Rick Shultz
CPPM, CF
June 14, 2010

• About Us
• What is Enterprise Asset Management
• From Cradle to Grave
• Tools
• Customers
• How APL Makes this Work
• Wrap-Up

• Who we are
– The Applied Physics Laboratory (APL) is a not-for-profit center for engineering, research, and development
– Located north of Washington, DC, APL is a division of the The Johns Hopkins
University (JHU)
– Major asset to the nation since it was organized to develop a critical WWII technology in 1942
– Almost 5000 staff-majority engineers and scientists
– 11 Business Areas (i.e., defense, homeland protection, science and technology, biomedicine)
– 11 departments – 7 technical; 4 support
• What we do
– APL solves complex research engineering, and analytical problems that present critical challenges to our nation
– We work on more than 600 programs that protect our homeland and advance the nation’s vision in research and space science, at an annual funding level of about
$980 million
• Where and how we fit in
– Business and Communications Services Department – Provide quality financial, contractual, material management, external/internal and technical communications to APL
• Enterprise Asset Management Section
– Responsible for managing over 40,000 assets

• Eleven (11) staff members oversee the life cycle of all tangible assets across APL in accordance with sound business practices and governing regulations
• Our Mission:
– Establish and maintain an asset management control system
– Regulate policies and procedures
– Coordinate the asset management functions for the departments at APL

Oversees the life cycle of all tangible assets across APL in accordance with sound business practices and governing regulations

• All departments and staff
– Technical and Support – all have managed property
• Property Administrators
– Oversee the management of department property
– EAM Team
• Property Associates
– Oversee the management of unit property (i.e., group, section, etc.)
• Security
• Legal
• Government and APL compliance

• Guidance and adherence to regulations, policies and procedures for the management of APL tangible assets
• Continued improvements to streamline and make more efficient and effective processes
• Training

Questions and comments?

Planning
Procuring
Receiving - Record
Identification
Accountability
IT Asset
Management
Movement Reporting Security
Inventory
Verification
Contracts
Reutilization
Disposition

Accountability
Individual or departmental responsibility to perform a certain function. Accountability may be dictated or implied by law, regulation, or agreement. For example, an auditor will be held accountable to financial statement users relying on the audited financial statements for failure to uncover corporate fraud because of negligence in applying generally accepted auditing standards.
ASTM E2135: Standard Terminology for Property and Asset Management
Functional Area Responsibility
Receiving: Ensures the correct property was acquired
Enterprise Asset
Management:
Ensures property records are created and maintained
Finance Personnel: Ensures costs are properly posted and reported
Group Associate: Movements are property documented
Users:
IT Personnel:
Ensure the property is safeguarded and used appropriately
Ensure IT related property is managed in accordance with policies and procedures
Metrology Personnel:
Ensure the test equipment is maintained and properly calibrated
Disposition Personnel: Ensure the property is disposed to protect

IT Asset
Management
Is the set of business practices that join financial, contractual and inventory functions to support life cycle management and strategic decision making for the IT environment. Assets include all elements of software and hardware that are found in the business environment.
Function Area Responsibility
IT Services Department: Configure: asset is ready for operation
Deploy: asset is in the correct place at the appropriate time
Adds: enhancements are properly installed and documented
Moves: tracking in system of record as actions occur
Changes: modifications are effective and well documented
Use: in accordance with policy and procedures
Support: provide help desk support
Records: Ensure the documentation of actions taken against assets
Enterprise Asset Ensures interfaces are in place and supports ITSD as

Movement
The act or process of moving. A change of place or position. The physical relocation of property from one area to another.
NPMA Fundamental of Property Management
Functional Area
Shipping:
EAM Section:
Associate:
Group Supervisor:
Legal:
Responsibility
Ensures external shipments properly packed and documented and are in accordance with policies, procedures, and regulations
Ensures movements are properly documented and recorded in the record of system
Ensures internal and external moves/shipments are preformed in accordance with standardized procedures and proper authorization
Responsible for all assets and property movement within their unit (internal and external)
Addresses any liabilities resulting from damaged incoming or out going shipments

Reporting
The preparation and submission of data reflecting the status of property as required by policy, procedures, regulation, or law.
Functional Area Responsibility
Enterprise Asset
Management
Provides asset-related information to support various functions
Management: Age reports for replacement, Inventory result reports, audit results, etc.
Contractual: Federal Acquisition Requirement 52.245-
1(f)(1)(vi)
Incident Management: Damage property for insurance purposes
Security: Loss, damage, destruction or theft
Audit Liaison: Self assessments
Associates: Listing of accountable property
IT Department: Various IT related reports (i.e., computer counts, refresh reports)

Security
Measures taken to guard property and information from theft, corruption, or natural disaster, while allowing the information and property to remain accessible and productive to its intended users.
Functional Area Responsibility
Security: Generates a stolen/missing property report
Classified Information
Systems Security Office:
Ensures all “sensitive” property is managed in accordance with the National Industrial Security
Program Operating Manual (NISPOM)
Enterprise Asset
Management:
Ensures all laptops are accountable to individual staff members
Legal:
Provide guidance to ensure policies, procedures, and regulation are understood and properly adhered to

Inventory
Verification a.k.a. Physical Inventory - The verification of the existence, location, and quantity of property items. The process may involve verifying additional property information.
ASTM E2135: Standard Terminology for Property and Asset Management
Functional Area Responsibility
Enterprise Asset
Management:
Ensures the inventory verification is performed and completed in accordance with policies and procedures
Property Administrators:
Property Associates:
Coordinates the scheduling for their department, and provides support as needed
Provide assistance to the Inventory Specialist and reconciling differences
IT Service Department:
Provides support with the various interfaces related to inventory data capture
Management: Provides support for the inventory

Contracts
An agreement between two or more parties which creates obligations to do or not do the specific things that are the subject of that agreement. The agreement can be formal, informal, written, oral or just plain understood.
The Lectric Law Library. Retrieved on April 30, 2010 at http://www.lectlaw.com/def/c123.htm
Functional Area
Contracts:
Legal:
Audit Liaison:
External Audit:
Responsibilities
Ensures property-related issues are properly addressed and documented
Provides guidance to ensure policies, procedures, and regulation are understood and properly adhered to
Provides support and perform audits of the Property
System
Provides support and perform audits of the Property
System
Subcontracts:
Ensures property-related issues are properly addressed and documented
Management: Provides support and guidance as required

“Do not wait; the time will never be 'just right.'
Start where you stand, and work with whatever tools you may have at your command, and better tools will be found as you go along.”
Napoleon Hill (1883 - 1970)

= New Database
= Existing Database
Supporting Databases
APS Fixed
Assets
Property
Pass
System
Surplus
Pickup
System
PCRSS
Data
Whse
HR Info.
Mass
Update
Files
Physical
Inventory
Updates
ITAM
Database
UID
Registry
= Current Interface
= Future Interface
PEMS
Our Tools Our Tools
Property
Administrators
Property
Associates
Metrology
Section
PEMS Users
EAM
Section
Contracts Purchasing
Legal
Receiving Fixed
Assets
Program
Managers
Gov’t
Agencies
IT
Personnel
Current Stakeholders
Security Subcontracts
Human
Resource
Shipping

“The question is, then, do we try to make things easy on ourselves or do we try to make things easy on our customers, whoever they may be?”
Niccolo Machiavelli (1469 – 1527)

= New Database
= Existing Database
Supporting Databases
APS Fixed
Assets
Property
Pass
System
Surplus
Pickup
System
PCRSS
Data
Whse
HR Info.
Mass
Update
Files
Physical
Inventory
Updates
ITAM
Database
UID
Registry
= Current Interface
= Future Interface
PEMS
Our
Customers
Our
Customers
Property
Administrators
Property
Associates
Metrology
Section
PEMS Users
EAM
Section
Contracts Purchasing
Legal
Receiving Fixed
Assets
Program
Managers
Gov’t
Agencies
IT
Personnel
Current Stakeholders
Security Subcontracts
Human
Resource
Shipping

• Got to know your customers:
– EAM Section members
– EAM Team members
– Internal staff
– External stakeholders
– Anyone who will talk to us

Implement
Improvement
Listen Closely
Ask Questions
Keep your customer part of the process
Suggest
Improvements
Understand the
Requirements

• Examples of centralized practices resulting from EAM and Lab-wide initiatives
– New Procurement Notifications
– Software purchases
• Department P-cards for s/w purchases eliminated
• S/W purchases centralized through Procurement
• Improved recordkeeping
• Significant cost savings
– Physical laptop management
– Property Pass System

– Surplus Pickup System
• Home grown
• E-requests
• Improved service
• Improved recordkeeping
– Centralization Workstation Management
• Improved incident tracking
• Improved maintenance tracking
• Improved asset reconciliation
– Incident Management Team / Business Continuity Planning
– Enterprise Business Systems Solutions

Allen Parrish
X8-6326
Gov’t Property
Specialist
Rick Shultz
X8-5585
Enterprise Asset
Manager
Titsa Bronstein
X8-8341
Asset Management
Specialist
Jayne Wines
X8-6716
Disposition
Coordinator
Rob Gaither
X8-6714
Database
Administrator
Shayne Twigg
X8-6719
Warehouse
Coordinator
Roger Grace
X8-8674
Inventory Control
Administrator
Bruce Miller
X8-7818
Surplus Pickup
Coordinator
Drew Beach
X8-4957
Department
Administrator
Open Billet
Surplus Pickup
Coordinator
Steve McKenzie
X8-6717
Subcontract
Administrator
Charlie Pittman
X8-3734
Receiving
Coordinator

“It is not enough to give the customer excellent service. You must subtly make him aware of the great service he is getting.”
Source Unknown
Questions?
Rick Shultz - Richard.Shultz@jhuapl.edu
443-778-5585
Comments?