ASTM E2675-09(2014)

Standard Practice for Property Management System Outcomes

SIGNIFICANCE AND USE
4.1 This practice establishes expected outcomes associated with a property management system.  
4.2 Care should be taken not to confuse tactics with the outcomes described in this practice. Tactics are a means to an end. Outcomes are an end.  
4.3 What is being measured is achievement, not process.  
4.4 This practice encourages an inclusive understanding and communication of the outcomes associated with a property management system. As additional standards are added, comparisons on this basis to other property management systems can be further enabled.  
4.5 This practice, in combination with Practice E2279, may provide an enhanced basis for making decisions surrounding both property and property management systems.  
4.6 This practice is intended to foster and enable additional standard practices related to or based on the terms and concepts in the outcomes and outcome components.  
4.7 In particular, this practice may suggest a standard for personal and management skills useful in efforts to achieve these outcomes.
SCOPE
1.1 This practice describes expected outcomes associated with a property management system. It is a measure of achievement rather than process, and is descriptive rather than prescriptive.  
1.2 Outcomes are defined as information, events, objects, or states of being produced as a result or consequence of a plan, process, accident, effort, or other similar action or occurrence.  
1.3 An output measure is the tabulation, calculation, or recording of activity or effort and can be expressed in a quantitative or qualitative manner.  
1.4 An outcome measure is an assessment of the results of a program activity compared to its intended purpose.  
1.5 Consistent with Practice E2452, these outcomes are grouped into process management outcomes and operational outcomes.  
1.5.1 Although they may be directly related, strategies and tactics should not be confused with outcomes. Strategies are long-term plans of action designed to achieve a particular goal. Tactics are maneuvers or actions calculated to achieve some end. For example, increasing exercise is a strategy to attain the goal or outcome of fitness. Running is a supporting tactic to achieve the goal or outcome of fitness. Other tactics or groups of tactics may achieve the same outcome. On the other hand, as the definition of outcome indicates, tactics are not required for attaining outcomes. For example, fitness may be an unplanned result of a job requiring physical exertion.  
1.6 This practice describes the outcomes at a high level, with limited discussion of each outcome or components of each outcome. The intent is to provide a framework for current and potential additional standards. A cross reference relating current standards to the outcomes is provided in Section 5.  
1.7 The outcomes further described in Section 5, are listed in the following:  
1.7.1 Process Management Outcomes:
1.7.1.1 Outcome 1—Mission Support
1.7.1.2 Outcome 2—Accounting and Accountability
1.7.1.3 Outcome 3—Information Management
1.7.1.4 Outcome 4—Planning
1.7.1.5 Outcome 5—Relationships  
1.7.2 Operational Outcomes:
1.7.2.1 Outcome 6—Property Functionality
1.7.2.2 Outcome 7—Resource Optimization
1.7.2.3 Outcome 8—Property Visibility
1.7.2.4 Outcome 9—Safety and Security
1.7.2.5 Outcome 10—Installation, Movement, and Storage  
1.8 In Section 5, a rating scale is provided to quantify in a uniform manner achievement of outcomes and outcome components.  
1.9 This practice, in combination with Practice E2279, clarifies and enables effective and efficient control and tracking of property and may provide an enhanced basis for making decisions surrounding both property and property management systems.  
1.10 This practice is intended to be applicable and appropriate for all property-holding entities.  
1.11 This practice covers tangible property as defined in Terminology E2135. Consistent with the nomenclature...

General Information

• Status: Historical
• Publication Date: 31-May-2014
• ICS: 03.060 - Finances. Banking. Monetary systems. Insurance
• Technical Committee: E53 - Asset Management
• Drafting Committee: E53.01 - Process Management

Standards Content (Sample)

NOTICE: This standard has either been superseded and replaced by a new version or withdrawn.
Contact ASTM International (www.astm.org) for the latest information
Designation: E2675 − 09 (Reapproved 2014)
Standard Practice for
Property Management System Outcomes
This standard is issued under the fixed designation E2675; the number immediately following the designation indicates the year of
original adoption or, in the case of revision, the year of last revision. A number in parentheses indicates the year of last reapproval. A
superscript epsilon (´) indicates an editorial change since the last revision or reapproval.
1. Scope 1.7.1.1 Outcome 1—Mission Support
1.7.1.2 Outcome 2—Accounting and Accountability
1.1 This practice describes expected outcomes associated
1.7.1.3 Outcome 3—Information Management
with a property management system. It is a measure of
1.7.1.4 Outcome 4—Planning
achievement rather than process, and is descriptive rather than
1.7.1.5 Outcome 5—Relationships
prescriptive.
1.7.2 Operational Outcomes:
1.2 Outcomes are defined as information, events, objects, or
1.7.2.1 Outcome 6—Property Functionality
states of being produced as a result or consequence of a plan,
1.7.2.2 Outcome 7—Resource Optimization
process, accident, effort, or other similar action or occurrence.
1.7.2.3 Outcome 8—Property Visibility
1.7.2.4 Outcome 9—Safety and Security
1.3 An output measure is the tabulation, calculation, or
recording of activity or effort and can be expressed in a 1.7.2.5 Outcome 10—Installation, Movement, and Storage
quantitative or qualitative manner.
1.8 In Section 5, a rating scale is provided to quantify in a
1.4 An outcome measure is an assessment of the results of uniform manner achievement of outcomes and outcome com-
ponents.
a program activity compared to its intended purpose.
1.5 Consistent with Practice E2452, these outcomes are 1.9 This practice, in combination with Practice E2279,
clarifies and enables effective and efficient control and tracking
grouped into process management outcomes and operational
outcomes. of property and may provide an enhanced basis for making
decisions surrounding both property and property management
1.5.1 Although they may be directly related, strategies and
tactics should not be confused with outcomes. Strategies are systems.
long-term plans of action designed to achieve a particular goal.
1.10 This practice is intended to be applicable and appro-
Tactics are maneuvers or actions calculated to achieve some
priate for all property-holding entities.
end. For example, increasing exercise is a strategy to attain the
1.11 This practice covers tangible property as defined in
goal or outcome of fitness. Running is a supporting tactic to
Terminology E2135. Consistent with the nomenclature used,
achieve the goal or outcome of fitness. Other tactics or groups
individual portions of the practice may be applicable to more
oftacticsmayachievethesameoutcome.Ontheotherhand,as
limited subsets of tangible property, for example to equipment
the definition of outcome indicates, tactics are not required for
and not to material.
attaining outcomes. For example, fitness may be an unplanned
1.12 This standard does not purport to address all of the
result of a job requiring physical exertion.
safety concerns, if any, associated with its use. It is the
1.6 This practice describes the outcomes at a high level,
responsibility of the user of this standard to establish appro-
withlimiteddiscussionofeachoutcomeorcomponentsofeach
priate safety and health practices and determine the applica-
outcome. The intent is to provide a framework for current and
bility of regulatory limitations prior to use.
potential additional standards. A cross reference relating cur-
rent standards to the outcomes is provided in Section 5.
2. Referenced Documents
1.7 The outcomes further described in Section 5, are listed
2.1 ASTM Standards:
in the following:
E2131 Practice for Addressing and Reporting Losses of
1.7.1 Process Management Outcomes:
Tangible Property
E2132 Practice for Inventory Verification: Electronic and
This practice is under the jurisdiction of ASTM Committee E53 on Asset
Management and is the direct responsibility of Subcommittee E53.01 on Process
Management. For referenced ASTM standards, visit the ASTM website, www.astm.org, or
Current edition approved June 1, 2014. Published June 2014. Originally contact ASTM Customer Service at [e-mail]. For Annual Book of ASTM
approved in 2009. Last previous edition approved in 2009 as E2675–09. DOI: Standards volume information, refer to the standard’s Document Summary page on
10.1520/E2675-09R14. the ASTM website.
Copyright © ASTM International, 100 Barr Harbor Drive, PO Box C700, West Conshohocken, PA 19428-2959. United States
E2675 − 09 (2014)
Physical Inventory of Assets 3.1.8 outcome, n—information, event, object, or state of
E2135 Terminology for Property and Asset Management being produced as a result or consequence of a plan, process,
E2221 Practice for Administrative Control of Property accident, effort, or other similar action or occurrence.
(Withdrawn 2011)
3.1.9 outcome measure, n—an assessment of the results of a
E2279 Practice for Establishing the Guiding Principles of
program activity compared to its intended purpose.
Property Asset Management
3.1.10 output measure, n—the tabulation, calculation, or
E2306 Practice for Disposal of Personal Property
recording of activity or effort and can be expressed in a
E2378 Practice for the Recognition of Impaired or Retired
quantitative or qualitative manner.
Personal Property
3.1.11 process management, n—planning and administering
E2379 Practice for Property Management for Career Devel-
the activities necessary to achieve a desired level of perfor-
opment and Training (Withdrawn 2013)
mance and identifying opportunities for improving quality,
E2452 Practice for Equipment Management Process Matu-
operational performance, and ultimately, customer satisfaction.
rity (EMPM) Model
(E2135)
E2453 Practice for Determining the Life-Cycle Cost of
3.1.11.1 Discussion—It involves design, control, and im-
Ownership of Personal Property
provement of key business processes.
E2495 Practice for Prioritizing Asset Resources in
Acquisition, Utilization, and Disposition 3.1.12 property functionality, n—set of functions that an
E2497 Practice for Calculation of Asset Movement Velocity
asset is able or equipped to perform.
(AMV)
3.1.13 property management system, n—subset of existing
E2499 Practice for Classification ofAsset Physical Location
organizationalprocessesrelatedtothelifecyclemanagementof
Information
property. (E2135)
E2605 Practice for Receiving Assets
3.1.13.1 Discussion—Theseprocessesrepresentsoundprac-
E2606 Practice for Receipt Notification as a Result of
tice and are compliant with applicable standards, policies,
Tangible Asset Movement
regulations, and contractual requirements.
E2607 Practice for Cannibalization/Reclamation of Service-
3.1.14 record utility, n—overall measure of structured prop-
ableEquipmentComponentstoSupportDemandRequire-
erty records based on the usefulness of stored, standardized,
ments
and appropriately available information of sufficient accuracy
E2608 Practice for Equipment Control Matrix (ECM)
and reliability to respond reasonably to entity requirements in
a timely manner.
3. Terminology
3.1.15 resource optimization, n—property management sys-
3.1 Definitions—For definitions relating to property and
tem outcome characterized by the minimization of asset
asset management, refer to Terminology E2135.
holdings while assuring entity requirements for assets are met.
3.1.1 asset, n—(1) anything owned having monetary value;
(2) tangible or intangible items owned by an entity that have 3.1.16 return on investment, n—earning power of assets
probable economic benefits that can be obtained or controlled measured as the ratio of the net income (profit less deprecia-
by the entity. (E2135) tion) to the average capital used (or equity capital) in a firm or
project. (Online Business Dictionary )
3.1.2 best value, n—expected outcome of an acquisition that
3.1.16.1 Discussion—Usually expressed as a percentage, it
provides the greatest overall benefit in response to the require-
is a measure of the profitability that (while not taking the time
ment.
value of money into account) indicates whether or not a firm is
3.1.3 information management, n—collection and manage-
using its resources in an efficient manner.
ment of information from one or more sources and the
3.1.17 risk, n—concept that denotes a potential negative
distribution of that information to one or more audiences.
impact.
3.1.3.1 Discussion—This sometimes involves those who
have a stake in or a right to that information. Management 3.1.18 risk assessment, n—determination of quantitative or
means the organization of and control over the structure, qualitative value of risk related to a concrete situation and a
processing, and delivery of information.
recognized threat.
3.1.18.1 Discussion—Risk assessment is considered as the
3.1.4 operations, n—exercise of the tasks that constitute
initial and recurring step in a risk management process.
equipment management. (E2452)
3.1.19 risk management, n—structured approach to manag-
3.1.5 opportunity, n—concept that denotes a potential posi-
ing uncertainty through risk assessment, developing strategies
tive impact.
tomanageit,andmitigationofriskusingmanagerialresources.
3.1.6 opportunity assessment, n—assessing external condi-
3.1.19.1 Discussion—Strategies include transferring the risk
tions that are helpful to achieving objectives.
to another party, avoiding the risk, reducing the negative effect
3.1.7 opportunity management, n—managing external con-
of the risk, and accepting some or all of the consequences of a
ditions that are helpful to achieving objectives.
particular risk.
3 4
The last approved version of this historical standard is referenced on The Online Business Dictionary, s.v. “return on investment,” http://
www.astm.org. www.businessdictionary.com (accessed February 1, 2009).
E2675 − 09 (2014)
3.1.20 strategy, n—long-term plan of action designed to property owner or assignee that have been conveyed to the
achieve a particular goal. entity. This includes internal organizational, sub-
organizational, and individual responsibility for property used
3.1.21 sustainability, n—system of actions, projected to be
or assigned.
viable on an ongoing basis.
5.1.2.2 Outcome Component 2.2: Best Value—Best value
3.1.22 system level outcome, n—outcomes based on the
includestheconceptsofefficiencyandeffectiveness.Theentity
policies, procedures, and tools that are in place to manage
property, regardless of ownership. seeks the best value in the long term in the use and mainte-
nance of property (Practice E2279).
3.1.23 tactic, n—maneuver or action calculated to achieve
some end. 5.1.2.3 Outcome Component 2.3: Accounting/Financial
Management—This includes accurate and timely financial
3.2 Acronyms:
recognition and accounting.
3.2.1 ECM—equipment control matrix
5.1.2.4 Outcome Component 2.4: Effectiveness and
3.2.2 EMPM—equipment management process maturity
Effıciency—Property management practices must seek, when
3.2.3 FAR—Federal Acquisition Regulation
viewed in totality, to be effective and efficient, to the point at
3.2.4 LDD—loss, damage, and destruction
which benefits exceed the costs of operation (Practice E2279).
5.1.3 Outcome 3: Information Management—There are two
4. Significance and Use
major components of Outcome 3: (3.1) record utility and (3.2)
4.1 This practice establishes expected outcomes associated
reporting.
with a property management system.
5.1.3.1 Outcome Component 3.1: Record Utility:
4.2 Care should be taken not to confuse tactics with the
(1) Record utility is an overall measure of structured
outcomes described in this practice. Tactics are a means to an
property records based on the usefulness of stored,
end. Outcomes are an end.
standardized, and appropriately available information of suffi-
4.3 What is being measured is achievement, not process.
cient accuracy and reliability to reasonably respond to entity
4.4 Thispracticeencouragesaninclusiveunderstandingand
requirements in a timely manner. In other words, the outcome
communication of the outcomes associated with a property
is appropriately useful record information based on the control
management system. As additional standards are added, com-
class of the property asset or class of property and other
parisons on this basis to other property management systems
factors. One facet of record utility as an outcome is simply
can be further enabled.
having the right data when it is needed. The optimal record
4.5 This practice, in combination with Practice E2279, may
utility outcome is collecting and storing the proper data so
provide an enhanced basis for making decisions surrounding
when information is requested there is neither a delay nor a
both property and property management systems.
special data call required to fulfill the request. Excessive
storage, standardization, or availability of information may be
4.6 This practice is intended to foster and enable additional
standardpracticesrelatedtoorbasedonthetermsandconcepts inefficient and ineffective.
in the outcomes and outcome components. (2) While conducting a physical inventory is a tactic, an
outcome of a physical inventory could be physical inventory
4.7 In particular, this practice may suggest a standard for
accuracy. However, such a potential outcome is a limited
personal and management skills useful in efforts to achieve
snapshot produced by a process that of course has its own
these outcomes.
accuracy concerns.Amore consistent and dependable outcome
5. Property Management System Outcomes
would then perhaps be record accuracy. In accordance with
5.1 Process Management Outcomes—Process management Practice E2608, not all items are tracked to the same level of
outcomes are system level outcomes.
control or accuracy. Therefore, extending the concepts of
5.1.1 Outcome 1: Mission Support:
Practices E2279 and E2608, a more meaningful outcome here
5.1.1.1 Outcome Component 1.1: Mission Support—The
is record utility. For example, identification (tagging) is a tactic
Property Management System should support the mission of
to support record utility. In accordance with Practice E2608,
the entity of which it is a part.
some property may appropriately not be tagged nor have
5.1.2 Outcome 2: Accounting and Accountability—There
control records created.
are four outcome components of Outcome 2: (2.1) property
5.1.3.2 Outcome Component 3.2: Reporting—Fully
accountability and responsibility, (2.2) best value, (2.3)
scalable, flexible, responsive strategic and tactical reporting
accounting/financial management, and (2.4) effectiveness and
capability, available as needed, where
...