Property Accountability Roles

The Accountable Property Officer (APO) most often is the person in charge of asset management for the agency, and may also have limited policy-setting duties. The user has the highest functional level of access to Web ELMS. This role must be designated in writing, and can only be filled by a Government employee. The user can perform functions needed to set up ELMS for the entire Agency. This role must not have any Security access. This role also has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options
• All Asset Management functions, including Receiving, Updates, Excess and Disposition, but not Authorizations
• Setting up an Inventory Management Plan for all users in the Accountable UIC or UIC
• All other Inventory functions
• Reviewing Statistics for Non-Activated Depreciable Capital Assets
• All Accounting functions
• All Catalog and Manufacturer functions

ELMS eLearning Course:

• ELMS1010

The Property Administrator (PA) is the highest level of support to the Accountable Property Officer (APO) and is considered the designated representative of the APO to support administrative work. This role can be filled by a Contractor. This role does not have Security access, nor does it have any Catalog or Manufacturer functions. The PA has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• All Asset Management functions, which include Receiving, Updates, Excess and Disposition, but not Authorizations
• Setting up an Inventory Management Plan for all users in the Accountable UIC or UIC
• All other Inventory functions
• Reviewing Statistics for Non-Activated Depreciable Capital Assets
• All Accounting functions

ELMS eLearning Course:

• ELMS1020

Variations on this role:

• Property Administrator II
  • This role has the same functionality as the PA role except for Catalog and Inventory Preparation & Management.
  • Course ELMS1021 required for access.
• Non-Accountable Property Administrator
  
  • This role has the same functionality as the PA role with the following exceptions: has access only to Non-Accountable Property, limited access in Accounting and Master Data functions, and this user cannot set an Inventory Management Plan.
  • Course ELMS1022 required for access.
• Property Administrator for Fleet Management
  
  • A designated representative of APO to support administrative work in the area of Fleet Management. Can be a contractor. Has functionality in most areas except Catalog, Inventory, Accounting and Security.
  • Course ELMS1023 required for access.
• Property Administrator for the Navy
  • This role has the same functionality as the PA role with the following exceptions: has slightly limited access in Accounting and Master Data functions, no Statistics.
  • Course ELMS1024 required for access.
• Property Administrator without Disposition and Excess
  • This role has the same functionality as the PA role with the following exceptions: no Excess, Disposition, or functions related to these.
  • Course ELMS1026 required for access.

The Asset Receiver most often works in a larger asset management office and is subordinate to an APO or PA. This person specializes in receiving assets and entering the corresponding records into Web ELMS. This role also has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• Asset Receiving, Pending Transactions and setting up Custodians
• Printing Labels
• Setting up Locations, System Identifications and Report Messages

ELMS eLearning Course:

• ELMS1030

The Asset Disposition specialist most often works in a larger asset management office and is subordinate to an APO or PA. This user specializes in excessing and disposing of assets and entering the corresponding records into Web ELMS. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• Asset Disposition, Excess and Excess in Place Delete, and Pending Transactions
• Printing Labels
• Setting up Report Messages

ELMS eLearning Course:

• ELMS1040

Variations on this role:

• Non-Accountable Asset Disposition
  
  • This role is identical to the Asset Disposition role, but has access only to Non-Accountable Property.
  • Course ELMS1040 required for access.

The Asset Transfer specialist most often works in a larger asset management office and is subordinate to an APO or PA. This user specializes in transferring assets into and out of Web ELMS and entering the corresponding records into Web ELMS. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• Asset Transfer and Pending Transactions
• Printing Labels
• Setting up Locations, System Identifications and Report Messages

ELMS eLearning Course:

• ELMS1050

The Inventory Specialist most often works in a larger asset management office and is subordinate to an APO or PA. While this role is limited, the person conducting the duties may control the Inventory process for the organization. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• All Inventory duties, including reconciling Inventories from within Manage Inventories
• All AIT functions except determining Label Format

ELMS eLearning Course:

• ELMS1060

The Custodian is typically not involved in asset management as a primary position. The Custodian still supports the APO/PA and has the fundamental responsibility for assets under their care. The main duties for this position involve updating and transferring assets. This role can be filled by a Contractor. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• Designating assets for Excess and Disposition
• Limited Update actions
• Setting up sub-Custodians
• Limited Transfer and limited Pending Transactions

ELMS eLearning Course:

• ELMS1070

Variations on this role:

• Non-Accountable Custodian
  
  • This role is identical to the Custodian, but has access only to Non-Accountable Property.
  • Course ELMS1070 required for access.
• Accountable Update without Price Adjustment and Asset Id, and with Inventory Reporting
  
  • This is a limited Custodian role. Within Asset Management, this role is limited to Update, but cannot perform price adjustments nor update the stock number/serial number/asset id changes. This role may also add attachments during Updates. Inventory functions include generating Custodian, Location and Sensitive Item inventories, but no AIT duties.
  • Course ELMS1072 required for access.
• Custodian with Inventory and Update
  
  • This role does not have the capability to set up sub-Custodians, has limited Update actions only within Asset Management, and Inventory duties are limited to generating Custodian and Location inventories only.
  • Course ELMS1073 required for access.
• Custodian with Inventory and Transfer
  
  • This role is limited including the capability to set up sub-Custodians. Within Asset Management, this role has limited Update and Transfer actions only. This role has all Inventory and AIT duties, including setting up label formats.
  • Course ELMS1074 required for access.
• Custodian with Inventory (Access Level Custodian)
  
  • This is a limited Custodian role, including the capability to set up sub-Custodians. Within Asset Management, this role is limited to designating for Update and Transfer actions only, and limited access to Pending Transactions. This role may also add attachments during Updates. The only Inventory function is generating a Custodian inventory, but all AIT duties are included, except relocating assets. including setting up label formats.
  • Course ELMS1075 required for access.
• Custodian with Reconcile
  
  • This role is similar to the Custodian including the capability to set up sub-Custodians. This role also has access to all Inventory and AIT duties except for generating inventories.
  • Course ELMS1077 required for access.
• Custodian Function I
  • This role is similar to the Custodian including the capability to set up sub-Custodians. This role also has access to all UII, Inventory, and AIT duties.
  • Course ELMS1078 required for access.

The Catalog Manager most often works in a larger asset management office and is subordinate to an APO or PA. This user specializes in performing all duties related to a site’s catalog. At the catalog level, until manufacturer data has been added, property is neither accountable or non-accountable.

Functions:

• All MyELMS options for the user
• All Catalog duties, including adding Manufacturer information
• Batch Activity Review

ELMS eLearning Course:

• ELMS1080

The Manufacturer Data Manager most often works in a larger asset management office and is subordinate to an APO or PA. This user specializes in performing all duties related to the manufacturer information required within the site’s catalog. This role would include designating whether property is accountable or non-accountable.

Functions:

• All MyELMS options for the user
• Managing Manufacturer information
• Limited Pending Catalog transactions
• Adding Reference Publication information

ELMS eLearning Course:

• ELMS1090

The Automated Inventory Technician most often works in a larger asset management office and is subordinate to an APO or PA. This user specializes in performing specific but limited duties related to the inventory process. 

Functions:

• All MyELMS options for the user
• Generating Custom and Custodian inventories only

ELMS eLearning Course:

• ELMS1110

The Accountable Update specialist most often works in a larger asset management office and is subordinate to an APO or PA.This user specializes in all functions related to updating assets. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• Asset Update, including adding Attachments, within Asset Management

ELMS eLearning Course:

• ELMS1120

Variations on this role:

• Non-Accountable Update
  
  • This role is identical to the Accountable Update role, but has access only to Non-Accountable Property.
  • Course ELMS1120 required for access.
• Accountable Update Without Price Adjustment
  
  • This role has the same functionality as the Accountable Update role with the following exceptions: update functions do not include performing price adjustments.
  • Course ELMS1120 required for access.
• Accountable Update Without Asset Identifiers
  
  • This role has the same functionality as the Accountable Update role with the following exceptions: update functions do not include changing the Stock Number, Serial Number or Asset Id.
  • Course ELMS1120 required for access.
• Accountable Update Without Price Adjustment and Asset Identifiers
  
  • This role has the same functionality as the Accountable Update role with the following exceptions: update functions do not include performing price adjustments or changing the Stock Number, Serial Number or Asset Id.
  • Course ELMS1120 required for access.

Access to MyELMS programs and all inquiries for both Accountable and Non Accountable assets. No access to Security, Application Admin, Training Coordinator, Role Admin, and DAC roles.

ELMS eLearning Course:

• ELMS1130

Variations on this role:

• Agency Pre-defined Inquiries
  
  • This role is identical to the Data Inquiry role, but has access to Inquiries developed from user requirements.
  • Course ELMS1130 required for access.

Access to MyELMS programs, Report Form Msg, and Forms Report for both Accountable and Non Accountable assets. No access to Security, Application Admin, Training Coord, Role Admin, and DAC roles.

ELMS eLearning Course:

• ELMS1140

Variations on this role:

• Agency Report and Forms
  
  • This role is identical to the Report and Forms Generation role, but has access to Reports and Forms developed from user requirements.
  • Course ELMS1140 required for access.

The Agency Coordinator is often the “data owner” for an agency or organization. The role is usually assigned to a person that oversees asset management at the top level in the organization.  The user may perform functions required to set up Web ELMS for the entire agency. This role does not have direct access to manage assets in the system.

Functions:

• All MyELMS options including displays for the agency
• Setting up an Inventory Management Plan for all users in the agency
• Reviewing all levels of Statistics

ELMS eLearning Course:

• ELMS1180

The Accounting specialist performs finance and accounting functions only for the corresponding asset management system.

Functions:

• All MyELMS options for the user
• All Accounting functions related to personal and real property
• Construction In Progress (CIP)
• Costs and Depreciation of assets

ELMS eLearning Course:

• ELMS1190

The Stock Number Authorizations user most often works in a larger asset management office and is subordinate to an APO or PA. This user performs all duties related to authorizations for stock numbers, and has authority to approve authorization requests.

Functions:

• All MyELMS options for the user
• Managing Stock Number Authorizations
• Executing pending Stock Number Authorizations
• Access to all Stock Number Authorization Inquiries and Reports

ELMS eLearning Course:

• ELMS1200

Variations on this role:

• Stock Number Authorization Request
  
  • This role is similar to Stock Number Authorizations with the following exceptions: can only request authorizations for command or headquarter authorizations; access to Inquiries for Authorizations, but not Authorization Activity and all Authorization Reports
  • Course ELMS1220 required for access.

The Line Item Number (LIN)/Table of Authorized Material Control Number (TAMCN) Authorization role is used in conjunction with the APO or PA role. Users with this role can manage Paragraph Numbers for identifying specific allotments. LIN/TAMCN Authorizations are used to associate assets to an authorized quantity by UIC, Paragraph Nbr, and LIN/TAMCN.

LIN/TAMCN Authorizations are incorporated into the following processes:

• Custodian
• Asset Receiving
• Asset Update
• Asset Transfer
• Mass Stock Number Update

ELMS eLearning Course:

• ELMS1205

The LIN/TAMCN role provides the user capability to add a LIN/TAMCN and query LIN/TAMCN data.

LIN/TAMCN is an add-on role with no required training.

The Attestation role allows user on a quarterly or annual basis to verify facts and finances about Construction in Progress projects, those completed or those in progress.; verify personnel and assets involved.

Attestation is incorporated into the following processes:

• Perform a Quarterly attestation
• Perform a Yearly
• Delete an attestation

ELMS eLearning Course:

• ELMS1230

This user performs all duties related to the warranty and utilization functional areas for an asset. This includes Warranty, Service, and Subscriptions management, asset utilization and utilization exceptions. This user can also perform related data inquiries.

Functions:

• All MyELMS options for the user
• Manage extended warranties, equipment purchases, subscriptions, and maintenance/service agreements
• Create Terms and Conditions Clauses for warranty/service/subscriptions
• Associate assets to warranty contracts
• Update utilization data

ELMS eLearning Course:

• ELMS1240

This user performs all duties related to the IT Management functional area. This includes Software License management, IT Device association, Software Search and Software Request. This user also has access to the IT Management dashboard.

Functions:

• Associate software to a license
• Associate a software license to an IT device
• Search the software catalog
• Request software
• View the IT Management Dashboard

ELMS eLearning Course:

• ELMS1510

The Maintenance and Utilization (M&U) Setup role has the ability to create and maintain the connections necessary for the Property Accountability (PA) module to communicate with the M&U module. These users often have interaction with users of both the PA and M&U modules.

Functions:

• All MyELMS options for the user
• Create and manage Maintenance Group Ids and Maintenance Management Assignments

ELMS eLearning Course:

• ELMS8000

The Data Coordinator most often works in a larger asset management office and is subordinate to an APO or PA. This user is limited, specializing in collecting, interpreting, and recording data in accordance with departmental guidelines and standards. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

• All MyELMS options for the user
• Data Import

The Information Owner is responsible for managing the risks to personal information and business critical information held within the module. This role understands what information is held, what is added, what is removed, how information is moved, and who has access and why. This means making sure that information assets are properly protected and used to their highest value.