R 101720Z JUL 12

ALCOAST 327/12
COMDTNOTE 7000
SUBJ: CLOSEOUT AND YEAR-END PROPERTY INVENTORY COMMANDERS OVERVIEW
A. COMDT COGARD WASHINGTON DC 092139Z JUL 12/ALCGFINANCE 023/12
B. FINANCIAL RESOURCE MANAGEMENT MANUAL, COMDTINST M7100.3 (SERIES)
1. THIS ALCOAST COMMUNICATES END OF FISCAL YEAR SPEND DOWN AND
PROPERTY INVENTORY EXPECTATIONS FOR THE INFORMATION OF COMMANDERS,
COMMANDING OFFICERS, AND OFFICERS IN CHARGE THAT ARE ACCOUNTABLE FOR
OBLIGATION AUTHORITY OR ASSIGNED/ACQUIRED PROPERTY.
2. THROUGHOUT FY 2012 OUR SERVICE REALIZED SIGNIFICANT GAINS IN
ACCOUNTABILITY OF FINANICAL RESOURCES. DESPITE CONTINUED SUCCESSES,
YEAR-END CLOSEOUT PRESENTS UNIQUE CHALLENGES TO BOTH OPERATIONAL
UNITS AND MISSION SUPPORT ORGANIZATIONS.  SPEND PLAN EXECUTION AND
PROPERTY INVENTORY ARE COAST GUARD IMPERATIVES.  SPEND PLAN EXECUTION
LINKS COMMANDANT STRATEGIC INTENT TO ALL STATUTORY MISSIONS.
PROPERTY INVENTORY VERIFIES THAT ASSETS INTENDED TO BE USED OR TO BE
AVAILABLE FOR USE ARE ACCOUNTED FOR.  IN THE REMAINING MONTHS OF FY
2012, WE MUST ENSURE ALL BUDGETARY ALLOCATIONS ARE FULLY EXECUTED AND
OUR PROPERTY INVENTORY IS COMPLETED.
3. EXCEPTIONAL STEWARDSHIP OF FINANCIAL RESOURCES WILL LEAD TO
MISSION SUCCESS, SO I ASK FOR YOUR CONTINUED SUPPORT OF YOUR STAFFS
AS THEY MAKE TIMELY OBLIGATIONS IN ACCORDANCE WITH APPROVED SPEND
PLANS AND FISCAL LAW. IN REF A, I ASKED YOUR FUNDS MANAGERS AND
PROCUREMENT OFFICIALS TO PAY CLOSE ATTENTION TO THE FOLLOWING AREAS
AND PROVIDE SITUATIONAL AWARENESS UP THROUGH THEIR ADMINISTRATIVE
CHAIN OF COMMAND AS APPROPRIATE:
    A. UNOBLIGATED FUNDS SHOULD BE EVALUATED IMMEDIATELY TO DETERMINE
EXECUTABILITY.  EARLY COMMUNICATION WITH RESOURCE MANAGEMENT OFFICES
ABOUT FUNDS DEEMED NOT EXECUTABLE IS CRITICAL TO REDEPLOYING
FINANICAL RESOURCES TO OTHER POINTS OF EXECUTION.  UNITS WILL NOT BE
PENALIZED WITH DECREMENTED FUTURE ALLOCATIONS FOR IDENTIFYING AND
RETURNING UNEXECUTABLE FUNDS.
    B. UNDELIVERED ORDERS (UDOS) SHOULD BE REVIEWED CONTINUOUSLY AND
STEPS MUST BE TAKEN TO ELIMINATE UDOS THAT ARE INVALID OR NO LONGER
NEEDED.
    C. WE NEED TO AVOID HAVING HISTORICALLY LOW SPEND-DOWN RATES IN
JULY AND AUGUST FOLLOWED BY AN UNUSUALLY LARGE INCREASE IN SPENDING
IN SEPTEMBER.  ACCOUNTS SHOULD BE MANAGED PROACTIVELY TO MINIMIZE
THIS SEASONAL EFFECT.
    D. OFFICIALS IN COMMAND AND SUPERVISORY POSITIONS THAT HAVE
OBLIGATION AUTHORITY MUST BE AWARE OF APPROPRIATIONS LAW CONSTRAINTS
(I.E., PURPOSE, TIME AND AMOUNT).  QUESTIONS ABOUT WHAT APPROPRIATED
FUNDS CAN AND CANNOT BE USED FOR MAY BE DIRECTED TO THE USE OF FUNDS
FORUM FOUND AT http://10.36.16.233:1010/cgi-bin/ultimatebb.cgi.
    E. PROCUREMENT OFFICIALS SHALL RESOLVE ANY QUESTION OF WHETHER
CONTEMPLATED ACTION IS APPROPRIATE PRIOR TO ENTERING ANY AGREEMENT
THAT COMMITS OR APPEARS TO COMMIT THE COAST GUARD TO PAYMENT.  IN
ACCORDANCE WITH SECTION 5.K OF REF B, PROCUREMENT OFFICIALS MUST SEEK
WRITTEN GUIDANCE FOR QUESTIONABLE PROCUREMENTS.  ANY WRITTEN GUIDANCE
RECEIVED INDICATING THE PROPRIETY OF THE USE OF FUNDS FOR A
QUESTIONABLE PROCUREMENT SHALL BE INCLUDED IN THE PROCUREMENT FILE.
4. THE FOURTH QTR PHYSICAL INVENTORY WILL BE HELD FROM 23 AUG 2012
THROUGH 31 AUG 2012.  PERFORMANCE HAS STEADILY IMPROVED THROUGH THE
COURSE OF PREVIOUS INVENTORIES.  YOUR STAFFS CAREFUL REVIEW OF REF A
AND THE FORTHCOMING WARNING AND ACTION ORDERS IS IMPERATIVE TO
SUCCESSFULLY CONDUCTING THIS INVENTORY.  IN THE PAST, FAILURE TO
REVIEW THE PROVIDED MATERIALS RESULTED IN A STERN CHASE LEADING TO
SIGNIFICANT REWORK.  QUESTIONS ABOUT THE INVENTORY MAY BE DIRECTED TO
THE PROPERTY FORUM FOUND AT
http://10.36.16.233:1010/cgi-bin/ultimatebb.cgi.
5. SUCCESSFUL FISCAL YEAR CLOSE OUT IS A CRITICAL DEMONSTRATION OF
COAST GUARD FINANCIAL STEWARDSHIP.  YOUR CLOSE, PERSONAL ATTENTION TO
THIS MATTER IS PARAMOUNT TO ORGANIZATIONAL SUCCESS.  I THANK YOU AND
YOUR STAFFS IN ADVANCE FOR YOUR DEDICATED EFFORTS IN THIS PURSUIT.
6. RDML S. P. METRUCK, ASSISTANT COMMANDANT FOR RESOURCES/CHIEF
FINANCIAL OFFICER, SENDS.
7. INTERNET RELEASE AUTHORIZED.