Property 101

ASTM Standards – Basics for

Development and

Implementation

Bill Franklin

March 9, 2012

2 2 .

ASTM E53 Committee a Brief History

1998 the idea of property standards took hold, major breakthrough at NES

in Santa Fe

Dedicated group researched how the process should work

Choose ASTM, founded in 1898, as the organization to manage the process

of creating voluntary consensus standard

ASTM Committee E53 Property Management Systems was formed in 2000

The first standards were issued in 2001

3 3 .

Committee E53 Executive Board

Executive Board

Chairman – Bill Franklin, Noblis Inc.

Vice Chairman – Cinda Brockman, SAIC

Membership Secretary – Kim Doner, SRA International

Secretary – Rick Shultz, John Hopkins University/APL

Member at Large – Amber Barber, US Office of Under Secretary of

Defense Acquisition Technology and Logistics

Member at Large – Richard Culbertson, Lockheed Martin

Member at Large – Mike Showers, NASA

Member at Large – Tamara Zahn, Boeing

Staff Manager – Pat Picariello, ASTM

4 4 .

Committee E53 Subcommittees

E53.01 Process Management

Subcommittee Chairman - Rick Shultz, John Hopkins University/APL

E53.02 Data Management

Subcommittee Chairman - Position Open

E53.03 Financial Management

Subcommittee Chairman – Rich Culbertson, Lockheed Martin

E53.04 Reutilization and Disposal

Subcommittee Chairman – Rod Miller, Independent

E53.05 Property Management Maturity

Subcommittee Chairman – Eric Fassett, Northrup Grumman Corporation

E53.06 Terminology

Subcommittee Chairman – Dave Barder, Tetra Tech

E53.07 Sustainable Property Management

Subcommittee Chairman – Bob Holcombe, GSA

E53.10 ISO Asset Management Activity

Subcommittee Chairman – Jim Dieter, Sunflower Systems

E53.20 United States Government Contract Property Management

Subcommittee Chairman – Brandon Kriner, Harris Corporation

5 5 .

Current Standards

Total number of active standards – 26

Recent Activity

• New • E2811-11 Management of Low Risk Property (LRP) • E2812-11 Standard Practice for Uniform Data Management in Asset

Management Records Systems

• Revised • E2306-11 Standard Practice for Disposal of Personal Property • E2132-11 Standard Practice for Inventory Verification: Electronic and

Physical Inventory of Assets

• E2497-11 Standard Practice for Calculation of Asset Movement Velocity (AMV)

• E2499-11 Standard Practice for Classification of Asset Physical Location Information

6 6 .

How to start?

Begins with an idea and need

Write it down

Check ASTM for existing standard that already addresses the need

What type of standard should you write

• Classification , a systematic arrangement or division of materials, products, systems, or services into groups based on similar characteristics such as origin,

composition, properties, or use

• Practice, a definitive set of instructions for performing one or more specific operations that does not produce a test result

• Guide, a compendium of information or series of options that does not recommend a specific course of action

• Terminology, a document comprising definitions of terms; explanations of symbols, abbreviations, or acronyms

• Test Method, a definitive procedure that produces a test result • Specification, an explicit set of requirements to be satisfied by a material,

product, system, or service.

7 7 .

How to start cont…

Individual or Group effort

• Individual, gets all the glory and gets all the pain – One view point

• Group shares all the glory but also shares all the pain – Multiple views and input when developing standard

– Share the work

– ASTM membership not requirement to be on team, but recommend that at least one group member be an E53 member

– Choose a lead for the group, this person becomes the technical lead and is the main contact

Where to find your Group

• Local NPMA chapter members • Co-workers • Ask E53 for assistance

8 8 .

ASTM Process – Step One the Work Item

Who to contact

• Determine which subcommittee best fits the idea for proposed standard • Contact subcommittee chairman and make your pitch

– Provide scope of work item

Register your Work Item

• ASTM member logs into the ASTM website • Click on My Committees • Left hand side click on Ballots and Work Items under My Tools • Follow instructions to register a new work item

– Will need to enter a brief summary during this process

– Work Item number will be assigned

9 9 .

Step One the Work Item cont…

Complete the Work item

• Use ASTM template (will be provided upon registration) • Work with your group

Submit Work Item

• Send completed work item to the subcommittee chairman and our ASTM E53 staff manager

Editorial Task Group Review

• Subcommittee chairman will submit Work Item for ETG review • Small group from E53 Executive Committee reviews for form and style and

provides any feedback to the task group lead

• After revisions are completed Work Item is resubmitted to subcommittee chairman and ASTM E53 staff manager

• It is now ready for ballot

10 10 .

Recent Work Item (now Standard E2812-11)

11 11 .

ASTM Process – Step Two the Ballot

Type of ASTM ballots

• Subcommittee – The first ballot for your Work Item

– Only those registered under this subcommittee will have access to review and have opportunity to vote

• Main – Second ballot for Work Item

– All members of E53 will have access to review and vote

• Main/Concurrent – When Subcommittee and Main committee ballots take place at the same

time

Type of Voters

• Official (one per organization) • Non-official

12 12 .

Step Two the Ballot cont…

Types of Votes

• Affirmative – With comments

• Negative – Must contain a rationale for voting negative

• Abstain – With comments

13 13 .

Negatives what to do with them

Don’t give up

• Its is extremely rare that a fist time Work Item makes it through with no negatives

• This is all part of the consensus process Work with your Group

• Review all negatives • Determine if you agree or do not agree with negative • If team does not agree contact voter to discuss, they may not have understood

the intent and be willing to withdraw negative

Use the negative to create a stronger standard

• Valid points should initiate a revision • Submit for ballot

How long will the process take

• It takes as along as it takes

14 14 .

It’s a Standard – Congratulations !

What next

• Work Item will received a new standard number • Must be approved by ASTM Committee on Standards • Publication can take up to 8 weeks

How long will it remain a standard

• All standards must be reviewed in its fifth year • Decision to ballot as is, revise or withdraw will be made • If not re-balloted standard will automatically be withdrawn at end of its eighth

year

Revision process

• New task group is formed (former members of developing group will be contacted if available)

• Review and revisions are completed • Standard is re-balloted

15 15 .

Implementing a Standard

Why

• Contractual Requirement • Good Business Practice • It will reinforce what I have been doing all these years

Does it apply to your organization?

• Read the standard – Scope

– Significance and Use

– Process

16 16 .

Implementing a Standard cont….

Review current process/procedures

• Possibly flow chart

Identify requirements from the standard

• All Practices have the “must, shall, will” statements

Identify differences between current process and standard

• What will have to change, what will it take

Identify stakeholders

• Inform them of possible change, allow for review • Who is responsible for procedure and policy change • Know your internal process for change

17 17 .

Update Procedures

• Reference Standard – Noblis introduction for its Receiving process

The receiving process includes the physical receipt of goods,

inspection of goods, reconciliation of goods against due-in records and

Purchase Orders (PO), tagging of goods, delivery of goods, preparation and

distribution of receiving documents, and initiation of records.

All goods delivered to Noblis will be processed through Receiving to ensure the

creation of documentation to support Asset Management, Accounts Payable

and the finalization of Purchasing documentation. Asset Management and

Receiving will use system generated reports to monitor the on-order goods

until they are received. All goods are provided secure storage and protection

during the receiving process.

Reference ASTM E2605-08 Standard Practice for Receiving Property

Implementing a Standard cont….

18 18 .

Take away

Anyone can create a work item just need the initial idea

Work item is the jumping off point for ASTM process

Recommendation - Don’t do it alone

Patience and effort are required

Determine what standard works for your organization

Compare existing procedure with standard

Know you stakeholders and who internal process for making the changes

Make plan to implement and change procedure if necessary

Its important to our profession

Don’t wait on others step up, take the plunge

My contact information: Bill Franklin

wfranklin@noblis.org

703-610-1869

mailto:wfranklin@noblis.org