R 082357Z MAR 13

ALCOAST 096/13
COMDTNOTE 4500
SUBJ: APRIL 2013 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), COMDINST M7100.3
(Series)
1. IAW Ref (A), a CG-wide Physical Inventory of CG Assets will be
held 8 APR - 19 APR 2013. This physical inventory will include all CG
vessels, CG aircraft, CG boats, motor vehicles (CG-owned and leased)
and trailers, capitalized general purpose property, capitalized
electronics, and internal use software with an acquisition cost of
2500 dollars and greater.
2. Capitalized property thresholds are listed in Refs (B) and (C).
3. Our long-term goal is to ensure that all property, real and
personal, is accounted for in accordance with federal requirements
and standards.
4. 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-64), (CG-66), (CG-711), (CG-731), (CG-751), and
(CG-844) are responsible for ensuring all program managed assets are
reviewed periodically and listed properly within ALMIS, AOPS, FMVRS,
and Oracle.
5. Timeline for CG-wide Physical Inventory of CG assets.
   a. 25 MAR 2013: CG-wide webcast training for APOs and Count Teams
is posted to the CG Property Inventory portal site (Para 6).
   b. 27 MAR 2013: CG Property Inventory portal site populated with
updated procedures for the April inventory.
   c. 27 MAR - 07 APR 2013: Commanding Officers, Officers-in-Charge,
unit-level supervisors, and APOs are directed to review the CG
Property Inventory portal site.
   d. 08 APR - 19 APR 2013: Count Phase. All CG units conduct CG-wide
physical inventory. All units must submit the final physical
inventory certification package NLT COB 19 APR 2013.
   e. 08 APR - 30 APR 2013: COMDT (CG-844) reviews physical inventory
package submissions.
   f. 01 MAY - 25 MAY 2013: FINCEN (FR) updates Oracle FAM with all
additions, deletions, and edits identified during the April 2013
inventory.
6. The CG Property Inventory portal site 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://cglink.uscg.mil/694d65d4. 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 CG-PHY-INV(at)uscg.mil. This inbox will be manned throughout the
inventory. Underway units that have no connectivity are reminded to
utilize the inventory submission message. An example is posted on the
portal site.
7. In preparation for the April 2013 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 2013 April
Physical Inventory.
   b. Ensure all 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.
8. The April 2013 Physical Inventory will continue to include
internal use software with an acquisition cost of 2500 dollars and
greater. The definition of internal use software can be found in Ref
(C), Para. 7.f.1. Internal use software includes operational,
administrative, decision support, financial, and other programs.
Additional information about internal use software can be found in
Ref (B), Para. 7.f.
9. POCs: COMDT (CG-844) - LT John Legate: john.m.legate(at)uscg.mil.
FINCEN - Ms. Deborah White: deborah.j.white(at)uscg.mil.
10. Mr. Martin Rajk, Acting Assistant Commandant for Resources/Chief
Financial Officer, sends.
11. Internet release authorized.