The Lifecycle of an Excess Asset at
Stanford University
Presented by Ivonne Bachar, CPPM CF
Director, Stanford University PMO
Prepared in collaboration with
Stan Dunn, CPPM , Assoc. Director and Alex Perez, SPS Manager
November 13, 2013
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2013 NPMA Fall Conference
Our “City”
8,200 acres, 670 major buildings (13.1
million square feet)
5th largest employer in Silicon Valley
11,000+ administrative staff
15,200 undergraduate and graduate
students across seven schools,
representing every US state and 88 other
countries
1,900 professorial faculty
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Property Management - Context

Systems used: SPARC, Sunflower, Oracle

Capital Threshold: $5K
• Sunflower broader superset of records

Excess/Disposal policy includes all items except land and buildings

A few Excess-related facts as of 8/31/13
• 872 open Sponsored Awards w/Property Activity
• Excess Requests – 2,502
• Excess Item Count – 16,997
• Reuse item count – 976
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Property Management – Context
Surplus Property Sales
• Self-Funded Auxiliary
• 2.5 FTE
• Onsite sales area
• Store Hours: Wed 9-4, Thurs 8-12
 Furniture Reuse Program
• In place for 4 yrs.
• 1 FTE
• Items held in off-site warehouse
• Inventory turnover target: 90 days
• Furniture Reuse Warehouse Hours: Tues 8-4, Thurs 1-4
(by appointment)
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Organizational Perspective
AVP of Financial Management
Services Operations
VP for Business Affairs
Chief Financial Officer
AVP of Research Compliance
and Financial Services
Director
Cost and Management Analysis
Director
Policy and Compliance
Director
Property Management Office
Assoc. Director
Research
Manager
Disposal and Sales
Team
Research Mgmt.
Team
Inventory Team
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Director
Sponsored Receivables Mgmt.
Financial
Compliance
Manager
Finance
Team
Director
Research Financial Reporting
Department
Property
Administrators
300+ Departments
~200 DPAs
2013 NPMA Fall Conference
Excess Process
Department
Declare
Excess
Available for
Campus
Reuse
Generate
Excess or
Disposition
Request
Custodians & DPAs
PMO
Collection
And
Assessment
Agreement
Transfer
Surplus Sales
Final Event
Sale
or
Recycle
Surplus Sales
Retirement
Financial
Adjustments
PMO
PMO
Note: All asset disposal requests are reviewed by PMO for any
potential restrictions or other issues prior to collection
approval
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2013 NPMA Fall Conference
Excess – Step I
Department
Declare
Excess
 Occur Daily
 From any original funding source
 Initiators of Excess Requests
• Must be authorized
 DPAs
 Custodians
 Others, as authorized
 Key Participants
• PMO
• Environmental Health & Safety
• PSSI
 Concludes when item prepared for movement
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Excess – Step II
Available for
Campus
Reuse
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Excess – Step III
Generate
Excess or
Disposition
Request



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Distributed Systems
Requires Authorized Access
Stewardship and Finance
Included in DPA Training
Primary Disposal Options
• Reuse
• Sale
• Scrap
• Transfers
• Return to Sponsor
• Recycle
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2013 NPMA Fall Conference
Excess – Step IV
Collection
And
Assessment
Agreement
Transfer

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
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Joint effort – SPS/DPAs
Planning of campus route
Handling off-campus items
Turn-around time
Assessment
Physical collection and relocation
Biohazard items handled per EH&S Policies
Resources
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2013 NPMA Fall Conference
Excess – Step V
Sale
or
Recycle





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

SPS
External Recycling Service Provider
Various Sales Methods
Customer Communications
Transfers
Primarily Cash Sales
Staff & Departmental Discounts
Listed in “Stanford Sweeteners”
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Excess – Step VI
Final Event
Retirement
Financial
Adjustments
 Key Participants
• PMO
• Capital Accounting
• ACO, PCO, Sponsor Representatives
 Special sales on individual invoices
 Weekly deposits
 Checks and Balances in process
 Crediting of Sales Proceeds
 Distribution of Sales Proceeds
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Transfers
 Key Participants
• Department Personnel
• PMO
• Export Control
• ACO, as needed
 Key points considered
• Asset funding source
• Title
• Status of accountable agreement
• Ongoing need
• Asset type and age
• Net Book Value
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Campus Cleanup
 Partnership with sustainability
 Planning committee
• Representatives from PMO, LBRE, Labor Shop, PSSI, Schools
• Campus communications
 Building and Zone Managers, DPAs, Campus Report, etc.
 Initially held annually; now biannually
 2013 Fall Campus Clean-up
• SPS collected
 78 pallets of electronics and recyclable materials
 ~750 Lbs. each = 58.5K lbs
 825 Barcoded items
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Data Security
 Process Approved by
• Information Security Office
• SoM Information Technology
 Secured Data Destruction Area
• Restricted Access
• Dban v 2.2.7
• 12-unit wipe station
• Tape/Drive Shredder
 Shred hard drive platters; recycle balance
 Campus Encryption Project in process
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The significant spike in FY12 was due to the closure of the Graduate School of Business, allowing long-term
access to a very large volume of high-quality furnishings, and extensive efforts to maximize reutilization.
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Disposal Activity

Collection Activity
•
•
Items collected by SPS personnel approx. 2.5 days/week
Average of one item every 3 minutes
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FY13 Sales Origins
The majority of sales involve non-capital
equipment items. Most capital sales are
high-dollar transactions, and reflect the
majority of monies returned to departments.
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Challenges
 Predictability (?) of inventory
 Offsite excess items
• Local
• In U.S., but not local
• International
 Ongoing process awareness
 Small number of staff
 Annual break-even expectation
 Move to use of “light or zero clients” for desktop computing
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Q&A
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