SOW Attachment 13 GPM ISOP VS 2.pdf

TRANSPORTATION SECURITY

ADMINISTRATION

(TSA)

GOVERNMENT PROPERTY MANAGEMENT

(GPM)

INTERNAL STANDARD OPERATING

PROCEDURES (ISOP)

DEPLOYMENT AND SUSTAINMENT DIVISION

(DSD)

OPERATIONS BRANCH

Version 2.0 – 2022

Author: ____________________________________________________ ______ Deployment & Sustainment Division Property Management Officer Date

Maria Lopez

Approved by: __________________________________________________ ______ Deployment & Sustainment Division Deputy Director Date

Anthony C. Tsantrizos

TABLE OF CONTENTS

1.0 Purpose

2.0 Objectives

3.0 References

4.0 Property Management System

a. Sunflower Administrative Management System (SAMS)

b. Security Technology Integrated Program (STIP)

5.0 Types of Property

a. Personal Property

b. Accountable Personal Property

c. Capitalized Personal Property

d. Sensitive Personal Property

6.0 Types of Property Barcodes and Requirements

a. Requesting TSA Barcode/Asset Tags

7.0 Roles and Responsibilities

8.0 TSA Form 251

i. From OEM to OEM

ii. From OEM to Warehouse (Rigger or TSALC)

iii. From OEM to Site Location

9.0 Donations

10.0 Replacement of TSE under Warranty

11.0 Factory Acceptance Test (FAT) and Site Acceptance Test (SAT)

12.0 Return Acceptance Test (RAT)

13.0 DD Form 1149

i. Maintenance

ii. Loan Agreement

iii. Transfer/Movement

14.0 Buyback Agreement

15.0 Bailment Agreement

16.0 ReMAG Verification

17.0 Outbound/Inbound Report

18.0 Riggers Warehouse Report

19.0 Depot Turnaround Report

20.0 TechFlow Report

21.0 UNICOR Disposal/Certified Recycler/TSALC

22.0 Donations to Foreign Governments

23.0 Cannibalize Government Property

24.0 Physical Inventory Verification

a. Types of Inventory

b. Inventory Planning and Verification

c. Inventory Methods

25.0 Reconciliation Process

26.0 Report of Survey

27.0 Terms and Definitions

Appendixes

A. Excess Property Condition Codes B. Acronyms and Frequent Cited Forms C. Sample of TSA Barcodes/Asset Tags D. Sample of TSA Form 251, Vendor Shipping and Receiving Report E. Sample of TSA Form 251 Continuation Sheet F. TSA Form 251 Quick Referenced Guide G. Sample of DD Form 1149, Requisition and Invoice/Shipping Document H. Sample of DD Form 1149 Continuation Sheet I. DD Form 1149 Quick Reference Guide for Maintenance J. Sample of SF 120 Form, Report of Excess Personal Property K. SF 120 Form Quick Reference Guide L. Sample of TSA 266, Donation Lieu of Abandonment or Destruction (Used for UNICOR Disposal) M. Sample of TSA 255, Certificate of Final Disposition (Used for Certified Recycler) N. Sample of Disposal Preparation Checklist O. Sample of Straight Bill of Landing P. Sample of Signed BOL- TransPak Q. Sample of Standard Configuration Report (SCR) R. Sample of TSA Form 298, Donation of Property to Foreign Government S. Sample of Memorandum for Record (MFR) BOL not Submitted on Time T. Sample of MFR Assets Shipped Prior to GPM Authorization U. Sample of MFR FAT/SAT not Submitted on Time

1.0 PURPOSE

The purpose of this Internal Standard Operating Procedure (ISOP) is to establish a mechanism for the Deployment and Sustainment Division (DSD), Operations Branch, Government Property Management (GPM) Team to account for all Transportation Security Equipment (TSE), peripherals, and Furniture, Fixture and Equipment (FF&E) by managing its lifecycle from initial acquisition and receipt of property until final transfer, disposal or retirement of the property.

This guidance details the procedures to initiate and complete a TSA Form 251, Vendor Shipping and Receiving Report and a DD Form 1149, Requisition and Invoice Shipping Document. It explains the process of reviewing the Equipment Request Interface (ERI) from the Requirement Management Advisory Group (ReMAG) support team, reviewing the inbound/outbound report, and the disposal of TSE/Peripheral/FF&E assets through UNICOR. It also delivers different property management functions to aid TSA employees and contractors with the functional knowledge when conducting TSA annual inventory, reconciliation, Report of Survey (ROS) and inventory certification of TSE assigned to APM. These procedures apply to all TSA Federal employees, contractors, and external stakeholders.

2.0 OBJECTIVES

• Track the movement of TSE/peripherals/FF&E TSA owned equipment from cradle to grave

• Account for and verify the accuracy of existing accounting and property records and update as required

• Identify missing property

• Identify an internal control weakness

• Determine the overall condition of the property management system

3.0 REFERENCES

• TSA Personal Property Management Manual (PPMM)

• TSA Security Equipment Management Manual (SEMM)

• Title 41, 102, Federal Management Regulation (FMR)

• 41 CFR 101, Federal Property Management Regulation (FPMR)

4.0 PROPERTY MANAGEMENT SYSTEM

The property management systems used to manage all accountable property are:

a. Sunflower Asset Management System (SAMS): SAMS is the permanent record that captures property transaction information to reflect receipt, ownership, movement, identification, and disposition of personal property. Users can obtain a copy of the SAMS’ SOP or copy of the Sunflower User Guides/How to Job Aids from the Property Management Division (PMD) iShare https://office.ishare.tsa.dhs.gov/sites/PMD/default.aspx . From the PMD iShare select > Field and Systems Support Branch > from the Libraries select Sunflower Standard Operating Procedures or https://office.ishare.tsa.dhs.gov/sites/PMD/default.aspx the Sunflower User Guides/How to Job Aids. Both options present work instructions helping users learn how to use the tools needed to account for personal property and accessing to Sunflower.

b. Security Technology Integrated Program (STIP): STIP is used by DSD. The system assists TSA by tracking the location and movement of all TSE equipment accurately and efficiently in a centralized system. Users can obtain a copy of the STIP’s manual by login into STIP with their username and password: Select Help > download the GPM User Guide.

Both systems have the ability to track TSE and peripherals through the entire property lifecycle from initial acquisition and receipt of property until final transfer, disposal or retirement of the asset.

5.0 TYPES OF PROPERTY

The TSA Personal Property Management Manual (PPMM) describes the 5 phases of property life cycle: Need, Acquisition, Receipt and Recording, On-going Control & Accountability, and Transf er, Retirement or Disposal. The PPMM defines personal property as well as accountability and capitalization thresholds. The following definitions are important in understanding property control and accountability requirements:

a. Personal property – includes all tangible assets, with the exception of records and real property, which are owned, controlled, or held by the agency

b. Accountable personal property - personal property with an initial acquisition cost of, or above $5,000, and items designated as sensitive that are recorded in the agency’s property management system of record.

c. Capitalized personal property - is accountable personal property with an initial acquisition cost at or above $500,000 that is entered on the agency’s general ledger records as a major investment or asset.

d. Sensitive Personal Property - is personal property that requires special control and accountability, regardless of value, due to unusual rates of loss, theft or misuse, or due to national security or export control considerations. Examples of sensitive personal property include weapons, ammunition, explosives, and information technology equipment with memory capability (data storage, for example, cell phone, tablets, laptops, and flash drives) , cameras, and communications equipment.

e. Administrative Controlled Personal Property - Administratively controlled personal property is property that does not meet the accountable property recording threshold, is not sensitive in nature and therefore has less stringent controls. ACP is controlled through local acc ountable property records (APRs) by the appropriate Management Official. Local APRs must be maintained either in Sunflower or local files such as Microsoft Excel spreadsheets and Microsoft Access databases (consumable property should not be recorded in Sunflower).

Where a TSA office opts not to use Sunflower to control ACP, at a minimum, they shall maintain the property data electronically. This information must be readily available for review by PMD or any other official source. ACP shall be reported as excess to PMD w hen no longer required.

6.0 TYPES OF GOVERNMENT PROPERTY BARCODES AND REQUIREMENTS

A Government Property Barcode is a TSA barcode label/asset tag used to identify and correctly account for TSA and Non-TSA owned property. It is mandatory that every asset of accountable property be identified with a TSA barcode. TSA barcodes should be placed on fixed parts of the asset only and not on removable parts. TSE/Peripherals shall be tagged by the OEM/vendor prior to shipment as determined by the contract requirement.

TSA barcode labels/asset tags are available in two sizes large and small. Large TSA barcodes contain 22 characters are generally placed on larger assets such as TSE. Small formatted TSA barcodes contain either nine or 21 characters and are placed on small assets such as digital cameras, drives, cell phones, and global positioning systems. Small asset tags shall be entered into Sunflower starting with 8004 and using the last nine characters of the asset tag. Refer to Appendix C, Sample of TSA Barcode/asset Tags.

a. Requesting Asset Tags (Barcode labels) – The OEM/Vendor, COR or SEDS Contractor are responsible for obtaining TSA barcode labels/asset tags as required for TSE/peripherals. The safeguarding, recording of, and proper use of these asset tags is critical to the integrity of Sunflower. TSA barcodes labels may be obtained by emailing APM’s APO. Only authorized TSA issued asset tags will be used to identify TSA property.

Send APM the following information when requesting barcodes:

• Barcode type/color

• Size of barcode

• Number of barcodes needed

• Purpose of barcodes

• What type(s) of equipment the barcodes will be attached to

• Complete shipping address

• Date barcodes required

• Point of Contact

7.0 ROLES AND RESPONSIBILITIES

Stakeholder Roles and Responsibilities

APM APO • COR for the GPM team

• Ensures all property transactions, including acquisitions, transfers, and disposals, are recorded in the designated accountable property system for accountability of property within his/her area of responsibility

• Ensures ROS are prepared and processed within established guidelines per TSA MD 200.56, Reports of Survey

• Ensures Accountable and Sensitive TSE property is properly tagged with appropriate Asset tags

• Ensures records in Sunflower are established and maintained, including a complete audit trail of all transactions

• Assists the TSA PMD with the annual inventory of the TSA Systems Integration Facility (TSIF), nationwide, rigger warehouses/staging facilities, OEM and the TSALC warehouse for TSE property

GPM Team • Validate TSA Form 251 from OEM/Vendors that purchase all government property including capitalized/accountable.

• Validate Form DD1149 from SEDS to deploy, pick-up, ship, package, move, add, transfer, install/de-install and crate TSE/Peripherals and FF&E.

• Confirm TSE verification request from ReMAG.

• Authorize requirements for movement of all TSE/Peripherals and FF&E and for COR signature for TSA Form 251s.

• Provide detailed security equipment for TSE requests from

ReMAG and update the TSE Inventory Report.

• Create/update asset records, process government paperwork transactions in SAMS and STIP databases.

• Process Loan Agreement, Exchange Sale Agreement, Bailment, Buy Back and Donation paperwork for TSE/Peripherals coming or going from non-Federalized Airport and other entities.

• Assists the APM APO in GAO financial audits by conducting research and providing documentation to FMD and OPM in statistical sampling and compliance.

• Validate Depot Turn Around Report from MSP (Leidos) and provide weekly discrepancy report.

• Review and update TechFlow Barcode Tracking Report and provides monthly report.

• Reviews and updates FAT/SAT dates in SAMS and STIP and forward to COR for signature.

• Reviews property management reports as needed.

TSALC • Receives approved DD Form 1149 for shipment to and from the TSALC.

• Process asset transfer for shipment from TSALC to Site.

• Accept asset transfer from site to TSALC.

• Selects and reviews the inventory to be taken from the

TSALC and ensures its ready for pick-up by the TEDS Contractor

OEM • Responsible for initiation and submission of the DD Form 1149 and the TSA Form 251

• Responsible for properly affixing TSA barcode labels to TSE/peripherals/FF&E

• Submits copy of the Standard Configuration Report (SCR) for new assets to the GPM team prior to submission of the

TSA 251

Contracting Officer’s Representative (COR)

• Signs and e-mails back the TSA 251 Form (s) to the GPM team with five (5) business days

• Ensures the OEM submits copy of the Standard Configuration Report (SCR) for new assets to the GPM team

8.0 TSA Form 251, Vendor Shipping and Receiving Report

The TSA Form 251 is used when a vendor/OEM ships Transportation Security Equipment (TSE) to a TSA facility/site. The 251 is used to record new assets into APM’s system of record. A Standard Configuration Report (SCR) (See Appendix Q, Sample of SCR) must be submitted to the GPM team for new TSE prior to submitting the TSA form 251. An example of new TSE is a model or manufacturer not recorded into APM’s system of record. Refer to Appendix D, Sample of TSA Form 251, Vendor Shipping and Receiving Report.

a. TSA 251 Form:

i. From OEM to OEM: This step begins the life cycle process with the receipt and recording of TSE/peripherals accountable property. The OEM coordinates with the Test and Evaluation Support Service (TESS) to ensure that the equipment meets the Factory Acceptance Test (FAT) requirements. Upon completion and approval of the FAT, the OEM initiates the process to transfer ownership of TSE/peripherals from the OEM to TSA. The OEM affixes an approved TSA barcode to all TSE/peripherals with an acquisition cost of $5,000.00 or greater or TSE categorized as sensitive property. The OEM initiates the TSA Form 251 in accordance with the terms of the contract. The process for initiating a TSA Form 251 is as followed:

Step 1. The OEM/Vendor completes and submits the TSA Form 251 to the GPM team via e-mail for processing Step 2. The OEM/Vendor is responsible for including all responsible parties in the e-mail, e.g. GPM, COR and SEDS Contractor Step 3. The GPM team reviews the TSA Form 251 for accuracy, enters the required information into Sunflower and STIP Step 4. If the TSA Form 251 is not authorized, the GPM team notifies

OEM/Vendor with a justification and corrective action plan Step 5. If the TSA Form 251 is authorized, the GPM team sends an e-mail to all the responsible parties included in the initial e-mail notifying the authorization of the TSA Form 251

Step 6. The COR reviews the FAT date and routes the signed TSA Form 251 to the GPM team within 5 business days from the FAT date recorded on the TSA 251 form

Step 7. The GPM team receives and reviews the signed TSA Form 251 for accuracy and uploads the form into the iShare and HSIN by Fiscal Year

Step 8. The GPM team uploads the form into Sunflower for each asset lis ted on the TSA Form 251

ii. From OEM to Warehouse (Riggers or TSALC): This process applies to movement of TSE/Peripherals between the OEM to the Riggers Warehouse when assets are placed in staging pending deployment. A TSA 251 Form is also used for movement of TSE/Peripherals between the OEM and the TSALC when assets are in staging, but not ready for deployment.

iii. From OEM to Site Location (Airport): This process applies to movement of TSE/Peripherals between the OEM to the Site Location (Airport) when assets are ready for installation and SAT. Note: Upon completion of the SAT a second TSA 251 is initiated by the OEM to the GPM team for authorization. Refer to Chapter 8b, Factory Acceptance Test (FAT)/ Site Acceptance Test (SAT) for additional information.

Step 1. The OEM/Vendor completes and submits the TSA Form 251 to the GPM team via e-mail for processing and approval Step 2. The OEM/Vendor is responsible for including all responsible parties in the e-mail, i.e. GPM, COR, SEDS Contractor, and Local APO. Note:

Include Local APO when assets are shipping to the Airport.

Step 3. The GPM team reviews the TSA Form 251 for accuracy, enters the required information into Sunflower and STIP. For example, updates the location in STIP and Processes Asset Transfer in SAMS.

Step 4. If the TSA Form 251 is not authorized, the GPM team notifies OEM with a justification and corrective action plan

Step 5. If the TSA Form 251 is authorized, the GPM team sends an e-mail to all the responsible parties included in the initial e-mail notifying the authorization of the TSA Form 251 and inquires a signed copy from the

COR

Step 6. The COR reviews, signs and returns a copy to the GPM team within 5 business days from the SAT date recorded on the TSA 251 form

Step 7. The GPM team uploads the TSA Form 251 into the iShare and HSIN by Fiscal Year

Step 8. The GPM team attaches the form into Sunflower for each asset listed on the TSA Form 251

9.0 Donations:

A donation applies when TSE/Peripherals is donated from a non-TSA stakeholder to TSA. Terms and conditions are determined on specific Capability Requests and screening environment. For additional information on the terms and conditions contact the Capabilities Acceptance Management Branch (CAMB) at CAP@tsa.dhs.gov. After approval of the donation the required documentation is submitted to the GPM team for review and authorization. The process for recording donations into APM’s system of record is as followed:

Step 1. The CAMB submits copy of the signed Acceptance Letter and TSA 251 to the GPM team for review and authorization

Step 2. The GPM team reviews the form for accuracy Step 3. If the TSA Form 251 is not authorized, the GPM team notifies the

CAMB with a justification and corrective action plan Step 4. If the TSA Form 251 is authorized, the GPM team records the asset identified on the TSA form 251 into APM’s system of record Step 5. The GPM team sends an e-mail to the CAMB and all responsible parties in the initial e-mail notifying the approval of the request Step 6. The GPM team uploads the supporting documentation into each asset record

10.0 Replacement of TSE under Warranty

A DD Form 1149 and a TSA Form 251 is used to confirm and track the process of TSE/peripheral replacements during the asset’s warranty period. A DD Form 1149 is used to returned nonfunctional TSE/peripheral to the OEM as CC: X. The OEM gets ownership of the TSE/peripheral after review and approval of the form. A TSA form 251 is used to record functional TSE/peripheral into APM’s system of record. Both forms are submitted to the GPM team for processing. The process for reporting TSE/peripheral replacements is as followed:

Step 1. The OEM submits a DD form 1149 with a CC: X and a TSA Form 251 to the GPM team to update APM’s system of record

Step 2. The GPM team reviews the form for accuracy Step 3. If the DD Form 1149 or TSA Form 251 is not authorized, the GPM team notifies the OEM with a justification and corrective action plan Step 4. If the DD Form 1149 and TSA Form 251 are authorized, the GPM team updates Sunflower and STIP database to CC: X for asset identified on the DD1149 and records the asset identified on the TSA form 251 into APM’s system of record

Step 5. The GPM team sends an e-mail to the OEM and all responsible parties in the initial e-mail notifying the approval of the request

Step 6. The GPM team uploads the forms into Sunflower. The asset listed on the DD Form 1149 is final event

Step 7. The APM APO submits a SNOW request to PMD requesting final event of the TSE/peripheral

11.0 Factory Acceptance Test/Site Acceptance Test

A FAT is the first functional test performed by the OEM upon completion of a manufacturing process and prior to delivery and installation of TSE/peripherals. A SAT is the final testing of new TSE/peripherals performed at the site location. A TSA Form 251 is used to confirm completion of the FAT and the SAT of TSE/peripherals. The process for initiating a TSA Form 251 for approval of the FAT or the SAT is as followed:

Step 1. The OEM submits the TSA Form 251 within 2 business days after completion of the FAT/SAT to the GPM team and includes all responsible parties in the e-mail requesting approval for FAT or SAT. A signed Memorandum for Record (MFR) for TSA Form 251 not submitted with 2 business days after completion of the FAT/SAT dated noted on the form will be required from the OEM. (Refer to Appendix U, MFR FAT/SAT not Submitted on Time Sample)

Step 2. The GPM team reviews the TSA Form for accuracy Step 3. If the TSA Form 251 is not authorized, the GPM team notifies OEM with a justification and corrective action plan Step 4. If the TSA Form 251 is authorized, the GPM team updates the FAT or

SAT date in Sunflower and STIP Step 5. The GPM team sends an e-mail to the OEM and all responsible parties included in the initial e-mail notifying the authorization of the TSA Form 251 and inquires a copy of the signed TSA Form 251 from the COR

Step 6. The COR signs the TSA Form 251 and routes the form back to the GPM team within 5 business days from the date noted on the FAT/SAT to return a copy of the signed Form 251 to the GPM Team.

Step 7. The GPM team uploads the TSA Form 251 into Sunflower Step 8. The GPM team uploads the TSA Form 251 into the GPM iShare and

HSIN by Fiscal Year

12.0 Return Acceptance Test (RAT)

A RAT is conducted when a TSE is relocated to another site location and later returned to its original site location. An Operational Readiness Test (ORT) is conducted by the OEM and witnessed by the TESS contractor. The process for reporting the RAT is as followed:

Step 1. The SEDS Contractor submits the signed RAT and ORT documentation to the GPM team for processing

Step 2. The SEDS Contractor is responsible for including all responsible parties in the e-mail. e.g GPM, COR, etc.

Step 3. The GPM team reviews the documentation for accuracy Step 4. If the documentation is not authorized, the GPM team notifies the SEDS

Contractor with a justification and corrective action plan Step 5. If the documentation is authorized, the GPM team acknowledges receipt of the RAT and ORT Step 6. The GPM team updates and uploads documents into Sunflower for each asset listed on the RAT Step 7. The GPM team uploads the documents into the GPM iShare and the

HSIN by Fiscal Year

13.0 DD Form 1149

V. The DD Form 1149, Requisition and Invoice/Shipping Document is used for the transfer, shipping and movement of TSE/peripherals between site location, TSALC warehouse, Rigger warehouse, and contractor. A DD Form 1149, most current version is required for transfers/movement of TSE (this excludes the initial shipment from the OEM after the FAT), loan agreements, bailment Agreement and for TSE/peripherals requiring maintenance. Ref er to Appendix G, Sample of DD Form 1149, Requisition and Invoice/Shipping Document. A

Memorandum for Record (MFR) is required for unauthorized movement of TSE. (Refer to Appendix T, MFR Assets Shipped Prior to GPM Authorization Sample)

i. Maintenance: The DD Form 1149 is used for shipping of TSE or peripherals requiring maintenance between the Maintenance Service Provider (MSP) and site location. Most TSE is repaired on-site at the site location. Occasionally, TSE may require corrective maintenance that cannot be performed on-site. In these cases, a DD Form 1149 is initiated by the MSP for the movement of TSE from the Site Location to the OEM Depot repair facility. When repairs have been completed, the MSP will initiate another DD Form 1149 shipping the TSE back the Site Location. Process for initiating a DD Form 1149 for maintenance is as followed:

Step 1. The MSP initiates the DD Form 1149 and submits the form to the GPM team via e-mail for processing.

Step 2. The MSP is responsible for including all responsible parties in the e-mail, i.e. GPM, COR, SEDS Contractor

Step 3. The GPM team reviews the DD Form 1149 for accuracy Step 4. If the DD Form is not authorized, the GPM team notifies the MSP with a justification and corrective action plan Step 5. If the DD Form is authorized the GPM team routes the DD Form 1149 back to the MSP and all responsible parties included in the initial e-mail.

The authorization e-mail will note if the TSE is “removed for maintenance” or “returned from maintenance”

Step 6. For “removed for maintenance” TSE, the GPM team will update Sunflower/STIP to “Out-For-Maintenance”

Step 7. When repairs have been completed and the TSE is returned to the Site Location, the GPM team will update the record in Sunflower/STIP to the Site Location

Step 8. The GPM team uploads documents into Sunflower for each asset listed on the DD Form 1149

Step 9. The GPM team uploads the DD Form 1149 into the GPM iShare and HSIN by Fiscal Year

The subject line of the e-mail and the DD Form 1149 file name shall follow the below structure: Date format YYYYMMDD (Use abbreviation for the month):

• Returned from maintenance

Serial Number_DATE_OEM Name_To_Site Location Code e.g. 12315_2020FEB14_OEM/MSP_To_MIA

• Out to maintenance

Serial Number_DATE_Site Location Code_To_OEM Name e.g. 12315_2020FEB16_MIA_To_OEM/MSP

ii. Loan Agreement: The DD Form 1149 is used for shipping of TSE between TSA and external stakeholders requiring a new loan. Loans are generally limited based on the term of the Memorandum of Agreement (MOA) between the Program Offic e and TSA.

In addition, a TSA Property Loan Agreement will be executed on the TSA Property Release Form, completed and singed by the Property Management Division (PMD) and the Acquisition Program Management’s (APM’s) APO. No TSE shall be loaned without the approval and signature of the PMD and the APM’s APO. Loan renewals are submitted to the APM’s APO thirty days prior to the expiration date of the MOA. Upon receiving the updated MOA, the loan will also be updated using a TSA PR Release form.

The process for initiating a Loan Agreement is as followed:

Step 1. The OEM or Program Office submits copy of the signed MOA to the GPM team and APM’s APO via e-mail for authorization.

Step 2. The GPM team reviews the MOA and initiates a Property Release (PR) form. An MOA and PR is not required for temporary loan on urgent events.

Step 3. The PR form is submitted to APM’s APO and PMD for approval (The e-mail for PMD is LoanAgreements@iShare.tsa.dhs.gov)

Step 4. Upon approval, the OEM and Program Office are notified Step 5. The OEM or SEDS contractor initiates and submits a DD Form 1149 to the GPM team for authorization. The OEM or the SEDS contractor must indicate in block 9 of the DD1149 form the type of Loan. i.e. short term loan, special event loan, long term loan. If the DD Form 1149 is not authorized, the GPM team notifies the OEM, or SEDS Contractor with a justification and corrective action plan

Step 6. If the DD Form 1149 is authorized the GPM team routes the DD Form 1149 back to the OEM, SEDS Contractor or external stakeholder and all responsible parties included in the initial e-mail notifying authorization of the DD Form 1149 (Note: The SEDS Contractor/OEM may execute with movement of TSE)

Step 7. The GPM team updates Sunflower and STIP to “On Loan’ Status

Step 8. The GPM team uploads the documents into Sunflower for each asset listed on the DD Form 1149

Step 9. The GPM uploads documents into the iShare and HSIN by Fiscal Year

iii. Transfer/Movement: The DD Form 1149 is used for transfers/movement of TSE and peripherals between TSA, Site Locations, the Rigger warehouse and TSALC. The movement of equipment for relocation, reinstallation and de-installation/decommissions shall be coordinated between the OEM, SEDS Contractor and Site Location. The DD Form 1149 must be submitted to the GPM team at least 2 business days prior to shipment of TSE. There are four types of transfers/movement:

• OEM to Warehouse

• OEM to Site Location

• Warehouse to Site Location

• Site Location to Warehouse

• Site Location to OEM (Returned to OEM CC: X)

OEM to TSALC Warehouse, OEM to Rigger Warehouse, and OEM to Site Location.

This type of transaction applies when a third party is involved for the shipping of TSE/peripherals/FF&E equipment.

Step 1. The OEM initiates and submits the DD Form 1149 to the GPM team for processing Step 2. The GPM team reviews, the form for accuracy Step 3. If the DD Form 1149 is not authorized, SN#/TSA barcode discrepancy, location, condition codes, make, model, and manufacture, the GPM team notifies the initiator with a justification and corrective action plan

Step 4. If the DD Form 1149 is authorized, the GPM team updates the location in Sunflower and STIP

Step 5. The GPM team sends an e-mail to all responsible parties included in the initial e-mail notifying the authorization of the DD Form 1149

Step 6. The GPM team uploads the form into the iShare and HSIN by Fiscal Year

Step 7. The GPM team uploads the DD Form 1149 into Sunflower for each asset listed on the form

The subject line of the e-mail and the DD Form 1149 file name shall follow the below structure: Date format YYYYMMDD (Use abbreviation for the month):

• SN_Date_OEM Name_To_TSA Warehouse e.g. 12345_2020FEB14_OEM Name_TSALC

• SN_Date_OEM Name_To_Rigger Warehouse e.g. 12345_2020FEB14_OEM Name_To_LAX Rigger Warehouse

• SN_Date_OEM Name_To_Site Location Code e.g. 12345_2020FEB14_OEM Name_To_LAX

TSALC Warehouse to Site Location or Site Location to Warehouse. This type of transaction applies to transfer of TSE/peripherals/FF&E equipment. The Site Location APO is responsible for accepting the Asset Transfer Request in Sunflower upon verification of received TSE/Peripherals.

Step 1. The OEM or SEDS Contractor initiates and submits the DD Form 1149 to the GPM team for processing

Step 2. The GPM team reviews, the form for accuracy Step 3. If the DD Form 1149 is not Authorized, SN#/TSA barcode, location, condition codes, make, model, and manufacturer discrepancy, the GPM team notifies the SEDS Contractor with a justification and corrective action plan

Step 4. If the DD Form 1149 is approved, the GPM team updates the location in Sunflower and STIP

Step 5. The GPM team sends an e-mail to all responsible parties included in the initial e-mail notifying the authorization of the DD Form 1149

Step 6. The GPM team uploads the form into the iSHARE and HSIN by Fiscal Year

Step 7. The GPM team uploads the DD Form 1149 in Sunflower for each asset listed on the form

The subject line of the e-mail and the DD Form 1149 file name shall follow the below structure:

Date format DDMMYYYY (Use abbreviation for the month):

• SN_Date_TSALC_To_Site Location Code e.g. 12354_2020FEB14_TSALC_To_MIA

• SN_Date_Site Location Code_To_TSA Warehouse e.g. 12354_2020FEB14_MIA_To_TSALC

14.0 Buyback Agreement

A Buyback Agreement serves as a binding agreement between the Transportation Security Administration (TSA) and Smiths Detection, LLC (SD) regarding the exchange for products in accordance with Federal Management Regulation Part 102-39. A signed Buyback Agreement letter is submitted to the APM APO. The Buyback Agreement letter includes the Serial Number, description, model, current location, and the estimated removal date of each TSE. Upon completion of the decommission and removal of TSE identified on the Buyback Agreement Letter the OEM is responsible for submitting a DD1149 (Condition code of each asset must be “X”) to the GPM team for authorization and processing prior to movement of TSE. After removal of TSE from a TSA facility the OEM must submit a signed Bill of Landing (BOL) (TransPak) to the GPM team (Refer to Appendix P, Sample of BOL - TransPak) within 3 business days of the pickup date noted on the BOL.

A signed MFR will be required from the OEM for BOL not submitted within 3 business days from the pickup date noted on the BOL (Refer to Appendix S, Sample of Memorandum for Record (MFR) BOL not Submitted on Time) The signed BOL will be used to final event the asset in Sunflower. The following process identifies steps required to report TSE on the Buyback Agreement letter:

Step 1. The OEM initiates and submits the DD Form 1149 to the GPM team with CC” X Step 2. The GPM team reviews, the form for accuracy Step 3. If the DD Form 1149 is not authorized, SN#/TSA barcode discrepancy, location, condition codes, make, model, and manufacture, the GPM team notifies the OEM with a justification and corrective action plan

Step 4. If the DD Form 1149 is authorized, he GPM team sends an e-mail to all responsible parties included in the initial e-mail notifying the authorization of the DD Form 1149

Step 5. The GPM team uploads into Sunflower the DD Form 1149 and signed copy of the Buyback agreement letter into each asset record listed on the form

Step 6. Upon removal of TSE from a TSA facility, the EOM submits a signed BOL to the GPM team within 3 business days of the pickup date noted on the BOL

Step 7. The GPM team uploads into Sunflower the signed BOL to each asset record and updates STIP database

Step 8. The GPM team notifies the APM APO completion of BOL upload Step 9. The APM APO submits a SNOW request to PMD requesting final event of the assets Step 10. An e-mail is submitted to APM APO after completion of final event

15.0 Bailment Agreement

A Bailment Agreement occurs at no cost to TSA. The bailed property is not owned by TSA. The property will be tagged using an Orange TSA Barcode, but will not be entered into the system of record. Upon completion of the project the property is returned to the OEM in accordanc e with the conditions of the agreement. The Orange TSA barcode shall be removed for the TSE/Peripheral. The following process identifies the steps required for bailed property:

Step 1. The OEM initiates and submits the DD Form 1149 and copy of the signed bailment agreement to the GPM team

Step 2. The GPM reviews, the form and supporting documents for accuracy Step 3. If the DD Form 1149 is not authorized, SN#/TSA barcode discrepancy, location, condition codes, make, model, and manufacture, the GPM team notifies the OEM with a justification and corrective action plan

Step 4. If the DD Form 1149 is authorized, the GPM team routes the form to all responsible parties included in the initial e-mail notifying the approval of the DD Form 1149

Step 5. The GPM team uploads the DD Form 1149 into the GPM iShare by Fiscal Year

16.0 ReMAG Verification

The ReMAG team receives, validates and processes requests from the Field as well as TSA HQ for Passenger Screening Program (PSP) and Electronic Baggage Screening Program (EBSP) equipment.

ReMAG requests are submitted via an iShare based on an application called the Equipment Request Interface (ERI). The process for the ReMAG verification is as followed:

Step 1. The ReMAG team receives and reviews the ERI Step 2. The ReMAG team confirms details of requests submitted by the Field of TSA personnel Step 3. The ReMAG team submits an e-mail to the GPM team requesting verification of serial number/TSA barcode or assignment of serial number/ TSA barcode Step 4. The GPM team reviews and verifies the serial number/TSA barcode in the

Agency’s systems of records for accuracy or assigns serial number/TSA barcode Step 5. If the information is inaccurate, the GPM team notifies the ReMAG team via e-mail with the updated information Step 6. If the information is accurate, the GPM team confirms the information

Note: Serial number/TSA assignment varies depending on the scenario. Technical Leads may also have assigned serial number/TSA barcodes. Assets not accounted for in APM’s sys tem of record will be identified as “non-accountable asset, not recorded in APM’s system of record”.

17.0 Outbound/Inbound Report

The outbound/inbound report is a report generated by TSALC personnel for outbound/inbound movement of TSE/peripheral/FF&E equipment “arriving to” or “shipping out of” the TSALC. The report is used to update the status for all outbound/inbound movement of TSE/peripheral/FF&E equipment in STIP and to verify the status in Sunflower. Upon receipt of the outbound/inbound report, the GPM team will take the following actions in STIP and Sunflower:

Step 1. The TSALC submits the outbound/inbound report via e-mail to the GPM team Step 2. The GPM team reviews the report Step 3. If the GPM team finds an error or has a question, the GPM team notifies TSALC personnel via e-mail with a justification and corrective action plan Step 4. If the information is accurate, the GPM team updates the status and site location of all TSE/peripherals/FF&E equipment in STIP Step 5. The GPM team verifies the information in Sunflower for each asset listed on the report Step 6. The GPM team notifies the APM APO via-e-mail that all information has been updated in STIP and verified in Sunflower and uploads the report into the GPM iShare by Fiscal Year.

18.0 Riggers Warehouse Report

The Riggers Warehouse Report is a report generated by the Maintenance Service Provider (MSP) (Leidos) for TSE/Peripherals stored at the Riggers Warehouse. The report is submitted to the GPM team monthly for review. The latest DD1149 is used to compared the “Shipped date” and the “Date Moved to the Riggers Warehouse” listed on the report. Upon receipt of the Riggers Warehouse Report, the GPM team reviews the report as followed:

Step 1. The Integrated Logistics Support (ILS) section submits copy of the report to the APM APO and the GPM team for review

Step 2. The GPM team reviews and compares the information of each TSE/Peripheral to APM’s system of record.

Step 3. If the “Location” or “Date Moved to the Riggers” does not match, the GPM team enters a comment based the latest DD1149 uploaded to the asset record

Step 4. The GPM team routes the report to ILS and APM APO

19.0 Depot Turnaround Report

The Depot Turnaround Report is a report generated by the Maintenance Service Provider (MSP) for repair of TSE/Peripheral. The report is used to track TSE/Peripherals shipped to and from the Depot for repair. The latest DD1149 is used requesting authorization from the GPM team prior to movement of TSE/Peripheral (Refer to Chapter 13. DD form 1149 – i. Maintenance for information on the DD Form 1149 process.) to verified accuracy of the report. Upon receipt of the Depot Turnaround Report, the GPM team reviews the report as followed.

Step 1. The MSP submits the Depot Turnaround Report to the GPM team for review Step 2. The GPM team reviews and compares the “Shipped Date” on the latest DD1149 received to the “Date Moved to the Riggers Warehouse” Step 3. If the dates do not match, the GPM team enters a comment on the report and notes the date listed on the DD1149 Step 4. The GPM team routes the report to the MSP, ILS and APM APO

20.0 TechFlow Report

The TechFlow is a report generated by the Maintenance Service Provider (MSP) (Leidos) for TSE/Peripherals barcode tracking and update. The report is submitted to the GPM team monthly for review to update swaps or removal of TSE/Peripherals. Upon receipt of the Tech Flow Report, the GPM team reviews the report as followed.

Step 1. The ILS submits the Tech Flow Report to the APM APO and the GPM team for review.

Step 2. The GPM team reviews and compares the serial number, TSA Barcode and location.

Step 3. The GPM Team verifies the information in Sunflower for each asset listed on the report.

Step 4. If the serial number, TSA Barcode and location do no match, the GPM Team enters a comments on the report.

Step 5. An e-mail is send to the designated DPMO to confirm the status and information on the asset (s)

Step 6. Upon confirmation the GPM team will update the asset record for SN# changes or TSABC replacement

Step 7. If the asset was removed by the MSP a SNOW request along with the report will be submitted to PMD for final event

Note: If APM does not received a response from the DPMO, updates on the asset record will not be noted in the system of record.

21.0 UNICOR Disposal/Certified Recycler/TSALC

UNICOR/Certified Recycler disposal of TSE/peripherals/FF&E applies when the property is no longer serviceable, has no commercial value, or the estimated cost of its continued cared and handling would exceed the estimated value from its sale. TSALC shall request approval from the APM APO prior to disposition of TSE/peripherals/FF&E property. Upon approval, the APM APO shall also request approval from the PMD/NUO. The Process for disposition of TSE/peripherals/FF&E through UNICOR/Certified Recycler is as followed:

Step 1. TSALC submits a SF Form 120 (Refer to Appendix J, Sample of SF 120, Report of Excess Personal Property) and a spreadsheet via e-mail to the APM APO requesting approval for disposal of TSE/Peripheral/FF&E

Step 2. If the APM APO finds an error or has a question, the APM APO notifies TSALC personnel via e-mail with a justification and corrective action plan

Step 3. If the information is accurate, the APM APO submits a request through the “TSA Excess Property Reporting Tool” to the PMD for approval

Step 4. If the DPM finds an error or has a question, the PMD notifies APM APO via e-mail with a justification and corrective action plan

Step 5. If the information is accurate, the PMD approves and submits an approval e-mail to APM APO and TSALC

Step 6. The TSALC proceeds with the disposal procedures noted on the PMD e-mail guidance

Step 7. The TSALC coordinates with UNICOR/Certified Recycle for disposal Step 8. When disposal of TSE/Peripherals/FF&E has been completed, the TSALC submits a copy of the signed SF 120, a signed TSA Form 266, Donation Lieu of Abandonment or destruction (Refer to Appendix L, Sample of TSA 266, Donation Lieu of Abandonment or Destruction) or a signed TSA 255, Certificate of Final Disposition (Refer to Appendix M, Sample of TSA 255, Certificate of Final Disposition) copy of the Disposal Preparation Checklist (Refer to Appendix N, sample of Disposal Preparation Checklist) and copy of the Straight Bill of Landing (Refer to Appendix O, Sample of Straight Bill of Landing) to the GPM team

Step 9. The GPM team reviews all required documentation for accuracy Step 10. If the disposal contains more than 50 assets, the GPM team submits a SNOW request to PMD requesting to final event each asset listed on the SF 120. The link to SNOW data base is https://dhs.servicenowservices.com/fsms

Step 11. The PMD uploads the supporting documentation and updates the status of each record to “Final Event”

Step 12. An e-mail is submitted to APM when the SNOW request is complete Step 13. The GPM team also routes the supporting documentation to STIP Help Desk at

STIPHelpdesk@tsa.dhs.gov requesting to update the condition code to “X” and status to “Destroyed”

Step 14. The STIP Help Desk updates each asset record in STIPS Step 15. When the STIP Help Desk has updated each asset record in STIP, the STIP

Help Desk notifies all responsible parties included in the initial e-mail Step 16. If the disposal request contains less than 50 assets, the GPM team upload the supporting documentation into Sunflower and submits a SNOW request. The GPM team also updates STIP database accordingly.

Step 17. The GPM team notifies the TSALC via e-mail that all information has been updated in Sunflower and STIP database

22.0 Donation to Foreign Governments

A donation to a foreign government applies when the property is no longer serviceable, has no commercial value, or the estimated cost of its continued cared and handling would exceed the estimated value from its sale. The Program Office or TSA site location shall request approval from the APM APO prior to the donation process. Upon approval, the APM APO shall also request approval from the PMD/NUO. The Process for donation of TSE/peripherals/FF&E to a foreign government is as followed:

Step 1. The requestor submits a justification and complete TSA form 298 (Refer to

Appendix R, Donation to Foreign Government) form to the APM’s APO requesting approval for donation of TSE/peripheral https://dhs.servicenowservices.com/fsms mailto:STIPHelpdesk@tsa.dhs.gov

Step 2. If the APM APO finds an error or has a question, the APM APO notifies requestor via e-mail with a justification and corrective action plan

Step 3. If the information is accurate, the APM APO submits a request to the PMD NUO for approval

Step 4. If the DPM NUO finds an error or has a question, the PMD notifies APM APO via e-mail with a justification and corrective action plan

Step 5. If the information is accurate, the PMD approves and submits an approval e-mail to APM APO

Step 6. The APM APO will notify the requestor to proceed with the donation Step 7. The requestor will coordinate the logistics of the donation Step 8. The signed TSA form 298 will be used as a supporting document to final event the asset (s) Step 9. A SNOW request will be submitted to PMD to final event the asset (s)

23.0 CANNIBALIZE GOVERNMENT PROPERTY

Cannibalization of government property is the removal of parts from Government property for use or for installation on other government property. Government property shall not be cannibalize unless otherwise written within the contract or approved by the Contracting Officer (CO). The process for requesting approval to cannibalize government property is as followed:

Step 1. Approval is required from the CO via e-mail or a signed memorandum.

Step 2. Upon approval form the CO, a DD Form 1149 is submitted to the GPM team and APM APO for authorization. All assets listed on the DD Form 1149 must be condition code (CC) “X”.

Step 3. The GPM team reviews, the form for accuracy.

Step 4. If the DD Form 1149 is not authorized, SN#/TSA barcode, location, condition codes, make, model, and manufacturer discrepancy, the GPM team notifies the requestor with a justification and corrective action plan.

Step 5. If the DD Form is authorized, the GPM team sends an e-mail to all responsible parties included in the initial e-mail notifying the authorization of the DD Form 1149.

The GPM team uploads the DD Form 1149 in Sunflower for each asset listed on the form.

Step 6. The GPM team notifies the APM APO to final event the asset.

Step 7. The APM APO submits a SNOW request to PMD to final event the asset.

Step 8. Once, the SNOW request has been processed, the APM APO notifies the GPM team to update STIP database accordingly.

24.0 PHYSICAL INVENTORY VERIFICATION

This section provides guidelines and procedures related to physical inventories that are essential in achieving accountability and ensuring agreement with the agency’s official financial records. Physical inventories serve as an internal management tool for an efficient asset management program and to assure the prevention of fraud, waste, and abuse. Industry standards dictate loss rates should be no more than 2% of the total inventory value annually. DSD oversees the accountability and life cycle of all TSE and peripherals. All TSA employees, contractors and external stakeholders are responsible for the proper control, care use and accountability of TSE and peripherals.

a. Inventory Methods: The method of physical inventory may vary, as determined by the PMD.

Some inventory methods are described below:

• Wall- to wall inventory - A complete inventory, often referred to as ‘wall-to-wall’ is a scheduled inventory of all items of a given population, assigned to a particular accountable area, APO, or location.

• Spot inventory - A spot inventory is an unscheduled inventory conducted, as deemed necessary by the PMO, of a selected type of asset.

• Cyclic inventory - A cyclic inventory is a partial inventory which is conducted according to an on-going schedule or cycle, and completed within a specified time period.

• Statistical sample inventory - A physical inventory of a representative sampling of the entire inventory population.

b. Inventory Planning & Execution: The FY inventory covers all TSA owned TSE and peripherals. This includes such as property identified as “government furnished property” and property on approved loan agreements. DSD shall develop an annual inventory plan for TSE and property on loan. The approved plan is sent to each OEM, site location, or Loan Location. The plan will address, at minimum, the following elements:

• Inventory methodology and type

• Affected inventory population (Listing of TSE/Peripheral)

• The location involved

• Inventory timeframe

c. Inventory Procedures: The objective of the TSA annual property inventory is to account for and verify the accuracy of existing accounting and property records and to update accordingly. All TSE property identified through the inventory process must be reconciled and identified in the TSA property management systems. The process for conducting a physical inventory is as followed:

• Obtain an inventory list of all TSE and peripherals and their locations

• Confirm that each asset on the inventory list is at the location noted on the property record

• Verify required inventory data and update property records in Sunflower and STIP, as needed

• Document any missing assets and investigate their whereabouts as soon as possible

• Certify that the inventory was completed

25.0 RECONCILIATION

Inventory reconciliation shall be conducted each year during the inventory verification. At the end of the FY inventory all discrepancies shall be reconciled against the Open Report. Confirmation and verification is required from the site or OEM for assets not physically inventoried. APM APO will coordinate with the DC, COR, Site Location, Loanee entity, or OEM to obtain confirmation and status of assets reported on the Open Report. Adjustments will be made to ensure all TSE is accounted for and reported to PMD. A Report of Survey (ROS) will be initiated for assets not confirmed, found, lost, or destroyed. The ROS will be submitted to PMD for review and approval.

26.0 REPORT OF SURVEY

A Report of Survey (ROS) documents the circumstances concerning the damage, loss, or destruction of Government property and serves as, or supports a…