to thank

you for your tremendous efforts for another successful annual inventory cycle! There were over 255,000 accountable property assets inventoried valued in excess of $1.6 billion dollars; inventory locations included on/off-campus and remote site locations. I would also like to thank the IC Property Accountability Officers (IC PAOs) for your efforts in collaborating with your ICs about the importance of property accountability & responsibility as we dealt with excess personal property concerns throughout NIH buildings. The Property Management Branch (PMB) reached out to the Scientific Directors, Executive Officers (EOs), Deputy EOs, and IC PAOs asking for their assistance on the increased volume of

1 PMB encourages IC’s to submit property related articles. PMB will do their best to include submitted articles in future newsletters. Please submit articles to James Keisler.

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mailto:[email protected]


accountable) NIH where multiple ICs coexist, such as building 10. The Clinical Center made PMB aware of personnel placing property items in the hallways, corridors, and the Clinical Center’s loading dock. In collaborating with Deputy EOs, PMB provided fliers which explained Property Responsibility and Frequently Asked Questions (FAQ). We informed the Deputy EOs, if the ICs can identify their Property Custodial Officer (PCO) and PAOs on the fliers this would facilitate better communication and provide a specific point of contact to discuss/respond to personal property issues/concerns.

Property Portal Update

Have you heard the news!? After years of hard work by many, the NIH Property Management Portal has been approved!! A decision was made on September 19, 2017 to fund and support the implementation of the NIH Property Management Portal across all Institutes and Centers during

FY2018. PMB is currently reaching out to the property community regarding:

- Upcoming working group dates- Property Management Portal demonstrations, via WebEx- Pilot program (selected ICs)- Implementation plan and IC sequence

The NIH Property Management Portal’s Return on Investment:o Avoidance of internal NIH A123 Audit findings

Assets not decaled in a timely manner Assets not reconciled in a timely manner Accountability challenge throughout NIH

o Allows Accountable Property Users to know which property is assigned to their name within the system of record (All staff will have direct access to their property records)

o Accountable Property User will have an increased awareness and accountability for government property

o Alleviate risk of inventory shortages/loss

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From the Chief (Continued)

Volume 9, Issue 4 (Quarterly)


October 30, 2017

o Decreased accessory charges: e.g. - software licenses, warrantieso Automatic email notifications to Accountable Property Users when changes

occur against the individual property recordo Creates electronic validation (Audit trail) of property verified by Accountable Property Userso Facilitate open communication between the I/C community and the IC PAO - IC PCOo Reconcile discrepancies; gives process ownership to Accountable Property Usero Can also be utilized as a “Pre-Inventory” tool prior to the annual inventory being conducted,

which will mitigate overages and shortages

SUMMARY:The potential benefits of the Property Management Portal Project will enable NIH to efficiently integrate property management throughout the lifecycle of the asset. Additionally, this initiative facilitates a timely audit and inventory reconciliation of assets. This portal is an effective solution to avoid needless procurement of property – equipment is found, and it is not necessary to procure new property items.

We’re excited to launch this new initiative and look forward to working with you to make this happen, your continued support is appreciated.

NIH Form 2489-2 (Record of Personal Property Loan)

PMB has changed our business process regarding loaning personal property items. ICs are no longer required to submit a letter from the borrowing organization (on official letterhead) when renewing the loan. The terms for the borrower are clearly stated on the loan form and holds the borrower responsible as their signature states they agree to the listed terms.

In closing, I would like to thank you all for the outstanding things you do for the NIH in safeguarding the American Taxpayers’ investment in our property assets. I hope you all have a pleasant upcoming holiday season, I look forward to seeing everyone at our next Personal Property Management Committee meeting on December 5, 2017.

Michael B. Fratina

Chief, Property Management Branch

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From the Chief (Continued)


Personal Property Corner

Inventory Management Specialists:

2017 Inventory Update and Reconciliation Requirements

Annual Inventory Update

Now that the 2017 annual physical inventory is complete; NIH IC Property Accountable Officers (PAO) and IC Property Custodial Officers (PCO) should be reconciling their property books in effort to resolve inventory shortages and overages that were identified by the inventory contractor. Interim shortages and overages have decreased as a result of this year’s inventory. The following are some general recommendations to ICPAOs/ICPCOs for resolving inventory shortages and overages.

Inventory Shortages

An inventory shortage occurs when an asset having an active property record in NBS Sunflower is not accounted for by physical inventory or by current pass in the NBS system.

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Reconciliation of Inventory Shortages Below are recommended procedures for resolving inventory shortages: 1. Retrieve the current NBS property record to obtain

details regarding the asset identified as a shortage.2. Contact the Accountable user as defined by the

property record to obtain information regarding the circumstances pertaining to the missing asset.

3. Conduct a sweep of the area where the asset was last associated; then, follow any leads regarding the whereabouts of the asset.

4. Review any administrative files for expired/incomplete property records such as loans, property passes, repair passes, trade-in or warranty exchange transactions, or excess documentation.

5. If a shortage is physically located, the asset must be scanned and uploaded to NYT in order to update the NBS record. If a scanner is not available within your IC, contact Ravi Vohra of NYT via Outlook to request and schedule scanning assistance.

6. If after exhausting all search efforts, an asset remains unaccounted for, declare the asset as lost and resolve the matter by process of Report of Survey (ROS).

7. A ROS is the official process used to investigate the circumstances of the loss. The ROS also determines any liability requirements for those responsible for the loss. Finally, the ROS serves as an adjustment voucher to document the loss of government property. A ROS is required to be initiated within 5 days of an asset has been identified as lost.

Inventory Overages

An overage is any Accountable asset located during a physical inventory that is not on record in the NBS Sunflower property system. When an overage is identified, a decal label will be affixed to the property asset and property information will be recorded (i.e., manufacturer, model, serial number and location) and sent to each ICPAO on a weekly inventory report which provides notification regarding the overage discoveries.

Reconciliation of Inventory Overages

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Below are recommended procedures for resolving inventory overages:

1. When notified of an overage, make a visual inspection of the identified property to verify that it is your (NIH, IC) asset and not privately owned, or contractor owned.

2. If after reviewing the asset you find the asset is the property of another IC, report the overage to the ICPAO for that IC and notify the Property Management Branch via your designated Inventory Management Specialist (IMS) liaison.

3. If after examining the reported overage the property is determined to be non-government property (e.g., contractor owned); or the property is government owned and is determined non-accountable based on value, report such findings to your IMS liaison to have the item(s) removed from the overage list.

4. If the property belongs to your IC, search your NBS Sunflower decal worksheets to see if a skeletal record exists. If a skeletal record exists, ensure receiving actions are completed and pick up the asset through conventional practices by completing the decal worksheet.

5. When a skeletal record (decal worksheet) does not exist, one should inquire with their purchasing agent(s) about the asset and investigate why receiving actions have not been completed.

6. If all other condition cannot be met, the overage must be addressed by processing a manual add through the Sunflower module, but remember, the manual add should only be made when ownership has been determined and no decal worksheet or other supporting documentation exists.

When addressing inventory discrepancies, it is important to act promptly. Prompt review of shortages and overages will promote successful reconciliation efforts, as knowledge and information concerning the identified asset is more likely available during the time of initial discovery. The personal Property Section continues to focus on streamlining our processes to assist the property community with all their property needs. So, in closing thank you for all your hard work with regards to property accountability here at NIH.

If you have questions pertaining to asset management requirements and/or inventory related concerns, please contact your designated PMB Inventory Management Specialist (IMS).

Christopher J. Batzel Sr. Supervisor, Personal Property Section

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Property

Reutilization and Disposal Section (PRDS) HighlightsPRDS Staff

Greetings,

As everyone knows, the Gaithersburg Distribution Center (GDC) will be moving. To date, there is no definitive answer as to where or when we will be moving. Due to the upcoming move, PRDS has reduced the screening cycle time for serviceable excess property items to lessen the number of property items that would require movement to the new warehouse location. The new screening time is: 21 days for internal screening (NIH only); 14 days for screening by federal agencies; 14 days for direct donation screening. After the screening period items are declared to the General Services Administration (GSA) for final disposition (up to 30 days for a response). Please note – ICs can still screen serviceable excess property items during the screening periods by other federal agencies as well as direct donations; however, during this time, requests for surplus property will be addressed on a first come, first serve basis.

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Cannibalization of Personal Property Items

IC PAOs/IC PCOs must complete an NIH form 2741 (Request to Cannibalize Personal Property) prior to any cannibalization occurring. This form is routed through PMB via your Inventory Management Specialist liaison. Any piece of property received at the GDC that has been cannibalized without the proper form attached, will be sent back to the IC and a Board of Survey will need to be completed on that piece of property.

NIH Recycling of Employee’s Personal Electronic Items

The Recycling of Employee’s Personal Electronic Items is available to ALL NIH employees and provides a mechanism to have their personally owned electronics recycled through an approved GSA Responsible Recycling (R2) recycler at no cost to the employee. The Property Management Branch provides a recycling option for selective personal electronic items for NIH employees including contractors and volunteers. The below table lists items eligible for recycling.

Program Eligible ItemsLaptops Printers Flat Screen TVs —no size limitNotebooks Inkjet Cartridges DVD PlayersPCs Toner Cartridges Blue-Ray PlayersServers Tablets/Readers VHS PlayersHard Drives Smartphones Digital CamerasPortable Disk Drives Cell Phones MicrowavesPower Supplies MP3 Players Coffee makers (No glass)Monitors GPS Devices Paper ShreddersKeyboard Radios

Procedures for Turning-In Personal Property Items NIH Employees can turn-in their excess personal electronic items to one of two locations:

1. The Property Reutilization and Disposal Section (PRDS) is located at the Gaithersburg Distribution Center and operates

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PRDS Highlights (Continued)



Monday through Friday during the hours of 8:00 am - 3:00 pm. The GDCs is located at 16050 Industrial Drive, Gaithersburg, MD. Upon arrival, employees will stop by the front office to sign in and obtain assistance from the PRDS staff.

2. The Property Surplus Yard located on the NIH Main Campus located in the fenced-in lot directly behind building 14. The NIH Campus Property Surplus Yard is accessible from Center Drive located due west of Building 45, Natcher Building. (See the NIH Campus Map in Figure 1 below.)

Upon arrival at the GDC, PRDS employees will:a) Accept personal property items along with the Record of Recycling Personal Property form.b) Tag Employee Personal Property Items to differentiate from NIH government equipment.

c) Media Sanitization – PRDS staff will degauss all hard drives to remove sensitive data. Degaussing is simply the act of "erasing" data from magnetic media.

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Figure 1 - NIH Campus Map

The Property Surplus Yard is indicated by the Red Star on the map.



d) Ensure all Personal Property Items (including hard drives) are recycled via a R2 certified recycler.

NIH Employee responsibilities:

1. Fill out the Record of Recycling Personal Property form.2. Transport their personally owned property items to the GDC/Surplus Yard.

The PRDS is not responsible for sensitive information on electronic items turned in. Although the PRDS will degauss all hard drives, it is the ultimate responsibility of the employee to ensure all sensitive information is removed prior to turning the item in.

NIH Green events

PRDS will be actively engaged in all upcoming NIH Green events such as America Recycles Day, Earth Day, and Green Labs Fair. Please prepare accordingly for these events as non-accountable recycle boxes and bins are usually staged at strategic points both on and off campus. Pick-up of the boxes/bins will occur after the event and items collected will be recycled through a GSA certified R2 Recycler.

Excess Property Items Redeployed

All serviceable surplus property items at the GDC are free to NIH personnel and only require minimal paperwork. Please feel free to visit the PRDS and view our serviceable surplus property items which you might be able to utilize within your Institute or Center in lieu of procuring new assets. We can increase the amount of property items reutilized within the NIH with very little effort.

FY17 Excess Property Items Redeployed Back to the NIHMonth Items Processed Acquisition Value

October 341 $385,025.19

November 252 $390,485.31

December 287 $168,588.28

January 322 $2,326,239.89

February 195 $488,998.57

March 252 $319,864.06

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April 146 $147,257.49

May 165 $497,424.72

June 186 $532,907.51

July 158 $321,974.68

August 108 $331,651.88

September 84 $304,053.75

Total since Oct 1, 2016 2,496 $6,214,471.33

If you have any questions please contact Mike Kessler by phone at (301)594-9915 or via email at [email protected].

Michael J. Kessler Sr.Supervisor, Property Reutilization and Disposal

Section

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PPMC Meeting Schedule

Mark your calendar for the next Personal Property Management Council (PPMC) meeting...

When/where:

Tuesday, December 5, 2017Time: 10:00 AM to 11:30 AMLocation: Bldg. 45 Natcher Building,Balcony A

2017 / 2018 PPMC Meeting Schedule

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The Property Management Branch values the insight of the NIH Property Community and encourages active participation during PPMC meetings. If there are any topics of interest that you would like to discuss at the PPMC meetings, please forward your suggestions to Michael Fratina at [email protected].

December 2018

TuesdayDecember 5, 2017Time: 10:00 AM to 11:30 AMLocation: Bldg. 45 Natcher Building, Balcony A

March 2018

WednesdayMarch 7, 2017Time: 10:00 AM to 11:30 AMLocation: Bldg. 45 Natcher Building, Room F1/F2

June 2018

TuesdayJune 5, 2017Time: 10:00 AM to 11:30 AMLocation: Bldg. 45 Natcher Building, Room G1/G2

September 2018

WednesdaySeptember 5, 2017Time: 10:00 AM to 11:30 AMLocation: Bldg. 45 Natcher Building, Room F1/F2



NIH Annual Property Inventory Progress for 2017

The inventory progress is provided for your information and planning purposes. At this time, all scheduled physical inventories are complete and we are now in the reconciliation phase of the 2017 inventory cycle. IC PAOs and IC PCOs are advised to use this reconciliation period to resolve pending inventory issues prior to the close of the annual inventory in early December. The distribution of weekly updates will continue throughout the reconciliation period to provide IC PAOs with updated reports, which will identify any pending inventory outliers requiring reconciliation action

Please refer to the following link for more information regarding the 2017 inventory schedule: http://www.nyt1.net/nih/ProgressUpdate/Info.asp.

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http://www.nyt1.net/nih/ProgressUpdate/Info.asp


NIH Property Management Training Schedule ID Title Dates* Location Cancellation

Deadline Class Times Tuition

NIHTC

9517

Introduction to NIH Property Management

Dec 11 - 13Rockledge I

6705 Rockledge Drive Room 4024 (RC1)

Nov 289:00 AM

to4:00 PM

$576

Training Website References

Training Links

NIH Training Center http://trainingcenter.nih.gov/list.aspx?catId=8

NIH-Intro to Property Management http://trainingcenter.nih.gov/ShowDetails.aspx?cid=NIHTC9517

Property Management Refresher http://trainingcenter.nih.gov/ShowDetails.aspx?cid=NIHTC9520

National Property Management Association http://www.npma.org/

Graduate School Personal Property Management

http://graduateschool.edu/

Property Website References

Websites2 LinksNBS Portal (Regulations, Forms) https://mynbs.nih.gov/SitePages/NBS%20Home.aspxNIH Manual Chapters https://oma.od.nih.gov/DMS/Pages/Manual-

Chapters.aspxHelp Desk Ticket; for computer support

http://ITServicedesk.nih.gov

HHS Administrative Manuals https://web.archive.org/web/20111015044731/http:/www.hhs.gov/hhsmanuals/

NIH Office of Logistics and Acquisition Operations

http://olao.od.nih.gov

Government Accountability Office http://www.gao.gov/GSA Personal Property policies http://www.gsa.gov/portal/content/104604

Points of Contact2 Accessibility

The Office of Logistics and Acquisition Operations, OLAO, is making every effort to ensure the information available on our website is accessible to all. OLAO is not responsible for the accessibility of the websites listed within this newsletter. To learn more about the regulations governing the accessibility of Federal electronic information products, visit the Section 508 page.

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http://www.gsa.gov/portal/content/104604

http://www.gao.gov/

http://olao.od.nih.gov/

https://web.archive.org/web/20111015044731/http:/www.hhs.gov/hhsmanuals/

https://web.archive.org/web/20111015044731/http:/www.hhs.gov/hhsmanuals/

http://itservicedesk.nih.gov/

https://oma.od.nih.gov/DMS/Pages/Manual-Chapters.aspx

https://oma.od.nih.gov/DMS/Pages/Manual-Chapters.aspx

https://mynbs.nih.gov/SitePages/NBS%20Home.aspx

http://www.section508.gov/

http://graduateschool.edu/

http://www.npma.org/

http://trainingcenter.nih.gov/ShowDetails.aspx?cid=NIHTC9520

http://trainingcenter.nih.gov/ShowDetails.aspx?cid=NIHTC9517

http://trainingcenter.nih.gov/list.aspx?catId=8


Intramural Points of ContactIntramural Liaison Phone Number Institutes and CentersAmanda Canada 301.496.3898 NCATS, NIBIB, NIDCD, NIEHS, NIMHD, NINRShane Ferns 301.496.6606 CIT, NCI, NEI, NHLBI, NICHD, NIDCRAndy Holmes 301.435.3012 CSR, FIC, NCCIH, NIAMS, NIDDK, NIGMSJames Keisler 301.435.3945 CC, NIDA, NINDS, NLM, ODORFD, ORSMargaret Straubinger 301.496.3292 NHGRI, NIA, NIAAA, NIAID, NIMH, OD

Extramural Points of Contact

Extramural Liaison Phone Number COAC Institutes and CentersAllan Henderson 301.496.4689 CC CCJerry Haley 301.496.5609 NCI NCI, NCCIH

Marea Petrelles 301.496.4485 NHLBI NHLBI, CSR, NIAMS, NIDCR, NIBIB, NHGRI

Hannah Stachmus 301.496.4180 NIAID NIAID, HHS BiodefenseDavid Hubbard 301.496.4366 NICHD NICHD, NIAAA, FIC, NIMHD, NIDDKJerry Haley 301.496.5609 NIDA NIDA, NINDS, NIMH, NIA, NCATSAllan Henderson 301.496.4689 NIEHS NIEHSDavid Hubbard 301.496.4366 NITAAC NITAACAllan Henderson 301.496.4689 NLM NLM, CIT, OD

David Hubbard 301.496.4366 OLAO OLAO, NEI, NIDCD, NIGMS, ORS, OD, NINR

Allan Henderson 301.496.4689 ORF ORF

Extramural Liaison

Extramural L

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