R 011142Z MAR 13 ALCOAST 075/13 COMDTNOTE 4500 SUBJ: USCG-WIDE PHYSICAL INVENTORY OF PERSONAL PROPERTY HERITAGE, MULTI-USE HERITAGE AND COAST GUARD ART PROGRAM (COGAP) ASSETS - ACTION ORDER A. COMDT COGARD Washington DC 151652Z FEB 13/ALCOAST 059/13 B. Financial Resource Management Manual-Procedures (FRMM-P), COMDTINST M7100.4 (Series) C. U.S. Coast Guard Personal Property Management Manual, COMDTINST M4500.5 (Series) D. Financial Resource Management Manual (FRMM), COMDTINST M7100.3 (Series) 1. IAW refs (A) thru (D), this message promulgates the procedures for the CG-wide physical inventory of Coast Guard personal property heritage and COGAP assets, which will be held 11 Mar - 19 Mar 2013. This inventory is separate from the semi-annual CG-wide inventory of personal property assets. The procedure has been developed to provide better accountability and standardization of heritage assets and is available for download IAW para 3.c below. In order to reduce re-submissions of inventory packages, it is imperative that Commanding Officers, Officers-In-Charge, Directors, and Unit-Level Supervisors fully understand the requirements of this procedure IAW para 3.c and ensure their Accountable Property Officers (APO), Personal Property Administrators (PA), Property Custodians (PC), and Count Teams (CT) are adhering to the physical inventory procedures. Submissions will be tracked by OPFAC and reported to the respective HQ, LANTAREA and PACAREA staff for action. 2. Definition: Heritage Asset - Any historical personal property that is identified by COMDT (CG-09224) and retained by the Coast Guard because of its historic, cultural, educational or artistic value that helps illustrate the military, social, and cultural heritage of the Coast Guard. 3. Guidance for Physical Inventory of Heritage and COGAP Assets: a. Procedures: The procedures (version 1.0) shall be used for this inventory and must be followed explicitly by the APO and CT. All required additions, edits, and deletions must be explained in the unit certification memo. Units must make every effort to limit resubmissions in order to complete the evolution within the required time period. b. Heritage Asset Inventory Report: COMDT (CG-844) will provide the Heritage Asset Inventory Report, which shall be used by all units for conducting this inventory. The Oracle Fixed Asset Module (FAM) Physical Inventory Report will not be utilized. The report provided by COMDT (CG-844) will be comprised of Oracle FAM records assigned to any minor category of Heritage, as well as items from the General Purpose major category with one of the following Item Name Codes: ART01, ART02, ART22, and MOD01. c. CG Portal Site: The CG Portal site remains the sole source for inventory guidance, procedures, and training, and includes all documents necessary to facilitate a successful inventory. The CG Portal site can be accessed from the following link: https://cglink.uscg.mil/adb0ca2d. d. Inventory Package Submission: Units will utilize an outlook form for inventory package submission. The form can be accessed on any Standard Workstation (SWIII) by clicking File, New, Choose Form. Then select the organizational forms library in the drop down menu and select CG-PHY-INV submission (a detailed job aid is provided on the portal site to assist in completing the Outlook form). The unit should complete this email form and attach the entire certification package scanned into a pdf format. If the package is too large to submit in a single transmission, the unit may split the submission or submit via the "large file transfer" process. For units underway a sample message has been posted to the portal site. e. Questions Regarding this Inventory: Questions can be e-mailed to (quote) CG-PHY-INV (unquote), which can be typed directly into the To block on a SWIII Outlook account. Underway units that are unable to submit inventory packages IAW procedures should communicate with the inventory team via this email inbox. f. Personnel Assigned to Key Roles: For personnel normally assigned to key roles (i.e. CO, APO, PA) who are not available during the designated physical inventory timeframe, an alternate shall be designated in writing. g. Units Without any Heritage or COGAP Assets Present: Units are still required to conduct the physical inventory and submit a complete inventory package. Units shall complete the inventory IAW the procedures and job-aids on the portal site. 4. Inventory Timeline: a. 15 Feb 2013: CG-wide training is posted to the portal, available 24 hours a day until the end of the inventory period. b. 15 Feb 2013 to 10 Mar 2013: APOs access the CG Portal Physical Inventory site IAW para 3.c to download the detailed inventory procedures, job-aids for filtering and downloading the heritage asset report, example documentation, and training. The APO shall also identify and train a minimum of two CT members for the physical inventory. The CT training shall include reviewing the procedure narrative and the process flow diagrams. c. 11 Mar 2013 - 19 Mar 2013: Count Phase. All CG units perform physical inventory of 100 percent of Coast Guard personal property heritage and COGAP assets. d. Prior to COB 19 Mar 2013: All CG units must submit their final certified heritage physical inventory package to COMDT (CG-844) IAW para 3.d. Incomplete packages shall be returned to originating unit for correction. e. 11 Mar 2013 to 26 Mar 2013: Unit inventory packages are reviewed and approved by COMDT (CG-844) then submitted to FINCEN (FR) for record changes as appropriate. f. 11 Mar 2013 to 05 APR 2013: FINCEN (FR) updates Oracle FAM with all additions, deletions, and edits identified during the CG-wide personal property heritage asset physical inventory. 5. POCs: LT John Legate: John.M.Legate(at)uscg.mil and Miss Kristen Devendorf: Kristin.L.Devendorf (at)uscg.mil. 6. M. D. Sheridan, Director of Financial Operations/Comptroller, sends. 7. Internet release authorized.