WELCOME

to our PACE Forum …..

A Property Administration Information Exchange

Presented by: Property Management Office 28 March 2013

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Agenda

     Excess Requests for Tagged Assets in SPARC  Demonstration DPA Lookup Tool in SPARC  Demonstration County Hazmat Inspections on Campus  Guest Speaker Vehicle Management Reminders DoResearch Website  Demonstration

LOTS to cover, so Let’s Get Started!

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SPARC Updates



BARCODED ITEMS NOW IN SPARC!!!

  For Surplus Collection requests ONLY  Financial retirements still must be done in SFA Separate module in Excess Application   All tags available to all users  Including those in retired status Email notification to Primary DPA for the department – Approval required   

PLEASE

check the DPA Lookup accuracy!

Each request limited to one department org DPA Originator still required to approve 3

Sunflower Excess Requests

 For no-pickup (financial) excess requests, continue to use Sunflower  Return to Mfr, Return to Sponsor, Ship to Outside Institution, Stolen, Trade-Up, Cannibalization, etc.

 Access templates to copy and paste into request by entering the word ‘excess’ into your browser (from SU Networked computer), or go to site: http://doresearch.stanford.edu/sites/default/files/docu ments/Excess%20Templates%20for%20SFA%20rev %2002262013.pdf

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More SPARC Updates

 DPA Lookup  Search by Department Name, Department Code, DPA name, includes DPA Type filter (primary or backup)  For campus-wide use    Direct feed from Sunflower Also used for Excess Request routing for tagged items  Primary DPA receives approval requests Currently working on search string and case sensitivity improvements 5

Hazardous Waste Inspections

 Inspections performed by Santa Clara County    2-year inspection program Electronic waste included Auditors on site, escorted by EH&S  EH&S Representative Chris Craig   Health and Safety Specialist, Environmental Programs [email protected]

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Electronics are Hazardous Waste

   Timely disposals are key  Basic property management concept Prioritize disposals of idle and obsolete electronics – long-term storing on the chance there is a need in future for parts could be problematic and not recommended  Check closets, storerooms, attics for items that are not in use or no longer needed Citations will be issued for improper storage of hazardous waste. Potential fines if uncorrected.

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Vehicle Management - Acquisition

   Contact Fleet Garage

PRIOR

guidance  Mitch Bousson, Fleet Manager  [email protected]

to purchase for Fleet affixes tag for cross-reference purposes  Tag located in driver door frame or by ID number DPA to create SFA record using affixed tag 

PLEASE

enter vehicle ID# in proper field in SFA 

All

vehicles are required to be recorded and included in accountable inventory  Including golf carts and electric vehicles regardless of cost 8

Vehicle Management - Utilization

 Refer to Admin Guide 85.1

    Insurance (required)  Contact Risk Management for guidance Drivers   Annual verification of current valid licenses Maintain user log (check in/out) Maintenance   Fleet Garage must perform all maintenance, or Pre-approve off-campus maintenance in writing Golf Carts   All users should read and sign memo for use (see Admin Guide) Adhere to University policies regarding allowable driving surfaces and parking 9

Vehicle Management - Disposition

 Deliver Vehicle to Fleet Garage   Contact PSR – Transfer to ‘holding’ code  Temporary inventory resolution (if needed) Determination is made by Fleet to reuse, sell or scrap vehicle – PMO will update or transfer the record accordingly (this can take several weeks)  Any necessary “De-Stanfordizing” paid by department requesting disposal   Remember to contact Risk Mgt to cancel insurance If sold, SPS fee structure will apply 10

DoResearch Website goes Live

 DoResearch.stanford.edu

   Still undergoing improvements  Content, navigation, usability  PMO webmaster email address to be created/posted  For PMO content only, for other content, please contact appropriate webmasters Access PMO’s home page through “Research Offices” link at bottom of DoResearch homepage  Much simpler to find main areas and topics Report problems, provide comments/suggestions  [email protected]

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OBI Reporting Bi.stanford.edu

You asked, we listened! Several upgrades made:  Building name added to LOV for searches  286 and 296 reports  Partial string search by DPA name in 288 report (aka ‘Unmatched’)  Reminder: approving DPA is responsible for recording assets on the PO within 30 days 12

A-133 Audit in progress

 Sample verifications completed   Some minor issues Physical Inventory review now underway 

Reminder

– please fully complete property records, including full location information, serial number, and correct model number 13

Campus Cleanup

 Very successful!

   No total numbers yet, but 40 pallets from one site in one day!

Many tagged items, record retirements will be done in upcoming weeks.

Post-event comments? Send to:  [email protected]

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Upcoming Events

 NPMA Spring Conference  May 2-3, 2013 San Antonio, Texas  NPMA National Education Seminars   July 29-August 1, 2013 Orlando, Florida June 23-26, 2014 Anaheim, California  Sustainability Fair Engineering Quad  April 22 nd 10:00 – 2:00 (stop by our booth!) 15

SEE YOU NEXT TIME!

THANK YOU!

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