Performance Based Management

Self-Assessment Report

October 2003

Property Control

Introduction/Background

Date of last assessment: October 2002

The Property Control functional area received an overall rating of Outstanding in the FY 2002 Annual Appraisal. Gradients have been established and agreed upon for the measurement of inventory performance. Our self-assessment team identified areas of opportunity for enhanced performance and will address those areas in the following report.

The Stanford Linear Accelerator Center is the lead Department of Energy (DOE) laboratory for electron-based high energy physics. It is dedicated to research in elementary particle physics, accelerator physics and in allied fields that can make use of its synchrotron radiation facilities—including biology, chemistry, geology, materials science and environmental engineering. Operated on behalf of the DOE by Stanford University, SLAC is a national user facility serving universities, industry and other research institutions throughout the world. Its mission can be summarized as follows:

• Perform world-class research in high energy physics, particle astrophysics and cosmology, and in the use of synchrotron radiation

• Provide accelerators, detectors, instrumentation and support for national and international research programs in elementary particle physics and allied fields that use synchrotron radiation

• Advance the art of accelerators and related devices through development of sources of high energy particles and synchrotron radiation, plus new techniques for their scientific utilization

• Advance the critical technologies necessary to maintain its leadership and excellence in particle physics, accelerator physics, particle astrophysics and cosmology, and synchrotron radiation

• Transfer practical knowledge and innovative technology to the private sector

• Contribute to the education of the next generation of scientists and engineers, and to the scientific awareness of the public

• Achieve and maintain excellence in matters of environmental concern and provide for the safety and health of its staff and the general public.

The Property Control and Warehouse Services Group within Business Services Division is responsible for the control of the government property in SLAC’s possession. This includes marking incoming property, the inventory of equipment and sensitive property, record initiation for property items, operation of the salvage and warehouse function with responsibility for property disposal. Site security and Transportation are not included in this function. DOE/Oakland last approved the SLAC Personal Property Management System on December 5, 2002.

Leslie Normandin, Property Control Manager

Douglas P. Kreitz, Assistant Director Business Services Division

Burl Skaggs, Site Engineering & Maintenance – Transportation Group

Performance Objective: 1.0 Personal Property Excellence

The Laboratory will maintain a personal property system that ensures Property programs incorporate best practices as applicable, promote customer service, and operate in accordance with policies and procedures approved by DOE and the requirements of the Prime Contract. (Total WEIGHT: 100%)

The Laboratory documents and reports its performance results against established sub measures contained in the Personal Property Assessment Model (PPAM).

An overall Personal Property "Excellent" score is determined as a result of the points achieved on the PPAM. The PPAM is the management system framework that establishes and maintains a customer focus, a continuous and breakthrough process improvement culture, and an emphasis on results.

Gradient:

Based on the new performance objective listed above, SLAC will continue to address the same areas and use the same measures as in past self assessments. These include the Inventory, Custodian Assignment, Vehicle Utilization, Customer Service, Support Process and Training.

1. Inventory Accountability of Personal Property, Equipment and Sensitive Property Inventory.

Performance Criteria 1.1a: Equipment Inventory. The Laboratory shall conduct successful equipment inventories as established in its Inventory Plan. Property accountability records shall be reconciled within 90 days after conclusion of the inventory.

Performance Measure: Equipment Inventory Results. Percentage of equipment accounted for, by acquisition value, in the most recent equipment property inventory conducted will be measured.

Process used to meet objective/measure: The Laboratory submitted its inventory plan for this fiscal year based on a wall-to-wall inventory, with DOE concurrence.

Outstanding 99.5% & up

Excellent 99.2% to 99.4%

Good 98.7% to 99.1%

Marginal 98.0% to 98.6%

Unsatisfactory <98.0%

Findings:

The above graph reflects inventory results for fiscal years 1999 through 2003. Fiscal Year FY99 was a statistical sample inventory.

Discussion: The equipment inventory results continue to show outstanding results. The inventory results will be placed in an article in the SLAC newspaper, the ‘Interaction Point’ listing all the departments that had 100% find rate. A certificate will be sent to all departments having 100% accountability.

Performance Criteria 1.2a: Sensitive Property Inventory. The Laboratory shall conduct successful sensitive property inventories as established in its Inventory Plan. Property accountability records shall be reconciled within 90 days after conclusion of the inventory.

Performance Measure 1.2: Sensitive Inventory Results. Percentage of sensitive property accounted for, by acquisition value, in the most recent sensitive property inventory conducted will be measured.

Process used to meet objective/measure: The Laboratory submitted the DOE-approved inventory plan for FY 2002 which reflected a wall-to-wall methodology.

Outstanding 99.5% & up

Excellent 99.2% to 99.4%

Good 98.7% to 99.1%

Marginal 98.0% to 98.6%

Unsatisfactory <98.0%

Findings:

The above graph reflects inventory results for fiscal years 1999 through 2003. Fiscal Year FY99 was a statistical sample inventory.

Discussion: The sensitive inventory results continued show a steady inventory find rate. As stated in the equipment discussion we will also publish the sensitive inventory results in the SLAC newspaper, the ‘Interaction Point’ listing all the departments that had 100% find rate. A certificate will also be sent to all departments having 100% accountability. During the past year, we have continued to stress custodian awareness through the SLAC newspaper, the "Integrated Safeguards and Security Management (ISSM)" briefing to all employees, and we have sent specific targeted emails to the SLAC community.

Performance Objective/Measure 2.0: Organizational Stewardship and Individual Custodianship. SLAC will ensure that both stewardship and custodianship for personal property is maintained.

Performance Criteria 2.1: Organizational Stewardship and Individual Custodianship.

The Laboratory will ensure organizational and individual accountability (stewardship and custodianship, respectively) for property.

Performance Measure 2.1.a: Timeliness of Assignment. The accountable individual is identified for equipment and sensitive property, and the timeliness of such identification is measured.

Performance Assumptions:

% of accurate custodian assignments for sensitive property

% of accurate custodian assignments for controlled property

% of initial custodians assigned within 60 days

Process used to meet objective/measure: The initial custodian assignment was reviewed for custodial assignment accuracy and timeliness. To assess sensitive and equipment assignment accuracy, a computer-generated list was run and a random sample was chosen for physical verification.

Outstanding 98.0% & up

Excellent 95.5% to 97.9%

Good 90.0% to 95.4%

Marginal 85.0% to 89.9%

Unsatisfactory <85.0%

Findings:

• % of accurate custodian assignments for sensitive property.

To verify sensitive property custodial assignment, the random number generator in Excel was used to select items for verification. DOE/OAK and a SLAC representative physically verified 30 sensitive items. Even though all the items were found during the validation 4 were with different custodians, giving us an accuracy of assignment of 86.67%, for a rating of ‘Marginal’.

To verify controlled property custodial assignment, the random number generator in Excel was used to select items for verification. DOE/OAK and a SLAC representative physically verified 30 sensitive items. All items were located with the same custodian. The results of verification revealed an assignment accuracy of 100% for a rating of ‘Outstanding’.

• % of initial custodians assigned within 60 days.

There were a total of 743 sensitive and equipment items received this fiscal year. A total of 2 items did not get a final custodian assignment within the 60 days. The new custodian has a 99.73% assignment within 60 days, for a rating of ‘Outstanding’.

Discussion:

The sensitive property validation found all the items in the sample, except four were with different custodians: of those, two were in the same location but assigned to different custodians; one was in the same location but assigned to the administrator since the person who is the custodian is out on leave; one was in the same department with a new location and custodian. An email was sent to all parties stressing the need to contact the Personal Property Office when property is transferred or moved to a new location. We will continue our work laboratory-wide on custodian awareness.

Performance Objective 3.0: Utilization of Property. SLAC will ensure proper utilization of government property.

Performance Criteria 3.1: Vehicle Utilization Program. The Laboratory will ensure proper utilization of government motor vehicles.

Performance Measure 3.1.a: Measure vehicle utilization. Percentage of total eligible motor vehicles meeting local utilization criteria will be measured using the average utilization percentage for each class of vehicles. Reviews will be completed for each class of motor vehicles with established criteria.

Assumptions: The average utilization percentage will be calculated for each class of vehicles by dividing the overall utilization measured into the overall utilization standard. As an example, 10 vehicles with a utilization standard of 1,000 miles per year would equate to an overall utilization standard of 10,000 miles per year. If the overall utilization measures 9,500 miles, then the average utilization percentage would be 9,500/10,000 or 95%.

The average utilization percentage for motor vehicles will be measured:

Outstanding: 98.0% & Up

Excellent: 95.5% to 97.9%

Good: 90.0% to 95.4%

Marginal: 85.0% to 89.9%

Unsatisfactory: <85.0%

Category

Category 1 = 113%

2 = 226%

4 = 114%

5 = 185%

6 = 17%

Average of all together is 131% for an ‘Outstanding’ rating.

SLAC will strive to improve customer satisfaction

Performance Criteria 4.1: The Laboratory listens and responds to its internal and external customers and stakeholders in a fair and open process that encourages dialogue and participation.

Performance Measure 4.1.a: The Laboratory shall select areas in which to determine the needs of its customers relative to its property management systems and methods. Measurement of improved customer satisfaction will be from an established baseline.

Process used to meet objective/measure: The selection and a corresponding plan were submitted to SLAC management on October 29, 2002. This year a customer survey was used to measure customer satisfaction. Results of past customer surveys will be used as the baseline for improvements.

Outstanding >95% satisfied

Excellent 90% to 94.9%

Good 80% to 98.9%

Marginal 70% to 79.9%

Unsatisfactory <69.9%

This graph shows survey results from 1998. Number 18 & 19 were new to the survey in FY02.

Discussion:

This recent survey shows Property Control is continuing to provide the service that our customers expect. We still have improvements in the programming queue that we feel will improve our service even more. This area has an overall rating of ‘Excellent’.

Performance Objective/Measure 5.0: Information to Improve/Maintain Process

SLAC ensures that Property Management programs are consistent with policies and procedures approved by DOE.

Performance Criteria 5.1: Self-Assessment of Policies and Procedures. The Laboratory shall plan, conduct, document and report annually, the results of a successful property management system evaluation.

Performance Measure 5.1.a: Assessing Support Processes. The property processes shall be measured against identified system evaluation criteria established in the plan.

Basis for Rating: SLAC’s self-assessment worksheet provides the activities to be measured, point value for each activity and performance gradients.

Far Exceeds 95% - 100%

Exceeds 90% - 94.9%

Meets 80% - 89.9%

Needs Improve < 80%

1. Disposition of Excess Property. The Laboratory will ensure that excess property is disposed of within 180 days of being identified as excess to SLAC with 90% resolution.

Process used to meet objective/measure: All items placed in excess are checked for the disposal time it takes to go through the excess process.

Findings:

There were 118 items placed in excess this fiscal year. 4 items that have been through the screening period are pending resolution and are past the 180 days. 21 items are still in the screening process. With resolution of 99.97% the rating for this measure is ‘Far Exceeds Expectations’.

Discussion

On average, excess items are resolved within 69 days.

 

2. Warehouse Storage. The Laboratory will review storage records and ensure that all property in storage is documented or is disposed of within 180 days from the time it is declared as excess with 90% resolution.

Process used to meet objective/measure: The warehouse database is reviewed monthly to check for storage that needs renewal or removal. Upon renewal the appropriate documentation is required. If the item is turned over as excess, it is tracked in the disposition of excess.

Findings:

Currently there are 193 warehouse storage records on file. During this fiscal year a total of 39 storage tags were closed. Eighteen storage tags were withdrawn by the requestors. Twenty-one storage tags were released to Salvage; of those 21 items only 2 will be placed in excess. The Laboratory reviewed all the items in storage to see if any fall in the category of Equipment Held for Future Use (EHFFP). Two storage tags were reclassified as EHFFP. Written justifications and approvals were received and signed off by DOE. A list of these items will be sent to the Purchasing Department. With resolution of 100%, the rating for this measure is ‘Far Exceeds Expectations’.

3. Loans: The laboratory shall review formal loans upon expiration and renew or take action within 60 days with 90% resolution.

Process used to meet objective/measure: Loans are reviewed monthly.

Findings:

Formal loans are reviewed annually upon expiration. The borrower is contacted for their continuing use and the SLAC loaner is contacted to ensure that the item is not needed back on site. Depending on the outcome arrangements are made for the item to be returned to SLAC or the loan is renewed. The appropriate renewal letter is kept on file. SLAC currently has 31 loans to others. All loans are current. The rating for this measure is ‘Far Exceeds Expectations’.

4. Offsite Use Forms: The laboratory shall review offsite use upon expiration and renew or take action within 60 days with 90% resolution.

Process used to meet objective/measure: Review Offsite Use forms every month to ensure all forms are current.

Findings:

The original form is kept on file by the expiration date. At the beginning of each month, the user and approver is contacted for renewal or return of the property. All offsite users and approvers have been contacted. All offsite use is up to date. The rating for this measure is ‘Far Exceeds Expectations’.

Discussion: E-mail notification is still being used to renew offsite use. This method is proving to be very efficient. The e-mail renewal replies are attached to the original offsite use form.

Performance Objective/Measure 6.0: Learning and Growth

SLAC ensures that there is a program for achieving and maintaining learning and growth in the property management organization.

Performance Criteria 6.1: Evaluation of Learning and Growth and Employee Alignment. The Laboratory will foster learning and growth and employee alignment in its property management organization.

Performance Measure 6.1.a: Measuring Learning and Growth and Employee Alignment. The Laboratory will have a process in place to measure learning and growth as well as to understand and address workforce expectation.

Process used to meet objective/measure: Property personnel training opportunities were identified. Classes were arranged and scheduled. Training was measured by the percentage of employees required to take training and those who completed the appropriate training.

Far Exceeds 97% & up plan milestones met

Exceeds 95% to 96%

Meets 80% to 94%

Needs Improve 79% & below

Findings:

Objectives/Goals for FY 2004

We have been successful in our internet sales. This past fiscal year, we listed 32 items for sale with Bid4Assets. Our average sale return is approximately 16%. We would like to meet or exceed that in the next fiscal year.

The inventory results continue at an Outstanding rating. We are still working to continually increase custodian awareness and responsibilities. In September, an "All Hands" Integrated Management (Safety and Security Briefing) meeting was held in the SLAC Auditorium. This exposure and talk help bring further attention to Property Management and Security issues. The Director’s "All Hands" memo is being finalized and will be sent out site-wide in early FY04.

Our customer service also continues to hold steady. We will continue to focus on providing quality service. Some of the items in the programming request queue will be worked on to make the system more reliable and easier to use.