ALCOAST 236/18 - JUN 2018 AUGUST 2018 CG-WIDE PHYSICAL INVENTORY OF PROPERTY ASSETS WARNING ORDER

R 221340 JUN 18
FM COMDT COGARD WASHINGTON DC//CG-8//
TO ALCOAST
UNCLAS//N04500//
ALCOAST 236/18
COMDTNOTE 4500
SUBJ: AUGUST 2018 CG-WIDE PHYSICAL INVENTORY OF PROPERTY ASSETS WARNING ORDER
A. Financial Resource Management Manual-Procedures (FRMM-P), COMDTINST M7100.4 (series)
B. U.S. Coast Guard Personal Property Management Manual, COMDTINST M4500.5 (series)
C. U.S. Coast Guard Real Property Management Manual, COMDTINST M11011.11 (series)
1. IAW REFs (A) through (C), the CG will conduct a service-wide physical inventory of CG
personal and real property assets 01 AUG – 14 AUG 2018.
2. Inventory focus:
    A. Personal property: Full inventory of all vessels, aircraft, and boats (including
non-capitalized boats) along with all other capital assets: general purpose, electronics,
vehicles, trailers, and software.
    B. Real property: Inventory of selected capital, and leased assets.
3. Responsibilities:
    A. Commanding Officers, Officers-in-Charge, Unit Level Supervisors, and Directors are
responsible for ensuring their unit has the appropriate personnel available and trained prior to
the count phase of the inventory.
    B. Accountable Property Officers (APO) are responsible for reviewing the real property
sampled asset list posted to the CGPortal to identify whether any of their assets have been
selected for testing during this inventory period.
    C. Chains of Command are responsible for ensuring that all subordinate units have an OPFAC
in Oracle Fixed Assets (OFA) assigned by the OFCO process and that all subordinate units submit
their inventory packages by the deadline.
    D. COMDTs (CG-435), (CG-711), (CG-731), and (CG-751) are responsible for ensuring all program
managed assets are reviewed and listed properly within ALMIS, AOPS, FMVRS, and OFA.
    E. COMDTs (CG-43), (CG-1333), and Waterways Operations Product Line (WOPL) are responsible
for ensuring all program managed assets are reviewed and listed properly within SAM, HMIS, and
IATONIS.
4. Timeline for CG-wide physical inventory of property assets:
    A. 01 JUL – 31 JUL 2018: Preparation Phase. Commanding Officers, Officers-in-Charge, Unit
Level Supervisors, Directors, and APOs are directed to review the updated real and personal
property inventory procedures and webcast trainings for APOs, Property Administrators (PA), and
Count Team members. All materials will be posted NLT 06 JUL 2018 to the CG Property Inventory
CGPortal site.
    B. 01 AUG – 14 AUG 2018: Count Phase. All CG units are directed to conduct personal property
physical inventory portion. Selected units conduct real property physical inventory of sampled
items. All units must submit the final physical inventory certification package
NLT COB 14 AUG 2018 to the appropriate submission site identified in the inventory procedures.
    C. 01 AUG – 31 AUG 2018: Processing Phase. COMDT (CG-84) will review physical inventory
package submissions and system of record owners will make necessary updates to the subsidiary
systems. FINCEN will make all required changes of capitalized assets to OFA.
5. Central source of information: The CG Property Inventory portal site will remain the one-stop
shop for all physical inventory needs. The portal includes all documents necessary to facilitate
an inventory and can be accessed from the following link: https://cglink.uscg.mil/694d65d4.
6. Communicating questions and issues: Direct all questions and report all issues for both the
personal and real property inventory via e-mail to CG-PHY-INV@uscg.mil. This account will be
monitored throughout the inventory. For faster service, please add “REAL PROPERTY” or “PERSONAL
PROPERTY” to the subject line to ensure quick delivery to the correct team.
7. Underway units: Underway units are still required to submit inventory packages using the
inventory submission message and email it to the CG-PHY-INV@uscg.mil inbox. A template is posted
on the CGPortal site.
8. Preparation activities: In preparation for the AUG 2018 physical inventory:
    A. Units must be proactive and ensure their records are accurate in OFA prior to the count
phase of the physical inventory, as well as the subsidiary systems SAM, HMIS, ATONIS, FMVRS,
AOPS, and ALMIS.
    B. Units should ensure all real and personal property assets on-site are entered into OFA.
If capital personal property was purchased and not recorded during the fiscal year, send
invoices, receiving reports, and other supporting documentation to FINCEN (FR) for record
updates by 18 JUL 2018. If real property assets are not listed in OFA, contact your responsible
Civil Engineering Office.
    C. Unit APOs should verify access to run the CGBI Physical Inventory Reconciliation
Report (CPIR). Be sure to use the CPIR titled “Physical Inventory Reconciliation - Coast Guard
Wide Personal Property”, which filters out all non-capitalized personal property not subject
to this inventory. NOTE: The CPIR will no longer be used for the inventory of sampled real
property assets. Units will be provided a customized inventory count sheet listing only those
assets required to be inventoried.
9. Business Process Re-engineering (BPR) Units: Units that are under BPR and supported by a
Regional Property Support Officer (RPSO) will follow supplemental directions and timelines
provided by their RPSO in order to meet the 14 AUG 2018 inventory package submission deadline.
10. Real Property Inventory Process Improvement: The Real Property Inventory has been redesigned
to reduce the workload on units and streamline the existence and completeness testing and
approval process. The first week of July, APOs from sampled units will receive an email
directing them to the new Real Property Inventory site. InfoPath will not be necessary for
submitting Inventory support. Updated webcast training and Real Property Inventory Procedures
will be posted to the Real Property folder on the CG Property Inventory portal site.
11. Points of Contact:
      A. Personal Property: COMDT (CG-844) - Ms. Robin MacMillan: Robin.M.Macmillan@uscg.mil
      B. Real Property: COMDT (CG-845) - Mr. James Schindler: James.W.Schindler@uscg.mil.
12. Craig A. Bennett, Acting Assistant Commandant for Resources & Chief Financial Officer, sends.
13. Internet release authorized.