ALCOAST 222/19 - JUL 2019 AUGUST 2019 CG-WIDE PHYSICAL INVENTORY OF PROPERTY ASSETS WARNING ORDER

R 011241 JUL 19
FM COMDT COGARD WASHINGTON DC//CG-8//
TO ALCOAST
UNCLAS//N04500//
ALCOAST 222/19
COMDTNOTE 4500
SUBJ:  AUGUST 2019 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 2019.
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 personal and real property inventory procedures. APOs shall monitor
the real property sampled asset list posted (http://cglink.uscg.mil/9923c8e4)
to the CGPortal to identify whether any of their unit assets have been
selected for testing during this inventory period. APOs are also directed
to the APO Designation User Page to verify the names of the current CO/OIC
and APO roster for a given OPFAC through the following link:
http://cglink.uscg.mil/b7cca1d9.
   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) and (CG-1333) are responsible for ensuring all program
managed assets are reviewed and listed properly within SAM and HMIS.
4. Timeline for CG-wide physical inventory of property assets:
   A. 01 JUL – 31 JUL 2019: 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 and Count Team members. All materials will be
posted NLT 15 JUL 2019 to the CG Property Inventory CGPortal site. APOs
shall review the APO Designation User Page http://cglink.uscg.mil/b7cca1d9
making any updates necessary.
   B. 01 AUG – 14 AUG 2019: Count Phase. All CG units are directed to conduct
a personal property physical inventory. Selected units are directed to conduct
a real property physical inventory of sampled items. All units must submit
all appropriate final physical inventory certification packages NLT COB
14 AUG 2019 to the appropriate submission site identified in the inventory
procedures.
   C. 01 AUG – 30 AUG 2019: Processing Phase. COMDT (CG-84) will review physical
inventory package submissions. 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_(insert OPFAC number)” or “PERSONAL PROPERTY_(insert OPFAC number)”
to the subject line to ensure quick delivery to the correct team.
7. Underway and deployed units: Underway and deployed 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 2019 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, FMVRS, AOPS, and ALMIS.
   B. To ensure completeness of our property records, all CG units should ensure
real and personal property assets on-site are properly entered into OFA, paying
particular attention to newly delivered, constructed, or found assets and to assets
that do not have a tag number affixed to them. 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 records updates by 18 Jul 2019.
If real property assets are not properly entered in OFA and/or are missing tag numbers,
contact your respective Civil Engineering Office with a copy to CG-PHY-INV@uscg.mil,
subject line “REAL PROPERTY-OFA/TAG NUMBER DISCREPANCIES,” and follow procedures for
enrolling new/found assets.
   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 2019 inventory package
submission deadline.
10. Real Property Inventory Process Improvement: The Real Property Inventory sampling
methodology has been modified to ensure all buildings and structures with over $200K
in remaining Net Book Value (NBV) are verified for existence annually, over the two
semi-annual inventories. A statistical sample of the remaining assets with remaining
NBV between $0 and $200K will also be part of the sample. The completeness testing
portion of the inventory used in FY18 has been removed, and replaced with the guidance
in paragraph 8.B to all CG units. Updated webcast training, Real Property SOP, and Real
Property Inventory Procedures will be posted to the Enhanced Real Property Inventory
Site: http://cglink.uscg.mil/694d65d4.
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, Deputy Assistant Commandant for Resources & Chief Financial Officer,
sends.
13. Internet release authorized.