R 032111Z FEB 12

ALCOAST 050/12
COMDTNOTE 4550
SUBJ: MARCH 2012 CG-WIDE PHYSICAL INVENTORY OF CG ASSETS - WARNING
ORDER
A. FINANCIAL RESOURCE MANAGEMENT MANUAL-PROCEDURES (FRMM-P),
COMDTINST M7100.4(SERIES)
B. U.S. COAST GUARD PERSONAL PROPERTY MANAGEMENT MANUAL, COMDTINST
M4500.5(SERIES)
C. FINANCIAL RESOURCE MANAGEMENT MANUAL (FRMM), COMDTINST
M7100.3(SERIES)
1. IAW REF A, A CG-WIDE PHYSICAL INVENTORY OF CG ASSETS WILL BE HELD
01 MAR - 09 MAR 2012. THIS PHYSICAL INVENTORY WILL INCLUDE ALL CG
VESSELS, CG AIRCRAFT, CG BOATS, ALL MOTOR VEHICLES (CG-OWNED AND
LEASED) AND TRAILERS, CAPITALIZED GENERAL PURPOSE PROPERTY,
CAPITALIZED ELECTRONICS, AND SOFTWARE WITH AN ACQUISITION COST
GREATER THAN 2500 DOLLARS. TWO NOTABLE CHANGES BEING IMPLEMENTED THIS
INVENTORY WHICH WILL BE OFFICIALLY PROMULGATED WITH THE RELEASE OF
THE ACTION ORDER ARE: THE INCLUSION OF SOFTWARE GREATER THAN 2500
DOLLARS, PARA 7, AND AN ENVIRONMENTAL LIABILITY SITE ASSESSMENT FOR
SPECIFICALLY IDENTIFIED UNITS WITH REAL PROPERTY, PARA 8.
2. OUR LONG-TERM GOAL IS TO ENSURE THAT ALL PROPERTY, REAL AND
PERSONAL, IS ACCOUNTED FOR IN ACCORDANCE WITH FEDERAL REQUIREMENTS
AND STANDARDS.
3. RESPONSIBILITIES:
	A. COMMANDING OFFICERS, OFFICERS-IN-CHARGE AND UNIT-LEVEL
SUPERVISORS ARE RESPONSIBLE FOR ENSURING THEIR UNIT COMPLETES THE
INVENTORY REPORT DURING THE SPECIFIED PERIOD AND FOR CERTIFYING THE
EXISTENCE AND COMPLETENESS OF PROPERTY ASSETS FOR THEIR UNIT.
	B. ACCOUNTABLE PROPERTY OFFICERS (APOS) ARE RESPONSIBLE FOR THE
OVERALL EXECUTION AND MANAGEMENT OF THE PHYSICAL INVENTORY AT THEIR
UNIT AND SUBMISSION OF THE INVENTORY REPORT TO COMDT (CG-844).
	C. CHAINS OF COMMAND ARE RESPONSIBLE FOR ENSURING THAT ALL
SUBORDINATE UNITS HAVE AN OPFAC IN ORACLE FIXED ASSET MODULE (FAM)
ASSIGNED BY THE OFCO PROCESS AND THAT ALL SUBORDINATE UNITS SUBMIT
THEIR INVENTORY PACKAGES BY THE DEADLINE.
	D.  COMDTS (CG-43, CG-643, CG-711, CG-731, AND CG-751):
ARE RESPONSIBLE FOR ENSURING ALL PROGRAM MANAGED ASSETS ARE REVIEWED
PERIODICALLY AND LISTED PROPERLY WITHIN ALMIS, AOPS, FMVRS, AND
ORACLE.
4. TIMELINE FOR CG-WIDE PHYSICAL INVENTORY OF CG ASSETS.
	A. 9 FEB 2012: CG-WIDE LIVE WEBCAST TRAINING FOR APOS AND COUNT
TEAMS
   	B. 10 FEB 2012: PROPERTY PHYSICAL INVENTORY PORTAL SITE POPULATED
WITH UPDATED PROCEDURES FOR THE MARCH INVENTORY (PARA 5).
	C. 10 FEB - 27 FEB 2012: COMMANDING OFFICERS, OFFICERS-IN-CHARGE,
UNIT-LEVEL SUPERVISORS, AND APOS ARE DIRECTED TO REVIEW THE PHYSICAL
INVENTORY PORTAL SITE.
	D. 01 MAR - 09 MAR 2012: COUNT PHASE. ALL CG UNITS CONDUCT CG-WIDE
PHYSICAL INVENTORY AS PER (PARA 1). ALL UNITS MUST SUBMIT THE FINAL
PHYSICAL INVENTORY CERTIFICATION PACKAGE NLT COB 9 MAR 2012.
	E. 01 MAR - 20 MAR 2012: COMDT (CG-844) REVIEWS PHYSICAL INVENTORY
PACKAGE SUBMISSIONS.
	F. 12 MAR - 30 MAR 2012: FINCEN (FR) UPDATES ORACLE FAM WITH ALL
ADDITIONS, DELETIONS, AND EDITS IDENTIFIED DURING THE MARCH 2012
INVENTORY.
5. THE CG PORTAL WILL REMAIN THE ONE-STOP SHOP FOR ALL PHYSICAL
INVENTORY NEEDS. THE PORTAL SITE INCLUDES ALL DOCUMENTS NECESSARY TO
FACILITATE AN INVENTORY AND CAN BE ACCESSED FROM THE FOLLOWING LINK:
HTTPS://CGPORTAL.USCG.MIL/CTL/BST3RF. AN OUTLOOK E-MAIL INBOX HAS
BEEN CREATED FOR THE SUBMISSION OF INVENTORY PACKAGES, QUESTIONS, AND
THE REPORTING OF ISSUES. THE E-MAIL ADDRESS IS CAP-PHY-INV (AT)
USCG.MIL. THIS INBOX WILL BE MANNED THROUGHOUT THE INVENTORY.
UNDERWAY UNITS THAT HAVE NO CONNECTIVETY ARE REMINDED TO UTILIZE THE
INVENTORY SUBMISSION MESSAGE. AN EXAMPLE IS POSTED ON THE PHYSICAL
INVENTORY PORTAL.
6. IN PREPARATION FOR THE MARCH 2012 PHYSICAL INVENTORY UNITS MUST BE
PROACTIVE AND ENSURE THEIR ORACLE FAM RECORDS ARE ACCURATE PRIOR TO
THE PHYSICAL INVENTORY. IN ADDITION, UNITS SHOULD:
	A. RECONCILE OPERATIONAL, LOGISTICS, MAINTENANCE, AND FINANCIAL
SYSTEMS (E.G. ALMIS, AOPS, FMVRS, ETC.) TO ORACLE FAM ENSURING ASSET
LOCATIONS AND CONDITIONS ARE ALIGNED. IF DISCREPANCIES EXIST, CONTACT
THE APPROPRIATE PERSONNEL (E.G. REGIONAL BOAT MANAGERS, MOTOR FLEET
MANAGERS) TO CORRECT THE DISCREPANCIES PRIOR TO THE 2012 MARCH
INVENTORY.
	B. ENSURE ALL PERSONAL PROPERTY ASSETS ON SITE ARE ENTERED INTO
ORACLE FAM. IF CAPITALIZED PROPERTY WAS PURCHASED AND NOT RECORDED
DURING THE FY, SEND INVOICES, RECEIVING REPORTS AND OTHER SUPPORTING
DOCUMENTATION AS REQUIRED BY REF B TO FINCEN (FR) FOR RECORD UPDATES.
	C. ALL MODERNIZED UNITS MUST TRANSFER ALL PROPERTY FROM LEGACY
OPFACS TO THE CURRENT ACCOUNTABLE OPFAC. INVENTORY REPORTS UNDER
LEGACY OPFACS WILL NOT BE ACCEPTED. IT IS THE RESPONSIBILITY OF THE
LEGACY UNITS PARENT COMMAND TO ENSURE LEGACY OPFACS HAVE NO PROPERTY
REMAINING IN ORACLE FAM.
7. THE MARCH 2012 PHYSICAL INVENTORY WILL INCLUDE SOFTWARE WITH AN
ACQUISITION COST GREATER THAN 2500 DOLLARS. THE DEFINITION OF
SOFTWARE CAN BE FOUND IN REF C, PARA. 7.F.1. SOFTWARE INCLUDES
OPERATIONAL, ADMINISTRATIVE, DECISION SUPPORT, FINANCIAL, AND OTHER
PROGRAMS. ADDITIONAL INFORMATION ABOUT SOFTWARE CAN BE FOUND IN REF
B, PARA. 7.F. DETAILED INSTRUCTIONS FOR THE INVENTORYING OF SOFTWARE
WILL BE POSTED TO THE CG PORTAL INVENTORY SITE ON 10 FEB 2012. MOST
UNITS WILL NOT HAVE SOFTWARE ON THEIR FAM REPORTS.
8. UNITS IDENTIFIED AS REAL PROPERTY MANAGERS WILL ALSO BE REQUIRED
TO COMPLETE AN ENVIRONMENTAL LIABILITY SITE ASSESSMENT (ELSA) OF
THEIR REAL PROPERTY ASSETS. A LISTING OF THE UNITS REQUIRED TO
COMPLETE THE ELSA, ELSA BACKGROUND INFORMATION, TRAINING, AND ELSA
PROCEDURAL GUIDANCE WILL BE POSTED TO THE CG PORTAL INVENTORY SITE
NLT 10 FEB 2012.
9. POCS: MS. WENDY.C.WATSON(AT)USCG.MIL AND LT
JOHN.M.LEGATE(AT)USCG.MIL.
FINCEN MS. DEBORAH.J.WHITE(AT)USCG.MIL.
10. MS. MARGO SHERIDAN, DIRECTOR OF FINANCIAL OPERATIONS/COMPTROLLER,
SENDS.
11. INTERNET RELEASE AUTHORIZED.