3.9. Self-Assessment Process
As prescribed by , the university is required to have a system of internal controls to manage, use, preserve, protect, repair, and maintain Government property in its possession. To ensure the campus is compliant with the standards and practices defined by the Government for the stewardship of this property while under the control of the university, an annual review of OCG and departmental property management is conducted to examine current practices and identify possible deficiencies.
To complete the annual self-assessment, OCG conducts a physical inventory and administers a questionnaire that targets department property management practices with departments that have Government titled equipment under contracts governed by FAR 52.245-1. OCG leadership conducts the internal review of staff responsible for property functions. All parties are tested on the following processes:
- Acquisition
- Receiving
- Records
- Maintenance
- Subcontractor Control
- Utilization
- Storage
- Consumption
- Inventory
- Disposition and Closeout
- Property Loss
The self-assessment is usually conducted during the annual inventory performed by OCG and all Government titled items are included in the process. If the self-assessment and the annual inventory cannot be conducted at the same time, OCG selects a sample of total Government property for testing. Walkthroughs with department personnel examine locations where the property is being used to ensure safeguards are in place. The department’s property management plan, property records, maintenance records, and general department procedures are reviewed. Interviews with the department property manager and any other administrative staff who have responsibility of asset management tasks are conducted. If any deficiencies are uncovered, OCG works with the department to rectify the areas for improvement. It is the responsibility of OCG leadership to ensure all deficiencies are addressed, including those identified within OCG.
Results of the annual self-assessment are reported to the university’s cognizant Administrative Contracting Officer and is part of the annual PMSA performed by the Office of Naval Research.