R 161640Z FEB 12 ALCOAST 081/12 COMDTNOTE 4550 SUBJ: MARCH 2012 CG-WIDE PHYSICAL INVENTORY OF CG ASSETS - ACTION ORDER A. COMDT COGARD WASHINGTON DC 032111Z FEB 12/ALCOAST 050/12 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 REF A, B, C AND D, THIS MESSAGE PROMULGATES THE MARCH 2012 PROCEDURES FOR THE PHYSICAL INVENTORY OF COAST GUARD ASSETS AND PROVIDES AMPLIFYING GUIDANCE. THIS PHYSICAL INVENTORY WILL INCLUDE ALL CG VESSELS, CG AIRCRAFT, CG BOATS, ALL MOTOR VEHICLES (CG-OWNED/LEASED EXCEPT FOR GSA LEASED) AND TRAILERS, CAPITALIZED GENERAL PURPOSE PROPERTY, CAPITALIZED ELECTRONICS, AND SOFTWARE WITH AN ACQUISITION COST OF 2500 DOLLARS AND GREATER. TWO NOTABLE CHANGES BEING IMPLEMENTED THIS INVENTORY ARE: THE INCLUSION OF SOFTWARE 2500 DOLLARS AND GREATER, PARA 5, AND AN ENVIRONMENTAL LIABILITY SITE ASSESSMENT FOR SPECIFICALLY IDENTIFIED UNITS WITH REAL PROPERTY, PARA 6. THE PROCEDURE HAS BEEN UPDATED TO PROVIDE BETTER ACCOUNTABILITY AND STANDARDIZATION 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, AND UNIT-LEVEL SUPERVISORS FULLY UNDERSTAND THE REQUIREMENTS OF THIS PROCEDURE IAW PARA 3.C AND ENSURE THEIR ACCOUNTABLE PROPERTY OFFICERS (APOS), PROPERTY ADMINISTRATORS (PA), PROPERTY CUSTODIANS (PC), AND COUNT TEAMS (CT) ARE ADHERING TO THE PHYSICAL INVENTORY PROCEDURES. SUBMISSIONS WILL AGAIN BE TRACKED BY EACH OPFAC AND REPORTED TO THE RESPECTIVE HQ STAFF, LANTAREA, AND PACAREA/FORCECOM STAFF FOR ACTION. 2. DEFINITIONS: A. EXISTENCE - ENSURING EVERY ITEM IN THE RECORD IS ON THE FLOOR, IN THE YARD, IN THE HANGAR, OR AT THE PIER. B. COMPLETENESS - ENSURING EVERY ITEM ON THE FLOOR, IN THE YARD, IN THE HANGAR, OR AT THE PIER IS IN THE RECORD. 3. GUIDANCE FOR PHYSICAL INVENTORY OF CG ASSETS: A. UPDATED PROCEDURES: THE UPDATED PROCEDURES (VERSION 6) SHALL BE USED FOR THE MARCH 2012 INVENTORY AND ARE AVAILABLE ON THE CG PORTAL. 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. UNITS MUST MAKE EVERY EFFORT TO LIMIT RESUBMISSIONS IN ORDER TO COMPLETE THE EVOLUTION WITHIN THE TIME PERIOD REQUIRED. B. THE PHYSICAL INVENTORY WILL INCLUDE THE FOLLOWING CATEGORIES OF ASSETS: (1) ALL UNITS ARE REQUIRED TO INVENTORY AND REPORT ON CAPITALIZED PERSONAL PROPERTY, NON-CAPITALIZED CG-OWNED AND CG-LEASED VEHICLES, NON-CAPITALIZED BOATS, AND SOFTWARE WITH AN ACQUISITION COST OF 2500 DOLLARS AND GREATER. (2) AS IN THE SEPTEMBER 2011 INVENTORY, UNITS ARE REQUIRED TO RECONCILE ALL CAPITALIZED AND NON-CAPITALIZED CG-OWNED/LEASED VEHICLES AND TRAILERS (EXCLUDING GSA LEASED) TO THE GSA FMVRS REPORT, WHICH WILL BE POSTED TO THE CG PHYSICAL INVENTORY PORTAL ON 27 FEB. UNITS WITH IUS 2500 DOLLARS AND GREATER ARE TO RECONCILE TO THE IUS SUBSIDIARY REPORT, WHICH WILL BE POSTED TO THE CG PHYSICAL INVENTORY PORTAL ON 27 FEB. C. 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. D. SUBMISSION OF INVENTORY PACKAGE: UNITS WILL UTILIZE AN OUTLOOK FORM FOR INVENTORY PACKAGE SUBMISSION. THE FORM CAN BE ACCESSED ON ANY SWIII BY OPENING MS OUTLOOK AND CLICKING FILE, NEW, CHOOSE FORM. THEN SELECT ORGANIZATIONAL FORMS LIBRARY IN THE DROP DOWN MENU AND SELECT CG-PHY-INV-SUBMISSION. A DETAILED JOB AID IS PROVIDED ON THE PORTAL SITE. THE UNIT SHOULD COMPLETE THIS EMAIL FORM AND ATTACH THE ENTIRE CERTIFICATION PACKAGE SCANNED IN PDF FORMAT. FOR LARGE FILES, PLEASE REVIEW THE FAQS SECTION ON THE CG PORTAL SITE FOR DIRECTIONS ON HOW TO USE THE (QUOTE) LARGE FILE TRANSFER (UNQUOTE) FUNCTIONALITY OF THE CG PORTAL INVENTORY SITE. AN OUTLOOK E-MAIL INBOX HAS BEEN CREATED FOR THE SUBMISSION OF INVENTORY PACKAGES AND QUESTIONS. THE E-MAIL ADDRESS IS (QUOTE) CG-PHY-INV (UNQUOTE), WHICH CAN BE TYPED DIRECTLY INTO THE TO BLOCK ON A SWIII OUTLOOK ACCOUNT. ALSO USE THIS INBOX TO COMMUNICATE WITH THE INVENTORY TEAM. UNDERWAY UNITS THAT ARE UNABLE TO SUBMIT INVENTORY PACKAGES IAW PROCEDURES SHOULD COMMUNICATE VIA INBOX WITH INVENTORY TEAM. E. PREVIOUSLY SUBMITTED ADDS/EDITS/DELETES: IF THE SEPTEMBER 2011 INVENTORY PACKAGE WAS MARKED AS COMPLETE BUT ANY OF THE SUBMITTED ADDITIONS, EDITS, OR DELETIONS WERE NOT PROCESSED OR WERE PROCESSED INCORRECTLY, ANNOTATE ALL ERRORS IN THE UNIT CERTIFICATION MEMO. F. 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. G. POTENTIAL ISSUES WITH APO AVAILABILITY DURING THE INVENTORY COUNT PHASE: AN APO MAY NOT BE AVAILABLE DURING THE PHYSICAL INVENTORY TO PERFORM ASSIGNED RESPONSIBILITIES. IF THE APO IS NOT AVAILABLE DURING THE INVENTORY, UNIT COMMANDING OFFICERS, OFFICERS-IN-CHARGE, AND UNIT-LEVEL SUPERVISORS SHOULD DESIGNATE IN WRITING AN ALTERNATE APO. H. POTENTIAL ISSUES WITH PA AVAILABILITY DURING THE INVENTORY COUNT PHASE: UNITS MAY NOT HAVE A DESIGNATED PA TO PERFORM ASSIGNED RESPONSIBILITIES. IF THE PA IS NOT AVAILABLE DURING THE INVENTORY, UNIT COMMANDING OFFICERS, OFFICERS-IN-CHARGE, AND UNIT-LEVEL SUPERVISORS SHOULD DESIGNATE IN WRITING AN ALTERNATE PA. I. POTENTIAL ISSUES WITH SUB-UNITS DURING THE INVENTORY COUNT PHASE: NOT ALL PARENT UNITS HAVE BEEN INCLUDING THEIR RESPECTIVE SUB-UNITS AS PART OF THEIR INVENTORY PACKAGE. HOWEVER, PARENT UNITS ARE REQUIRED TO INCLUDE THEIR RESPECTIVE SUB-UNITS AS PART OF THEIR INVENTORY PACKAGE. THE UNIT SHALL REFER TO THE JOB-AIDS ON THE PORTAL SITE. J. POTENTIAL ISSUES WITH SUBMITTING INVENTORY PACKAGES FOR UNITS WITHOUT ANY CAPITALIZED PERSONAL PROPERTY, NON-CAPITALIZED BOATS, AND NON-CAPITALIZED CG-OWNED, CG-LEASED VEHICLES AND SOFTWARE 2500 DOLLARS AND GREATER: UNITS WITHOUT ANY CAPITALIZED PERSONAL PROPERTY, NON-CAPITALIZED BOATS, SOFTWARE 2500 DOLLARS AND GREATER, AND NON-CAPITALIZED MOTOR VEHICLES AND TRAILERS PRESENT ARE STILL REQUIRED TO CONDUCT THE PHYSICAL INVENTORY AND SUBMIT A COMPLETE INVENTORY PACKAGE. UNITS SHALL COMPLETE THE INVENTORY IAW THE GUIDANCE AND JOB-AIDS ON THE PORTAL SITE. 4. TIMELINE FOR CG-WIDE PHYSICAL INVENTORY OF CG ASSETS. A. 9 FEB 2012: CG-WIDE WEBCAST TRAINING FOR APOS AND COUNT TEAMS POSTED TO THE PHYSICAL INVENTORY PORTAL SITE. B. 10 FEB 2012: PROPERTY PHYSICAL INVENTORY PORTAL SITE POPULATED WITH UPDATED PROCEDURES FOR THE MARCH INVENTORY (PARA 3.C.). 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. FAILURE TO USE THE JOB-AIDS PROVIDED FOR THE INVENTORY WILL RESULT IN A REJECTED PHYSICAL INVENTORY PACKAGE. D. 01 MAR - 09 MAR 2012: COUNT PHASE. ALL CG UNITS CONDUCT CG-WIDE PHYSICAL INVENTORY AS PER PARA 1. E. ALL UNITS MUST SUBMIT THE FINAL PHYSICAL INVENTORY CERTIFICATION PACKAGE NLT COB 9 MAR 2012 TO COMDT (CG-844) IAW PARA 3.D. INCOMPLETE PACKAGES ARE RETURNED TO ORIGINATING UNIT FOR CORRECTIONS. THE CERTIFIED PHYSICAL INVENTORY PACKAGES SHALL CONTAIN: (1) UNIT CERTIFICATION MEMO (SIGNED BY THE CO/OIC/UNIT-LEVEL SUPERVISOR) WITH ALL ADDITIONS, EDITS, AND DELETIONS EXPLAINED, (2) CERTIFIED PHYSICAL INVENTORY PACKAGE CHECKLIST, (3) ORACLE PHYSICAL INVENTORY REPORTS WITH EVIDENCE OF RECONCILIATION (I.E. CT INITIALS WITH DATES), (4) APPROPRIATE SUBSIDIARY SYSTEM REPORTS (INCLUDING FMVRS AND IUS) WITH EVIDENCE OF RECONCILIATION (I.E. CT INITIALS AND DATES), (5) SUPPORTING DOCUMENTATION FOR ANY ASSET ADDITION, DELETION, TRANSFER OR EDIT, AND (6) TRAINING CERTIFICATES FOR APO AND CT ARE REQUIRED. F. 01 MAR - 20 MAR 2012: COMDT (CG-844) REVIEWS AND APPROVES PHYSICAL INVENTORY PACKAGE SUBMISSIONS. OFA CHANGES ARE SUBMITTED TO FINCEN (FR) FOR RECORD CHANGES AS APPROPRIATE. G. 12 MAR - 30 MAR 2012: FINCEN (FR) UPDATES ORACLE FAM WITH ALL ADDITIONS, DELETIONS, AND EDITS IDENTIFIED DURING THE MARCH 2012 INVENTORY. 5. THE MARCH 2012 PHYSICAL INVENTORY WILL INCLUDE INTERNAL-USE SOFTWARE (IUS) WITH AN ACQUISITION COST OF 2500 DOLLARS AND GREATER. THE DEFINITION OF IUS CAN BE FOUND IN REF D, PARA. 7.F.1. IUS INCLUDES OPERATIONAL, ADMINISTRATIVE, DECISION SUPPORT, FINANCIAL, AND OTHER INTERNAL USE SOFTWARE. ADDITIONAL INFORMATION ABOUT IUS CAN BE FOUND IN REF D, PARA. 7.F. DETAILED INSTRUCTIONS FOR THE INVENTORYING OF INTERNAL USE SOFTWARE WILL BE POSTED TO THE CG PORTAL INVENTORY SITE NO LATER THAN 27 FEB 2012. 6. 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 WAS PREVIOUSLY POSTED TO THE CG PORTAL INVENTORY SITE. FURTHER GUIDANCE INCLUDING PROCEDURES CAN BE ACCESSED FROM THE FOLLOWING LINK: HTTPS://COLLAB.USCG.MIL/LOTUS/MYQUICKR/CG-47/ELSA (MUST BE CONVERTED TO LOWER CASE). 7. POCS: MS. WENDY.C.WATSON(AT)USCG.MIL AND LT JOHN.M.LEGATE(AT)USCG.MIL. FINCEN MS. DEBORAH.J.WHITE(AT)USCG.MIL. 8. MS. MARGO SHERIDAN, DIRECTOR OF FINANCIAL OPERATIONS/COMPTROLLER, SENDS. 9. INTERNET RELEASE AUTHORIZED.