20 August 2011. IT’S ALL ABOUT ACCOUNTABILITY TRACKED FROM ACQUISITION THROUGH DISPOSAL TRACKED...
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Transcript of 20 August 2011. IT’S ALL ABOUT ACCOUNTABILITY TRACKED FROM ACQUISITION THROUGH DISPOSAL TRACKED...
20 August 2011
IT’S ALL ABOUT ACCOUNTABILITYIT’S ALL ABOUT ACCOUNTABILITY TRACKED FROM ACQUISITION THROUGH TRACKED FROM ACQUISITION THROUGH DISPOSALDISPOSAL LOST, STOLEN OR DAMGAGED – REPORT ITLOST, STOLEN OR DAMGAGED – REPORT IT REPORT OF SURVEY – ASSESS YES NOREPORT OF SURVEY – ASSESS YES NO
$24,000
$472,000
$50,000
$1.2 million
AircraftAircraft $115 Million$115 Million VehiclesVehicles $ 20 Million$ 20 Million ComputersComputers $ 3 Million$ 3 Million Other PropertyOther Property $ 25 Million$ 25 Million
OPERATIONAL RESOURCE MANAGEMENT SYSTEM
• Two separate property databases CAP Asset Tracking System (CATS) Communication Equipment Management
System (CEMS)
• Consistently poor CI results for Supply 2007 – 41% marginal/unsat 2008 – 36% marginal/unsat
OPERATIONAL RESOURCE MANAGEMENT SYSTEM
• CI Supply Findings - 55% due to: Poor accountability for non-expendable
property Inadequate files Individual issues – poor/no documentation Unorganized/dangerous storage areas Annual inventory not accomplished
• OMB A-133 Single-Audit Finding Maintaining two databases (CATS & CEMS) is
inefficient
– ORMS Objectives • Improve accountability at all levels• Increase accessibility by members• Automate key processes• Improve recordkeeping• Eliminate paperwork• Automate depreciation calculation• Incorporates ROS and assessments
OPERATIONAL RESOURCE MANAGEMENT SYSTEM
1. Enthusiasm2. Disillusionment3. Panic and hysteria4. Search for the guilty5. Punishment of the innocent6. Praise and honor for the non-
participants
1. Enthusiasm2. Disillusionment3. Panic and hysteria4. Search for the guilty5. Punishment of the innocent6. Praise and honor for the non
participants
OPERATIONAL RESOURCE MANAGEMENT SYSTEM
Transfer Assignment Issuance Inventory Retirement
Incorporates five primary functions of property control
Implements CAP’s property management and accountability policy
Incorporates guidance from OMB Circulars, DoDGARS, DoD Manual 4160.21M and the Cooperative Agreement between CAP and USAF
Includes input from NHQ CAP, CAP-USAF, volunteer advisors and field units
All property no matter what the source becomes CAP property once acquired
Commanders and property management officers are responsible for management, control, maintenance and disposal
Property management officer – “any member holding a position of logistics, supply or communications officer.”
Regions and wings may supplement the reg
Property Freezes CAP–USAF or CAP may impose freezes Less than adequate control over assigned
resources Improper housekeeping Unsatisfactory inventory results Unauthorized sale or disposal Pattern of misuse or noncompliance
Three levels of property freeze -- each progressively more restrictive
Not selective – applies to entire unit Restricts units from receiving DoD excess or
property purchased with Federally-appropriated funds
CAP National Commander may further restrict units from acquiring property using corporate funds
Property Freeze
Level I Stops acquisition of equipment and supplies
from DRMO, GSA and state/local surplus Property cannot be transferred to units under
a Level I freeze After six months in Level I units are elevated
to Level II Freeze
Property Freeze
Level II All Level I freeze restrictions apply Cannot acquire vehicles, aircraft,
communications equipment, DDR property or any other CAP-purchased property
Region CC will transfer new vehicles and aircraft to another wing or retain at the region until Level II freeze is lifted
Aircraft upgrades will be permitted
Property Freeze
Level III Level III freeze imposed when a unit under
Level II freeze fails to correct the condition in 1 year
All Level II restrictions apply Total freeze on equipment, supplies, vehicles
and aircraft… plus no reimbursements Grounded from AFAM and corporate missions
Property Freeze CAP-USAF/Commander and CAP National
Commander may waive any or all freeze restrictions for critical mission requirements
Waiver coordinated through CAP region commander and CAP-USAF liaison region commander
All unit freezes are reported by NHQ/LG
Applicable CAP FORMS CAPF 37 – Temporary Issue Receipt CAPF 111– Expendable Property Transfer CAPF 111A – Expendable Property Issue DD Form 1348-1A – Issue Receipt Document
Property Classification Classifications … expendable and non-
expendable Determines how it will be tracked in ORMS Determines how it will be disposed of
Non-expendable Property Is complete in itself Is durable in nature Has a continuing use Is not consumed through use Is not a component of another item Has an expected service life of at least 1 year Has an initial unit acquisition cost of more
than $500
Non-expendable Property All non-expendable property is entered in
ORMS regardless of source Non-expendable items are allocated to a
specific unit It may be issued to individuals Acquisition cost must be entered into ORMS Must have a property tag and number
Expendable Property Not non-expendable Normally intended for limited use May be consumed during use Not entered into ORMS Does not require a property tag
Acquisition Purchased Donated Found on Base State or local funded/owned
Purchased Property Appropriated funds Corporate (unit) funds State or local govt funds Consult CAPR 70-1 CAP Acquisition
Regulation for policy on funds expenditure
Donated Property A variety of sources CAPR 173-1 Financial Procedures and
Accounting and CAPR 173-4 Fund Raising and Donations
Consult with appropriate level legal officer If valued at $250 or more enter into ORMS Annotate as “Donated” in the source field
Found on Base (FoB) Rarely used Non-expendable property for which the
funding source is unknown Managed like DoD excess and disposed of
through DRMO Annotate as “FoB” in the source field
State-funded/owned property Track all state/local govt funded or owned
property in ORMS Disposal will be in accordance with
instructions provided at time the propertywas accepted
Annotate as State funded inORMS
Property Tracking in ORMS ORMS is used to track all non-expendable
property regardless of source Available to view by all in eServices Property management officers’ permissions
based on duty position and unit of assignment
Property Tags and PCN To be placed on all non-expendable property Each item in ORMS must have a property tag
number May use on expendable property but do not
assign a property tag number Property control number (PCN) is unique to
each item and will not change over the life of the property
Five functions of property control Transfer Assignment Issuance Inventory Retirement
Transfer Property transfer occurs between units Transfer non-expendable property using
transfer function of ORMS Transferred property must be accepted within
10 working days of transfer initiation Use CAP Form 111 for transfer/receipt of
expendable property
Transfer Commanders and property management
officers will ensure that property (i.e., aircraft. vehicles, communications or other equipment and supplies) is assigned with applicable tables of allowance in mind. Property will be transferred in ORMS to the unit where the property is actually located and used.
Transfer In circumstances where property is used
temporarily at a location or in an activity other than that of assignment, property need not be transferred in ORMS (i.e., encampments, mission training exercises, weekend activities, etc.).
Assign Property is assigned to another piece of
property like an aircraft, vehicle or kit Assigned property must be unassigned to be
transferred Property with items assigned cannot be
transferred or retired until the other items have been unassigned
Issue Property is issued to individuals Issue non-expendable property using transfer
function of ORMS Member acknowledge receipt through ORMS
within 7 days Use CAP Form 111a for issue/receipt of
expendable property Remain on 111a for 3 years or until turned in
Issue When accepting property, members agree to
reimburse CAP for the depreciated value of the property if lost or damaged.
When ORMS is not available, use the CAP Form 37 to initially issue property
When issuing property to individuals under the age of 18, ORMS will generate a property receipt to be signed by the individual’s parent or guardian
Issue Individuals under the age of 18 years are not
permitted to hold logistics, supply, transportation or communications duty positions that include ORMS permissions to transfer, issue or assign property
Issue When returning property individuals should
receive a CAPF 37, Individual Issue Receipt, indicating turn-in. Members should hold this receipt until ORMS has been updated to reflect turn in. Members may verify their own issued property list by accessing ORMS
Annual Physical Inventory Ensure property is safeguarded and managed Annual inventory is mandated by DoDGARS Conduct annual inventory between 1 January
and 31 March Failure to complete the inventory during this
period may result in a property freeze Complete all pending issues, transfers and
retirements before beginning the inventory
Annual Physical Inventory Use the ORMS inventory worksheet to perform
the inventory Verify presence,condition and accuracy of data
for each item Ensure that each non-expendable item is
properly tagged Remote functional checks can be used to verify
condition and presence of off-site equipment
Annual Physical Inventory All non-expendable property issued to
individuals must be made available for a property manager to validate
Inventory is not complete until all issued items have been validated and accepted in ORMS
Commanders determine how best to inventory property that cannot be transported
Commanders must acknowledge completion
Changeover inventory Upon assignment of a new commander or
property management officer ORMS provides changeover inventory guidance Inventory of individually issued property is not
required If an annual inventory was completed recently
and both individuals agree, a changeover inventory is not required
Property on loan to other agencies Document on the CAPF 37 Scan and upload a signed copy of the Form 37
into ORMS Physically check during annual inventory and
re-validate every 60 days Include name of organization, address, phone
number, name of point of contact and expected property return date
Property out for repair Annotate in ORMS master record in
“Maintenance” Include name of repair facility, address, point
of contact, date sent out for repair, tracking number and estimated date of return
Update location and condition when returned
Unit deactivation Commanders accountable for reclaiming all
property from deactivating units Prior to deactivation but no later than 30 days
post deactivation ORMS automatically assigns property to the
000 unit for 30 days to allow the wing to transfer it to a desired location
After 30 days it moves to 001
Property recovery Commanders shall make a reasonable effort to
recover property from members who terminate Document recovery efforts in writing and load
to ORMS Send demand letters by certified mail….consult
legal officer first Document unsuccessful recovery efforts in
Report of Survey (ROS)
Property loss or damage Report to commander or property management
officer Individual receiving the report changes the
item’s condition to “missing/damaged” in ORMS
Automatically initiates an ROS Commander appoints an impartial investigating
officer
Property loss or damage Investigating officer records results of
investigation Upload supporting documents in ORMS Investigating officer makes recommendations
that would prevent recurrence of conditions that caused the loss or damage
Wing commanders recommend assessments Region commanders, make the assessment
Assessment policy Established at Winter 09 NEC Intended to reduce property loss/damage by
holding members accountable No assessments for acts of God or events over
which the member or unit had no control Individuals and/or units may be assessed
Type I Incident Member or unit failed to use care that a
reasonable person would use under similar circumstances
Region commanders shall assess the lesser of the cost to repair or replace or $500
Type II Incident More serious than Type I Incident marked by an unreasonably high
degree of risk to others or to property Conscious or willful disregard for others or
property or Intentional violation of CAP or Government regulations
Region commanders shall assess the lesser of the cost to repair or replace or $5000
Type III Incident Most serious of all Incident results from willful or intentional
misconduct with a reckless disregard for the consequences
Region commanders shall assess the lesser of the cost to repair or replace or $5000
National Commander may increase the assessment to full value to repair or replace
Assessment procedures Wing CC recommends to Region CC Region CC reviews CAPF 79 and all other
documentation in addition to the Wing CC recommendation
Two or more members can be found equally culpable and can be assessed accordingly
CAP/NC monitors for fairness and consistency
Assessment procedures Member has the right to appeal File appeal in writing to National Commander
through NHQ/LG National Commander’s decision is final Member has one year to make payment in full There is an installment option Proof of payment maintained in ORMS Property remains on the books until paid in full
Assessment procedures Members who are assessed will be flagged in
the National database and will not be permitted to renew their membership if their payment is late or if not made in full within the installment plan period
Disposal Non-expendable property can only be removed
from inventory through retirement via ORMS Property must have zero value or be
unserviceable Upon retirement initiation, ORMS notifies
individuals responsible for approval Wing CC has approval authority for property
purchased with corporate funds
Disposal Contact lending agency for disposal
instructions for property provided by state or local govt.
Refer to CAPR 173-4 for requirement for disposal of donated property
Acquisition source determines the disposal method
Approved methods of disposal Property found on base will be disposed like
Federal excess property and go to DRMO Disposal of all Federally-funded equipment will
be in accordance with CAP-USAF instructions Non-expendable supplies, not obtained from
DoD excess, that have exceeded their useful life, do not have to be returned to DRMO.
Must be destroyed IAW local environmental rules
Sale of Federally-sourced property CAP-USAF may direct that equipment be sold Normally sold through a sealed bid process Retain all documentation regarding the bid
process and successful bidder’s contact information
Donation to non-profit organizations Property must be from non-govt sources or
purchased with corporate funds Contact NHQ/GC to re-donate property Upload all documentation regarding donation
to ORMS
Demilitarization Comm gear must be sanitized prior to disposal to
prevent compromise of keys, codes and freqs Deprogram programmable gear Remove all frequencies Mark equipment with “All CAP frequency
information and /or frequency determining elements removed.” Include date and signature.
Federal-excess Property Sourced through GSA OR DRMO Forward requests to acquire this property to
NHQ/LGS for coordination through CAP-USAF Reviewing property at DRMO for availability is
“screening” Wings may appoint up to 4 screeners Regions may appoint one per region
Federal-excess Property Submit written requests for screeners through
the state director to CAP-USAF LR/LG Re-accomplish annually or whenever a
screener changes Scan and load the letter into ORMS Screening can be done online or in person---
online is the preferred method Get CAP-USAF LR/LG approval to pick up
Federal-excess Property Property request should contain the Table of
Allowances (TA) item number and justification If not listed in TA prepare justification for each
item requested NHQ/LGS must approve non-TA items from
Federal sources Annotate property tag number on DD Form
1348-1, scan and load into ORMS
Federal-excess Property Mark expendable property obtained from DoD
excess with letters “DRMO” Use the online Form 111 to document receipt
and transfer of expendable property There is no requirement to load expendable
property into ORMS or affix property tags All FOB, DoD- or Federal-excess property
must be returned to DRMO
Disposal of Federal-excess Property Initiate retirement in ORMS CAP-USAF will provide turn-in instructions and
document number Enter document number on the electronic turn-
in document Scan and upload turn-in documents When signed turn-in document is loaded in
ORMS NHQ is notified to retire property
Acquisition Purchased using Congressional appropriated
funds or funds generated from sale of aircraft Purchased using corporate funds from CAP
regions or subordinate units Donations from state, another agency or
individual (See CAPR 173-4) Obtained from DoD excess by NHQ staff only
Aircraft Distribution Based on mission requirements A coordinated effort between NHQ, regions
and wings involving initial distribution and transfers to maintain the correct balance
Initial allocation and subsequent transfers are accomplished in ORMS
Disposal Coordinated through CAP-USAF Methods of disposal are trade-in, sealed bid,
broker or turn-in CAPR 70-1 provides guidance on aircraft sales Once selected for sale aircraft are transferred
to NHQ in ORMS Proceeds from sales retained at NHQ and
used to purchase new aircraft
Acquisition Purchased using Congressional appropriated
funds or funds generated from insurance or sale of vehicles
Purchased using corporate funds from CAP regions or subordinate units
Donations from state, another agency or individual (See CAPR 173-4)
Obtained from DoD excess
Acquisition Wing CC submits CAPF 175, Vehicle
Justification, to region commander who in turn forwards to NHQ/LGT
Fill highest priority first… wrecked vehicles, too costly to repair and from 100 oldest vehicle list
Vehicle utilization report plays a role in process List coordinated through region CC and
National Commander
Disposal Coordinated through CAP-USAF Methods of disposal are trade-in, sealed bid or
turn-in CAPR 70-1 provides guidance on disposal Funds from sale of vehicles acquired using
Federally appropriated $$ are retained at NHQ Sale from corporate funded vehicles or
donated vehicles remains with the wing
Acquisition Purchase, donation lease, license or no-cost
arrangement require wing CC approval Load all associated documentation into ORMS CAP units using DoD facilities must have a
USACE license/written agreement authorizing the use and describing the terms of use
Region CCs forward request and renewals to NHQ/GC for review
Acquisition No matter what the terms, lease, nominal fee
or no charge, it is best to have some form of written agreement documenting permission and terms of use
Sign no agreements with “hold harmless” or “indemnification” clauses
CAP has comprehensive liability insurance to cover members, but no fire insurance or extended coverage for the facility
Acquisition Ensure property is free of hazardous substances Real Property Module not yet available in ORMS In the interim, maintain paper copies of all
documentation until they can be scanned and stored in ORMS
Real property survey is incorporated into ORMS
Disposal Real property acquired by CAP becomes
corporate property and may not be sold, transferred or disposed of without written permission of the CAP National Board
Coordinate approval through NHQ/GC Proceeds from sale of real property normally goes
to NHQ/FM