Property Management
Interdependence among Major Functions
Alex N. Barenblitt. CPPM, MBA
Value Through Professional Asset Management
2014 NPMA Spring Seminar
Introduction
 Property Management is more than “Inventory
Management”
 Property Management requires a Multi-Disciplinary
approach – Program, Contracts, Procurement…
 Property Management requires Multi-Directional
communication
 Property Management has a direct impact on risk and
results
 Asset cost and risk is second only to Staff cost
Value Through Professional Asset Management
2014 NPMA Spring Seminar
Major Functions/Departments
• Business
Development/Proposal
Development
• Contracts &
Subcontracts
Management
• Program Management
• Property
(Asset/Logistics)
Management
• Finance & Accounting
Value Through Professional Asset Management
• Procurement
•
•
•
•
•
•
•
Engineering
Facilities
Operations
Production
Quality
Compliance
Human Resources
2014 NPMA Spring Seminar
Each Function/Department has its own Role
& Perspective
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Each role & perspective is valid & important
Each adds value, controls risk
Each is impacted by others, none is self-contained
Each works best as the “members of an orchestra” to
result in beautiful “music” *
• Property Management is the “conductor” for the
“Property Score”
* - Rick Shultz, CPPM CF, JHU Applied Physics Lab
Value Through Professional Asset Management
2014 NPMA Spring Seminar
Principal Roles (Property Perspective)
• Business Development
• Win Profitable Business
• Contracts Management
• Negotiate favorable
terms
• Program Management
• Achieve profitable results
• Achieve contract mission
• Procurement of CAP
• Engineering
• Use of the right
Property at the right
place at the right time
Value Through Professional Asset Management
• Property Management
• Effective & Efficient property
control
• The right property at the
right place at the right time
• Compliant property control
• Provide guidance & direction
• Finance & Accounting
• Efficient & effective financial
management
• Accurate accounting
• Procurement
• Efficient & Effective
• Best Value
2014 NPMA Spring Seminar
Principal Roles (Property perspective) Continued
• Facilities
• Provide the right
environment for
operations
• Operations
• Effective & Efficient
Planning/Scheduling
• The right property at the
right place at the right
time
• Production
• Efficient and effective
use of Property
Value Through Professional Asset Management
• Quality
• Follow Established
Processes
• Ensure high-quality
deliverables
• Compliance
• Ensure compliance with
regulations, contract
terms
• Human Resources
• The right people
performing the work
2014 NPMA Spring Seminar
Overall Property/Asset Lifecycle
(Prior to Receipt)
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Opportunity identification
• Business Development
Statement of Work
• Requirements Analysis
GFP vs. CAP Analysis
• Requested GFP listing
• Procurement/CAP Sourcing
Proposal
• Business Development
• Contracts/Subcontracts
• Program Management
• Property Management
• Finance & Accounting
• Human Resources
Contract Negotiation
• Terms & Conditions, Regulations,
Reporting
• Contracts Management
• Program Management
• Property Management
Value Through Professional Asset Management
•
•
Facility Preparation
• Physical site preparation
• Facilities Management

Physical site preparation,
build-out

Security, Receiving
• Staffing (Property Custodians)

Hiring, Training

Human Resources
• Site/Contract - specific
procedure development
GFP Request & CAP Procurement
•
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Program Management
Procurement Plan
Property Management
Operations Preparation
•
•
Finance & Accounting
Planning/Scheduling
2014 NPMA Spring Seminar
Property/Asset Lifecycle
(Upon Receipt)
•
Receipt from Government
•
•
Receiving Staff

Count/Condition

Acknowledge Receipt

Execute and transmit
acceptance form (e.g.
DD1194, other)
Property Custodian

Mark (Tag/Label), Enter Data
into Asset Database

Report receipt as appropriate
– UID Registry, if
applicable
– Point of Storage/Use
– Program Management
Value Through Professional Asset Management
•
Receipt from Vendor (CAP)
•
•
•
Receiving Staff

Count/Condition

Acknowledge Receipt
– Inform Procurement,
Accounting
Property Custodian

Mark, Enter Data into Asset
Database
All Receipts
•
•
•
Store or Forward to Point of Use,
as required
Record location in Asset Database
Record Assignee/Property
Custodian, as appropriate
2014 NPMA Spring Seminar
Property/Asset Lifecycle
(During Custodianship)
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Monitor Consumption
Review for Excess/Obsolete Property
Develop and Provide Reporting
Document and communicate movement, transfers (Users)
• Ensure only contractually authorized use
Perform Contractor Self Assessments
• Perform Inventory Audits
 Use applicable method
– Random Statistical Sampling, Wall-to-Wall, A-B-C, Location, etc.

• Review Acquisition, Receipt records for compliance
Subcontractor Control
• Survey Subcontractors
• Perform Oversight Audits as appropriate
Value Through Professional Asset Management
2014 NPMA Spring Seminar
Property/Asset Lifecycle
(During Custodianship) - Continued

Submit requests for Transfer, as required
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Process Loss Reports, as applicable
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Program Management
Property Management
Contracts Management
Finance & Accounting
Program Management
Property Management
Security
Contracts Management
Finance & Accounting
Process Dispositions, as applicable
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•
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Excess/Obsolete
Program Management
Property Management
Contracts Management
Finance & Accounting
Value Through Professional Asset Management
2014 NPMA Spring Seminar
Property/Asset Lifecycle
(Transfer/Delivery, Contract Closeout)
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Prepare Property
Completion documentation
Update Asset Database
Prepare DD250’s/DD1149’s
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Ship/Deliver
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Gain Acceptance Execution
Prepare Invoices
Prepare Annual Reporting
•
•
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WAWF Submittals, as
applicable
NF 1018’s
DD1662’s, if still applicable
100% inventory of remaining
Property
Value Through Professional Asset Management
•
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PCARSS (or other)
Submission
Execute Disposition
Instructions
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Document Disposition
Completion
Submit final Relief of
Stewardship
Process Contract Closeout
Property Management
Contract Management
Finance & Accounting
Facilities
2014 NPMA Spring Seminar
Communication, Teamwork is Critical
Throughout the Contract Lifecycle
 All major functions/departments are key members of a
Program Team
 Each is impacted by all other members of the Team
 Property (Assets) is second only to Staff for cost & risk
• Business Systems Rule now has “teeth”
 Missions cannot be met without good management of
Property
 Tasks cannot be performed without the right Property in
the right place at the right time
Value Through Professional Asset Management
2014 NPMA Spring Seminar
Final Thoughts
 Effective and Efficient Property Management is more
than just Inventory Management
 Effective and Efficient Property Management is a
lifecycle, not an event
 Effective and Efficient Property Management can be a
key differentiator
 Effective and Efficient Property Management can be a
key source for cost reduction or reduction of risk
 Effective and Efficient Property Management takes good
teamwork and communications among major Functions
and Departments
Value Through Professional Asset Management
2014 NPMA Spring Seminar