Accountable Property Officer

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 DPAS. 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 Web DPAS 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 MyDPAS 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
  • All AIT functions except Asset Relocation
  • Reviewing Statistics for Non-Activated Depreciable Capital Assets
  • All Accounting functions
  • All Catalog and Manufacturer functions

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1010

Property Administrator

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 MyDPAS 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
  • All AIT functions except Asset Relocation
  • Reviewing Statistics for Non-Activated Depreciable Capital Assets
  • All Accounting functions

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1020

Variations on this role:

  • 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 DPAS1022 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 DPAS1023 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 DPAS1024 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 DPAS1026 required for access.
  • Property Administrator for NGA
    • This role has the same functionality as the PA role with the following exceptions: has slightly limited access in Accounting and Master Data functions, and no Statistics.
    • Course DPAS1028 required for access.

Asset Receiver

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 DPAS. This role also has equal access to both Accountable and Non-Accountable Property.

Functions:

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1030

Variations on this role:

  • Non-Accountable Asset Receiver
    • This role is identical to the Asset Receiver role, but has access only to Non-Accountable Property.
    • Course DPAS1030 required for access.

Asset Disposition

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 DPAS. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1040

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 DPAS1040 required for access.

Asset Transfer

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 DPAS and entering the corresponding records into Web DPAS. This role has equal access to both Accountable and Non-Accountable Property.

Functions:

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1050

Variations on this role:

  • Non-Accountable Asset Transfer
    • This role is identical to the Asset Transfer role, but has access only to Non-Accountable Property.
    • Course DPAS1050 required for access.

Inventory Specialist

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1060

Custodian

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1070

Variations on this role:

  • Non-Accountable Custodian
    • This role is identical to the Custodian, but has access only to Non-Accountable Property.
    • Course DPAS1070 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 DPAS1073 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 DPAS1074 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 DPAS1075 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 DPAS1072 required for access.

Catalog Manager

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1080

Manufacturer Data Manager

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1090

Automated Inventory Technician

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. This technician is also responsible for uploading and downloading software and data to bar code scanners, also called Personal Data Collection Devices (PDCDs).

Functions:

  • All MyDPAS options for the user
  • Generating Custom and Custodian inventories only
  • All AIT functions, including reconciling inventories, but not including Asset Relocation by AIT

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1110

Accountable Update

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1120

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 DPAS1120 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 DPAS1120 required for access.
  • Non-Accountable Update Without Price Adjustment
    • This role is identical to the Accountable Update Without Price Adjustment role, but has access only to Non-Accountable Property.
    • Course DPAS1120 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 DPAS1120 required for access.
  • Non-Accountable Update Without Asset Identifiers
    • This role is identical to the Non-Accountable Update Without Asset Identifiers role, but has access only to Non-Accountable Property.
    • Course DPAS1120 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 DPAS1120 required for access.
  • Non-Accountable Update Without Price Adjustment and Asset Identifiers
    • This role is identical to the Non-Accountable Update Without Price Adjustment and Asset Identifiers role, but has access only to Non-Accountable Property.
    • Course DPAS1120 required for access.

Data Inquiry

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1130

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 DPAS1130 required for access.

Report and Forms Generation

Access to My DPAS 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.

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1140

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 DPAS1140 required for access.

Agency Coordinator

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 DPAS for the entire agency. This role does not have direct access to manage assets in the system.

Functions:

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1180

Accounting

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

Functions:

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1190

Stock Number Authorizations

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1200

Variations on this role:

    • Local Authorizations
      • This role is similar to Stock Number Authorizations with the following exceptions: can only perform authorizations for stock numbers which are locally authorized; access to Inquiries for Authorizations, but not Authorization Activity and all Authorization Reports
      • Course DPAS1210 required for access.

 

  • 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 DPAS1220 required for access.

LIN/TAMCN Authorizations

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1205

LIN/TAMCN

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

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

Attestation

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1230

Warranty & Utilization

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 MyDPAS 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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1240

IT Software Officer

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

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS1510

Maintenance & Utilization Setup

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 My DPAS options for the user
  • Create and manage Maintenance Group Ids and Maintenance Management Assignments

For a complete list of accessible functions for this role, please refer to the Roles Spreadsheet.

DPAS eLearning Course:

  • DPAS8000

Training Calendar

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