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Property Tagging

    Title:

    Property Tagging

    Publication date:

    9/16/2015

    Effective date:

    9/16/2015

    BRIEF

    Policy Summary

    This policy describes the requirements for receipt, tagging, and data entry of attractive and/or controlled property shipped to Berkeley Lab and purchased through the eProcurement (ePro)/Procurement Card (Pcard) or eBuy systems.

    Who Should Read This Policy

    This policy applies to requesters, Berkeley Lab Procurement and Property Management, Central Receiving, Transportation, and the Information Technology (IT) Division.

    To Read the Full Policy, Go To:

    The POLICY tab on this wiki page

    Contact Information

    Logistics Supervisor
    Facilities Division

    Title:

    Property Tagging

    Publication date:

    9/16/2015

    Effective date:

    9/16/2015

    POLICY

    A. Purpose

    This policy describes the requirements for receipt, tagging, and data entry of attractive and/or controlled property shipped to Berkeley Lab and purchased through the eProcurement (ePro)/Procurement Card (Pcard) or eBuy systems.

    B. Persons Affected

    This policy applies to requesters, Berkeley Lab Procurement and Property Management, Central Receiving, Transportation, and the IT Division. These groups work together to ensure that all Berkeley Lab property is received, tagged, and documented per strict Department of Energy and Property Management guidelines.

    C. Exceptions

    Not applicable

    D. Policy Statement

    Material arriving at Central Receiving and categorized as attractive and/or controlled property (valued at $10,000 or more) must be bar-coded with a DOE property tag prior to delivery if the material can be safely accessed and/or handled without risk to the staff or equipment (i.e., weight threshold of 65 pounds per person, type of crating/packaging). Central Receiving must enter all information associated with a received asset into the Property Management database.

    E. Roles and Responsibilities

    Role

    Responsibility

    Procurement

    • Reviews ePro-generated requisition to determine whether item requested is an attractive or controlled item (valued at $10,000 or more)
    • Ensures the DOE Tag field in PeopleSoft ePro is checked

    Central Receiving Material Handler

    • Off-loads courier and freight deliveries
    • Performs a "Receive Scan" to verify delivery package counts
    • Performs receipt of controlled and high-value items when applicable
    • Ensures that a DOE Property Tag is affixed to all attractive and/or controlled items (valued at $10,000 or more) except for items that require tagging in the field
    • Enters all required property information into PeopleSoft
    • Scans material into the iBox tracking system
    • Creates and maintains hard copies of packing slips at receipt location containing PO information

    Central Receiving Material Specialist

    • Is the prime point of contact for Central Receiving
    • Determines disposition of material and paperwork when error/damage has been observed
    • Provides guidance and direction to material handlers
    • Coordinates with Transportation personnel to deliver nonroutine items
    • Performs all duties assigned to Central Receiving material handlers

    Sr. Material Specialist

    Receiving, Property Tagging

    Logistics Supervisor

    • Provides line management to the Receiving, Transportation, and Shipping functions 
    • Ensures staff compliance with all Berkeley Lab, DOE, and DOT requirements

    F. Definitions/Acronyms

    Term

    Definition

    Attractive Property

    Property that is highly portable, easily converted to personal use, and is more susceptible to theft than other equipment. Attractive property must be bar-coded and is subject to Laboratory inventory requirements. The property listed below is considered "attractive property," regardless of its acquisition cost:

    • Desktops (workstations)

    • Laptops

    • Servers

    • Radios (two-way)

    • Tablets (iPad, Kindles, etc.)

    Controlled Property

    Property that has a purchase or fabrication cost that justifies maintaining continuous records on it (currently equipment valued at $10,000 or more) and has a life expectancy of more than two years. Controlled Property may also be a component of a larger piece of equipment when the component substantially retains its original physical appearance.

    eBuy

    The Laboratory's electronic commerce ordering system for purchasing low-value catalog items. eBuy allows Laboratory personnel to purchase items directly from a supplier's Web catalog.

    eProcurement (ePro)

    An online ordering source that is part of the PeopleSoft/Oracle Financial Management System (FMS) and is used for processing the Laboratory's purchases via the Procurement Department.

    iBox Tracking System

    The barcode scanning program used by Receiving personnel to document the receipt of all material arriving at the LBNL Receiving dock. This receipt process is called "Sorting."

    Pcard

    Credit card issued to designated Berkeley Lab personnel for purchasing goods and services

    G. Recordkeeping Requirements

    None

    H. Implementing Documents

    Document number

    Title

    Type

    LOGIS-003

    Central Receiving – Property Tagging

    Procedure

    I. Contact Information

    Logistics Supervisor  
    Facilities Division

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2012

    0

    L. Chen

    Rewrite for wiki (brief)

    All

    Minor

    12/4/2012

    1

    L. Chen

    Rewrite for wiki (policy)

    All

    Minor

    9/16/2015 1.1 J. Braithwaite Minor updates made throughout policy during periodic review All Minor

    DOCUMENT INFORMATION

    Title:

    Property Tagging

    Document number

    09.03.007.000

    Revision number

    1.1

    Publication date:

    9/16/2015

    Effective date:

    9/16/2015

    Next review date:

    9/16/2018

    Policy Area:

    Shipping and Receiving

    RPM Section (home)

    Facilities Management

    RPM Section (cross-reference)

    none

    Functional Division

    Facilities

    Prior reference information (optional)

     

    Source Requirements Documents

    Implementing Documents

    Document number

    Title

    Type

    LOGIS-003

    Central Receiving – Property Tagging

    Procedure

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