Department Property Administrators   Choosing a Department Property Administrator (DPA) Property management is an important function at the University. Prudent business practices help protect the University's multi-million dollar investment in capital equipment, meet government and sponsor requirements, and support indirect cost recovery associated with assets at Stanford. Each Dean, Vice Provost, and Vice President is responsible for implementing property administration effectively and compliantly within their school or department by ensuring that Department Property Administrators (DPAs) receive full cooperation from end-users and purchasers of property. Selecting and designating a well-qualified DPA is critical to ensure effective property management occurs at the departmental level. It is imperative that the right people are hired into (or assigned) the DPA responsibility, as they must interface with all faculty, staff and students working in their respective area. They are also the liaison between their department and PMO. Following is a recommended profile for a person appointed as a DPA: Must be a Stanford University employee with a SUNet ID and SU.ID card/number Registered in authority manager Demonstrated effective communication skills Problem-solving skills Knowledge and understanding of all facets of property management, including associated policies and procedures Receives support from management in carrying out property management tasks and attending required training and updates Positive and persistent attitude toward accomplishing tasks Has basic accounting and organizational skills Knowledge of Windows programs and Internet navigation Knowledge of Oracle Financials and Sunflower Assets Holds at least a Certified Professional Property Specialist certification Required Training and Tools for DPAs: All DPAs must attend the initial required property management training, and subsequent ongoing update training. Following are training classes (both required and recommended) for DPAs. Please note that PACE (Property Administration Continuing Education) sessions should always be attended as they provide important update information and also provide a mechanism for DPAs to give input to the property process. Attendance sheets for these sessions are used in departmental internal audits to ensure all staff are adequately trained and updated. Additionally, people who support the DPA function by purchasing, receiving and tagging equipment, but do not perform data input into Sunflower Assets (SFA) should attend policy training and PACE sessions. Classes are usually scheduled monthly; people can register on-line in Stanford Training Registration. PACE sessions are scheduled quarterly and registration is not required. The complete training schedule is posted on the DPA Resources Web Page; anyone involved in property management should review this web page frequently for updated information. If you have a DPA to be trained and do not see any classes scheduled in the near future, please contact your PSR. Required Training for DPAs Attendance at property management training is mandatory for DPAs, and recommended for other people involved in the property process; some training must be completed before access to Sunflower Assets will be granted. Following is a list of classes DPAs are required to take – schedules and additional materials are available on the web. You may review this information prior to taking a class, or use it after a class as a desktop reference, or share it with others in your office. PACE sessions should always be attended as they are used to update the DPA community on property initiatives (schedule is linked below). FIN 950 – Property Policies and Procedures (Required for DPAs; recommended for people involved in the property process) FIN 955 – Creating/Maintaining Records in Sunflower (required for access to Sunflower Assets) FIN 960 – Reporting and Excessing Records in Sunflower for DPAs (required for DPAs) PACE Sessions (Property Administration Continuing Education) Recommended Training for DPAs (should be completed within 6 months of hire into the position – these courses are all available online 24 hours a day, or in instructor led formats) ORA_1101: Cost Policy & Chart of Accounts (outlines the Chart of Accounts and accounting structure at Stanford University) iProcurement Contains overview information and links to classes. (DPAs approve purchase requisitions and should understand the system) iJournals Contains overview information and links to classes. (DPAs are often involved in journal transactions and should understand the system) DPAs working in a research environmentneed a basic understanding of the intricacies of sponsor requirements, which can be unique to various agencies. They need to know about external screening, cost sharing and fabrication requirements, as well as other sponsor-specific topics. Also, in a research environment, there is added audit scrutiny, and additional documentation requirements. For those DPAs seeking a higher level of professionalism, there are higher levels of training and certification available: Level One Cardinal Curriculum Certification: The Cardinal Curriculum is a certification program created to ensure a standard level of expertise for those who support the research endeavor of Stanford University. It is required for both new and continuing employees working in research administration and all administrative staff who support sponsored research including those who: Are involved with proposal preparation, or Originate or approve transactions on sponsored accounts, or Review or monitor expenditures on sponsored projects Certification by the National Property Management Association (NPMA) : This professional organization has developed a 4-part certification program specifically focused on the regulations and accepted practices of university property managers. For those DPAs with additional experience and qualifications, there are higher levels of certification available. For further information contact your PSR.