Property Control System

Purpose

This document describes the Property Control System (PCS). It discusses critical fields that must be entered to produce a property record and optional user fields that are not required, but that can be used for maintenance, warranty, and other functions.

PCS Functions

The PCS is the database in which physical information related to property is recorded; it assists with physical control of property and financial recordkeeping by providing depreciation data. Information in the PCS is used for various functions:

Critical Fields

Critical fields in the PCS are fields that must be completed in order for a record to be accepted as complete. These fields serve to fulfill specific federal A-110 requirements for nonexpendable property management. The following table makes the correlation between A-110 requirements and the corresponding PCS fields.

A-110 Attach. N

Functional Requirement

PCS Critical Field

Section 6d, (1a)

Description of the property

Description field and Additional Description fields.

Section 6d, (1b)

Manufacturer's serial number, model number, federal stock number, national stock number, or other identification numbers

Manufacturer, Model, and Serial Number fields contain this information. The Asset Number field is the unique RF identification alphanumeric that links the asset and its decal number to the PCS record; it also serves to identify campus location and designates management title. Additional identification numbers may be entered in the Additional Description fields.

Section 6d, (1c)

Source of the property, including grant or other agreement number

The Agency File Number field specifies the grant or agreement number; the source is provided in the Fund field.

Section 6d, (1d)

Title vesting with the recipient or with the Federal Government

The SURF Ownership field records a code that specifies with whom title vests; it further specifies the kind of acquisition. This code is related to the Property Title Code on the GIS file.

Section 6d, (1e)

Acquisition date and cost

The Acquisition Date and Original Cost fields hold this information.

Section 6d, (1f)

Percentage of Federal participation in the cost of the project or program for which the property was obtained

This information is contained in the Split Fund field.

Section 6d, (1g)

Location, use, and condition of the property and date the information was reported

Property location is recorded in Campus, Building, Room Department, and Floor fields. Use is specified in the Appraisal and Class Code fields. The Transaction Date field contains the date of information transmittal. The original hard copy entries are also signed and dated by the person entering the information.

Section 6d, (1h)

Unit acquisition cost

This information is determined by the entry into the Quantity field.

Section 6d, (1l)

Ultimate disposition date and fair market value

The disposition date is contained in the Remaining Life field and the value is specified in the Cost of Reproduction field.

Section 6d, (3)

Physical inventory conducted at least once every two years; update information about existence, utilization, and continued need for the property

Biennial RF inventory serves to verify existence; any changes in location are entered into the Location fields. At inventory, changes in condition are noted in the Condition field and changes in utilization and continued need are entered into the Status and Disposal fields.

Section 6d, (4)

Document property that is lost, damaged, or stolen

The Status field provides codes to document these events.

Property Maintenance

A requirement of OMB Circular A-110 for federal property is that conditions should be provided that allow property to retain maximum value. The Research Foundation (RF) applies this requirement to all other property.

Most of the provisions that the Research Foundation makes for ensuring retention of value are aimed at safeguarding property against damage, loss, and theft. These provisions include tagging procedures, database recording procedures, inventory procedures, and procedures that provide insurance availability.

Another aspect of preserving value is through proper maintenance. Maintenance, warranty, and various other optional user fields are provided on the PCS to assist in the maintenance of property. Project directors are encouraged to make use of these fields.

Maintenance and Warranty Fields

The maintenance fields and warranty fields on the PCS provide a means for ensuring that property service is managed in a systematic way. The fields can be used to

Other Optional User Fields

Additional optional user fields can be used for any other purpose facilitated by a database. The fields can be integrated with other data through additional programming, if necessary, by the SUCF. For example, the PCS cost information data is integrated with depreciation and inflation figures to calculate a rational cost of replacement figure for declining insurance coverage as equipment ages.

The operations manager should ensure that project directors are informed of the availability of these database facilities.

Procedure for Optional User Field Use

To use the maintenance, warranty, or other optional user fields, project directors should communicate with their property control office. Through that office data can be entered into the appropriate fields on the PCS Transaction Update Form and transmitted to SUCF.

If additional programming or report generation from the PCS is required, the project director should request them from their property control custodian.

 

 

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