PROPERTY MANAGEMENT SYSTEM / SELF-EVALUATION QUESTIONNAIRE

DATE COMPLETED:*

NAME OF ORGANIZATION:*

COMPLETED BY:*

First Last

TITLE:

Email*

For Office Use

Reviewed by:

Date:

System Approved

Approved

Expires:

Reviewed by:

Date:

Deficiencies Noted

Noted

Deadline:

INSTRUCTIONS:

Indicate Yes, No, or N/A in the left-hand column.
Explain all No and N/A responses in the "Explain box provided" (mandatory).
Return transmittal form and completed questionnaire via mail, fax, or e-mail.

POLICIES AND PROCEDURES

Have property management functions been assigned to an organization or an individual?*

Yes
No
N/A

Explain:

Are operating policies and procedures sufficient to assure effective Property Management?*

Yes
No
N/A

Explain:

ACQUISITIONS

Do invoices itemize assets acquired and reference appropriate subcontract number?*

Yes
No
N/A

Explain:

Does the subcontractor properly report all acquisitions, especially capital and sensitive property, to ORNL Subcontract Property?*

yes
no
N/A

Explain:

RECEIVING

Does documentation indicate that government property is appropriately checked for quantity received, condition, and transit-related discrepancies?*

Yes
No
N/A

Explain:

Is property protected while in the receiving process?*

Yes
No
N/A

Explain:

IDENTIFICATION

Does a system exist to properly identify and tag government property?*

Yes
No
N/A

Explain:

Does a system exist to identify and tag/flag personal property requiring special handling (i.e., nuclear-related, proliferation-sensitive, contaminated, or hazardous)?*

Yes
No
N/A

Explain:

RECORDS

Is a system in place for maintaining records of government property?*

Yes
No
N/A

Explain:

Does the system track the following:*

Yes
No
N/A

Explain:

a) Contract Number*

Yes
No
N/A

Explain:

b) Description*

Yes
No
N/A

Explain:

c) Manufacturer*

Yes
No
N/A

Explain:

d) Model Number*

Yes
No
N/A

Explain:

e) Serial Number*

Yes
No
N/A

Explain:

f) Acquisition cost*

Yes
No
N/A

Explain:

g) Acquisition Date*

Yes
No
N/A

Explain:

h) Physical Location*

Yes
No
N/A

Explain:

i) Disposition document reference and date*

Yes
No
N/A

Explain:

Are property records updated when changes occur?*

Yes
No
N/A

Explain:

Does the system track movement of government property?*

Yes
No
N/A

Explain:

Does the system provide for reporting, redistribution, and disposal of excess and surplus personal property?*

Yes
No
N/A

Explain:

INVENTORY

Are physical inventories of property performed and reconciled to the Property Records?*

Yes
No
N/A

Explain:

Does the reconciliation process include analyzing unidentified equipment located during the inventory to determine if it is government owned?*

Yes
No
N/A

Explain:

REPORTS

Are required reports (i.e., physical inventory reports that include acquisition cost of government property) filed on time?

Yes
No
N/A

Explain:

Does a system exist to account for and report lost, stolen, abandoned, damaged, worn out, and destroyed property?

Yes
No
N/A

Explain:

Is a prompt and thorough investigation conducted of lost, damaged and destroyed property?*

Yes
No
N/A

Explain:

UTILIZATION

Is there assurance that the subcontractor uses property only for those purposes authorized by the contract?*

Yes
No
N/A

Explain:

Is idle property periodically identified and reported?*

Yes
No
N/A

Explain:

Has a maintenance program been established that will assure continuing satisfactory operation, prevent abnormal deterioration, and document the maintenance history of government property?*

yes
no
N/A

Explain:

ADDITIONAL COMMENTS

To be completed by ORNL Subcontract Property Management

Does the subcontractor answer "Yes" to all questions for

Policies and Procedures
Acquisitions
Receiving
Identification
Records
Inventory
Reports
Utilization

Does the subcontractor sufficiently explain all No and N/A responses?

Yes
No

Do the subcontractor's responses indicate compliance with minimum requirements of 41 CFR 109-1.52?

Yes
No

Comments

This field is for validation purposes and should be left unchanged.

PROPERTY MANAGEMENT SYSTEM / SELF-EVALUATION QUESTIONNAIRE

For Office Use

INSTRUCTIONS:

POLICIES AND PROCEDURES

ACQUISITIONS

RECEIVING

IDENTIFICATION

RECORDS

INVENTORY

REPORTS

UTILIZATION

ORNL Subcontractor-Held Property Coordinator:

Property Management Staff: