Transcript The Essential Piece - Stanford University

WELCOME
to our
PACE Forum
…..A Property Administration Information Exchange
Presented by:
Property Management Office
22 January 2013
1
Welcome New DPAs
Michelle Lodwick
Amy Koh
Amna Waqar
Ruth Mikusko
Veronica Hsieh
Gina Freeman
Pui Shiau
CSLI
SSRL
Precourt Center
Stanford Events
R&DE
Continuing Studies
Int’l Affairs
Welcome to Property Management!
2
Vehicle Disposals/Transfers
In order to close some gaps in the disposal process for
vehicles, the following procedures are effective
immediately:
 No Excess Request





Contact PSR after vehicle is delivered to the Fleet
Garage, provide tag number, vehicle ID and PTA
After verifying with Fleet, PSR will transfer the record to
a temporary ‘holding’ org code
Once decision is made to transfer, scrap or sell, the record
will be updated or retired by PMO
Logo removal cost is the responsibility of the ‘disposing’
department, and takes place after final decision of
disposition is made – expect delayed charges
‘Disposing department also responsible for notification to
Risk Management to transfer/cancel insurance premiums
3
SPARC Updates

Cap-Template


Occasional upload errors being resolved
Excess Requests



Tagged items being introduced to database
Separate request format for tagged items
Separate request for each tag



Contact and location info remains intact
Notification to primary DPA for approval
Email notifications for contacts, status, etc.

Same as for non bar coded requests
4
Coming Soon in SPARC

DPA Lookup Tool


Fabrication Request Form




Will replace current web directory
To replace current email/fax procedure
Intention to include account setup w/ OSR
SFA Catalog Request Form
Tag Supplies Order Form
Also, longer-term project (2+years) to develop an integrated
reuse-disposal-point of sale application is underway
5
Physical Inventory Progress



School of Medicine has begun!
Over half of the University completed
To date, we are at approximately 98.6%



(asset count)
2013 schedule posted online
Inventory Contacts:


Jose Medina [email protected]
Polly Kavanaugh [email protected]
6
Best Practice

SFA Catalog



Save time, increase efficiency
Request catalog entry at time of screening
the requisition
When asset arrives, the catalog will
already be set up for you
Thanks to Sally Davis (ITS) for this idea!
7
Excess Request “Request”

It would be very helpful if the condition status
of the item being disposed was noted, if
known:



Working condition
Needs some repair, then will work
Totally broken, scrap it
This will help save time testing items at Surplus!
8
Website Transition

PMO merging into new Dean of Research site






DoResearch
Pages directly editable by PMO
Easily updated for most current information
Searchable, more user-friendly
Faculty-oriented information
Estimated to go live in March

Limited updating to PMO site in the meantime
9
Reporting Environment Updating





OBIEE to be new reporting platform
Gradual replacement of RM3 campus-wide
PMO selected for early adoption
New look and feel, same functionality
Many changes and enhancements
10
Report Transition




Estimated for mid-February
With “Go-Live” of OBIEE, RM3 closes
Attempt to open a closed RM3 report will
result in automatic redirection to the new
OBIEE environment
Description of some changes follows, and a
demonstration of the reports if the testing
environment is available and time permits
11
286 – DPA Comprehensive


Current active records
No account information


New 296 report for Award management
Several data elements being added
12
288 – Unmatched PO

Several new fields added




DPA Approver name(s) and emails
Y/N ‘flag’ for existence of capital template
Receiving date (from iProcurement)
Ability to search by PO, DPA
13
292 – Depreciation forecast

Shows future depreciation



By fiscal year
Month by month calculations
Distributes by award



Acquisition Cost
Net Book Value
Monthly depreciation figures
14
294 – Official Property Record




No changes
Formatted pdf version of property record
Information from Sunflower, Oracle Fixed
Assets, and Grant Accounting
Suitable for use with auditors
15
296 – Award Management


New – split from the 286 in RM3
Defaults to current active records


Option to show only retired records
Includes account information

Cost distribution across accounts
16
In the Works – Record Creation




New internal PMO report in development
Provides data on all acquisitions, including
outstanding unmatched POs and timeliness of
record creation
Will allow for better metrics of the entire
acquisition picture (not just the ‘bad news’)
Can serve as a ‘report card’ for activity
17
Current Unmatched


15 from FY12 remain open
Approx 114 from FY13 (through December close)


Over 80 are pre-December (well over 30 days old)
Escalation process being implemented

Beginning March 2013





Initial report run reminder for prior month (= day 1)
30 day reminder notice to DPA
60 day notice to DPA with CC to Supervisor
90 day notice to Supervisor with CC to DPA
120 day notice to Dean’s Office contact as necessary
18
Coming 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
For those of you who participated in or
attended the Fall Conference in Berkeley,
Thank You – we hope you enjoyed it!
19
SEE YOU NEXT TIME!
THANK
YOU!
20