The Essential Piece by gabyion

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									       Property Management Update
       Prepared for: ABCs of Research Administration Meeting
                         October 9, 2008




Presented by:
Ivonne Bachar, Director
Property Management Office



                                                               1
Today’s Topics
       ONR Property System Re-Survey
       Asset Acquisition & Recording
       iProcurement Enhancements
       New ReportMart3 Property Reports
       Fabrications
       Biennial Physical Inventory
       FY2008 Highlights
       Appendix
ONR Property System Re-Survey
   ONR visit September 16, 2008
       Review open audit items
           Asset location updates
           Recording timeliness
       Transaction sample verification
       System status approved; however……
Equipment Acquisition & Recording
   Ongoing Challenges
       Location updates
       Screening
       Receiving >> Recording
           Timeliness
               Policy requires recording within 30 days of receipt
           Increased monitoring by PMO and ONR
       ET or Account corrections
           Use CAP Template
               http://ora.stanford.edu/ora/pmo/dpa_resources/reconciliation.asp
iProcurement
   System Enhancements
       PO Category / ET Restrictions
           Capital ETs invalid on Standard.Goods
           DPA Screening Enforced
               (Enter attestation in Notes to Approver)
               Notes visibility currently under review/enhancement
       New “Punch-out” mechanisms
           Dell, Fisher Scientific, etc “direct to vendor”
           Caution: Capital ET allowed with editing
           Must correct each line individually
Property Management Reports
   New ReportMart3 reports – great tools!
       Four reports designed for DPAs
       A few others for PMO

   Access via Authority Manager
       DPAs can grant this authority
            BE SELECTIVE, proprietary info involved
            ONLY Staff are allowed authority to access RM3 –
             students may not have access


Find your DPA using http://ora.stanford.edu/ora/pmo/dpa_lookup/default.asp
New Reports
   DPA Unmatched Report (FIN_PMO_288)
             Outstanding POs to be tagged/recorded


   DPA Comprehensive / Award Mgt (FIN_PMO_286)
             All Info from SFA, FA and GA included


   Stanford Equipment Record (FIN_PMO_294)
             Official record for an asset in pdf form


   Depreciation Forecast Report (FIN_PMO_292)
             Calculates depreciation for a dept by fiscal year
             Especially helpful for Service Centers
Equipment Fabrications
   Increasing fabrication activity
       Unique, specialized, not commercially available
       Project use
       Deliverables
   Key characteristics
       ET 55095 (non SU); ET 53195 (SU)
       Unique FAB number
       Dual task setup in GA
   Contact Property Management Office
Physical Inventory
   Phases 1 & 2 for FY 2008-2009 completed; phase is
    3 in process.
       Performance goal: 98%
       Current “find” rate total: 97.2%


   Federally-owned assets
       Inventoried annually
       Sponsor’s performance expectation: 100%
FY 2008 Highlights
Acquisitions
     $40 Million in capital equipment
     $>100K in transfer receipts
     $5 Million in Donations

Disposals
     13,973 Excess Requests
     $31 Million (acquisition cost)
            (Does not include non-capital item values)
FY 2008 Highlights
Reuse Web Site
   745 ads posted in FY08

Surplus Sales
   $270K distributed back to departments
          (SPS was closed for nearly one full quarter)


   Re-opened for business
Scheduled PACE Meetings
   PACE Schedule (locations to be determined)
           <<attendance strongly recommended>>
       Thu December 18, 2008 10-noon
       Thu March 19, 2009 10-noon
       Thu June 18, 2009 10-noon

								
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