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September 27, 2004

TO: CD Employees, via Department Heads

FROM: Mike Behnke, Bill Finstrom

SUBJECT: New Procedures for Property Asset Control

Over the past several months, the Property & Inventory Control and Business Systems Departments have been in the process of implementing certain capabilities of the Sunflower Asset Tracking software system to help us better manage the Laboratory’s assets. In doing this they were also laying the groundwork necessary to carry out one of the recommendations for improvement identified in an internal assessment of property management.[1]

Certain individuals within the Computing Division have been authorized and trained by Business Services as DPR’s to transfer assets between individuals within the Division and to change the location of assets controlled by Division employees. The creation and maintenance of Property Passes will be handles by Property Pass Managers.

Division/Section Property Representatives (DPR) for Computing Division

Transfers can be initiated by the following methods:

1. Verify current custodial information by visiting the BSS Property Query page, entering the tag number from the item to be transferred in the “Tag Number” field and running the query.

2. Complete a hard copy transfer form and follow the submittal instructions at the bottom of the form

http://www-esd.fnal.gov/databases/SI_Transfer_Information/CD_PROP_XFER_AUTH.pdf

http://www-esd.fnal.gov/databases/SI_Transfer_Information/CD_PROP_XFER_AUTH.doc

3. Submit the request by email: cd_si_xfer_request@fnal.gov

4. Submit the request through the Computing Division Help Desk (http://helpdesk.fnal.gov/)

Bill Finstrom and Mike Behnke will be performing DPR functions (custodial and location changes) for the Computing Division. They are available to answer any questions you may have.

Custodial transfers or location changes identified during periodic Property Office inventory cycles will continue to be maintained by the Business Services Property and Inventory Control Office (MS 337).

Property Pass Managers for Computing Division

At this point, Group and Department Heads are being considered as Property Passes Managers for their respective groups. Once identified, these individuals will be provided with training on the PPM processes.

E-mail Notifications

Automatic e-mail notifications from the Sunflower database will be generated for the following events:

Change of custodian

E-mails will be sent to the old and new custodians. If the new custodian disagrees with the change, the e-mail should be forwarded to the DPR’s or by contacting PREP (x-3447).

Change of location

E-mail will be sent to the current custodian.

Property Passes

Property Pass Expiration

(Currently in planning stages)

E-mail will be sent to the requestor until the Property Pass is renewed, or the assets are returned. E-mails will be sent 28, 14 and 7 days before the Property Pass expiration date. Starting 5 days before the Property Pass expiration date, e‑mails will be sent daily. Starting 3 days before the expiration date, e-mails will also be sent daily to the Property Pass Manager and the DPR’s..

If you don’t understand why you have received an e-mail notification, please contact PREP (prep@fnal.gov or x3447). If you do not have e‑mail, the notifications will automatically be sent to the Property Office for further handling.

These new capabilities have been piloted in BSS with few problems encountered.

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