Transcript The Essential Piece - Stanford University

WELCOME
to our
PACE Forum
…..A Property Administration Information Exchange
Property Administrators Continuing Education
Presented by:
Property Management Office
25 February 2014
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Agenda
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Welcome new DPAs
PMO Changes
Water Conservation
Campus Cleanup – Spring 2014
B13 Inventory To Date
Computer Security Efforts
A133 Audit Underway
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Audit Scrutiny Issues
New DPA Screening Tool
Upcoming Events
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Welcome New DPAs
Name
Department
Estellita Hall
Human Resources
Maria Van Buiten
History
Jennifer Marcellus
Neurosurgery
Amy Lee
International Affairs
Polly Leung
Urology
Rachel Castillo
Urology
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Changes in PMO
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Promotion – Maurice Brown
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Shift – Polly Kavanaugh
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Property Administrator
Property Disposition Specialist
Shift – Richard Coatney
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Property Accountant
2 Positions being filled – Inventory Specialist and
Capital Equipment Accountant
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Water Conservation
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What Stanford has done:
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What Stanford is doing:
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Reduced potable water use by 21% over past decade
Increased use of lake water, recycled water
Replenished wells and aquifer to pre-1970 levels
Further reduction of 18% over next 5 years
Continue expanding use of recycled water
Rebuilding cogeneration plant – more efficient water use
Awareness Campaign
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Be aware – report leaks, reduce usage, irrigate less
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Computer Security Efforts
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Laptop (and some desktop) Encryption
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Per CFO as announced in emails of 1/15 & 2/13/2014
Replaced systems must be returned to Stanford
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Upgrading Windows XP (by April 8th)
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Exception: solely used for running sci-tech instruments
BigFix installations (by May 28th)
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All computers that store personal identity or health info
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This is mandatory for all personnel!
http://www.stanford.edu/group/security/securecomputing/dataclass_chart.html
Partner with Surplus for proper disposition
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Data destruction
Appropriate recycling
Large quantity special pickup arrangements if needed
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Capital Templates
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Please continue using the email process until
further notice. AS will address the
enhancements to Cap-Template in SPARC
once it reaches the top of the queue.
Justifications: Please use care in the details of
the justification, particularly if moving
charges from one sponsored award to another.
Be detailed, and address issues within the
proper scope of allowability.
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Unmatched
Green indicates POs that have been recorded in Sunflower
Red indicates POs where the items have been received, but not recorded
Blue indicates orders that have a down payment, but have not been received yet
(partial payment with documented arrival estimates)
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Record Creations - January
Slight uptick….
Average time-lag for January:
51.15 days
Let’s get this back down to 30 please!!
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Record Creations – FY14 to date
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B15 Physical Inventory
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The inventory continues on schedule
All major departments that have completed
reconciliation achieved >98%
Several large inventories this summer
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Earth science
ITS
Athletics
It is important to facilitate reconciliation in order to
keep the process on schedule
The process substantiates University financial
statements, and is a critical audit component
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OMB Circulars
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FYI – the Office of Management and Budget
has published new “final guidance”, effective
December 26th 2014, which supersedes all
others. Stanford continues to review the
details.
Circulars being replaced include A21, A87,
A89, A102, A110, A122 and A133.
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A-133 Audit Underway
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All FY13 financial transactions and
documentation subject to review
Heightened scrutiny on physical inventory
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Calendar compared to actual
Resolution documentation validated
Physical asset verification samples
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DPA involvement to locate, provide escort
Minimum 24 hour notice will be provided
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Campus Cleanup
Area
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Off Site
Zone B
Zone D
Zone A
Zone A
Zone C & D
Zone C
Med School
Med School
Date
Feb 26 & 27
Mar 4
Mar 6
Mar 11
Mar 13
Mar 18
Mar 20
Mar 25
Mar 27
Location
N/A
Pine Hall
Memorial Way near Montag
Varian
Mitchell/Terman
Green Library near Hoover
Santa Teresa near Tresidder
Med School Loading Dock
Med Loading Dock
Work with Event Services as needed for large items or heavy volume
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Maintain Throughput Flow
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Please ensure disposals are processed in a timely
manner as they come up
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Maintains efficiency, accuracy, increases space
Don’t stockpile for campus cleanup, please
Maintain off-campus activity (forms, loans, offsite research, etc)
Maintain Custodian fields – departures, arrivals
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Less stress during the physical inventory
Work with PSRs for mass update efforts
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Requisition Accuracy
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Over 10% of requisitions still lack screening
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Significant audit issue
New application should help resolve problem
ET errors on the rise
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Time-consuming to correct after the fact
Work with originators to reduce errors
Consider rejecting if originator is a “chronic
offender”
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New Screening Tool
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Located in SPARC
Greatly reduced effort
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From 5-8 minutes to 1-2 minutes
Also useable as an asset search tool
User Guide Handouts (also available on the
web site)
Demonstration of the Application
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Upcoming Events
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USPA Conference
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NPMA Spring Educational Seminar
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April 2-4, 2014 Silver Spring, Maryland
NPMA National Education Seminar
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March 24-28, 2014 Denver, Colorado
June 23-26, 2014 Anaheim, California
NPMA Fall Educational Seminar
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Sept 30-Oct 1, 2014 Albuquerque, New Mexico
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SEE YOU NEXT TIME!
THANK
YOU!
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