Property Management Property Management OverviewOverview

Property Management Property Management Why?•An approved Property Management System is a requirement defined in:o Contract 31, between the University of California and the Department of

Energy (DOE)

o DOE O580.1A - Standards, practices, and performance expectations for the management of personal property owned or leased by DOE

204/18/23

Property Management ResponsibilitiesProperty Management Responsibilities• Develops Laboratory property policy to conform with

Department of Energy requirements for Personal Propertyo Does not manage Real Property

• Maintains the Laboratory's Property Management Policy Manual

• Develops implementing procedures

• Manages all Property inventories

• Manages the Laboratory's High Risk Program

• Owns/manages the Sunflower database

304/18/23

Property DefinitionsProperty Definitions• Accountable Property o Is subject to inventory control, assigned and barcode tagged with a

unique property identification number as needed

o Is recorded in the Laboratory’s asset management database (Sunflower)

o Includes the following categories of property:

• Equipment (Capital and Non-Capital)

• Attractive

• Sensitive

• High Risk

• Administrative

404/18/23

Property DefinitionsProperty Definitions• Equipment o Asset that has an acquisition or fabrication cost of > $10,000

o Useful life > 2 years

• Capital Equipment o Asset that has an acquisition or fabrication cost of > $500,000

o Anticipated service life of > 2 years

o Does not include application software, maintenance, repair, warranties, real property and improvements, or related personal property

504/18/23

Property DefinitionsProperty Definitions• Attractive Property o Regardless of value, that must be controlled and managed to protect

against unauthorized use, disclosure, or loss; and otherwise controlled by law, policy, regulation or agency direction

• Computer Desktops

• Computer Laptops

• Computer Servers

• Tablets (eg: ipads, Kindles, etc.)

• Radios (handheld)

o Once a year we have to submit a list to DOE for approval

604/18/23

Property DefinitionsProperty Definitions• Sensitive Propertyo Regardless of its acquisition cost, that is highly portable, easily converted

to personal use and is more susceptible to thefto Precious Metals and Controlled Substances

• High Risk personal property (HRPP)o Has potential impact on public health and safety, the environment,

national security interests, or proliferation concernso Must be controlled and disposed of in other than a routine manner

704/18/23

Property DefinitionsProperty Definitions• Administrative o Equipment costing < $ 10,000, and not Sensitive, Attractive or High Risk

(desk, chairs, printers, etc.)

o Items tagged identifying them as Government Property with orange sticker

o No barcode applied

o Not subject to inventory

o Subjected to various administrative controls

• Facility fencing

• Property passes

• Gate checks

804/18/23

Custodians ResponsibilitiesCustodians ResponsibilitiesA Property Custodian is a career employee responsible for the protection, control, accountability and proper use of property under his or her stewardship•Take reasonable measures to safeguard assets from theft, loss, destruction and damage•Provide timely communication to Property Representatives•Help Property Representative identify an asset during audits or inventories

•Notifies both LBNL Receiving and division property representatives whenever assets bypass the normal receiving process

904/18/23

Custodians ResponsibilitiesCustodians Responsibilities• If property is no longer needed, promptly send to Excess • Transfer assigned property prior to termination

1004/18/23

Property Management ResponsibilitiesProperty Management Responsibilities• Develops Laboratory property policy to conform with

Department of Energy requirements for Personal Propertyo Does not manage Real Property

• Maintains the Laboratory's Property Management Policy Manual

• Develops implementing procedures

• Manages all Property inventories

• Manages the Laboratory's High Risk Program

• Owns/manages the Sunflower database

1104/18/23

Division ResponsibilitiesDivision Responsibilities• Manages the Divisions assets in accordance with Laboratory's

Property Management Policy Manual

• Inform all property custodians/users of their responsibilities toward property, and ensuring effective management of property within the Division

• Determines the need for assigning tag-able property to custodians

• Evaluates and approves requests for removal of property from the laboratory

• Takes corrective action on violations of property management policy

1204/18/23

Divisional Property Representatives Divisional Property Representatives

ResponsibilitiesResponsibilities• This individual is the Division’s representative responsible for

executing key property management functions in accordance with LBNL property policies, processes and procedures

• Primary point of contact for all property matters pertaining to their division

• Assigns/ verifies initial Custodian

• Verifies and updates Sunflower data for divisional assets with changes to:o Custodians

o Location

o Stewardship

1304/18/23

Divisional Property Representatives Divisional Property Representatives

ResponsibilitiesResponsibilities• Executes inventories

• Facilitates domestic loan of division assets in coordination with custodian and Property Management Core Team

• Facilitates borrow of division assets in coordination with custodian and Property Management Core Team Property Liaison

• Works with Property Management Core Team & custodian to execute and initiate transfers of division assets

1404/18/23

Reporting a Stolen AssetReporting a Stolen Asset• Custodian reports theft to local police where asset was stolen• Custodian immediately reports theft to Laboratory Security

(510) 495-2904• Laboratory Security will capture details about the physical

device• Custodian completes Computer Security form at

https://commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Security

1504/18/23

Reporting a Stolen AssetReporting a Stolen Asset• This step is only for assets that contain memory (laptops,

desktops, tablets, portable hard drive, etc.)• Complete and submit the Property Management ‘Retirement

Form’ - http://procurement.lbl.gov/welcome-to-procurement-property/forms/

1604/18/23

Reporting a Lost AssetReporting a Lost Asset• Custodian immediately reports theft to Laboratory Security

(510) 495-2904• Laboratory Security will capture details about the physical

device• Custodian completes Computer Security form at https://

commons.lbl.gov/display/cpp/Berkeley+Lab+Cyber+Security• This step is only for assets that contain memory (laptops,

desktops, tablets, portable hard drive, etc.)• Complete and submit the Property Management ‘Retirement

Form’ - http://procurement.lbl.gov/welcome-to-procurement-property/forms/

1704/18/23

Property Management WebsiteProperty Management Website

1804/18/23

http://procurement.lbl.gov/welcome-to-procurement-property/property-management/