ALCOAST 256/18 - JUL 2018 AUGUST 2018 CG-WIDE PHYSICAL INVENTORY OF PROPERTY ASSETS - ACTION ORDER

R 161545 JUL 18
FM COMDT COGARD WASHINGTON DC//CG-8//
TO ALCOAST
UNCLAS//N04500//
ALCOAST 256/18
COMDTNOTE 4500
SUBJ:  AUGUST 2018 CG-WIDE PHYSICAL INVENTORY OF PROPERTY ASSETS - ACTION 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)
D. COMDT COGARD WASHINGTON DC 221340 JUN 18/ALCOAST 236/18
1. IAW REFs (A) through (D), this message promulgates the AUG 2018 physical inventory
procedures for Coast Guard real and personal property assets. The count phase for this
inventory is 1 AUG - 14 AUG 2018. The physical inventory procedures for both the real
property inventory and personal property inventory are available for download from the
CG Property Inventory portal site, which can be accessed at the following link:
https://cglink.uscg.mil/694d65d4.
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. All CG units with an assigned OPFAC shall
submit a personal property inventory package to COMDT (CG-844) using the SharePoint
submission form identified in the physical inventory procedures. Units without any
personal property in the categories identified in this paragraph are still required to
conduct the physical inventory and submit a complete inventory package.
   B. Real Property Inventory Process Improvement: The Real Property Inventory has been
redesigned to reduce the workload on units and streamline the existence testing and
approval process. The first week of July, Accountable Property Officers (APOs) from
sampled units should have received an email directing them to the new Real Property
Inventory site. Updated webcast training and Real Property Inventory Procedures will be
posted to the Real Property folder on the CG Property Inventory portal site. Additionally,
units selected to inventory their Real Property Assets will also be required to identify
and report the existence of randomly selected assets (completeness) located onsite by the
Real Property Unique Identifier (RPUID) and photo. The number of assets to be randomly
selected by the unit will vary based on unit size and should not exceed 15 assets.
Specific instructions on this “completeness” part of the inventory will be published on
the Real Property Inventory site.
3. Timeline for CG-wide physical inventory of property assets:
   A. 1 JUL - 31 JUL 2018: Preparation Phase as described in REF (D). Commanding Officers,
Officers-in-Charge, Unit-Level Supervisors, Directors, and APOs are directed to review
the real and personal property procedures posted on the CG Property Inventory portal
site and OPFAC listing of those units tasked to conduct a real property asset inventory.
All APOs will click on the Accountable Property Officer (APO) Confirmation link on the
portal to verify the names of the current CO/OIC and APO for your unit’s OPFAC, or can be
accessed through the following link: https://cglink.uscg.mil/b7cca1d9. Shortly thereafter,
APOs of selected units will receive an email directing them to their real property
inventory package and list of sampled asset(s). In addition, all APOs and Count Team
members complete the personal property webcast training, as well as the real property
webcast training if the unit has select real property assets to inventory.
   B. 1 AUG - 14 AUG 2018: Count Phase. All CG units conduct personal property physical
inventory portion. Selected units conduct real property physical inventory of sampled
items. All units must submit their final certified physical inventory package NLT COB
14 AUG 2018 to the appropriate submission site identified in the inventory procedures.
   C. 1 AUG – 31 AUG 2018: Processing Phase. COMDT (CG-84) will review physical inventory
package submissions, and systems of record owners will make necessary updates to the
subsidiary systems. FINCEN (fr) will make all required capital asset changes to the Oracle
Fixed Asset Module (FAM).
4. 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. For faster
service, use the subject line “REAL PROPERTY” or “PERSONAL PROPERTY” to ensure quick
delivery to the correct team. This inbox will be monitored throughout the inventory.
5. Potential issues with completing the physical inventory:
   A. Underway Units: Underway units that are unable to follow the personal property
inventory procedures should communicate via e-mail to CG-PHY-INV@uscg.mil.
   B. Unavailability of APO: If the APO is not available during the inventory, Commanding
Officers, Officers-in-Charge, Unit-Level Supervisors, and Directors should designate in
writing an alternate APO.
6. 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.
7. Points of Contact:
   A. Personal Property: COMDT (CG-844) - Ms. Robin MacMillan: Robin.M.MacMillan@uscg.mil.
   B. Real Property: COMDT (CG-845):
      (1) Inventory Support:
   LCDR Jennifer Loth (Reservist 23 Jul – 7 Sep) Jennifer.T.Loth@uscg.mil
   MECS Bryan Atkinson (Reservist 23 Jul – 7 Sep) Bryan.J.Atkinson@uscg.mil
      (2) Leases: Carmen Pearlstein:  Carmen.E.Pearlstein@uscg.mil
      (3) Housing: ME1 Richard Depianta:  Richard.P.Depianta@uscg.mil
      (4) ATONs (WOPL): Wayne Danzik: Wayne.S.Danzik@uscg.mil
      (5) SharePoint Support: Ha Le: Ha.M.Le@uscg.mil
8. Mr. Craig A. Bennett, Acting Assistant Commandant for Resources and Chief Financial
Officer, sends.
9. Internet release authorized.