Equipment Logistics Services

Sensitive Item Transfer Request

The Property & Inventory Control and Business Systems Departments have created a process to implement certain capabilities of the Sunflower Asset Tracking software system to help us better manage the Laboratory's assets. This will enable us to carry out one of the recommendations for improvement identified in an internal assessment of property management.^[1]

Certain individuals within the Computing Division have been authorized and trained by Business Services as DPR's to transfer assets between individuals within the Division and to change the location of assets controlled by Division employees. The creation and maintenance of Property Passes will be handles by Property Pass Managers.

Division/Section Property Representatives (DPR) for Computing Division

Transfers can be initiated by the following methods:

Verify current custodial information by visiting the BSS Property Query page, entering the tag number from the item to be transferred in the "Tag Number" field and running the query.
Complete a hard copy transfer form and follow the submittal instructions at the bottom of the form
CD_PROP_XFER_AUTH.pdf
CD_PROP_XFER_AUTH.doc
Submit the request by email: cd_si_xfer_request@fnal.gov
Submit the request through the Computing Division Help Desk (http://helpdesk.fnal.gov/)

Mike Behnke will be performing DPR functions (custodial and location changes) for the Computing Division. They are available to answer any questions you may have.

Custodial transfers or location changes identified during periodic Property Office inventory cycles will continue to be maintained by the Business Services Property and Inventory Control Office (MS 337).

Property Pass Managers for Computing Division

Listed below are the authorized Property Pass Managers (PPMs); these are the only Computing Division personnel allowed to issue Property Passes. They are available to answer any questions you may have.

All CD users can contact:

CDPROPERTYPASSREQUEST@FNAL.GOV

The CD Property Pass Managers are::

Tom Bozonelos x4525

Jere Bozonelos x2886

Yolanda Valadez x4373

View the property pass procedure here.

E-mail Notifications

Automatic e-mail notifications from the Sunflower database will be generated for the following events:

Change of custodian	E-mails will be sent to the old and new custodians. If the new custodian disagrees with the change, the e-mail should be forwarded to the DPR's or by contacting PREP (x-3447).
Change of location	E-mail will be sent to the current custodian.
Property Passes Property Pass Expiration (Currently in planning stages)	E-mail will be sent to the requestor until the Property Pass is renewed, or the assets are returned. E-mails will be sent 28, 14 and 7 days before the Property Pass expiration date. Starting 5 days before the Property Pass expiration date, e-mails will be sent daily. Starting 3 days before the expiration date, e-mails will also be sent daily to the Property Pass Manager and the DPR's.

If you don't understand why you have received an e-mail notification, please contact PREP (prep@fnal.gov or x3447). If you do not have e-mail, the notifications will automatically be sent to the Property Office for further handling.

These new capabilities have been piloted in BSS with few problems encountered.

[1] "Internal Assessment of Property Management & Losses," Carlson & Griffing, February 7, 2003, p. 8

For assistance contact helpdesk@fnal.gov.
Information maintained by Tim Kasza; last modified on March 13, 2009.
(Address comments about page to prep-webmaster@fnal.gov.)