10 (of the) Worst
Mistakes to Make
in Property
Management
Cheri Cross, CPPM, CF
Disclaimer:
The mistakes in this presentation are not ranked according to
severity or importance.
Failure to validate property
record fields
“Free” fields create unsearchable and
erroneous records
How many ways can you spell IBM?
Should develop pick lists, tables, or SOPs for
data entry
Failure to utilize pictures
Easy to accomplish with available technology
In our profession, we have to know what
EVERYTHING looks like
Can assist with an effective and efficient inventory
Can assist with reutilization (internal and external)
Critical for sales
Desc: Vehicle, 4X4
Failure to establish a process for
terminations
Employees terminating for a variety of reasons
(planned and unplanned)
Items remained in the custodianship of terminated
employees
Established an electronic process for clearing
terminations
Established a procedure for transferring property
when employees do not complete the termination
process
Note: For employees who terminate unexpectedly, or otherwise do not
properly transfer their property upon termination, the employee's immediate
supervisor will be responsible for the property.
Note: The technical contact is responsible for property assigned to a badged
person who does not follow the standard termination process (consultants,
guests, subcontractors, etc.) by transferring property prior to termination.
Failure to notify temporary
custodians of responsibilities
If items are loaned, furnished to subcontractors –
they need to be aware of requirements
May involve restrictions according to government
regulations
May require special handling due to hazards, export
control, etc.
Provide requirements in writing and have signed
Transfer of Custody for Loaned Personal Property
The borrower of the personal property itemized on the attached document (DOE F 4420.2 Personal Property Loan Agreement)
acknowledges and agrees to accept custody of the personal property during the period that the Personal Property Loan Agreement
is in effect.
In addition to the terms and conditions set forth in the attached document, executed between the borrower and lender, the borrower
agrees to:
Perform and report an inventory of the personal property upon request from the Lender or their designee.
Return the property to the Lender or their designee upon request, or perform disposition as directed by the Lender or their designee.
Comply with any and all federal, state, and local laws and regulations including, but not limited to those laws and regulations
establishing requirements for:
Operational licenses
Environmental, safety and health, including hazardous materials that may be used in the operation of the property or
disposition generated from operation of the equipment.
Export Control
The use, disposition, export and re-export of the personal property listed on the attached document may be subject to certain U.S.
laws and regulations on export control, including but not limited to, the Atomic Energy Act of 1954, as amended; the Arms Export
Control Act (22 U.S.C. § 2751 et seq.); the Export Administration Act of 1979 (56 U.S.C. Append 2401 et seq.); 10 C.F.R. § 810;
International Traffic in Arms Regulations (22 C.F.R. § 120); Export Administration Regulations (15 C.F.R. § 730); Foreign Assets
Control Regulations (31 C.F.R. § 500); and the Espionage Act (37 U.S.C. § 791 et seq.) which, among other things, prohibit:
The making of false statements and concealment of any material information regarding the use or disposition of export or re-export
of the personal property; and
Any use or disposition, export or re-export of the personal property, which is not authorized in accordance with the provisions of the
attached Personal Property Loan Agreement.
The individual whose signature appears below hereby certifies that they are authorized to sign on behalf of the borrower.
Name: ______________________________ Title ______________________________ Date _________________________
Failure to document/trend occurrences
Losses – who, what, where, why
Disposal issues – contaminated, leaking, etc.
Useful for justifying future actions
Useful for alerting other organizations of process
flaws
Failure to review excess available
from others
Again, required by regulations
Many sources available from contractors and
federal agencies
 GSAXcess
 DoD PCARRS
 DOE EADS
May get items for free except for shipping cost
Great way to show value-added for PM
organization – keep statistics and advertise!
INCOMING EXCESS
FROM OTHER FEDERAL AGENCIES
GRAND TOTAL - REUTILIZED
SINCE UT-BATTELLE
CONTRACT
(April 2000 – Sept 2012)
Failure to verify recipients of donations
Prime example – GSA CFL program
Recipients are not screened
Can use internet to verify information (Google
Maps and Google Earth are great for the address)
Ultimately, you are responsible if items get into
the “wrong” hands (at least in the public eye)
Sample requestor from CFL Program
This is the location for Christ Light World Academy…
Failure to identify/monitor trade-ins
If you think you aren’t doing them – you are
probably wrong
Items are not being:
 Checked for hazards
 Sanitized
 Having tags removed
Are you getting FMV?
Partner with Purchasing
Write a procedure and use a checklist
Failure to remove tags/identification
prior to release
Direct link back to your company
May result in bad publicity, fines, etc.
Required by federal regulations
Failure to check drawers, boxes, etc.
prior to release
Things get released that are “unknown”
May involve a myriad of bad circumstances
 Classified
 Business sensitive
 Hazards
 Disturbing to some
 Just embarrassing
Never dispose of anything that has not been
thoroughly inspected
Thank You!
Cheri Cross, CPPM CF
crosscl@ornl.gov
865.574.6046