for PROPERTY at BERKELEY LAB
Guidance from the
LBNL Property Management Group
Property Management Briefing 1
Our Organization – The Big Picture
US Department of Energy allocates funds to the University
of California to operate a “resource-efficient” Berkeley Lab.
• Since DOE underwrites the costs that provide location,
equipment/materials & administration for research,
• UC is responsible for managing the Laboratory,
Berkeley Lab employees are
accountable to both DOE & UC
for wise use of all the materials & equipment that support the
Property Management Briefing 2
Materials & Equipment “aka” Property
“Wise Use” requires employees to
Know where their assigned property is at all times;
Protect it from damage;
Ensure that it is not lost;
Secure it against theft.
In other words, exercise the same degree of care that a reasonably
prudent person would use to protect his or her own property from
loss or damage.
Property Management Briefing 3
Zero-ing in on Tagged Property
Berkeley Lab Sunflower Asset Management Database
maintains detailed records for 23,207 uniquely identified
tagged property directly linked to employee custodians.
Property Classification criteria
1. Controlled (sometimes referred to as “equipment”)
• Initial acquisition or fabrication costs (including shipping,
handling & installation) of $5,000 or more
• Service life of at least 2 years
Property Management Briefing 4
Property Classification criteria cont.
• $0-5K acquisition cost
• Susceptible to theft or loss
• Easily converted to personal use or sold for cash
• Computers & computer connectivity
• Laptops (property most frequently unaccounted for)
• Personal digital assistants
• Cell phones, pagers
• IT equipment incl. removable components with memory
capability (digital faxes, memory sticks & digital copiers.
Property Management Briefing 5
Acquiring Property for Project Use
DOE– first line of acquisition is excess
• Employees should check with their divisions & with the
surplus/excess department to see if there is usable
equipment that can be redeployed to save project costs.
• Other DOE resource sharing
• Surplus equipment available from other agencies
Obtaining property, regardless of cost or method.
• Property may be purchased, received as a transfer,
donation, or it may be custom fabricated.
Property Management Briefing 6
What Happens Next?
When property is received or is a completed fabrication
• Unique identifier (DOE barcode tag) is affixed to the asset;
• Funding Project ID links it to a Division (Steward) & a
• Sunflower database record is created.
Property Management Briefing 7
Managing/Tracking Property: Organizational Help
Although Custodians have responsibility for assets assigned to them…
Division Property Representative’s role
• Best resource for guidance & assistance on all matters
relating to property
• Items assigned to custodians in the Sunflower database
• Transactions on behalf of custodians
• Obtaining authorizations
• Submission of forms
• Documenting division property activities.
• What to do with property that has
• Outlived its usefulness for projects
• Has been
Damaged Lost Stolen
Property Representatives interface with Property Management on behalf of
their Division research groups & are key sources of asset knowledge & history.
Property Management Briefing 8
Property Management Core Team
Support for the Laboratory Community
• Guidance & assistance based on DOE compliance rules
Interface with DOE site officer & regional offices
• Professional group of specialists
• Asset creation & UID tagging
• Collaborative arrangements
• Loans, transfers, Borrows
Partners with Division Property Representatives to
ensure that DOE requirements are met.
Property Management Briefing 9
Accountability: Validation of Assigned Property
• No stone unturned in the quest to account for all tagged items
• barcode-scanned or validated by photo & affidavit.
• Statistical Sample
• Much smaller campaign of randomly selected items subject to
the same rigors as a wall-to-wall
Continuous & on-demand validation
• Verification by signature report
• Continuously updated database report available for review
• DOE Berkeley Site Officer’s right to ask at any time for
evidence of accurate records and verifiable location of all
Property Management Briefing 10
Arranging for Property to Leave the Site
Shipping Document Requirement for All Property Transported
Offsite regardless the purpose or method of transport
• Warranty repair
• Loans to other institutions
• Use at home or offsite research locations,
• Use in collaborations, etc.,
Other relevant documentation as appropriate
• High Risk or radiological control
• Foreign Loan agreement, etc.
• Property Pass
Please consult the Property Group or Shipping Department for
guidance on completing the Shipping Document.
Property Management Briefing 11
Requests to Loan Property
DOE allows some equipment to be loaned to other institutions
for a defined period of time. In no case may equipment be
loaned when the intention is that it is never returning to LBNL!!!
• Justification for loans is required.
• Chain of approvals (plan accordingly!)
• Domestic Loans
• 3-year period; extension possible.
• Foreign Loans
• 5 year period; longer & more involved complex processing
Property Management Briefing 12
DOE, UC & LBNL encourage collaborative efforts.
• Memorandum of Understand&ing (MOU) must
accompany all requests for offsite control of property
associated with collaborative projects.
• MOU must clearly list the effort & property
contributed by each entity associated with the
• LBNL Property can’t get lost in the mix.
Property Management Briefing 13
Property of Others Received at LBNL
Equipment enters the Lab in a number of ways
• Collaborative Research Effort
• Industry Partnerships
• Temporary Borrow from another laboratory or federal
• Short-Term Borrow/equipment try-out from a vendor
•Work through Division Property Representatives.
Incoming property MUST be documented because of
Lab liability Safety Security
No “private” arrangements are allowed for onsite use of
undocumented unapproved equipment.
Property Management Briefing 14
Security & Safety of All Equipment Use
For the safety & security of everyone, it is imperative that
all equipment at LBNL, regardless of status, is identified &
can be located at all times.
All equipment delivered to any on- or off-site Berkeley Lab
locations must be documented & tagged, either with a
DOE# or a “Property of Others” tag that identifies it as
All incoming equipment that may be hazardous must be
cleared by an EHS safety officer (division liaisons)
Property Management Briefing 15
When Property goes Missing
At the Laboratory (including its satellite facilities)
• Custodian responsibilities
• Special attention required when programs physically
• Lock offices, secure assets in locked drawers, etc.
• Shift of responsibility from an employee retiring or
leaving the lab for other reasons.
Occasionally, despite all due diligence, property (generally, a
laptop computer) is stolen.
Property Management Briefing 16
Protocols if Something Happens to Property
All instances of loss, damage, destroyed, or unauthorized use of
property must be reported, documented & investigated.
• Appropriate DOE officials & offices must be notified &,
when necessary, law enforcement organizations ASAP
but no later than 24 hours after property loss is known
• Determine the circumstance or cause
• Determine the responsibility, & financial liability
• Identify corrective actions to prevent further losses &
recurrences & report to Senior Management
Property Management Briefing 17
Summary Checklist for Custodians
Work with Division Property Representative on all activities
Keep all documentation associated with your assets (invoices, shipping
Be aware of ALL property that is assigned to you.
“Property Verification by Signature” provides a constantly updated record.
Know the location of your property at all times.
Maintain & Protect your property from environmental damage.
Secure property from theft.
Report a loss immediately to Laboratory Security at x5472,
or if offsite, file a report with local police within 24 hours.
Property Management Briefing 18
Property Management Website
Property Management Briefing 19