R 162123Z AUG 10 FM COMDT COGARD WASHINGTON DC//CG-8// TO ALCOAST BT UNCLAS //N04500// ALCOAST 421/10 COMDTNOTE 4500 SUBJ: CG-WIDE PHYSICAL INVENTORY OF CAPITALIZED PERSONAL PROPERTY FOR FISCAL YEAR ENDING 2010 - ACTION ORDER A. COMDT COGARD WASHINGTON DC 031926Z AUG 10/ALCOAST 406/10 B. COMDT COGARD WASHINGTON DC 292111Z JUL 10/ALCGFINANCE 028/10 1. IAW REFS A AND B, THIS MESSAGE PROMULGATES THE YEAR END 2010 PROCEDURE FOR PHYSICAL INVENTORY OF CAPITALIZED PERSONAL PROPERTY AND PROVIDES AMPLIFYING GUIDANCE TO UNITS FOR CONDUCTING THE YEAR END CAPITALIZED PERSONAL PROPERTY PHYSICAL INVENTORY. THE PROCEDURE HAS BEEN UPDATED TO PROVIDE BETTER ACCOUNTABILITY AND STANDARDIZATION. THE PROCEDURE FOR THIS INVENTORY IS AVAILABLE FOR DOWNLOAD IAW PARA 4.A BELOW. IT IS IMPERATIVE THAT COMMANDING OFFICERS, OFFICERS-IN-CHARGE, AND UNIT-LEVEL SUPERVISORS FULLY UNDERSTAND THE REQUIREMENTS OF THIS PROCEDURE AND ENSURE THEIR ACCOUNTABLE PROPERTY OFFICERS (APOS), PROPERTY CUSTODIANS (PC), AND COUNT TEAMS (CT) ADHERE TO THE PROCEDURE AND REPORTING OBLIGATIONS THEREIN. SUBMISSIONS WILL AGAIN BE TRACKED BY EACH OPFAC AND REPORTED TO THE RESPECTIVE HQ STAFF, LANTAREA/FUTURE OPCOM AND PACAREA/FORCECOM STAFF FOR ACTION. 2. DEFINITIONS: A. EXISTENCE - ENSURING EVERY ITEM IN THE RECORD IS ON THE FLOOR, IN THE YARD OR HANGAR, OR AT THE DOCK. B. COMPLETENESS - ENSURING EVERY ITEM ON THE FLOOR, IN THE YARD, HANGAR OR AT THE DOCK IS IN THE RECORD. 3. GUIDANCE FOR CAPITALIZED PERSONAL PROPERTY PHYSICAL INVENTORY: A. UPDATED PROCEDURES: THE UPDATED PROCEDURE (VER 3) SHALL BE USED FOR THE YEAR END 2010 INVENTORY, AND WILL BE AVAILABLE ON THE CG PORTAL NLT 18 AUG. UNITS MUST MAKE EVERY EFFORT TO LIMIT RESUBMISSIONS IN ORDER TO COMPLETE THE EVOLUTION WITHIN THE COMPRESSED TIME PERIOD REQUIRED. THE INVENTORY PROCEDURE MUST BE READ AND FOLLOWED EXPLICITLY BY THE APO AND CT, AND ALL REQUIRED ADDITIONS, EDITS, AND DELETIONS MUST BE EXPLAINED IN THE UNIT CERTIFICATION MEMO. TWO NOTABLE UPDATES HAVE BEEN MADE TO THE PHYSICAL INVENTORY PROCEDURE SINCE THE MARCH 2010 INVENTORY: (1) OUTLOOK SUBMISSION FORM: TO IMPROVE THE EFFICIENCY OF PACKAGE PROCESSING AT HEADQUARTERS AND INCREASE TRANSPARENCY AND REPORTING TIMELINESS, AN OUTLOOK-BASED SUBMISSION FORM FOR INVENTORY CERTIFICATION PACKAGES HAS BEEN CREATED PER PARA 3.C. (2) INTERNAL CONTROL IDENTIFICATION: THE PROCEDURE NOW LISTS THE INTERNAL CONTROLS TO ENSURE COMPLIANCE WITH ACCOUNTING STANDARDS. B. CG PORTAL SITE: THE CG PORTAL SITE REMAINS THE ONE-STOP SHOP FOR ALL CAPITALIZED PERSONAL PROPERTY GUIDANCE, AND INCLUDES ALL DOCUMENTS NECESSARY TO FACILITATE THE EXECUTION OF AN INVENTORY. THE CG PORTAL SITE 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 COLLABORATION TAB. IT CAN ALSO BE ACCESSED BY TYPING(QUOTE)HTTPS://CGPORTAL.USCG.MIL/LOTUS/MYQUICKR/CAPITALIZED-PRO PERTY-PHYSICAL-INVENTORY/(UNQUOTE)IN LOWER-CASE LETTERS INTO AN INTERNET BROWSER. C. SUBMISSION OF INVENTORY PACKAGE: THE OUTLOOK SUBMISSION FORM FOR INVENTORY PACKAGES CAN BE ACCESSED ON ANY SWIII BY CLICKING FILE, NEW, CHOOSE FORM. THEN SELECT ORGANIZATIONAL FORMS LIBRARY IN THE DROP DOWN MENU AND SELECT CAP-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. THE NAMING CONVENTION FOR THE SCANNED FILE ATTACHMENT SHOULD BE OPFAC (UNDERSCORE)DDMMMYY (UNDERSCORE) SUBMISSION NO.PDF (E.G.11501(UNDERSCORE)08MAR10(UNDERSCORE)1.PDF). AN OUTLOOK E-MAIL INBOX HAS BEEN CREATED FOR THE SUBMISSION OF INVENTORY PACKAGES AND QUESTIONS. THE E-MAIL ADDRESS IS (QUOTE) CAP-PHY-INV (UNQUOTE), WHICH CAN BE TYPED DIRECTLY INTO THE TO BLOCK ON A SWIII OUTLOOK ACCOUNT. USE THIS INBOX FOR COMMUNICATIOSN WITH THE INVENTORY TEAM. D. 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. E. INVENTORY OF INTERNAL-USE SOFTWARE: INTERNAL-USE SOFTWARE WILL NOT BE INVENTORIED AS PART OF THIS EVOLUTION. F. CG YARD: CG YARD WILL BE REQUIRED TO EXECUTE A CAPITALIZED PERSONAL PROPERTY INVENTORY FOR NON-YARD FUND CAPITALIZED ASSETS MAINTAINED IN ORACLE. G. PREVIOUSLY SUBMITTED ADDS/EDITS/DELETES: WELL OVER 2,200 ADDITIONS, EDITS, AND DELETIONS HAVE BEEN RECEIVED FROM THE SEPTEMBER 2009 AND MARCH 2010 INVENTORIES. IF YOUR INVENTORY PACKAGE WAS MARKED AS COMPLETE BUT ANY OF YOUR SUBMITTED ADDITIONS, EDITS, OR DELETIONS WERE NOT PROCESSED OR WERE PROCESSED INCORRECTLY, ANNOTATE THAT WITHIN THE UNIT CERTIFICATION MEMO. OUR CGHQ PROPERTY TEAM IS CONTINUOUSLY WORKING ON MAKING THESE UPDATES AND IMPROVING QUALITY OF SERVICE. 4. INVENTORY TIMELINE: A. 18-30 AUG 10: APOS ACCESS THE CG PORTAL CAPITALIZED PHYSICAL INVENTORY SITE IAW PARA 3.B ABOVE TO DOWNLOAD THE PROCEDURE NARRATIVE, PROCESS FLOW DIAGRAMS, JOB-AIDS FOR USING ORACLE AND SUBSIDIARY SYSTEMS, AND EXAMPLE DOCUMENTATION. THE APO SHALL ALSO IDENTIFY AND TRAIN A MINIMUM OF TWO COUNT TEAM (CT) MEMBERS FOR THE PHYSICAL INVENTORY. THE CT TRAINING SHALL INCLUDE REVIEWING THE PROCEDURE NARRATIVE AND THE PROCESS FLOW DIAGRAMS. B. 24 AUG 10: LIVE ONLINE TRAINING WILL BE PROVIDED ON 24 AUG 2010 FOR ALL UNIT APOS 1200-1400EST. THIS DATE REPLACES THE 18 AUG DATE INDICATED IN REF A. A LINK FOR THE TRAINING WILL BE PUBLISHED ON THE CG PORTAL SITE MAIN SCREEN. IF YOUR UNIT IS UNABLE TO ATTEND THIS LIVE EVENT, A LINK WITH A RECORDING OF THE TRAINING WILL BE POSTED TO THE PORTAL WITHIN 24H. C. 30 AUG 10: COUNT PHASE BEGINS. APOS MUST RUN ORACLE PHYSICAL INVENTORY REPORT IAW JOB-AIDS AND CLOSELY FOLLOW THE INSTRUCTIONS TO OBTAIN THE CORRECT REPORT FROM ORACLE. FAILURE TO USE THE JOB-AIDS PROVIDED FOR THE INVENTORY WILL RESULT IN UNITS INVENTORYING POTENTIALLY UNNECESSARY ITEMS AND/OR RETURNS OF INCOMPLETE CERTIFIED PHYSICAL INVENTORY PACKAGES. D. 30 AUG - 03 SEP 10: ALL CG UNITS PERFORM PHYSICAL INVENTORY OF 100 PERCENT OF CAPITALIZED PERSONAL PROPERTY (RECORD-TO-FLOOR AND FLOOR-TO-RECORD) IAW THE PROCEDURE AND PREPARE THE CERTIFICATION PACKAGE. E. BY COB, 03 SEP 10: ALL CG UNITS MUST SUBMIT THEIR FINAL CERTIFIED PHYSICAL INVENTORY PACKAGE TO COMDT (CG-842) IAW PARA 4.B. THE CERTIFIED PHYSICAL INVENTORY PACKAGES, SHALL CONTAIN: (1) UNIT CERTIFICATION MEMO WITH ALL ADDITIONS, EDITS, AND DELETIONS EXPLAINED SIGNED BY THE CO/OIC/UNIT-LEVEL SUPERVISOR, (2) CERTIFIED PHYSICAL INVENTORY PACKAGE CHECKLIST, (3) ORACLE PHYSICAL INVENTORY REPORTS WITH EVIDENCE OF RECONCILIATION (I.E. CT INITIALS WITH DATES), (4) SUPPORTING DOCUMENTATION FOR ANY ASSET ADDITION, DELETION, TRANSFER OR EDIT, (5) APPROPRIATE SUBSIDIARY SYSTEM REPORTS WITH EVIDENCE OF RECONCILIATION (I.E. CT INITIALS AND DATES). F. 30 AUG-30 SEP 10: UNIT INVENTORY PACKAGES REVIEWED AND APPROVED BY COMDT (CG-842) ARE SUBMITTED TO FINCEN (FR) FOR RECORD CHANGES AS APPROPRIATE. INCOMPLETE PACKAGES ARE RETURNED TO ORIGINATING UNIT FOR CORRECTIONS. 5. CAPITALIZED PERSONAL PROPERTY POCS: E-MAIL: CAP-PHY-INV, OR, LCDR ROBERT.E.HART(AT)USCG.MIL AND LT JARED.S.TRUSZ(AT)USCG.MIL. 6. RELEASED BY RDML K. A. TAYLOR, ASSISTANT COMMANDANT FOR RESOURCES/CHIEF FINANCIAL OFFICER. 7. INTERNET RELEASE AUTHORIZED. BT