106/14/2011. This presentation provides, a general checklist, as a guideline, to assist in the preparation of a Property Management System Analysis (PMSA)

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Mechanics of a Pre-Surveillance Analysis

in the World ofGovernment Property

Presented by:Fay Schulte, CPPM

06/14/2011

This presentation provides, a general checklist, as a guideline, to assist in the preparation of a Property Management System Analysis (PMSA) and to explain the pre-requisites and the components of the process based on my current knowledge and personal experiences.

This checklist describes the mechanisms that can be applied across all PMSAs in accordance with the FAR requirements, the compliance of Government contracts and company’s policies and procedures.

In most cases, the information provided in this presentation should be useful but you may need to customize and tailored it to your company’s specific needs.

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Purpose

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Many of us, in Government Property Management, are all too familiar with the preparation of surveillances/analyses because we have prepared for them numerous times.

We also recognize that there are those who may not have the knowledge or understanding the mechanics of preparing themselves for these analyses, who in general, would attempt to do this on the fly.

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Introduction

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Have you ever been through an analysis process, whether it’s internal or by the customer, and you are at a lost to determine what the processes are, when preparing yourself for the analysis?

For instance: How would you determine risks and prepare yourself for a positive

outcome in the analysis? How would you collaborate with other departments and help them

understand the risks, values and importance of the analysis to the company?

What are the challenges you would face to effectively communicate to these departments and engage them as part of the analysis process?

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Introduction cont’d

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52.245-1 (June 2007) Government Property◦ includes Limited Risk of Loss

52.245-2 (June 2007) ◦ Installation Operations Services

52.245-9 (June 2007)◦ Use and Charges

DFARS Clause 252.211-7007, Reporting of Government Furnished Equipment (GFE) in the DoD Item Unique Identification (IUID) Registry (November 2008)◦ DCMA administered contracts◦ DoD administered contracts

Other Agencies’ Supplemental Property FAR Clauses

Government Property Clauses

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Analyses should be based on the contract and the 10 primary processes

1. Acquisition

2. Receipt of Receiving Government Property

3. Records of Government Property (establish, update)

4. Physical Inventories

5. Subcontractor Control

6. Reports (includes LDDT and annual property report as required by contract)

7. Utilization (includes Movement, Consumption and Storage)

8. Relief of Stewardship Responsibility (disposition of property)

9. Maintenance

10. Property Closeout – Property Disposal

Ten Primary Processes

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These additional outcomes/processes are embedded within the Government Property Clause

◦ Property Management-(52.245-1(b))◦ Identification-(under Receipt)◦ Consumption-(under Utilizing)◦ Movement-(under Utilizing)◦ Storage-(under Utilizing)◦ Disposition-(under Property Closeout)◦ LTDD-(under relief of Stewardship) This is really a policy and not a

process!

Additional Processes

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PMSA Generic Checklist Pre-Requisite Information

It is essential to maintain a good relationship with your custodians and technical staff. They are the backbone of your analysis because they know where the stuff is.

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PMSA Generic Checklist Pre-Requisite Information

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PMSA Generic Checklist – Process 1

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PMSA Generic Checklist – Process 2

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PMSA Generic Checklist – Process 3

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PMSA Generic Checklist – Process 4

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PMSA Generic Checklist – Process 5

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PMSA Generic Checklist – Process 6

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PMSA Generic Checklist – Process 7

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“It is in the best interest of the Property Manager to continue effective communication with the Program Managers and users of the property to ensure the property are properly utilized as stated in the contract’s SOW”.

PMSA Generic Checklist – Process 8

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PMSA Generic Checklist – Process 9

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PMSA Generic Checklist – Process 10

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Questions?

Mechanics of a Pre-Surveillance Analysis in the World of Government Property

Contact:

Fay K. Schulte, CPPM

(310) 539-6421(310) 722-3430 (M)

[email protected]