ASTM Use and
Application
Cinda Brockman, A2B
Tracking, CPPM, CF
Tamra Zahn, Boeing, CPPA
The History of ASTM Committee E53
•The idea of property
Standards took hold, major
breakthrough at NES in
Santa Fe, New Mexico
1998
1999
•ASTM Committee E53 Property
Management Systems was formed
2000
2001
• A dedicated group researched
how the process should work
•Chose ASTM, founded in 1898,
as the organization to manage the
process of creating voluntary
consensus standard
•The first two standard s were
issued
E53 Committee - The Present
•
E53.20
E53.10
E53.07
E53.02
E-53
“Committee
on Asset
Management”
E53.06
E53.03
E53.04
E53.05
Scope
The development,
maintenance and
dissemination of
standard practices and
performance standards
for asset management
systems and the lifecycle
management of
personal property
assets.
Subcommittees
•
•
•
•
•
•
•
•
•
E53.01 Process Management
E53.02 Data Management
E53.03 Financial Management
E53.04 Reutilization and Disposal
E53.05 Property Management Maturity
E53.06 Terminology
E53.07 Sustainable Property Management
E53.10 Asset Management Activity
E53.20 United States Government Contract Property
Management
E53 Executive Board
Chairman:
Vice Chairman:
Secretary:
Membership Secretary:
Member at Large:
Member at Large:
Member at Large:
Member at Large:
Past Chairman:
Staff Manager:
Bill Franklin, Noblis Inc.
Cinda Brockman, A2B Tracking
Rick Shultz, John Hopkins Univ/APL
Kim Doner, SRA
Amber Propert, US Office of Under
Secretary of Defense Acq. Tech. and
Logistics
Richard Culbertson, Retired
Mike Showers, NASA
Tamra Zahn, Boeing
Bob Holcombe, GSA
Katerina Kaperna, ASTM
NPMA and ASTM – The Relationship
ASTM
NPMA
“Director
of
Standards
and
Develops & Publishes
Develops and Presents
Standards
Educational
Utilization”
& Certification Material
Audience Participation
• How many of you have incorporated E53
Standards in your policies and processes?
• For those who did not raise your hand why
haven’t you incorporated them?
• How many of you have been audited
(internally or externally) to the standards
in your policies and processes?
Utilization Survey – One of E53’s
Completed Goals
• Survey Details:
– Utilization survey results to guide development of
future standards
• ASTM Sponsored
• Survey Sent to 96 of companies
• 26 Standards were selected
• 53 Responses received
• 79.60 % of the standards were reported as being used
according to 49 of the respondents
ASTM E53 Standards Usage Survey
Response Summary
• Do you currently use ASTM E53 standards within your
property plan and/or procedure, if Yes please complete
the survey, if No please continue to question 8?
Response %
Response Count
Yes
79.6%
39
No
20.4%
10
Answered question
Skipped question
49
4
Survey Results
Of the Standards listed, which do you use?
Percentage
# of Respondents
E2676-09
0%
0
E2674-09
10.50%
2
E2497-11
12.80%
5
E2606-08
12.80%
5
E2631-09
12.80%
5
E2672-09
12.80%
5
E2378-05
20.00%
2
E2811-11
20.50%
8
E2379-04
22.70%
5
E2671-10
23.10%
9
E2858-12
25.00%
8
E2499-11
25.60%
10
E2495-07
27.30%
6
E2715-09
28.20%
11
Survey Results (continued)
Of the Standards listed, which do you use?
Percentage
# of Respondents
E2452-10
E2607-06
E2675-09
E2812-11
E2608-08
E2305-11
E2279-09
E2605-8
E2132-11
E2604-09
E2453-05
E2131-09
31.80%
34.40%
36%
36.80%
40.90%
59.40%
61.50%
64.10%
66.70%
78.90%
90.00%
90.60%
7
11
8
7
9
19
24
25
26
15
9
29
Hot Standards
E2279 Standard Practice for Establishing the Guiding Principles of
Property Management
E2605-8 Standard Practice for Receiving of Assets
E2132-11 Standard Practice for Inventory Verification: Electronic and
Physical Inventory of Assets
E2604-9 Standard Practice for Data Characteristics of Equipment
Records
E2453-05 Standard Practice for Determining the Life-Cycle Cost of
Ownership of Personal Property
E2131-09 Standard Practice for Addressing and Reporting Loss,
Damage, or Destruction of Tangible Property
Not So Hot….
E2676-09 Standard Practice for Tangible
Property Mobility (MI)
E2674-09 Standard Practice for Assessment of
Impact of Mobile Data Storage Device (MDSD)
Loss
E2497-11 Standard Practice for Calculation of
Asset Movement Velocity (AMV)
E2606-08 Standard Practice for Receipt
Notification as a Result of Tangible Property
Movement
E2631-09 Standard Practice for Physical
Placement of an Entity-Controlled
Supplemental Identification Label
E2672-09 Standard Practice for Identification
and Categorization of Tooling
ASTM E53 Standards Usage Survey
Response Summary
• If your system is audited, does the auditing agency
(internal or external) confirm your compliance with the
referenced standards in your plans and procedures?
Response %
Response Count
Yes
51.2%
21
No 22.0%
9
N/A
26.8%
11
Answered question
Skipped question
41
12
ASTM E53 Standards Usage Survey
Response Summary
• What subject within Asset/Property
Management would you want to see developed
into a new standard?
Response Count
27
Answered question
Skipped question
27
26
On What Topics Would You Like to See
a Standard Written?
• Standard that is solely related to Item Unique Identification
(IUID) as required by DFARS
• Material control guidelines and the practice of ABC
inventory methods.
• Management of Government Furnished Information
• Subcontract control
• Transfer of US Government property to foreign countries
• Internal Self Assessments and Audit of Property
Management Functional Elements
Incorporating Standards into your
Procedures
•
•
In whole
In part
•
OMB Circular A119
– This Circular establishes policies to improve the internal management of the Executive
Branch. Consistent with Section 12(d) of P.L. 104-113, the "National Technology Transfer and
Advancement Act of 1995" (hereinafter "the Act"), this Circular directs agencies to use
voluntary consensus standards in lieu of government-unique standards except where
inconsistent with law or otherwise impractical. It also provides guidance for agencies
participating in voluntary consensus standards bodies and describes procedures for satisfying
the reporting requirements in the Act. The policies in this Circular are intended to reduce to a
minimum the reliance by agencies on government-unique standards. These policies do not
create the bases for discrimination in agency procurement or regulatory activities among
standards developed in the private sector, whether or not they are developed by voluntary
consensus standards bodies. Consistent with Section 12(b) of the Act, this Circular directs
the Secretary of Commerce to issue guidance to the agencies in order to coordinate
conformity assessment activities. This Circular replaces OMB Circular No. A-119, dated
October 20, 1993.
Example: E2221 The Standard Practice for Administrative Control of Property
Incorporating Standards into your
Procedures
OMB Circular A119 Section 6 a.
•
Your agency must use voluntary consensus standards, both domestic and
international, in its regulatory and procurement activities in lieu of governmentunique standards, unless use of such standards would be inconsistent with applicable
law or otherwise impractical. In all cases, your agency has the discretion to decline to
use existing voluntary consensus standards if your agency determines that such
standards are inconsistent with applicable law or otherwise impractical.
(1) "Use" means incorporation of a standard in whole, in part, or by reference for
procurement purposes, and the inclusion of a standard in whole, in part, or by
reference in regulation(s).
(2) "Impractical" includes circumstances in which such use would fail to serve the
agency's program needs; would be infeasible; would be inadequate, ineffectual,
inefficient, or inconsistent with agency mission; or would impose more burdens, or
would be less useful, than the use of another standard.
In Part-Example
E2221 Administrative Control of Property
Incorporate
Not Incorporate
•
•
•
•
All property should have been
entered into the formal
accountable records and
inventories are to be performed in
accordance with the
administrative control thresholds
of the organization.
Inventories should be performed
by personnel other than the
custodians of the property and
inventory results should be
independently verified.
The results of the inventory should
be analyzed and discrepancies
reconciled with the property
records and the financial control
records.
•
•
Acceptable Thresholds for Administrative
Control
Organizations that have inventory variances of 5
% or greater are defined as “high risk” under
Practice E 2131 and should set their control
threshold at $500.00.
Organizations that have inventory variances of
between 2 % and 5 % are defined as “medium
risk” under Practice E 2131 and should set their
control threshold at $5000.00.
Incorporating Standards into your
Procedures
Incorporating Standards into your
Procedures (continued)
• Inventories should be performed by personnel
identified in the PI Plan and inventory results should
be independently verified unless otherwise agreed
upon and documented in the PI plan. (Ref. ASTM
E2221-02)
In Part-Example
E2605-08 Standard Practice for Receiving Property
Incorporate
•
•
•
•
•
5.5-5.7. Locate the incoming documentation.
In most cases, incoming documentation will
accompany the shipment (that is, packing slip,
shipping document, and invoice). If no
documentation is present, the receiving entity
shall either contact the shipping entity
requesting documentation or generate a
document listing the following information:
5.5.1 through 5.6.7
5.7 Note any damage or discrepancies, or both,
on the incoming documentation.
5.11 Receiving tangible property against a
purchase order could involve other functions
within your organization. The receipt of
tangible property will differ depending on your
organizational structure for acquiring and
issuance of payment for property received.
5.12 An organization should establish a
standard processing time for tangible property
being received and delivered. Needs, types of
property and its characteristics , requirements,
and capabilities should be considered before
setting this time frame. This time frame may
vary based upon the type of property and its
characteristics.
Incorporate
•
•
•
•
5.8 Ensure what was shipped was ordered and what was
ordered was received. Reconcile the incoming documentation
against the authorizing document. This information shall be
accessible to receiving personnel at the point of receipt.
5.8.1 Damage or discrepancies, or both, shall be reported
immediately to the appropriate organization within your
organization for resolution.
5.9 The receiving of sensitive or hazardous materials , or both,
may require special handling and safety precautions.
5.10 Ensure the tangible property is inspected in accordance
with the quality requirements of the contract or customer, if
required.
Not Incorporate
•
•
5. Procedure for Receiving Incoming Tangible Property , 5.1
through 5.4.1
6. Reports
In Part-Example
E2132-01 Standard Practice for Physical Inventory of
Durable, Moveable Property
Incorporate
Not Incorporate
•
•
•
•
•
•
3.1.1 A physical inventory is an
assessment or audit. An effective
physical inventory provides information
of value that equals or exceeds the cost
of the activity. For the results to be valid
and useful, complete the physical
inventory by consistently applying written
procedures. As physical inventories
generally measure performance over a
period of months or years and results are
often trended, it is desirable to repeat
past inventory practices in order to make
results comparable..
3.4 Population
3.7 Validation techniques – determine the
validation and data gathering techniques
permissible for the inventory. Validation
techniques may include: barcode
scanning, radio transmission, owner
validation, validation by an independent
individual, two-signature validation…
4. Procedure
•
•
2. Significance and Use
3.1.2 As physical inventories are generally efforts
involving significant time, resources, complexity, and
personnel, appropriate project management techniques
should be employed. Address 3.2 through 3.13 when
planning.
5. Results
6. Interpreting Physical Inventory Results
Examples of Whole Standards Being
Used
E2604-09 Standard Practice for Data Characteristics of
Equipment Records
Question: Why is this one an easy one to incorporate into your
processes?
Answer: Because under Data Elements there are only 5 essential data
elements that shall be used in equipment records:
1. Identification number (unique or equivalent),
2. Description,
3. Receipt date,
4. Unit acquisition cost, and
5. Location
Examples of Whole Standards Being
Used (continued)
E2135 Standard Terminology for Property and Asset
Management
Question: Why is this one an easy one to incorporate into your
processes?
Answer: Because it would be a lot easier if all of your
terminology throughout your processes and procedures were
the same as what is defined in E2135. Being consistent is a
good thing!
Audience Participation
• What hesitation if any, do you have with
incorporating standards into your
procedures?
• What benefits have you reaped from
incorporating standards?
• Questions?