property 101 astm standards basics for development...
TRANSCRIPT
Property 101
ASTM Standards – Basics for
Development and
Implementation
Bill Franklin
March 9, 2012
2 2 .
ASTM E53 Committee a Brief History
1998 the idea of property standards took hold, major breakthrough at NES
in Santa Fe
Dedicated group researched how the process should work
Choose ASTM, founded in 1898, as the organization to manage the process
of creating voluntary consensus standard
ASTM Committee E53 Property Management Systems was formed in 2000
The first standards were issued in 2001
3 3 .
Committee E53 Executive Board
Executive Board
Chairman – Bill Franklin, Noblis Inc.
Vice Chairman – Cinda Brockman, SAIC
Membership Secretary – Kim Doner, SRA International
Secretary – Rick Shultz, John Hopkins University/APL
Member at Large – Amber Barber, US Office of Under Secretary of
Defense Acquisition Technology and Logistics
Member at Large – Richard Culbertson, Lockheed Martin
Member at Large – Mike Showers, NASA
Member at Large – Tamara Zahn, Boeing
Staff Manager – Pat Picariello, ASTM
4 4 .
Committee E53 Subcommittees
E53.01 Process Management
Subcommittee Chairman - Rick Shultz, John Hopkins University/APL
E53.02 Data Management
Subcommittee Chairman - Position Open
E53.03 Financial Management
Subcommittee Chairman – Rich Culbertson, Lockheed Martin
E53.04 Reutilization and Disposal
Subcommittee Chairman – Rod Miller, Independent
E53.05 Property Management Maturity
Subcommittee Chairman – Eric Fassett, Northrup Grumman Corporation
E53.06 Terminology
Subcommittee Chairman – Dave Barder, Tetra Tech
E53.07 Sustainable Property Management
Subcommittee Chairman – Bob Holcombe, GSA
E53.10 ISO Asset Management Activity
Subcommittee Chairman – Jim Dieter, Sunflower Systems
E53.20 United States Government Contract Property Management
Subcommittee Chairman – Brandon Kriner, Harris Corporation
5 5 .
Current Standards
Total number of active standards – 26
Recent Activity
• New
• E2811-11 Management of Low Risk Property (LRP)
• E2812-11 Standard Practice for Uniform Data Management in Asset Management Records Systems
• Revised
• E2306-11 Standard Practice for Disposal of Personal Property
• E2132-11 Standard Practice for Inventory Verification: Electronic and
Physical Inventory of Assets
• E2497-11 Standard Practice for Calculation of Asset Movement Velocity
(AMV)
• E2499-11 Standard Practice for Classification of Asset Physical Location
Information
6 6 .
How to start?
Begins with an idea and need
Write it down
Check ASTM for existing standard that already addresses the need
What type of standard should you write
• Classification , a systematic arrangement or division of materials, products,
systems, or services into groups based on similar characteristics such as origin,
composition, properties, or use
• Practice, a definitive set of instructions for performing one or more specific
operations that does not produce a test result
• Guide, a compendium of information or series of options that does not
recommend a specific course of action
• Terminology, a document comprising definitions of terms; explanations of
symbols, abbreviations, or acronyms
• Test Method, a definitive procedure that produces a test result
• Specification, an explicit set of requirements to be satisfied by a material,
product, system, or service.
7 7 .
How to start cont…
Individual or Group effort
• Individual, gets all the glory and gets all the pain
– One view point
• Group shares all the glory but also shares all the pain
– Multiple views and input when developing standard
– Share the work
– ASTM membership not requirement to be on team, but recommend that at
least one group member be an E53 member
– Choose a lead for the group, this person becomes the technical lead and is
the main contact
Where to find your Group
• Local NPMA chapter members
• Co-workers
• Ask E53 for assistance
8 8 .
ASTM Process – Step One the Work Item
Who to contact
• Determine which subcommittee best fits the idea for proposed standard
• Contact subcommittee chairman and make your pitch
– Provide scope of work item
Register your Work Item
• ASTM member logs into the ASTM website
• Click on My Committees
• Left hand side click on Ballots and Work Items under My Tools
• Follow instructions to register a new work item
– Will need to enter a brief summary during this process
– Work Item number will be assigned
9 9 .
Step One the Work Item cont…
Complete the Work item
• Use ASTM template (will be provided upon registration)
• Work with your group
Submit Work Item
• Send completed work item to the subcommittee chairman and our ASTM E53
staff manager
Editorial Task Group Review
• Subcommittee chairman will submit Work Item for ETG review
• Small group from E53 Executive Committee reviews for form and style and
provides any feedback to the task group lead
• After revisions are completed Work Item is resubmitted to subcommittee
chairman and ASTM E53 staff manager
• It is now ready for ballot
10 10 .
Recent Work Item (now Standard E2812-11)
11 11 .
ASTM Process – Step Two the Ballot
Type of ASTM ballots
• Subcommittee
– The first ballot for your Work Item
– Only those registered under this subcommittee will have access to review
and have opportunity to vote
• Main
– Second ballot for Work Item
– All members of E53 will have access to review and vote
• Main/Concurrent
– When Subcommittee and Main committee ballots take place at the same
time
Type of Voters
• Official (one per organization)
• Non-official
12 12 .
Step Two the Ballot cont…
Types of Votes
• Affirmative
– With comments
• Negative
– Must contain a rationale for voting negative
• Abstain
– With comments
13 13 .
Negatives what to do with them
Don’t give up
• Its is extremely rare that a fist time Work Item makes it through with no
negatives
• This is all part of the consensus process
Work with your Group
• Review all negatives
• Determine if you agree or do not agree with negative
• If team does not agree contact voter to discuss, they may not have understood
the intent and be willing to withdraw negative
Use the negative to create a stronger standard
• Valid points should initiate a revision
• Submit for ballot
How long will the process take
• It takes as along as it takes
14 14 .
It’s a Standard – Congratulations !
What next
• Work Item will received a new standard number
• Must be approved by ASTM Committee on Standards
• Publication can take up to 8 weeks
How long will it remain a standard
• All standards must be reviewed in its fifth year
• Decision to ballot as is, revise or withdraw will be made
• If not re-balloted standard will automatically be withdrawn at end of its eighth
year
Revision process
• New task group is formed (former members of developing group will be
contacted if available)
• Review and revisions are completed
• Standard is re-balloted
15 15 .
Implementing a Standard
Why
• Contractual Requirement
• Good Business Practice
• It will reinforce what I have been doing all these years
Does it apply to your organization?
• Read the standard
– Scope
– Significance and Use
– Process
16 16 .
Implementing a Standard cont….
Review current process/procedures
• Possibly flow chart
Identify requirements from the standard
• All Practices have the “must, shall, will” statements
Identify differences between current process and standard
• What will have to change, what will it take
Identify stakeholders
• Inform them of possible change, allow for review
• Who is responsible for procedure and policy change
• Know your internal process for change
17 17 .
Update Procedures
• Reference Standard
– Noblis introduction for its Receiving process
The receiving process includes the physical receipt of goods,
inspection of goods, reconciliation of goods against due-in records and
Purchase Orders (PO), tagging of goods, delivery of goods, preparation and
distribution of receiving documents, and initiation of records.
All goods delivered to Noblis will be processed through Receiving to ensure the
creation of documentation to support Asset Management, Accounts Payable
and the finalization of Purchasing documentation. Asset Management and
Receiving will use system generated reports to monitor the on-order goods
until they are received. All goods are provided secure storage and protection
during the receiving process.
Reference ASTM E2605-08 Standard Practice for Receiving Property
Implementing a Standard cont….
18 18 .
Take away
Anyone can create a work item just need the initial idea
Work item is the jumping off point for ASTM process
Recommendation - Don’t do it alone
Patience and effort are required
Determine what standard works for your organization
Compare existing procedure with standard
Know you stakeholders and who internal process for making the changes
Make plan to implement and change procedure if necessary
Its important to our profession
Don’t wait on others step up, take the plunge
My contact information: Bill Franklin
703-610-1869