WELCOMEto our

PACE Forum…..A Property Administration Information Exchange

Property Administrators Continuing EducationPresented by:

Property Management Office

25 February 2014

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Agenda Welcome new DPAs PMO Changes Water Conservation Campus Cleanup – Spring 2014 B13 Inventory To Date Computer Security Efforts A133 Audit Underway

Audit Scrutiny Issues New DPA Screening Tool Upcoming Events

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Welcome New DPAs

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Name Department

Estellita Hall Human Resources

Maria Van Buiten History

Jennifer Marcellus Neurosurgery

Amy Lee International Affairs

Polly Leung Urology

Rachel Castillo Urology

Changes in PMO Promotion – Maurice Brown

Property Administrator Shift – Polly Kavanaugh

Property Disposition Specialist Shift – Richard Coatney

Property Accountant

2 Positions being filled – Inventory Specialist and Capital Equipment Accountant

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Water Conservation What Stanford has done:

Reduced potable water use by 21% over past decade Increased use of lake water, recycled water Replenished wells and aquifer to pre-1970 levels

What Stanford is doing: Further reduction of 18% over next 5 years Continue expanding use of recycled water Rebuilding cogeneration plant – more efficient water use

Awareness Campaign Be aware – report leaks, reduce usage, irrigate less

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Computer Security Efforts

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Laptop (and some desktop) Encryption Per CFO as announced in emails of 1/15 & 2/13/2014 Replaced systems must be returned to Stanford

This is mandatory for all personnel! Upgrading Windows XP (by April 8th)

Exception: solely used for running sci-tech instruments BigFix installations (by May 28th)

All computers that store personal identity or health info http://www.stanford.edu/group/security/securecomputing/dataclass_chart.html

Partner with Surplus for proper disposition Data destruction Appropriate recycling Large quantity special pickup arrangements if needed

Capital Templates 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 daysLet’s get this back down to 30 please!!

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Record Creations – FY14 to date

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B15 Physical Inventory The inventory continues on schedule All major departments that have completed

reconciliation achieved >98% Several large inventories this summer

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 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 Calendar compared to actual Resolution documentation validated

Physical asset verification samples DPA involvement to locate, provide escort Minimum 24 hour notice will be provided

Campus Cleanup         Area                      Date                      Location Off Site                 Feb 26 & 27         N/A   Zone B                  Mar 4                    Pine HallZone D                  Mar 6                    Memorial Way near MontagZone A                  Mar 11                  VarianZone A                  Mar 13                  Mitchell/TermanZone C & D          Mar 18                  Green Library near HooverZone C                  Mar 20                  Santa Teresa near TresidderMed School        Mar 25                 Med School Loading DockMed School        Mar 27                 Med Loading Dock

Work with Event Services as needed for large items or heavy volume

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Maintain Throughput Flow Please ensure disposals are processed in a timely

manner as they come up Maintains efficiency, accuracy, increases space Don’t stockpile for campus cleanup, please

Maintain off-campus activity (forms, loans, off-site research, etc)

Maintain Custodian fields – departures, arrivals Less stress during the physical inventory Work with PSRs for mass update efforts

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Requisition Accuracy Over 10% of requisitions still lack screening

Significant audit issue New application should help resolve problem

ET errors on the rise 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 Located in SPARC Greatly reduced effort

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 USPA Conference

March 24-28, 2014 Denver, Colorado NPMA Spring Educational Seminar

April 2-4, 2014 Silver Spring, Maryland NPMA National Education Seminar

June 23-26, 2014 Anaheim, California NPMA Fall Educational Seminar

Sept 30-Oct 1, 2014 Albuquerque, New Mexico

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SEE YOU NEXT TIME!

THANKYOU!

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