R 102057Z AUG 12 ALCOAST 372/12 COMDTNOTE 4500 SUBJ: FOURTH QUARTER 2012 CG-WIDE PHYSICAL INVENTORY OF COAST GUARD ASSETS - ACTION ORDER A. COMDT COGARD WASHINGTON DC 242109Z JUL 12/ALCOAST 343/12 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 REFS A, B, C, AND D THIS MESSAGE PROMULGATES THE FOURTH QUARTER 2012 PROCEDURES FOR THE PHYSICAL INVENTORY OF COAST GUARD ASSETS AND PROVIDES AMPLIFYING GUIDANCE. THIS PHYSICAL INVENTORY WILL INCLUDE ALL CG VESSELS, CG AIRCRAFT, CAPITALIZED AND NON-CAPITALIZED BOATS, CAPITALIZED GENERAL PURPOSE PROPERTY, CAPITALIZED ELECTRONICS, CAPITALIZED AND NON-CAPITALIZED SOFTWARE (GREATER THAN OR EQUAL TO 2,500 DOLLARS), CAPITALIZED AND NON-CAPITALIZED MOTOR VEHICLES (CG-OWNED/LEASED EXCEPT FOR GSA LEASED) AND TRAILERS. 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 BE TRACKED BY OPFAC AND REPORTED TO THE RESPECTIVE HQ STAFF, LANTAREA AND PACAREA STAFF FOR ACTION. 2. DEFINITIONS: A. EXISTENCE (RECORD-TO-FLOOR) - ENSURING EVERY ITEM IN THE RECORD IS ON THE FLOOR, IN THE YARD OR HANGAR, OR AT THE PIER. B. COMPLETENESS (FLOOR-TO-RECORD) - ENSURING EVERY ITEM ON THE FLOOR, IN THE YARD OR HANGAR, OR AT THE PIER IS IN THE RECORD. 3. GUIDANCE FOR PHYSICAL INVENTORY OF CG ASSETS: A. UPDATED PROCEDURES: THE UPDATED PROCEDURES (VERSION 7) SHALL BE USED FOR THE FOURTH QUARTER 2012 INVENTORY AND ARE AVAILABLE ON THE CG PORTAL. THE INVENTORY PROCEDURES 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. THE PHYSICAL INVENTORY WILL INCLUDE THE FOLLOWING CATEGORIES OF ASSETS: ALL UNITS ARE REQUIRED TO INVENTORY AND REPORT ON CG VESSELS, CG AIRCRAFT, CAPITALIZED AND NON-CAPITALIZED BOATS, CAPITALIZED GENERAL PURPOSE PROPERTY, CAPITALIZED ELECTRONICS, CAPITALIZED AND NON-CAPITALIZED SOFTWARE (GREATER THAN OR EQUAL TO 2,500 DOLLARS), CAPITALIZED AND NON-CAPITALIZED MOTOR VEHICLES (CG-OWNED/LEASED EXCEPT FOR GSA LEASED) AND TRAILERS. C. CG PORTAL SITE: THE CG PORTAL SITE REMAINS THE ONE-STOP SHOP FOR INVENTORY GUIDANCE, PROCEDURES, TRAINING, AND INCLUDES ALL DOCUMENTS NECESSARY TO FACILITATE THE EXECUTION OF AN INVENTORY. THE CG PORTAL SITE 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 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. PLEASE REVIEW THE FAQS SECTIONS ON THE CG PORTAL SITE FOR DIRECTIONS ON HOW TO USE THE "LARGE FILE TRANSFER" FUNCTIONAILTY 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 THE INVENTORY TEAM. E. PREVIOUSLY SUBMITTED ADDS/EDITS/DELETES: IF THE MARCH 2012 INVENTORY PACKAGE WAS MARKED AS COMPLETE BUT ANY OF YOUR 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 COMMANDING OFFICER (CO) AVAILIBILITY DURING INVENTORY COUNT PERIOD: A CO MAY NOT BE AVAILABLE DURING THE PHYSICAL INVENTORY TO PERFORM ASSIGNED RESPONSIBILITIES. IF THE CO IS NOT AVAILABLE DURING THE INVENTORY, UNIT COMMANDING OFFICERS, OFFICERS-IN-CHARGE, AND UNIT-LEVEL SUPERVISORS SHALL DESIGNATE IN WRITING AN ACTING CO, OINC, OR UNIT LEVEL SUPERVISOR. H. POTENTIAL ISSUES WITH APO AVAILIBILITY DURING INVENTORY COUNT PERIOD: 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 SHALL DESIGNATE IN WRITING AN ALTERNATE APO. I. POTENTIAL ISSUES WITH PA AVAILIBILITY DURING THE INVENTORY COUNT PERIOD: A PA MAY NOT BE AVAILABLE DURING THE PHYSICAL INVENTORY TO PERFORM ASSIGNED RESPONSIBILITIES. IF THE PA IS NOT AVAILABLE DURING THE INVENTORY, UNIT COMMANDING OFFICERS, OFFICERS-IN-CHARGE, AND UNIT-LEVEL SUPERVISORS SHALL DESIGNATE IN WRITING AN ALTERNATE PA. J. POTENTIAL ISSUES WITH SUB-UNITS DURING THE INVENTORY COUNT PERIOD: 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 JOB-AIDS ON THE PORTAL SITE. K. POTENTIAL ISSUES WITH SUBMITTING INVENTORY PACKAGES FOR UNITS WITHOUT ANY CAPITALIZED PERSONAL PROPERTY, NON-CAPITALIZED BOATS, NON-CAPITALIZED SOFTWARE, AND NON-CAPITALIZED MOTOR VEHICLES AND TRAILERS PRESENT: UNITS 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. INVENTORY TIMELINE: A. 30 JUL 2012: CG-WIDE WEBCAST TRAINING POSTED TO THE PORTAL, AVAILABLE 24 HOURS A DAY UNTIL THE END OF THE INVENTORY PERIOD. MANDATORY FOR ALL APO AND COUNT TEAM (CT) MEMBERS. B. 30 JUL 2012 TO 22 AUG 2012: APOS ACCESS THE CG PORTAL PHYSICAL INVENTORY SITE IAW PARA 3.C TO DOWNLOAD THE DETAILED INVENTORY PROCEDURES, JOB-AIDS FOR USING ORACLE AND SUBSIDIARY SYSTEMS, EXAMPLE DOCUMENTATION, AND WEBCAST 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. 23 AUG 2012: COUNT PHASE BEGINS. APOS SHALL RUN THE ORACLE PHYSICAL INVENTORY REPORT AND SUBSIDIARY SYSTEM REPORT ON OR AFTER 23 AUG 2012 IAW THE JOB-AID. FAILURE TO USE THE JOB-AIDS PROVIDED FOR THE INVENTORY, AND OR RUNNING THE ORACLE PHYSICAL INVENTORY REPORT AND SUBSIDIARY SYSTEM REPORTS PRIOR TO THE COUNT PHASE WILL RESULT IN A REJECTED PHYSICAL INVENTORY PACKAGE. D. 23 AUG-31 AUG 2012: COUNT PHASE. ALL CG UNITS PERFORM PHYSICAL INVENTORY OF 100 PERCENT OF CAPITALIZED PERSONAL PROPERTY, NON-CAPITALIZED MOTOR VEHICLES AND TRAILERS (CG-OWNED AND LEASED, EXCLUDING GSA), NON-CAPITALIZED SOFTWARE (GREATER THAN OR EQUAL TO 2,500 DOLLARS), AND NON-CAPITALIZED BOATS IAW THE PROCEDURES (RECORD-TO-FLOOR AND FLOOR-TO-RECORD). E. PRIOR TO COB 31 AUG 2012: ALL CG UNITS MUST SUBMIT THEIR FINAL CERTIFIED PHYSICAL INVENTORY PACKAGE 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 FEDERAL MOTOR VEHICLE REGISTRATION SYSTEM AND INTERNAL USE SOFTWARE SUBSIDIARY SYSTEM) WITH EVIDENCE OF RECONCILIATION (I.E. CT INITIALS AND DATES), (5) SUPPORTING DOCUMENTATION FOR ANY ASSET ADDITION, DELETION, TRANSFER OR EDIT, AND (6) WEBCAST TRAINING CERTIFICATES FOR APO AND CT. F. 03 SEP 2012 TO 30 SEP 2012: UNIT INVENTORY PACKAGES REVIEWED AND APPROVED BY COMDT (CG-844) ARE SUBMITTED TO FINCEN (FR) FOR RECORD CHANGES AS APPROPRIATE. INCOMPLETE PACKAGES ARE RETURNED TO ORIGINATING UNIT FOR CORRECTIONS. 5. POCS: FOR QUESTIONS CONCERNING THE INVENTORY CONTACT LT JOHN LEGATE (JOHN.M.LEGATE(AT)USCG.MIL). FOR QUESTIONS CONCERNING ORACLE FIXED ASSETS CONTACT MS. DEBORAH WHITE (DEBORAH.J.WHITE(AT)USCG.MIL). 6. RELEASED BY M. D. SHERIDAN, DIRECTOR OF FINANCIAL OPERATIONS/COMPTROLLER. 7. INTERNET RELEASE AUTHORIZED.