How TOs & FAQs | Staff Directory | PC/PAO Listing | Bureau Contacts | Sunflower Log-in

Listed below are "how to" step by step instructions  that you should find useful:

How to Access Sunflower

Q:  How do I logon to Sunflower?

A:  The easiest way is to access Sunflower through the OAS Personal Property website at www.osec.doc.gov/oas/ppmd.  Prior to this however, you must have a Database User ID, a Sunflower User ID, and a Person Record created.  If you do not, have your PAO submit to the Sunflower Helpdesk a ‘Sunflower PPMS Create Person Record and User ID Request Form’.

Once the user has the required username and password, click on the link on the OAS Personal Property website and provide your username and password for access to the system.  Then select the login button.  You will then need to select one of the links to launch Sunflower.  ‘Sunflower Enterprise Forms’ opens the windows used for data entry.  ‘Sunflower Enterprise Reports’ opens a screen to run Adobe Acrobat reports.  CD 50/52 Transaction Menu is used to request and approve/deny retirement of assets.

Q:  How do I change my password?

A:  Go to the OAS Personal Property website at www.osec.doc.gov/oas/ppmd.  There will be two Sunflower log-in buttons.  One is for people who want to log directly into Sunflower.  The second is for people to change their password first, then log into the Sunflower instance.

Q:  How do I change roles?

A:  Roles must be modified by the Helpdesk.  A PAO or PMO should fill out a ‘Sunflower PPMS Organization Contact Request Form’ if modifying a user’s custodial area or organization.  If, for example, a user is no longer going to be the PC of a particular custodial area, the above form will need to be submitted to the Helpdesk to identify the new role (if any) of the PC as well as the replacement for the custodial area.

How to Create an Asset

Q:  How do I create a new asset?

A:  Creation of an asset record is managed through the Maintain Inventory Assets screen in Sunflower.  However, an asset cannot be created until all pertinent information, such as barcode number, manufacturer, model number, serial number, initial event, asset value, bureau or region, custodial area, and location, is known.  If the asset is not new from the vendor, it may be necessary to conduct a search in Sunflower using the serial number to ensure the asset is not already in the system.  If so, the asset should be reinstated, not created.

The Maintain Inventory Assets screen can be divided into three areas.  Area 1 contains fields that are used to identify the asset, such as barcode, manufacturer, model number, and serial number.  Area 2 contains fields that are used to identify how the property was acquired.  This is where you identify the initial event, asset value and condition, and applicable dates.  Area 3 identifies ownership and responsibility of the asset.  Such information includes bureau or region, PAO, custodial area, user, and location of the asset.  This is also the area in which you can attach a document.

How to Create Commodity Assets

Q:  How do I create a commodity asset?

A:  Select this link for step-by-step instructions on how to create a commodity asset.

How to View Property Records

Q:  How do I find an asset in Sunflower?

A:  Open the ‘Mgmt’ form and select the ‘Maintain Inventory Assets’ screen.  Click on the flashlight icon on the toolbar once – this will open the ‘Query Criteria’ window.  Enter the search criteria – a barcode may be the easiest.  Once all of the criteria are provided, click on the ‘Execute’ button at the bottom of the screen.  Assuming the asset you are searching for is, in fact, in the system, the ‘Inventory Assets’ screen will open populated with the asset record.

Q:  How do I run a report for a custodial area?

A:  Click on the ‘Mgmt’ tab and select ‘Management Reports’ at the bottom of the drop-down list.  Select the ‘Inventory Assets (Global Information)’ report link.  Enter the search criteria – in this case it will be the custodial area – ensuring that you tab out of the field.  Check the appropriate fields in the ‘Include Which of the Following?’ section.  Select the ‘Submit’ button.  A confirmation and output page displays.  Select the ‘Acrobat’ button, review the criteria, and select the ‘eXecute’ button.  The ‘Inventory Asset (Global Information)’ report displays.

You can also view all of the assets within a custodial area on screen.  Open the ‘Mgmt’ form and select the ‘Maintain Inventory Assets’ screen.  Click on the flashlight icon on the toolbar once – this will open the ‘Query Criteria’ window.  Enter the custodial area in the ‘Cust Area’ field and hit the Execute button at the bottom of the screen.  The ‘Maintain Inventory Assets’ screen will display the record information.  Use the arrow keys on your keyboard to scroll through the asset records.

How to Search for Catalog Entry Items

Q: How do I search for catalog entries?

A: Click on link for step-by-step instructions on how to search for catalog entries.  

How to Change/Update an Asset Record

Q:  How do I change a make, model, serial number, barcode?

A:  Barcode number changes should only be made if entered incorrectly or if an asset is being retagged.  Any manufacturer, model number, and serial number changes require supporting documentation to prove the necessity of the change.  These should only be changed if initially entered incorrectly.  Catalog changes can only be made by the administrator; if this change is needed, contact the Sunflower Helpdesk.  

PCs, PAOs, and PMOs can made changes to a property record.  Changes and updates are made using the ‘Maintain Inventory Assets’ screen.  Enter the barcode number of the to be updated, then tab out of the field.  The remaining asset information autofills.  Make the required changes.  Use the ‘Comment/Picture/Attachment’ button at the bottom of the window to attach any supporting documentation for higher level authorities or auditors.  If no documentation can be attached, enter tin the Comments field where the supporting hard copy documentation can be found and a reason for the change.  Select the ‘Save’ button to save the record.

Q:  How do I transfer an asset within a custodial area?

A:  If a user is transferring an asset within his or her custodial area, the record can be updated within the ‘Maintain Inventory Assets’ screen by updating the location and/or user of the asset. 

If transferring multiple assets, it may be easier to create a mass change by using the ‘Change Inventory Asset Information’ screen found on the ‘Mgmt’ drop-down list.  In this case, enter the new information in the top of the screen.  You may update the Custodial Area, Contact ID, User, and Location here.  List all of the assets to which to apply the changes in the lower part of the screen.  Note that you can only change the custodial area if you are the property custodian of both the old and new custodial areas.

Q:  How do I transfer an asset from a different custodial area?

A:  Use the ‘Request Inventory Asset Change’ screen located in the ‘Mgmt’ drop-down list.  Fill out the ‘Request Information’ as completely as possible.  If you do not know the ‘Contact ID’, ‘User’, or ‘Location’, simply fill out the new ‘Cust Area’.  Enter any assets to be transferred in the lower portion of the screen.  You can enter as many assets as you need.  Select the ‘Save’ button from the toolbar to save your work.  The transfer request will be sent to the PC who will be receiving the asset(s).  Review the ‘Message’ field at the bottom of the screen to ensure that the request was successfully completed without errors.

Q:  How do I transfer an asset to HCHB Moving Services for excess?

A:  Follow the steps identified for transferring an asset from a different custodial area.  In this case select HCHB Moving Services as the ‘Cust Area’.  The transfer request will be sent to HCHB Moving Services.

How to Retire/Dispose of Assets

Q:  How do I retire an asset after it has been declared lost, damaged, or destroyed (LD&D)?

A:  Select ‘CD 50/52 Transaction Menu’ from the Sunflower Enterprise screen.  On the CD50/52 Transaction Menu, select ‘Request Retirement of Asset’.  In the ‘Final Event Request’ section enter the date and the final event type.  Also enter supporting details in the ‘Detailed Circumstances and Justification’ field as to why the asset is being retired.  Any supporting documentation should be attached as well.  The barcode of the asset being retired is entered in the ‘Manually List Assets’ section of the screen.  The Interest Type defaults to ‘Inventory Asset’ and should not be changed.  Save the Retirement Request in the ‘Actions’ section.  Upon successfully saving the Retirement Request, the result ‘OK’ will appear and a request number is created.  This request number will be used by the PMO to pull up the request. 

Q:  How do I transfer an asset for final disposal to the warehouse?

A:  If located in the Washington DC area, follow the process to transfer an asset to the HCHB Moving Services custodial area.  Once an asset is physically transferred to their area, responsibility for that asset is also transferred.  The HCHB Moving Services will then complete the ‘Request Inventory Asset Excess Receival’ request screen to have NOAA pick up the asset for excess.