CPPS NPMA Certification Module 1 Accountability - ✔To possess and have use of the property of another with delegated duties and responsibilities, subject to penalty in case of default. Note those "accountable do not have legal or rightful title to the property. Ownership - ✔Having legal or rightful title to property. Responsibility - ✔To be answerable for a trust or obligation. Two key decisions when defining the "control" population of property within an organization. - ✔1. What will be controlled 2. To what level of detail will it be controlled. Cornerstone of property control - ✔Communication and training Property Management - ✔The exercise of a restraining or governing influence over the acquisition, use, and disposition of personal property. Property Management Office (PMO) - ✔The department within an organization that is responsible for controlling or managing property. Ensures assets are controlled, preserved, protected, and maintained. Records - ✔Generally established during the receiving process and modified throughout the property life cycle. Includes asset identification, description, manufacturer, model number, serial number, date of receipt, location, financial codes, acquisition code, assignment of responsibility, and acquisition method. Acquisition - ✔The act of acquiring; the acquiring of property or services by contract with appropriated funds through purchase or leas, whether the property or services are already in existence or must be created, developed, demonstrated or evaluated. Significant function of a property management system - ✔Ensuring proper authority to acquire property is obtained. Acquisition - ✔Some acquisitions may bypass the review, approval, receiving, and record-keeping steps of the purchasing process. Examples include loans, donations, purchase credit cards, petty cash, payment without purchase order. Acquisition Methods - ✔Re-utilization, purchase new used lease or rent, fabricate, gifts Receiving - ✔1) The process of accepting equipment or materials into an organization or facility. 2) the point at which an organization's obligation, liability, and accountability begin.
Receiving Personnel - ✔Document receipt, inspect for damage or errors, tag if appropriate or otherwise identify, create documentation to establish custody and accountability. Timeliness is key. Should deliver to user within 24 hours if centralized. Payment Authorization - ✔Three way match made of the PO, receiving documentation, and invoice Receiving Voucher Log - ✔History of receiving activity; generally includes shipping tracing number, date of receipt, shipper's document number of PO, carrier name and freight bill number, line items and quantity received, part or identification numbers, description of items, account contract or project numbers, number items boxes or packages received and weight, delivery information. Receiving Classified Items - ✔Ensure personnel handling the items have property clearance, maintain continuous control of the items, initiate signature receipts, secure items during the absence of personnel. Receiving Process - ✔1) Delivery 2) inspection and acceptance 3) documentation 4) routing to end user or designated storage Identification - ✔The marking of property or, in some cases, its container, by which one or more of the following can be ascertained: ownership, part number, serial number, model number, description, contractor number, unique organization designation. Methods of Identification - ✔Bar coding or some other unique identification label or decal, stamping, marking, etching, network pinging, radio frequency identification Storage and Warehousing - ✔The process of retaining and protecting property while not in active use. Includes the determination of storage methods and space allocation. Warehouse - ✔To ensure that all property is accounted for, must have a good management and control system. Warehouse - ✔Help organizations by holding equipment and material in support of project, schedules delivery of goods to end users or ships finished good. Warehouse Responsibilities - ✔1) Storage, receipt, issue and distribution of material and equipment, 2) protection from loss, damage, destruction, or deterioration 3) ensure property is available when required 4) ensure the storage of property is justified 5) ensure property is issued for valid, approved purposes 6) maintain documentation to support property control records. Storage - ✔Primary function is to protect property from loss, damage, degradation, or theft until required.
Most Important Aspects of Storage - ✔1) Proper selection of storage locations 2) Item separation 3) In-storage maintenance 4) Efficient locating and movement of items. Issue - ✔Manufacturing, facilities, and administration expect warehouse to issue materials and equipment when needed, proper control is essential for the accountability of property. Four Types of Storage Facilities - ✔1. Building 2. Environmentally controlled building 3. Yard 4. Special storage; may be classified into two major categories: covered storage or open storage. Warehouse Layout Considerations - ✔Quantity of materials to be stored, frequency of receipt and issue, size and weight of items, material handling equipment capacity, accessibility requirements of materials is storage (i.e. for inspections.). Dunnage - ✔Used to protect items, may include shrink wrap, bubble wrap, cardboard, foam pieces, packaging material Storage Record Elements - ✔Description of property, Control number, Unit of issue, Date received, warehouse storage location, Lot number (if required for traceability), Cost, Retention period, Justification for storage, Condition, Agreement number to which accountable, Organizational function placing the item in storage