property management update for tips presented by: ivonne bachar, director, property mgmt. office...
TRANSCRIPT
Property Management Update for TIPS
Presented by:
Ivonne Bachar, Director, Property Mgmt. Office
16 February 2011
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Today’s Topics
New Pilot Furniture Reuse Program Disposal of Copiers Import/Export of Equipment SPARC
Non-barcoded item Excess Request Asset Custody Verification Tool
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Furniture Reutilization Program Pilot Program approved by CFO, initiated Sept. 2010 PMO working closely with Project Managers, Building
Managers, Department Managers Primary Objectives
Maximize reutilization and re-purposing of furniture from major construction and renovation projects, or otherwise excess
Maximize savings and/or cost avoidance for departments Increase incoming excess items to SPS
Summary activity as of January 2011 900+ units reutilized >$300,000 in cost avoidance for departments Program self sustaining
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Furniture Reutilization Program Points of Contact:
Program questions Stan Dunn; [email protected]
Scheduling offsite furniture viewing appointment Maurice Brown; [email protected]
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Data Security - CopiersMany questions received recently on copier data
security, particularly regarding disposal For Stanford-Owned copiers:
Regular disposal process (Excess) goes through Surplus, and copiers will have drives removed and/or destroyed prior to leaving campus
For Leased copiers: Procurement has made arrangements with major
vendors to certify data is destroyed when copier is returned at the end of the lease or upon trade-up
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Imports / Exports ANY time you are shipping equipment to or from another
country, you must contact the Export Control Office, regardless of type of equipment or country being shipped to.
Includes loans, transfers, sales, or hand-carry by researchers (not purchases through procurement)
Contact Steve Eisner, Export Control Officer [email protected] (http://export/) CC your PSR in every case (except routine laptop certifications) –
PMO must be informed of international activity, please!
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http://ora.stanford.edu/ora/pmo/contacts.asp
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SPARC is an application initiative sponsored by the Stanford University Property Management Office to provide a convenient, electronic portal for property administration processes.
This site serves as a portal for common property tasks and acts as a supplemental front-end for certain Sunflower activities, reducing administrative time and effort while enabling better tracking and reporting.
Excess Request Non-barcoded items
Purpose and Benefits Expand tools for DPAs Facilitate disposal of excess items PMO may grant access for DPA backups FY10 Activity
Sunflower Excess Requests – 8,365 SPARC – 11,841
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Custodian Certification Project
Purpose and Benefits Improve Custodian-DPA Communications Increase records accuracy Additional focus on asset accountability Facilitate and expedite inventory reconciliation Concept an SU best practice (e.g. eCertification
process)
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Custodian Certification Project Approved as performance goal for PMO by
CFO New online tool in SPARC for Custodians to
self-certify their equipment Concept Phase has begun Focus Group being formed Targeted to go live for FY12
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Custodian Certification Project General concept
Online certification and management tool Similar in look & feel to “e-certification” tool Email communication links Ability for custodian to request transfers,
disposals, other record updates Periodic certification process to be instituted Email notifications, alerts, escalations
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Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
Project ScopeData Cleanup Phase I - accountable asset records
Design, Develop, Test
Ongoing & Final TestFinal Acceptance
Data Conversion, Phase I
CommunicationsTraining
Data Cleanup - Phase II - Min PI
Application Go-LiveData Conversion, Phase II
Roll-out
Custodian Certification Project
General Timeline