R 261904Z OCT 12

ALCOAST 466/12
COMDTNOTE 7320
SUBJ: CG-WIDE PHYSICAL INVENTORY OF PERSONAL PROPERTY ASSETS FOURTH
QUARTER 2012 INVENTORY RESULTS
A. COMDT COGARD WASHINGTON DC 242109Z JUL 12/ALCOAST 343/12
B. COMDT COGARD WASHINGTON DC 102057Z AUG 12/ALCOAST 372/12
1. THE FOURTH QUARTER 2012 PHYSICAL INVENTORY OF CG ASSETS IS
COMPLETE. THIS INVENTORY AND OTHER EVOLUTIONS LIKE IT IN THE FUTURE
ARE ENSURING THAT THE CG HAS ADEQUATE POLICY, PROCEDURES, AND
INTERNAL CONTROLS IN PLACE NECESSARY FOR US TO TRULY BECOME A WORLD
CLASS FINANCIAL ORGANIZATION. THANKS TO YOUR EFFORTS, WE HAVE
COMPLETED OUR PROPERTY INVENTORY CYCLE IN 4 WEEKS DESPITE UNITS STILL
ADJUSTING TO THE INCLUSION OF ALL CG-OWNED AND COMMERCIALLY LEASED
NON-CAPITALIZED MOTOR VEHICLES AND TRAILERS AND INTERNAL USE SOFTWARE
(IUS).  ALL OF THE 1050 CG UNITS SUBMITTED THEIR REQUIRED INVENTORY
PACKAGES, AND ALL UNITS PACKAGES HAVE REACHED FINAL ACCEPTANCE. THIS
INVENTORY, 59 PERCENT OF UNITS WERE ABLE TO COMPLETE THE EVOLUTION ON
INITIAL SUBMISSION, WHICH IS AN IMPROVEMENT OVER THE MARCH 2012 AND
SEPTEMBER 2011 INVENTORIES OF 58 PERCENT AND 44 PERCENT,
RESPECTIVELY. OUR GOAL FOR THE MARCH 2013 INVENTORY IS TO HAVE 100
PERCENT OF UNITS SUBMIT ONLY ONE TIME. I AM CHALLENGING THE REMAINING
429 CG UNITS TO "GET THERE" THE FIRST TIME.
2. AS WE HAVE DONE SINCE OUR FIRST INVENTORY IN SEPT 2009, WE
CONTINUE TO ANALYZE OUR PROCESSES AND STREAMLINE WHERE APPROPRIATE.
BY AND LARGE, YOU ARE DOING A GREAT JOB ACCOUNTING FOR OUR PERSONAL
PROPERTY ASSETS. SPECIFIC FIELD OBSERVATIONS AND THE MOST COMMON
REASONS INVENTORY PACKAGES WERE REJECTED WERE AS FOLLOWS:
    A. UNITS DID NOT SUBMIT THE CORRECT MEMO FORMAT AS DESCRIBED IN
THE PHYSICAL INVENTORY PROCEDURES.
    B. UNITS DID NOT PROVIDE AMPLE SUPPORTING DOCUMENTATION TO ADD,
DELETE, AND TRANSFER ASSETS.
    C. UNITS WERE NOT RUNNING THE PHYSICAL INVENTORY REPORT IN THE
FORMAT AS PER THE ORACLE FAM JOB AID.
    D. UNITS DID NOT UPHOLD THE SEGREGATION OF DUTIES PERTAINING TO
THE ROLE OF THE ACCOUNTABLE PROPERTY OFFICER AND PROPERTY
ADMINISTRATOR.
    E. COUNT TEAMS WERE NOT INITIALING AND DATING PERSONAL PROPERTY
LINE ITEMS ON THE ORACLE PHYSICAL INVENTORY REPORTS.
    F. CG UNITS DID NOT INITIAL AND DATE EACH PAGE BREAK LINE ON THE
PHYSICAL INVENTORY REPORT.
    G. UNITS WERE NOT PROVIDING RECONCILED SUBSIDIARY SYSTEM
(AOPS/ALMIS/FMVRS/IUS) REPORTS AS PART OF THE PACKAGE SUBMISSION.
    H. UNITS WERE NOT PROVIDING THE WEBCAST CERTIFICATION MEMO FOR
THE
COUNT TEAM MEMBERS AND THE ACCOUNTABLE PROPERTY OFFICER WITH THEIR
INVENTORY PACKAGE.
3. THANK YOU FOR YOUR EXTENSIVE CONTRIBUTIONS. YOU ARE CLEARLY
UPHOLDING YOUR RESPONSIBILITIES AS STEWARDS OF THE TAXPAYERS DOLLARS.
4. MS. MARGO SHERIDAN, DIRECTOR OF FINANCIAL OPERATIONS/COMPTROLLER,
SENDS.
5. INTERNET RELEASE AUTHORIZED.