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
  research here.

                    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
    • Microscopes
    • Vehicles
    • Lasers
    • Analyzers

                      Property Management Briefing                    4
     Property Classification criteria cont.

2. Sensitive
   • $0-5K acquisition cost
   • Susceptible to theft or loss
   • Easily converted to personal use or sold for cash
   • Computers & computer connectivity
       • Desktops
       • 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.
            • http://fac.lbl.gov/SiteSvcs/excess.htm
   •   Other DOE resource sharing
        • Surplus equipment available from other agencies
            • http://erle.osti.gov/erle/search.asp

 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
       Division-assigned Custodian.
   •   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
  •   Inventories
  •   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

 Inventories
   •   Wall-to-Wall
        • 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
                        Outgoing Property

             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!!!
 Requirements
   •   Justification for loans is required.
   •   Chain of approvals (plan accordingly!)
 Timelines
   •   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.

 The   Terms
   •    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
                        Incoming Property

            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
non-LBNL property.
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.

   At minimum:
    • 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
  documents, etc).
 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

                                     Guidance, Forms
                                       & HelpLinks

      Property Management Briefing               19