ALCOAST 243/20 - JUN 2020 AUGUST 2020 CG-WIDE PHYSICAL INVENTORY OF PROPERTY ASSETS WARNING ORDER

R 191228 JUN 20
FM COMDT COGARD WASHINGTON DC//CG-8C//
TO ALCOAST
UNCLAS //N04500//
ALCOAST 243/20
COMDTNOTE 4500
SUBJ:  AUGUST 2020 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 03 AUG - 16 AUG 2020.
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, 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 re-viewing 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.
For Business Process Re-engineering (BPR) integrated units, the APO Designation Tracker
(http://cglink.uscg.mil/e40671d) on the Coast Guard Common Core (CGCC) will be used as
the primary source for APO designations for the Real Property Inventory. It is the
responsibility of the Regional Property Support Officer (RPSO) to ensure the CGCC APO
Designation Tracker is up to date. For non-BPR integrated units, COMDT (CG-845) will
work with those units individually to designate the APO for the Real Property Inventory.
   c. Chains of Command (Non-BPR Units) and RPSOs (BPR Units) 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 2020: Preparation Phase. Commanding Officers, Officers-in-Charge,
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 2020 to the CG Property Inventory CGPortal site.
   b. 03 AUG – 16 AUG 2020: 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 16 AUG 2020 to the appropriate
sub-mission site identified in the inventory procedures.
   c. 03 AUG – 31 AUG 2020: 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 sites will remain
the one-stop shop for all physical inventory needs. The portal includes all documents
necessary to facilitate an inventory. Personal Property inventory guidance can be
found here: http://cglink.uscg.mil/4b776e62. Real Property inventory guidance can
be found here: http://cglink.uscg.mil/9923c8e4.
6. Communicating questions and issues: Direct all questions and report all issues for
the personal property inventory via e-mail to CG-PHY-INV@uscg.mil and real property
inventory via e-mail to HQS-SMB-CG-REALPROP-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
personal property inventory via email to CG-PHY-INV@uscg.mil and real property
inventory via e-mail to HQS-SMB-CG-REALPROP-INV@uscg.mil. A template is posted on
the CGPortal site.
8. Preparation activities: In preparation for the AUG 2020 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. Units should ensure all real and personal property assets on-site are entered
into OFA. If capitalized 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 2020. 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. BPR Units: Units that are under BPR and supported by a RPSO will follow supplemental
directions and timelines provided by their RPSO in order to meet the 16 AUG 2020
inventory package submission deadline.
10. Real Property Inventory Process Improvement: The Real Property Inventory sampling
methodology will still focus on conducting an inventory for all assets over $200K in
Net Book Value (NBV) to address auditor’s request of performing a wall-to-wall
inventory. Additionally, there will be a more targeted sample of high risk items under
the $200K NBV threshold. As a result, we achieve greater confidence in the stated NBV
and a feasible inventory method. Completeness testing will not be required for all
units during this inventory period. NOTE: Units with assets (building and structures)
that do not have a tag number are required to send a list of the applicable assets.
Updated webcast training and Real Property inventory procedures will be posted to the
enhanced Real Property site through the CG Real Property Inventory portal site:
http://cglink.uscg.mil/9923c8e4.
11. Personal Property Inventory Process Improvement: Updated webcast training and
Personal Property inventory procedures will be posted to the enhanced Personal
Property site through the CG Personal Property Inventory portal site:
http://cglink.uscg.mil/4b776e62.
12. 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.
13. Jane B. Kiggins, Director of Financial Operations/Comptroller, sends.
14. Internet release is authorized.