Government Property In Motion
Please use the following two slides
as a template for your presentation
Paul Leon, CPPM
at
NES.
Senior Specialist, Property Administration
Maersk Line, Limited
Durable Movable Property
(DMP)
Repair Parts
Sensitive Material
Damage Control
Force Protection
Maritime
Medical
Housekeeping
Directed reimbursable
Furnishings
Technical Documentation
Installed Property
Tools and Test Equipment
Cargo Securing Equipment (Vehicle Lashing Assemblies)*
Cargo Handling Gear
Computers, Hardware/Software
DOLLARS AND SENSE
Total Assets In Dollar value:
$42,331,102.00
Spans three contracts - on sixteen ships
SHORE BASED SPARE PARTS!!!
Problems Galore!
Antiques!
10
Property Control System Elements
Are Tailored to Each Contract
•
Specific References
– Contract
– Technical Manuals
– Government Supply System Doctrines
• The Mighty P-485
• OPNAV Instructions
• Command Peculiar Instructions
•
Federal Acquisition Regulations
– ASTM Standards
• Standard Terminology for Property and Asset Management
• Standard Practice for Physical Inventory of Durable Movable Property
• Soon To Be Implemented – ISO 9000 Standard For Asset Management
Guidance, Guidance, Guidance!
DoD Manual for the Performance of Contract Property Administration
– DoD 4161.2-M (Dec. 1991):
o
DL1.1.94. PROCEDURES
o A detailed written description of the contractor's operation for the control,
use, and care of property while in the contractor‘s possession
o It should identify individuals or components of the contractor's organization
having specified and delineated functions and authorities for property
management, precisely what must be done and by whom
o It should provide coverage for each element of control that applies to the type
and use of the property provided under the contract.
o Suspense controls should exist for time-phased obligations, submission of
reports, time-scheduled maintenance, and/or physical inventory
Elements of the Property Control System
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Acquisition
Receipt
Identification
Records
Movement
Storage
Physical Inventories
Reports
Consumption
Utilization
Maintenance
Subcontractor and Alternate Location Property Management
Disposition of Government Property
Closure of Contract
Problems….
What Is Inside?
Assign Responsibility – and…
Insure Those Responsibilities Are Met
•
Ship’s Master (Captain)
–
The ship's Master is the accountable officer for all Government property aboard his/her
respective vessel. The Master may delegate custodial responsibilities to Department
Heads for the control of Government property; however, the Master shall retain overall
accountability to MLL for compliance with MLL directives regarding government
material. With regard to the daily management of government property, the Master will
perform the following functions:
• Oversees the overall control and accountability of Government property and ensures
the protection and security of Government property onboard the vessel.
• Ensures that all crewmembers understand MLL policies and procedures for the
control, safekeeping, and management of government property.
• Releases CASREP and NORS requisition messages.
• Exercises approving authority for survey documents as necessary.
• In conjunction with the Senior MLL property administrator, assists in coordinating
logistics visits and property audits conducted aboard the vessel.
Responsible Key Personnel
• Ship’s Chief Engineer
–
The Chief Engineer is responsible for ensuring that the inventory control procedures and
instructions listed herein are adhered to for the control of Government property under
the cognizance of his/her department. With regard to the daily management of
government property, the Chief Engineer will perform the following functions:
• Ensures the protection of Government property from damage, loss, and improper
usage.
• - Responsible for assisting the storekeeper in the annual inventory of Government
Furnished Material (GFM) under his/her cognizance in accordance with MLL
property control procedures.
• - Generates and processes SHIPCLIP feedback requests (i.e. CKs, ACRs, FCFBRs)
to and through the ship’s Storekeeper for further submission as directed into the
Configuration Data Management System.
• - Acts as the authorized custodian for sensitive property and special tools held in the
Engineering Department.
• - Generates reports of Government Property Lost Stolen or Damaged for any
missing sensitive items under his/her cognizance.
Responsible Key Personnel
(continued)
•
Ship’s First Officer
– The First Officer is responsible for ensuring that the proper inventory control procedures and
instructions listed herein are adhered to for the control of Government property under the
cognizance of his/her department. With regard to the daily management of government property,
the Chief Mate will perform the following functions:
• Ensures the protection of Government property from damage, loss, and improper usage.
• Responsible for assisting the Storekeeper in the annual inventory of Government Furnished
Material (GFM) under his/her cognizance in accordance with MLL property control
procedures.
• Coordinates the management of CBR-D and Force Protection (FP) material, including the
monthly inventories.
• Acts as the authorized custodian for sensitive property held in the Deck Department.
• Generates reports of Government Property Lost Stolen or Damaged for any missing sensitive
items under his/her cognizance.
Responsible Key Personnel - Storekeeper
•
The following are the duties and responsibilities of the Storekeeper:
– Establishes safeguards against all identified risks in supply storerooms and spaces
– Responsible for the physical security and condition of supply office and storeroom spaces aboard ship
– Retains keys and maintains positive control of keys for all repair parts storerooms.
– Processes outgoing requisitions to Maersk Line, Limited for submission to the Navy Supply System or for open
purchase
– Requisitions will be transmitted via the SALTS transmission system or other method approved by the MLL
Property Administrator
– Updates the Supply Management (SM5) system as necessary to maintain control of issues, receipts, allowance
changes, inventory adjustments, and all other related transactions such that operating contract requirements are
met
– Performs technical review of part numbers and stock numbers utilizing CD ROM products such as “Haystack”
– Reviews configuration change requests and performs supply information to the Chief Engineer for changes to
the ships configuration
– Submits Allowance Change Requests for required changes in allowance to the Shipboard Configuration and
Logistics Information Program (SHIPCLIP)
– Processes all SHIPCLIP changes and Feedback Reports
– Submits the annual DMP inventory report to the MLL Property Administrator in a timely manner as directed
Responsible Key Personnel - Storekeeper, continued…
o
o
o
o
o
o
o
Implements the MLL Property Control Plan relating to control of Government
Furnished Property aboard ship
Assists ships’ crew as necessary to order replacement sensitive property, loose
equipment, furnishings, and consumables
Maintains supply and logistics records aboard ship - this includes both paper files
and computer files.
Performs inventories, including spot inventories and wall to wall inventories as
necessary to maintain proper inventory control
Prepares material expenditure documents and maintains expenditure records for
material expended by the vessel
Liaisons with customer representatives, including MSC property administrators,
supply specialists, and supply technicians during shipboard visits and audits
Submits all required annual reports to the MLL PA
Training
•
•
•
•
•
•
•
•
•
Required Training
Consistent Training
Email Communication
Procedure Updates
Procedures Always Available
New Personnel
Training Visits
Annual Conference
Periodic Purposeful Messages
Property Process Flow…
Inventory
• Implement Scheduled Inventories
– Enforce
– Verify
• Require Knowledge, Skill and Ability in Your Personnel
• Develop Plans Based Upon Material Disposition
– Threshold of Dollar value
– Type of Material
•
•
•
•
Sensitive
Safety
Criticality
Material Subject to Pilferage
• Be Prepared for Annual Inventory
Reports
•
DD 1662 DOD PROPERTY IN THE CUSTODY OF CONTRACTOR’S
(DFARS 245.505-14)
• Insist on direction from your contracting officer regarding definition/specifics of all
property descriptions
–
Example: Block 12, OTHER PLANT EQUIPMENT
» What IS “other plant equipment” ? In our case it is all equipment not otherwise identified
and covered in any other block on the form – insist on their guidance, and GET IT IN
WRITING!
• Agree upon calculation formulas from the balance start of period through balance end of
period – get guidance in writing as to what calculation method is to be used to capture
additions and deletions
• Also discuss the quantity column – in units or acres – what does “units” mean? Line
items? Aggregate totals? Hmmmmm?
Common Sense…..
• Make Certain All Contract and Company Specific
Information Required On The Form Is Correct
–
–
–
–
–
–
Contract Number
Contract Purpose
Business type
Official name Of Parent Company
Cage Code
Etc…
Audits
•
•
•
•
•
•
Conduct up close and purposeful audits
Develop and advertise audit plans and criteria
Encourage self-audits
Require periodic feedback
Follow-up
Demand unacceptable findings be corrected
– Provide timeline for corrective actions
– Follow through to ensure compliance
– Try to have your Senior Management Team support dire consequences if
corrections are not made and if consistent failures occur
Questions? Please Contact:
Paul Leon, CPPM
Maersk Line, Limited
(Desk) 757-852-3215
pleon@mllnet.com