R 031926Z AUG 10 ALCOAST 406/10 COMDTNOTE 4500 SUBJ: CG-WIDE YEAR END PHYSICAL INVENTORY OF CAPITALIZED PERSONAL PROPERTY - WARNING ORDER A. COMDT COGARD WASHINGTON DC 291137Z JUL 10/ALCGFINANCE 026/10 B. PROPERTY MANAGEMENT MANUAL, COMDTINST M4500.5(SERIES) 1. IAW REF A, YEAR END CG-WIDE CAPITALIZED PERSONAL PROPERTY PHYSICAL INVENTORY WILL COMMENCE 30 AUG 10. OUR ONGOING GOAL IS TO ENSURE THAT ALL OF OUR CAPITALIZED PERSONAL PROPERTY IS ACCOUNTED FOR IN ACCORDANCE WITH FEDERAL STANDARDS. UNITS MUST BE PROACTIVE IN THIS PROCESS AND SHOULD BE WORKING TO CORRECT ORACLE FIXED ASSET MODULE DISCREPANCIES PRIOR TO THE PHYSICAL INVENTORY. 2. DEFINITION: CAPITALIZED PERSONAL PROPERTY IS DEFINED AS VESSELS, AIRCRAFT, SMALL BOATS, ELECTRONICS SYSTEMS, ELECTRONICS STAND ALONE, ELECTRONICS TEST EQUIPMENT, VEHICLES, GENERAL PURPOSE PROPERTY AND INTERNAL-USE SOFTWARE MEETING COAST GUARD CAPITALIZATION THRESHOLDS AS OUTLINED IN REF B. IT CAN ALSO INCLUDE FORKLIFTS, BOAT LIFTS, CRANES, YELLOW GEAR, ETC. NON-CAPITALIZED PERSONAL PROPERTY GENERALLY INCLUDES ITEMS SUCH AS COMPUTERS, OTHER CONSUMER ELECTRONICS AND MOST HIGHLY PILFERABLE ITEMS. 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 PERIOD AND FOR CERTIFYING THE EXISTENCE AND COMPLETENESS OF CAPITALIZED PERSONAL PROPERTY ASSETS FOR THEIR UNIT. B. ACCOUNTABLE PROPERTY OFFICERS (APOS) ARE OVERALL RESPONSIBILE FOR THE EXECUTION AND MANAGEMENT OF THE PHYSICAL INVENTORY AT THE UNIT AND FORWARDING OF THE INVENTORY REPORT TO COMDT (CG-842). C. CHAINS OF COMMAND ARE RESPONSIBLE FOR ENSURING THAT ALL SUBORDINATE UNITS HAVE AN OPFAC ASSIGNED IN THE ORACLE FIXED ASSETS MODULE (FAM) PRIOR TO THE COMMENCEMENT OF THE INVENTORY, AND THAT ALL SUBORDINATE UNITS SUBMIT THEIR INVENTORY PACKAGES BY THE BELOW DEADLINE. D. CG PROGRAMS COMDT (CG-43, CG-711, CG-731, CG-751): RESPONSIBLE FOR ENSURING THAT ALL PROGRAM MANAGED ASSETS ARE REVIEWED PERIODICALLY AND ARE LISTED IN THE CORRECT LOCATION WITHIN AOPS, ALMIS AND ORACLE. ALL DISCREPANCIES MUST BE RECTIFIED BY THE UNIT, THE PROPERTY PROGRAM MANAGER, COMDT (CG-842), AND CG FINCEN. 4. TIMELINE FOR CG-WIDE CAPITALIZED PERSONAL PROPERTY PHYSICAL INVENTORY. A. 18 AUG: CG-WIDE LIVE WEBCAST TRAINING FOR APOS AND COUNT TEAMS (AMPLIFYING INFORMATION WILL BE PROVIDED OOA 09 AUG 2010). B. 30 AUG - 03 SEP 2010: APOS CONDUCT CG-WIDE PHYSICAL INVENTORIES OF 100 PERCENT OF CAPITALIZED PERSONAL PROPERTY. APOS PROVIDE GUIDANCE AND OVERSEE THE EXECUTION OF THE PHYSICAL INVENTORY COUNT TEAM FOLLOWING THE STEPS OUTLINED IN THE PROCEDURE. ALL UNITS MUST SUBMIT THE FINAL PHYSICAL INVENTORY CERTIFICATION PACKAGE NLT COB 03 SEP. UNITS MUST READ AND FOLLOW THE INVENTORY PROCEDURES IN ORDER TO KEEP RESUBMISSIONS TO A MINIMUM, AND TO ENSURE THAT THE FINAL SUBMISSION IS RECEIVED BY THE 03 SEP DEADLINE. NOTE, THIS IS A COMPRESSED 5-DAY TIMELINE AS COMPARED TO PREVIOUS CAPITALIZED PROPERTY INVENTORIES. C. 30 AUG - 17 SEP 2010: ERRORS IDENTIFIED DURING THE SEPTEMBER INVENTORY ARE CORRECTED IN ORACLE FAM BY CG FINCEN. 5. TO ASSIST UNITS IN THE EXECUTION OF THE CAPITALIZED PROPERTY PHYSICAL INVENTORY, COMDT (CG-842) CG PORTAL SITE WILL REMAIN THE ONE-STOP SHOP FOR ALL PHYSICAL INVENTORY NEEDS. THE PORTAL SITE INCLUDES ALL DOCUMENTS NECESSARY TO FACILITATE AN INVENTORY INCLUDING: POLICY, PROCEDURES, FREQUENTLY ASKED QUESTIONS, JOB AIDS, TEMPLATES, BEST PRACTICES, ETC. AND CAN BE ACCESSED BY SELECTING THE COLLABORATION TAB WITHIN CG PORTAL AND TYPING (QUOTE) CAPITALIZED PROPERTY PHYSICAL INVENTORY (UNQUOTE) INTO THE (QUOTE) SEARCH PLACES (UNQUOTE) BAR ON THE LEFT MENU OF THE CG PORTAL. IT CAN ALSO BE ACCESSED BY TYPING (QUOTE) HTTPS://CGPORTAL.USCG.MIL/LOTUS/MYQUICKR/CAPITALIZED- PROPERTY-PHYSICAL-INVENTORY/ (UNQUOTE) IN LOWER-CASE LETTERS INTO AN INTERNET BROWSER. AN OUTLOOK E-MAIL INBOX HAS BEEN CREATED FOR THE SUBMISSION OF INVENTORY PACKAGES, THE REPORTING OF DISCREPANCIES AND TO REQUEST E-MAIL VERSIONS OF THE PROCEDURES FOR THOSE UNITS WITHOUT CG PORTAL ACCESS. THE E-MAIL ADDRESS IS (QUOTE) CAP-PHY-INV (UNQUOTE), WHICH CAN BE TYPED DIRECTLY INTO THE TO BLOCK ON A SWIII OUTLOOK ACCOUNT. 6. IN PREPARATION FOR THE YEAR-END PHYSICAL INVENTORY UNITS SHOULD: A. RECONCILE OPERATIONAL, LOGISTICS, MAINTENANCE, AND FINANCIAL SYSTEMS (E.G. ALMIS, AOPS, ORACLE, ETC.) TO ENSURE ASSET LOCATIONS AND CONDITIONS ARE ALIGNED. IF DISCREPANCIES EXIST, CONTACT THE APPROPRIATE PERSONNEL (E.G. REGIONAL BOAT MANAGERS AND MOTOR FLEET MANAGERS) TO CORRECT THE DISCREPANCIES PRIOR TO THE SEPTEMBER INVENTORY. AS A NOTE, ALL AIRCRAFT LOCATIONS ARE RECONCILED BETWEEN ALMIS AND ORACLE DURING THE MONTHLY CLOSEOUT PROCESS AT FINCEN. B. VERIFY COMPLETENESS BY CONDUCTING A THOROUGH VISUAL REVIEW OF YOUR UNIT TO ENSURE ALL PROPERTY ON SITE IS ENTERED INTO THE FINANCIAL RECORDS. IF CAPITALIZED PROPERTY WAS PURCHASED DURING THE FY, SEND INVOICES, RECEIVING REPORTS AND OTHER PERTINENT DOCUMENTATION TO FINCEN FOR RECORD UPDATES. C. ALL MODERNIZED UNITS SHOULD HAVE TRANSFERRED ALL PROPERTY FROM LEGACY OPFACS TO THE NEW ACCOUNTABLE UNIT. INVENTORY REPORTS UNDER LEGACY OPFACS WILL NOT BE ACCEPTED IN SEPTEMBER. IT IS THE RESPONSIBILITY OF THE LEGACY UNITS PARENT COMMAND TO ENSURE LEGACY OPFACS HAVE NO PROPERTY REMAINING IN ORACLE FAM. D. COMMANDING OFFICERS, OFFICERS-IN-CHARGE,UNIT-LEVEL SUPERVISORS, AND APOS ARE DIRECTED TO REVIEW THE PORTAL SITE. 7. POCS: LCDR ROBERT.E.HART(AT)USCG.MIL AND LT JARED.S.TRUSZ(AT) USCG.MIL. FINCEN MS. DEBRA.J.WHITE(AT)USCG.MIL 8. RELEASED BY RDML K. A. TAYLOR, ASSISTANT COMMANDANT FOR RESOURCES/CHIEF FINANCIAL OFFICER. 9. INTERNET RELEASE AUTHORIZED.