Fifty Shades of Property

P. Jacklets, CPPM, CFJuly 31, 2013

Why Fifty Shades of Property?

• NOT “one size fits all”• Understand contract

requirements• Understand interrelationship of

organizations • Resources available to you

Understanding Contract Requirements

• Access to contracts– You cannot properly perform if you

do not know what is in the contract!

Understanding Company Structure

• Who are the “players” in your company?– AND do they know the Property

Org?

Outcomes• Acquisition• Receiving/

Identification• Records• Physical Inventory• Subcontract Control• Reports

• Relief of Stewardship/ Disposition

• Utilization/ Consumption /Movement/ Storage

• Maintenance• Property Closeout

Acquisition• GFP• CAP• Authorized Use• Transfers• Lease

Receiving/Identification• Contract Requirement• Classified vs. Non-classified• Safety• Shelf Life• Marking

Records

• Records systems• Data elements• Ownership of records• Record retention• Internal controls

Physical Inventory• Type of Property• Locations of Property• Value of property• Inventory by Exception• Sampling

Subcontract Control• Procurement Process• Flow down of clauses• Property Furnished to or acquired

by Subcontractor? • Alternate Site?• Risk Assessment

Reports• Contractual• Internal Property Reports• Program Reports• Closeout Reports• System Analysis Reports

Relief of Stewardship/Disposition

• Contract direction; delivered/shipped or transferred

• Consumed or expended• Loss reports processed and

relieved• Inventory adjustments; PCARSS• Abandoned

Utilization / Consumption / Movement / Storage

• Authorized Use• Properly Consumed• Moves documented• Where stored• How stored

Maintenance• Type of Property• Calibration• Preventive Maintenance• Responsible Organization• Assessing Compliance

Property Closeout• Contract Clause: 52.245-1(f)(1)

(x)• Funded or Not?• Follow-on Requirements?• Disposal Process Complete?• All Losses addressed and

closed?• Internal Coordination

Summary

• Many shades of property • Important to understand

requirements• Utilize all resources available to

you

Resources• NPMA website: www.npma.org Members Only –

Resources• NPMA SIG website: http://sigs.npma.org• FAR Part 4.7: Contractor Records Retention• FAR Part 45: Government Property• FAR Clause 52.245-1, Government Property, August

2010• DFARS Clause 252.242-7004, Material Management

and Accounting System; May 2011• DFARS Clause 252.211-7007, Reporting of

Government Furnished Property; Aug 2012• DFARS Clause 252.211-7003, Item Identification

and Valuation; June 2011

Resources• DMCA-INST 124, “Contract Property Management”,

Feb 1, 2013; www.dcma.mil/policy/124• DMCA-INST 131, “Contractor Business Systems”,

Aug 15, 2012; www.dcma.mil/policy/131• DCMA DFARS/PGI:

http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html• AIA:

http://www.aia-aerospace.org/resource_center/resources/property_management_etools/

• ASTM: www.astm.org E53 Committee developed standards