ALCOAST 176/23 - MAY 2023 CHANGE IN SYSTEM OF RECORD FOR MOBILITY DEVICES FROM ORACLE'S FIXED ASSETS TO THE INTELLIGENT TECHNOLOGY MANAGEMENT SYSTEM

R 051110Z MAY 23 MID120000046280U
FM COMDT COGARD WASHINGTON DC
TO ALCOAST
BT
UNCLAS
ALCOAST 176/23
SSIC 4500
SUBJ: CHANGE IN SYSTEM OF RECORD FOR MOBILITY DEVICES FROM ORACLE'S
FIXED ASSETS TO THE INTELLIGENT TECHNOLOGY MANAGEMENT SYSTEM
A. COMDT COGARD Washington DC 270931 FEB 17/ALCOAST 060/17
B. Personal Property Management Manual, COMDTINST M4500.5D
C. Information Technology Asset Management COMDTINST 5230.9
1. PURPOSE: Effective 01 May 2023, C5ISC has taken over the
management and reporting of all cell phones, tablets, and mobile
hotspots (all referred to as mobility devices). As a result,
those mobility devices will be removed from the USCG's Financial
System of record, Financial Systems Modernization Solution’s (FSMS)
module, Oracle Fixed Assets (FA).
2. BACKGROUND: DHS Mandated the use of Cellular Wireless Managed
Services for management of mobility devices in ALCOAST 060/17,
REF (A). Complying with that direction, C5ISC has utilized the
Intelligent Technology Management System (ITMS) to conduct cradle to
grave management of those mobile devices. Until now, those same
devices have been maintained independently in two separate
databases.
3. ACTION: C5ISC-Unified Capabilities Product Line (UCPL) has
implemented changes in ITMS to conform to DHS requirements and
COMDT (CG-84) policy regarding personal property tracking and
accountability. UCPL will continue to update/revise ITMS to meet
USCG obligations and DHS reporting requirements. Working with
Finance Center (FINCEN) Property Operations Division (POD),
C5ISC-UCPL completed a reconciliation of Inventories on 03 Apr 2023
to ensure all devices are properly recorded in ITMS. COMDT (CG-841)
is updating REF (B) to state under a new paragraph in Section 1.3,
Responsibilities, that "Commandant (CG-6) is responsible for
oversight, lifecycle management, and reporting of mobility device
assets to the Department."
4. Mobility devices in FSMS, but not in ITMS, that are currently
being used shall be added/enrolled in ITMS. If any other mobility
devices are found, they should be turned into C5ISC Cellular
Resource Managers. Please contact C5ISC-UCPL for any other scenarios
that are not mentioned.
5. COMDT (CG-6) is updating REF (C) Section 11, Paragraph D
to reflect the following:
"Effective immediately, all Coast Guard procured mobile phones,
tablets, and MiFi devices shall be managed in a centralized and
controlled manner as follows:
    a. Coast Guard procured mobile devices shall be recorded as
personal property within a centralized database that
captures all lifecycle records spanning from enrollment to
recapitalization and retirement, this includes disposal and
reporting of Lost, Damaged and Destroyed (LDD) assets.
    b. The centralized database shall contain a User Personal
Property/Property Pass for each mobile device and shall be
updated in real time or if discrepancies are found
during semi-annual inventories.
    c. The centralized database shall contain a User Wireless
Agreement form against each mobile device and shall be
updated annually.
    d. The centralized database shall export reports on demand
to meet all internal and external reports and audits."
6. FINCEN POD will ensure all documentation required to support
executing property actions within FSMS to remove or update the
property record(s) is validated and all mobility devices are removed
from FSMS FA to ensure duplicate reporting does not occur. FINCEN
POD and C5ISC will perform a final reconciliation to validate
completeness.
7. For any specific questions regarding this change, please
contact COMDT (CG-841), CDR Lincoln Puffer, Lincoln.Puffer@uscg.mil.
8. Ms. Jane Kiggins, Director of Financial Operations /
Comptroller (CG-8C), sends.
9. Internet release is authorized.