Docstoc

Forms for Property Managers Colorado

Document Sample
Forms for Property Managers Colorado Powered By Docstoc
					        Property Management Training
        Part II – Roles and Responsibilities and Forms
                 Colorado Rural Workforce Consortium
                              May, 2005




Property Management Training Manual
Colorado Rural Workforce Consortium                    May 2005
                                                                                                                    Table of Contents


Table                               of                Contents

Objectives .................................................................................................................................. 2
Roles, Duties, and Responsibilities ........................................................................................... 3
Forms ........................................................................................................................................ 5
     Attachments to various Requirement Documents – A Reference: .................................. 5
Attachments to Colorado Surplus Property Agency (Dept of Corrections) Regulation 450-03,
       Surplus Property............................................................................................................ 5
Attachments to CDLE PGL01-12-F4, Property Management .................................................. 5
     Instructions for Filling out Forms .................................................................................... 5


Attachments

Attachment A:                  Title 29 CFR Section 97.32 Equipment
Attachment B:                  Colorado Department of Labor and Employment Standard Policy
                               and Procedure SPP-0006, Fixed Assets
Attachment C:                  Colorado Department of Labor and Employment Standard Policy
                               and Procedure SP 250, Procurement Activities
Attachment D:                  Colorado Department of Labor and Employment Inventory Control
                               Procedures for IT Asset Management Purchase and Replacement
                               Process
Attachment E:                  Colorado Department of Labor and Employment Policy Guidance
                               Letter 01-12-F4, Property Management
Attachment F:                  Colorado Department of Corrections, Colorado Surplus Property
                               Agency (CSPA) Regulation Number 450-03, Surplus Property
Attachment G:                  Complete Packet of Forms for the Property Manager: Unabridged



*** Quiz and Exercise Breaks




Property Management Training Manual
Colorado Rural Workforce Consortium                                                                                       May 2005
Property Management Manual
Colorado Rural Workforce Consortium

Objectives
Upon completion of this training, participants will be able to:

   1. Identify roles and responsibilities of the key staff involved in Property
       Management at CDLE.

   2. Properly fill out all the forms required to purchase and maintain equipment.




                                                                                  May 2005
                                                                                    Page 2
Property Management Manual
Colorado Rural Workforce Consortium

Roles, Duties, and Responsibilities
Information Management Office - Peter Hathaway 303-318-8311

     Peter Hathaway is responsible for maintaining the IMO listing of TAG numbers
     for all equipment that IMO is responsible for maintaining. Peter works with
     Helen and also with the Regional Property Managers to coordinate IMO support
     of IMO equipment. Typically only the Property Manager should be contacting
     Peter. Therefore, the Property Managers should make sure staff at the region
     know this. When Peter gets calls from others in the region, he will just refer the
     person to the Property Manager.

Finance Office - Helen Shields 303-318-8118

     Helen Shields is responsible for maintaining the inventory of fixed assets for the
     finance office. The Finance Office must ensure that all information that rolls up
     to the Department’s financial statements is compete and accurate. The total of
     all fixed assets and the related accumulated depreciation and depreciation
     expense must be reflected on the CDLE financial statements. The
     Department’s financial statements roll up to the State of Colorado financial
     statements which are published as public record.

Local Property Managers:

     Region Name                             Phone
     Eastern                Cheryl Stevens              970-867-9401 X 15
     Northwest              Monty Bond                  970-824-3246
     Pueblo                 Bill Strutton               719-253-7803
     Rural Resort           Anna Sandburg               970-668-5360 X 22
     Southcentral           Patricia Jiron              719-589-5118 X 126
     Southeast              Ray Martinez                719-254-3397
     Southwest              Tim Peyton                  970-565-3759
     Upper Arkansas         Linda Lane Pings            719-275-7408 X 104
     Western                Michele Gad                 970-249-7783 X 18


                                                                              May 2005
                                                                                Page 3
Property Management Manual
Colorado Rural Workforce Consortium
Colorado Surplus Property Agency (CSPA), 303-320-1050

     Colorado Revised Statutes 17-24-106.6(b) states that all Colorado state
     agencies except for DOT will utilize Colorado Surplus Property Agency (CSPA)
     to dispose of state surplus equipment and supplies. Attachment F of the
     Property Management Training Part I, is the Department of Corrections, CSPA
     Surplus Property Policies and Procedures, Regulation Number 450-03.

Purchasing and Contracting Office (PaCO), Shari Ashley, 303-318-8051

     All purchases of goods and services must meet the requirements in the CDLE
     Purchasing Manual. (Att C) Equipment purchases are not an exception to this.
     Purchasing procedures grant Appointing Authorities the ability to purchase
     goods and services directly if the dollar amount is less than $5,000. Attachment
     C of the Property Management Training Part I, is the PaCO Procurement
     Activities Policies and Procedures, CDLE SPP-0017.

Appointing Authorities

     When purchase price is less than $5,000, Appointing Authorities may approve
     the purchase and order directly, and must use SP-250 (Att 3) and other
     guidance from PaCO in executing such orders. In addition, Appointing
     Authorities may delegate their appointing responsibilities, so you should find out
     from your Regional Director how approval is accomplished in your region. Any
     recurring purchase of services or supplies, such as equipment and software
     maintenance agreements, must go through PaCO regardless of the purchase
     price. Appointing Authorities are responsible for making sure their purchases
     meet all federal, state, and CDLE laws and guidelines.




                                                                             May 2005
                                                                               Page 4
Property Management Manual
Colorado Rural Workforce Consortium

Forms

Attachments to various Requirement Documents – A Reference:
Attachments to CDLE SPP-0006 – Fixed Assets
      A. CDLE Inventory Transfer, Deletion, and Adjustment Notification
      B. Form 709, CDLE Property Loss Report
      C. CDLE Receiving Report/Authorization for Payment
      D. Designated Areas to Tag Furniture

Attachments to Colorado Surplus Property Agency (Dept of Corrections)
Regulation 450-03, Surplus Property
      A. Form 276, State of Colorado Declaration of Surplus Property, with
         continuation sheets and instructions for completing the form
      B. Surplus Property Want List
      C. Administrative Regulation Implementation/Adjustments
      D. Computer Information Removal Certification

Attachments to CDLE PGL01-12-F4, Property Management
(Attachments to this document start with Attachment 4)
       4. CDLE Property Requisition Authorization Form (PRAF) with instructions
       5. CDLE Property Acquisition Form (PRAF) with instructions
       6. CDLE Subrecipient Certification of Physical Inventory
       7. CDLE Property Physical Inventory Test


Available Online at the CDLE Intranet Homepage (VPN):
Request for Services (computer-related)
Request for Building Services (for non-computer-related purchases)

Online at www.yourworkforcecenter.com/internal/man :
WIA Manual Chapter 14, Page 38: CRWC Supplemental Services Property
Acquisition & Disposition Record.


Instructions for Filling out Forms
All of the following forms are available at:
http://www.yourworkforcecenter.com/internal/fin/propmgt.htm, at the bottom of the
page. Other sources of these forms are listed.


Surplus Property Wanted List – MS Word.



                                                                          May 2005
                                                                            Page 5
Property Management Manual
Colorado Rural Workforce Consortium
     This form is Attachment “B” of Department of Corrections Administrative
     Regulation 450-03. State Agencies make their surplus property needs known to
     Colorado Surplus Property Agency (CSPA) via this form so CSPA can
     effectively and efficiently re-utilize state property within state government
     agencies. It is good for 90 days and can be renewed for another 90 days by a
     phone call. The directions are on the form. The form basically identifies the
     agency making the request, contact information, date requested and needed
     by, and the items needed. If CSPA has these items or acquires them from
     agencies during the property surplus process, the requesting agency will be
     contacted.

     CSPA is currently working on making this process 100% online. Therefore if
     you have requests for Surplus Property, be sure and consult the CSPA website
     at http://www.cijvp.com before you fill out the form to make sure they are still
     taking faxed copies. Once they start accepting the forms online, you should
     follow whatever procedures are in place then, and use the online form rather
     than the one you have.

Property Requisition Authorization Form (PRAF) – Excel SS

     This form applies only to property purchases, and not to other purchases. Prior
     to ordering new equipment, this form must be filled out and approved by the
     regional director and other applicable authorities such as city mayor, county
     commissioner, or non-profit board chair. For state equipment, we just need the
     director’s signature. The planned program percentage of contribution must be
     included on this form. The instructions are attached to the form.

CDLE Procurement Requisition Form – Excel SS – online at http://s-dole-
web/REQUISITION%20FORM%2012-031.xls

     This “Requisition Form” is referred to in the Procurement Activities standard
     policy and procedure: SPP-0017, which replaced SP 250 on page 2. This form
     is used to initiate a purchase.




                                                                               May 2005
                                                                                 Page 6
Property Management Manual
Colorado Rural Workforce Consortium
Receiving Report/Authorization for Payment – Excel SS, online at http://s-dole-
web/Finance/receivng%20rpt_payment%20authorization%20form.xls

     There is an official Receiving Report you can download from Attachment C of
     SPP-0006, however, using the receiving stamp is also fine. Just make sure all
     the required information is present such as Vendor name, Description, TAG#,
     Serial#, Total to be paid, any trade-in TAG#s and Serial #s, Coding for
     payment, attestation of receipt of goods, and attestation that the purchase
     complied with all procurement rules.

Property Acquisition Form (PAF) - Excel SS

     This form applies only to property purchases, and not to other purchases. This
     form is to be filled out and submitted with 7 days AFTER receipt of the property
     identified on the approved PRAF. The instructions are attached to the form.

Transfer of Surplus Property – Excel SS

     This form is used to transfer equipment between two organizational units (cost
     centers.) It must be signed by the contributing and the receiving directors.
     When equipment is transferred to another workforce center within the region,
     this form is not necessary. To make changes to the inventory records that do
     not involve a transfer between cost centers, the Property Manager simply
     emails Helen Shields. The instructions are attached to the form.

State of Colorado Declaration of Surplus Property, Form 276 – MS Word

     Since the Department must work with CSPA for the disposal of any equipment
     owned by the state, including equipment purchased with federal funds. The
     instructions are attached to the form.

Computer Information Removal Certification – Excel SS

     This form is filled out by IMO to certify that the hard drive has been “scrubbed”
     to properly remove all data on the computer including any confidential client
     information that may have been stored in electronic files.

Property Loss Report – Excel SS


                                                                               May 2005
                                                                                 Page 7
Property Management Manual
Colorado Rural Workforce Consortium
     When property has been lost or stolen, the Property Manager must initiate this
     form. All the explanation and documentation you can provide will assist the
     Department in recovering the lost or stolen property.

Colorado Rural Workforce Consortium Inventory (“Local List”) - Excel SS -

     Center – The name of the Workforce Center where the equipment is located.

     User – These codes are explained on the “Codes” tab of the Template
     Inventory List Spreadsheet. Example: For a Resource Center computer in
     Frisco, the User Code would be “FR RES”

     Description – A description of the piece of equipment. No need to include the
     vendor name or part number/model, because that is noted in the next column.

     Vendor / Model – The Vendor name and the Model number. Example: “Dell
     Optiplex GX 280”

     Tag # - IMO equipment over $500 is assigned by IMO (contact Peter
     Hathaway.) For all other equipment the Tag # is assigned by the Property
     Manager.

     Original Cost – The purchase price of the equipment. If it was purchased with
     other items, identify the cost that would be associated with each equipment
     item. Example: 5 computers were purchased for $5,000. For each Tag # in that
     purchase, note Original Cost of $1,000.

     Serial # - This is an alpha-numeric string that uniquely identifies the equipment.
     It should be identified as “Serial Number” on the piece of equipment. If you
     cannot find it, contact the CRWC Administrative Office for guidance. It would
     help to email a digital photo of the equipment, especially any panel that has
     numbers/letters on it, such as the back of the item in many cases.

     PO / Funding Source – Example: Implementation Funds; ES; WIA Youth; WIA
     all; Reed Act; etc. If a mix of funds were used for purchase, please include the
     percent of each. If you do not know, discuss with regional manager, or call
     CRWC Administration office.


                                                                              May 2005
                                                                                Page 8
Property Management Manual
Colorado Rural Workforce Consortium
     Condition – On a scale of “1” to “5”: “5” is new or like new, and “1” is
     inoperative.

     Disposal Status – Blank means we still have it. Other status could be: “Donated
     to XYZ Charity”; “Picked up by IMO”; “Replaced with TAG # ______”; “Stolen”

     Disposal Date – Blank means we still have it. Otherwise, the date of the
     applicable disposal noted above

Certification of Physical Inventory – Excel SS -
http://www.coworkforce.com/PGL/SupportingDocuments/Attachment6toPGL0
112F4CertificationOfPhysicalInventory.pdf

Physical Inventory counts are required every two years. However, even if you have
performed a physical inventory last year, we are going to do another in June, 2005,
and another in June, 2006. The Physical Inventory should be coordinated by the
Property Manager and signed by the Regional Director.




                                                                                May 2005
                                                                                  Page 9

				
DOCUMENT INFO
Description: Forms for Property Managers Colorado document sample