R 232122Z FEB 10 ZUI ASN-AM1054000113
FM COMDT COGARD WASHINGTON DC//CG-8//
TO ALCOAST
BT
UNCLAS //N04500//
ALCOAST 088/10
COMDTNOTE 4500
SUBJ: CG-WIDE PHYSICAL INVENTORY OF CAPITALIZED PERSONAL PROPERTY -
ACTION ORDER FOR MARCH 2010
A. COMDT COGARD WASHINGTON DC 121835Z FEB 10/ALCOAST 075/10
B. COMDT COGARD WASHINGTON DC 231947Z JUL 09/ALCGFINANCE 020/09
C. PROPERTY MANAGEMENT MANUAL, COMDTINST M4500.5(SERIES)
1. IAW REFS A AND B, THIS MESSAGE PROMULGATES THE MARCH 2010
PROCEDURE FOR PHYSICAL INVENTORY OF CAPITALIZED PERSONAL PROPERTY
AND PROVIDES AMPLIFYING GUIDANCE TO UNITS FOR CONDUCTING THE MARCH
CAPITALIZED PERSONAL PROPERTY PHYSICAL INVENTORY. BASED ON INTERNAL
OBSERVATIONS OF THE LAST INVENTORY AND THANKS TO YOUR INPUT, THE
PROCEDURE HAS BEEN UPDATED TO SIMPLIFY INVENTORY AND REPORTING
EXECUTION FOR CG UNITS, AND TO PROVIDE BETTER ACCOUNTABILITY AND
STANDARDIZATION. THE PROCEDURE FOR THIS INVENTORY IS AVAILABLE FOR
DOWNLOAD IAW PARA 3.A BELOW. IT IS IMPERATIVE THAT COMMANDING
OFFICERS, OFFICERS-IN-CHARGE, AND UNIT-LEVEL SUPERVISORS FULLY
UNDERSTAND THE REQUIREMENTS OF THIS PROCEDURE AND ENSURE THEIR
ACCOUNTABLE PROPERTY OFFICERS (APOS), PROPERTY CUSTODIANS (PC), AND
COUNT TEAMS (CT) ADHERE TO THE PROCEDURE AND REPORTING OBLIGATIONS
THEREIN. SUBMISSIONS WILL AGAIN BE TRACKED BY EACH OPFAC AND
REPORTED TO THE RESPECTIVE HQ STAFF, LANTAREA/OPCOM AND
PACAREA/FORCECOM STAFF FOR ACTION.
2. DEFINITIONS:
 A. CAPITALIZED PERSONAL PROPERTY IS DEFINED AS VESSELS, AIRCRAFT,
SMALL BOATS, ELECTRONICS SYSTEMS, ELECTRONICS-STAND ALONE,
ELECTRONICS TEST EQUIPMENT, VEHICLES, GENERAL PURPOSE PROPERTY AND
INTERNAL-USE SOFTWARE MEETING COAST GUARD CAPITALIZATION
THRESHOLDS. IT CAN ALSO INCLUDE ITEMS SUCH AS FORKLIFTS, BOAT
LIFTS, CRANES, YELLOW GEAR, ETC. CAPITALIZATION THRESHOLDS CHANGE
OVER TIME AND VARY BY ASSET CATEGORY. REFER TO REF B FOR DETAILS.
 B. NON-CAPITALIZED PERSONAL PROPERTY GENERALLY INCLUDES ITEMS SUCH
AS COMPUTERS, OTHER CONSUMER ELECTRONICS AND MOST HIGHLY PILFERABLE
ITEMS.
 C. EXISTENCE - ENSURING EVERY ITEM IN THE RECORD IS ON THE FLOOR,
IN THE YARD OR HANGAR, OR AT THE DOCK.
 D. COMPLETENESS - ENSURING EVERY ITEM ON THE FLOOR, IN THE YARD,
HANGAR OR AT THE DOCK IS IN THE RECORD.
3. GUIDANCE FOR CAPITALIZED PERSONAL PROPERTY PHYSICAL INVENTORY:
THE UPDATED PROCEDURE SHALL BE USED FOR THE MARCH 2010 INVENTORY,
AND WILL BE AVAILABLE IN CG PORTAL ON 01 MAR. DURING THE SEPTEMBER
2009 INVENTORY, OVER TWO THIRDS OF CG UNITS WERE REQUIRED TO SUBMIT
THEIR PACKAGE MORE THAN ONCE WITH SOME UNITS SUBMITTING THEIR
PACKAGE UP TO SIX TIMES. MOST OF THESE RESUBMISSIONS WERE BASED ON
THE FAILURE TO READ AND FOLLOW THE PROCEDURES. UNITS MUST MAKE
EVERY EFFORT TO LIMIT RESUBMISSIONS IN ORDER TO COMPLETE THE
EVOLUTION WITHIN THE TIME PERIOD REQUIRED. THE INVENTORY PROCEDURE
MUST BE READ AND FOLLOWED EXPLICITLY BY THE APO AND CT, AND ALL
REQUIRED ADDITIONS, EDITS, AND DELETIONS MUST BE EXPLAINED IN THE
UNIT CERTIFICATION MEMO. THE GUIDANCE BELOW AMPLIFIES THE STEPS
THAT ARE CONTAINED IN THE PHYSICAL INVENTORY PROCEDURE.
 A. CG PORTAL SITE: THE CG PORTAL SITE REMAINS THE ONE-STOP SHOP
FOR ALL CAPITALIZED PERSONAL PROPERTY GUIDANCE, AND INCLUDES ALL
DOCUMENTS NECESSARY TO FACILITATE THE EXECUTION OF AN INVENTORY.
THE PORTAL CAN BE ACCESSED BY TYPING -CAPITALIZED PROPERTY PHYSICAL
INVENTORY- INTO THE -SEARCH PLACES- BAR ON THE LEFT MENU OF THE
COLLABORATION TAB OF CG PORTAL OR BY TYPING
HTTPS://CGPORTAL.USCG.MIL/LOTUS/MYQUICKR/2009-CAPITALIZED-PROPERTY-
PHYSICAL-INVENTORY/ (ALL LOWER-CASE LETTERS) INTO A WEB BROWSER.
UNITS WITHOUT CG PORTAL ACCESS (WLRS/WLICS) CAN REQUEST THE
INVENTORY PROCEDURES AND JOB-AIDS VIA E-MAIL BY TYPING (QUOTE)
CAP-PHY-INV (UNQUOTE) INTO THE TO LINE ON ANY SWIII OUTLOOK E-MAIL.
THIS PORTAL SITE AND E-MAIL ACCOUNT CAN ALSO BE USED TO ASK
QUESTIONS OF THE CGHQ PROPERTY TEAM.
 B. SUBMISSION OF PACKAGE: THE ENTIRE CERTIFICATION PACKAGE MUST BE
SCANNED IN PDF FORMAT AND EMAILED TO THE CAP-PHY-INV ADDRESS
DESCRIBED ABOVE BY THE UNIT APO. THE E-MAIL NAMING CONVENTION FOR
THE E-MAIL SUBJECT LINE SHOULD BE OPFAC (UNDERSCORE) UNIT NAME
(UNDERSCORE) SUBMISSION NUMBER (E.G. 11501(UNDERSCORE)
BEAR(UNDERSCORE)1). THE NAMING CONVENTION FOR THE SCANNED FILE
ATTACHMENT SHOULD BE OPFAC (UNDERSCORE)DDMMMYY.PDF (E.G.
11501(UNDERSCORE)08MAR10.PDF). SEE THE PORTAL SITE FOR TIPS ON
SCANNING AND SENDING OVERSIZED PACKAGES.
 C. POTENTIAL ISSUES WITH INVENTORY OF MAJOR ELECTRONICS SYSTEMS:
UNITS MAY FIND IT DIFFICULT TO INVENTORY CERTAIN CAPITALIZED MAJOR
ELECTRONICS SYSTEMS BASED ON INCOMPLETE RECORDS AND/OR INACCURATE
DATA IN OUR INFORMATION SYSTEMS. IF A UNIT IS UNABLE TO IDENTIFY A
MAJOR ELECTRONICS SYSTEM DURING THE INVENTORY ANNOTATE THE
CONDITIONS FOUND AND THE DIFFICULTY ASSOCIATED WITH IDENTIFICATION
IN A SEPARATE PARAGRAPH IN THE UNIT CERTIFICATION MEMO.
 D. INVENTORY OF INTERNAL-USE SOFTWARE: INTERNAL-USE SOFTWARE WILL
NOT BE INVENTORIED AS PART OF THIS EVOLUTION.
 E. PREVIOUSLY SUBMITTED ADDS/EDITS/DELETES: WELL OVER 1200
ADDITIONS, EDITS, AND DELETIONS HAVE BEEN RECEIVED FROM THE
SEPTEMBER 2009 INVENTORY. IF YOUR SEPTEMBER 2009 INVENTORY PACKAGE
WAS MARKED AS COMPLETE AND ANY OF YOUR SUBMITTED ADDITIONS, EDITS,
OR DELETIONS WERE NOT PROCESSED OR WERE PROCESSED INCORRECTLY,
ANNOTATE THAT WITHIN THE UNIT CERTIFICATION MEMO AS WELL. OUR CGHQ
PROPERTY TEAM IS CONTINUOUSLY WORKING ON MAKING THIS PROCESS
BETTER, AND DESIRES UNIT-LEVEL FEEDBACK IN ORDER TO MAKE THE ENTIRE
EVOLUTION BETTER, MORE EFFICIENT, AND COMPLETE.
 F. CG YARD: CG YARD WILL BE REQUIRED TO EXECUTE A CAPITALIZED
PERSONAL PROPERTY INVENTORY FOR NON-YARD FUND CAPITALIZED ASSETS
MAINTAINED IN ORACLE. THE CG YARD INDUSTRIAL CAPITALIZED PERSONAL
PROPERTY INVENTORY FOR NESSS ASSETS WILL BE ADDRESSED VIA THE
SEPTEMBER 2010 INVENTORY.
 G. TRAINING: ONLINE TRAINING WILL BE PROVIDED IAW WITH PARAS 4.A.
AND 4.C. BELOW.
 H. NON-CAP INVENTORY: ALTHOUGH THIS IS A CAPITALIZED PERSONAL
PROPERTY PHYSICAL INVENTORY AND REF C. IS A PROCEDURE FOR
CAPITALIZED PERSONAL PROPERTY, THE PROCEDURE IS A GOOD WAY TO
CONDUCT AN ANNUAL PHYSICAL INVENTORY OF NON-CAP ASSETS. AS A NOTE,
ALL NON-CAP ADDS/EDITS/DELETES SHALL BE COMPLETED BY THE
APPROPRIATE PROPERTY ADMINISTRATOR (E.G. REGIONAL BOAT MANAGER,
VEHICLE FLEET MANAGERS, UNIT PROPERTY ADMINISTRATOR, ETC.), AS PER
EXISTING PRACTICE.
4. TIMELINE:
 A. 01 MAR: UNITS ARE REQUIRED TO SUBMIT VIA E-MAIL AT LEAST ONE
POC PER UNIT TO ATTEND LIVE, ONLINE TRAINING WITH QUESTIONS AND
ANSWERS SCHEDULED FOR 03 MAR. POC NAME SUBMISSION SHOULD BE SENT TO
THE CAP-PHY-INV IN BOX.
 B. 01 MAR-05 MAR 2010: APOS ACCESS THE CG PORTAL CAPITALIZED
PHYSICAL INVENTORY SITE IAW PARA 3.A ABOVE TO DOWNLOAD THE
PROCEDURE NARRATIVE, PROCESS FLOW DIAGRAMS, JOB-AIDS FOR USING
ORACLE AND SUBSIDIARY SYSTEMS, AND EXAMPLE DOCUMENTATION. THE APO
SHALL ALSO IDENTIFY AND TRAIN A MINIMUM OF TWO COUNT TEAM (CT)
MEMBERS FOR THE PHYSICAL INVENTORY. THE CT TRAINING SHALL INCLUDE
REVIEWING THE PROCEDURE NARRATIVE AND THE PROCESS FLOW DIAGRAMS.
 C. 03 MAR 10: ONLINE TRAINING FOR ALL UNIT POCS.
 D. 08 MAR 10: APOS MUST RUN ORACLE PHYSICAL INVENTORY REPORT IAW
JOB-AIDS AND CLOSELY FOLLOW THE JOB-AID INSTRUCTIONS TO OBTAIN THE
CORRECT REPORT FROM ORACLE. THE ASSET BY CATEGORY (ABC) AND VERBOSE
REPORTS WILL NO LONGER BE USED FOR THIS INVENTORY. FAILURE TO USE
THE JOB-AIDS PROVIDED FOR THE INVENTORY WILL RESULT IN UNITS
INVENTORYING POTENTIALLY UNNECESSARY ITEMS AND/OR RETURNS OF
INCOMPLETE CERTIFIED PHYSICAL INVENTORY PACKAGES.
 E. 08-19 MAR 10: ALL CG UNITS PERFORM PHYSICAL INVENTORY OF 100
PERCENT OF CAPITALIZED PERSONAL PROPERTY (RECORD-TO-FLOOR AND
FLOOR-TO-RECORD) IAW the procedure AND PREPARE THE CERTIFICATION
PACKAGE.
 F. BY COB, 19 MAR 10: ALL CG UNITS MUST SUBMIT THEIR FINAL
CERTIFIED PHYSICAL INVENTORY PACKAGE TO COMDT (CG-842) IAW PARA
3.B. THE CERTIFIED PHYSICAL INVENTORY PACKAGES, SHALL CONTAIN:
  1) UNIT CERTIFICATION MEMO WITH ALL ADDITIONS, EDITS, AND
DELETIONS EXPLAINED SIGNED BY THE CO/OIC/UNIT-LEVEL SUPERVISOR,
  2) CERTIFIED PHYSICAL INVENTORY PACKAGE CHECKLIST,
  3) ORACLE PHYSICAL INVENTORY REPORTS WITH EVIDENCE OF
RECONCILIATION (I.E. CT INITIALS WITH DATES),
  4) SUPPORTING DOCUMENTATION FOR ANY ASSET ADDITION, DELETION, OR
EDIT,
  5) APPROPRIATE SUBSIDIARY SYSTEM REPORTS WITH EVIDENCE OF
RECONCILIATION (I.E. CT INITIALS AND DATES).
 G. 08 MAR - 31 MAY 10: UNIT INVENTORY PACKAGES REVIEWED AND
APPROVED BY COMDT (CG-842) ARE SUBMITTED TO FINCEN (FR) FOR RECORD
CHANGES AS APPROPRIATE. INCOMPLETE PACKAGES ARE RETURNED TO
ORIGINATING UNIT FOR CORRECTIONS.
5. CAPITALIZED PERSONAL PROPERTY POCS: E-MAIL: CAP-PHY-INV, OR,
LCDR ROBERT.E.HART(AT)USCG.MIL AND LT JARED.S.TRUSZ(AT)USCG.MIL.
6. RDML K. A. TAYLOR, ASSISTANT COMMANDANT FOR RESOURCES/CHIEF
FINANCIAL OFFICER, SENDS.
7. INTERNET RELEASE AUTHORIZED.
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