2012 NPMA Fall ConferenceValue Through Professional Asset Management

Research Administrators and Property Managers:

Where do we intersect?Jennifer Cory, Director of Research

Department of Pediatrics, Stanford University

Csilla M. Csaplár, Department ManagerDepartment of Geophysics, Stanford University

2012 NPMA Fall ConferenceValue Through Professional Asset Management

We should talk about…

• Purchasing• Monitoring equipment usage and needs• Managing equipment on sponsored projects• Shared equipment

2012 NPMA Fall ConferenceValue Through Professional Asset Management

My department wants to purchase…

Determine whether your department or institution has space for the equipment.

• Do we already have something similar?

Which vendors do I work with to make the purchase?• Research/department administrators should work with your

institution’s Purchasing Department to determine whether specific vendors should be used (or not!).

Tracking & Tagging• Inventory management system• Who is responsible for doing this at your institution?

2012 NPMA Fall ConferenceValue Through Professional Asset Management

Monitoring your institution’s assets

Lab needs will change over time• Lab managers working with property managers• Stanford Department of Pediatrics model

Inspections• Are health and safety regulations being met?• Is equipment in need of repair or replacement?

2012 NPMA Fall ConferenceValue Through Professional Asset Management

Equipment purchased with sponsored funding

At proposal stage….• Work with property management department to

determine if there are any special requirementsAfter receipt/activation of an award…

• Identify ownership, reporting responsibilities• Making sure equipment is tagged and recorded,

including title vestingMonitoring/inventory during the life of the award

2012 NPMA Fall ConferenceValue Through Professional Asset Management

Know your sponsor’s policies

Who owns the equipment? What do we have to do to manage it?

National Institutes of Health• Equipment can be purchased as a direct cost• Title generally vests with institution• Repair and maintenance is allowable, but may be an

indirect charge (check your institution’s policy)

2012 NPMA Fall ConferenceValue Through Professional Asset Management

What to do when…Your PI transfers to a new institution

• Will the equipment move with the PI? Who holds title?• How was the equipment paid for?• Are there any permissions required?

The project is ready for closeout• Determine who owns the equipment according to the

award terms• Do you have to file anything with the sponsor?• Do you have to record anything in your university’s

property/equipment management system?

2012 NPMA Fall ConferenceValue Through Professional Asset Management

What to do when…

Sponsor wants to lend you equipment• Who needs to approve?• Do you need a contract?• Safety and compliance risks?

2012 NPMA Fall ConferenceValue Through Professional Asset Management

If the equipment stays here…

What are we allowed to use the equipment for now?

2012 NPMA Fall ConferenceValue Through Professional Asset Management

Maintenance costs

Many purchase contracts include maintenance for “x” years

• Plan for what happens next• Work with Property Management Office to determine

what is necessary

Charging sponsored projects for maintenance• Can we do this?• Cost compliance

2012 NPMA Fall ConferenceValue Through Professional Asset Management

Shared equipment

Could labs share a piece of equipment?• Cost implications

Charging sponsored projects for usage• Cost compliance

2012 NPMA Fall ConferenceValue Through Professional Asset Management

Questions?

Jennifer CoryJennifer.cory@stanford.edu

Csilla M. Csaplárcsaplar@stanford.edu