ALCOAST 239/21 - JUL 2021 AUGUST 2021 CG-WIDE PHYSICAL INVENTORY OF REAL PROPERTY - WARNING ORDER

R 011324Z JUL 21
FM COMDT COGARD WASHINGTON DC
TO ALCOAST
BT
UNCLAS
ALCOAST 239/21
SSIC 4500
SUBJ: AUGUST 2021 CG-WIDE PHYSICAL INVENTORY OF REAL PROPERTY -
WARNING ORDER
A. Financial Resource Management Manual-Procedures (FRMM-P),
COMDTINST M7100.4 (series)
B. U.S. Coast Guard Real Property Management Manual, COMDTINST
M11011.11 (series)
1. All capitalized Coast Guard owned real property assets will be
inventoried in the month of August. Capitalized leased real
property assets were previously accounted for during the MARCH 2021
CG-WIDE PHYSICAL INVENTORY OF REAL PROPERTY.
2. All units must continue to follow established procedures in
REFs (A) and (B) for timely reporting of changes to all accountable
property, both capitalized and non-capitalized (e.g.
reporting new assets, improvements, transfers, disposals,
retirements, etc.).
3. IAW REFs (A) and (B), the CG will conduct a service-wide
physical inventory of CG real property assets from 01 AUG -
15 AUG 2021.
    a. Inventory focus: Validate existence of selected capital
owned real property assets.
    b. Validate completeness of financial records of capital
owned real property assets.
4. 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
reviewing the real property inventory procedures, completing the
required training and verifying all count team members have
individually completed the training. APOs must monitor the real
property sampled asset list posted at:
(Copy and Paste Below URL into Browser)

https://cg.portal.uscg.mil/units/cg84/PhysicalInventory/SitePages
/Home.aspx

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 at:
(Copy and Paste Below URL into Browser)

https://cg.portal.uscg.mil/communities/cgcc/Lists/Designation%20
Tracker_V10/AllItems.aspx

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. COMDTs (CG-43) and (CG-1333) are responsible for ensuring all
program managed assets are reviewed and listed properly within SAM
and HMIS.
5. Timeline for CG-wide physical inventory of property assets:
    a. 01 JUL - 31 JUL 2021: Preparation Phase. Commanding Officers,
Officers-in-Charge, Directors, and APOs must review the real
property inventory procedures and webcast trainings for APOs
and Count Team members. All materials will be posted NLT
15 JUL 2021 to the CG Property Inventory CGPortal site.
    b. 01 AUG - 15 AUG 2021: Count Phase. Selected units must
conduct a real property physical inventory of sampled items. Those
units must submit all appropriate final physical inventory
certification packages NLT COB 15 AUG 2021 to the appropriate
submission site identified in the inventory procedures.
    c. 03 AUG - 31 AUG 2021: 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.
6. 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. Real Property inventory guidance can be found here:
(Copy and Paste Below URL into Browser)

https://cg.portal.uscg.mil/units/cg84/PhysicalInventory/SitePages
/Home.aspx

7. Communicating questions and issues: Direct all questions and
report all issues for real property inventory via e-mail to
HQS-SMB-CG-REALPROP-INV@uscg.mil. This account will be monitored
throughout the inventory. For fastest service and to ensure
delivery to the correct team, please add to the subject line:
"REAL PROPERTY_(insert OPFAC number)."
8. Underway and deployed units: Underway and deployed units must
submit inventory packages using the inventory submission message
and email it to real property inventory via e-mail to
HQS-SMB-CG-REALPROP-INV@uscg.mil. A template is posted on the
CGPortal site.
9. Preparation activities: In preparation for the AUG 2021
physical inventory:
    a. To ensure completeness of real property records, ALL units
must ensure real property assets on-site have been identified and
recorded in the appropriate subsidiary systems. Units shall pay
particular attention to newly delivered, constructed, or found
assets and to real property assets with missing tag numbers.
    b. Contact your real property accountability specialist (RPAS)
or servicing Civil Engineering Unit for assistance with a copy to
HQS-SMB-CG-REALPROP-INV@uscg.mil, subject line
"REAL PROPERTY-OFA/TAG NUMBER DISCREPANCIES," and follow procedures
for enrolling new/found assets.
10. 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 15 AUG 2021 inventory package submission
deadline.
11. Real Property Inventory Process Improvement: The Real Property
Inventory sampling methodology will again 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. Additionally, there will be a more targeted sample of
high risk assets under the $200K NBV threshold. As a result, we
should achieve even greater confidence in the Coast Guard's
reported NBV of land, buildings, and structures. Webcast training
and real property inventory procedures will be posted to the Real
Property Inventory portal site:
(Copy and Paste Below URL into Browser)

https://cg.portal.uscg.mil/units/cg84/PhysicalInventory/SitePages
/Home.aspx

12. POCs:
      a. Allen Ellerbe, COMDT (CG-845), Real Property Lead at:
Allen.Ellerbe@uscg.mil.
      b. MECS Bryan Atkinson, COMDT (CG-845), Real Property Team Senior
Chief at: Bryan.J.Atkinson@uscg.mil.
      c. SKC Kari M Brubaker, COMDT (CG-845), Real Property Team Chief
at: Kari.M.Brubaker@uscg.mil.
      d. Additional POCs for execution of the inventory will be
provided in the Action Order.
13. Ms. Jane B. Kiggins, Director of Financial Operations/
Comptroller (CG-8C), sends.
14. Internet release is authorized.