R 242109Z JUL 12

ALCOAST 343/12
COMDTNOTE 4500
SUBJ: 4TH QUARTER 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
23 AUG - 31 AUG 2012. THIS PHYSICAL INVENTORY WILL INCLUDE ALL CG
VESSELS, CG AIRCRAFT, CG BOATS, ALL MOTOR VEHICLES AND TRAILERS
(CG-OWNED AND LEASED), CAPITALIZED GENERAL PURPOSE PROPERTY,
CAPITALIZED ELECTRONICS, AND SOFTWARE WITH AN ACQUISITION COST OF
2500 DOLLARS AND GREATER.
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 TIME 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. 30 JUL 2012: CG-WIDE WEBCAST TRAINING FOR APOS AND COUNT TEAMS IS
POSTED TO THE PHYSICAL INVENTORY PORTAL SITE AND WILL BE AVAILABLE
THROUGHOUT THE INVENTORY PERIOD.
     	B. 30 JUL 2012: PHYSICAL INVENTORY PORTAL SITE POPULATED WITH
UPDATED PROCEDURES FOR THE 4TH QUARTER INVENTORY (PARA 5).
	C. 30 JUL - 22 AUG 2012: COMMANDING OFFICERS, OFFICERS-IN-CHARGE,
UNIT-LEVEL SUPERVISORS, AND APOS ARE DIRECTED TO REVIEW THE PHYSICAL
INVENTORY PORTAL SITE.
	D. 23 AUG - 31 AUG 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 31 AUG 2012.
	E. 23 AUG - 14 SEP 2012: COMDT (CG-844) REVIEWS PHYSICAL INVENTORY
PACKAGE SUBMISSIONS.
	F. 03 SEP - 21 SEPT 2012: FINCEN (FR) UPDATES ORACLE FAM WITH ALL
ADDITIONS, DELETIONS, AND EDITS IDENTIFIED DURING THE 4TH QUARTER
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 CG-PHY-INV (AT)
USCG.MIL.  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 4TH QUARTER 2012 PHYSICAL INVENTORY UNITS
MUST BE PROACTIVE AND ENSURE THAT 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 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 4TH QUARTER 2012 PHYSICAL INVENTORY WILL CONTINUE TO INCLUDE
SOFTWARE WITH AN ACQUISITION COST OF 2500 DOLLARS AND GREATER.  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.7.
8. POCS: MR. JOHN.A.MELCHERS(AT)USCG.MIL, LT
JOHN.M.LEGATE(AT)USCG.MIL AND MS. DEBORAH.J.WHITE(AT)USCG.MIL.
9. RDML STEPHEN P. METRUCK, ASSISTANT COMMANDANT FOR RESOURCES AND
CHIEF FINANCIAL OFFICER SENDS.
10. INTERNET RELEASE AUTHORIZED.