Reuse and recycle: Options for disposing of unneeded federal assets

CGI is a proud sponsor of the 2025 NPMA NES conference, August 11-14, 2025, in New Orleans, LA.

CGI's Tara Stewart is leading two sessions at the event.

• Monday, August 11, 1:30 -2:30 p.m. CT, titled "Personal property ghost tour on Bourbon Street"

• Tuesday, August 12, 3 - 4 p.m. CT, titled "Excessing & reutilization to maximize property"

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Just as things you no longer need at home can quickly fill a closet or basement, organizations also accumulate assets that eventually become surplus or obsolete. The process of identifying and disposing of these assets is called asset excessing, and it is a key aspect of a comprehensive asset management program. 

In the current economic climate, asset management is under the microscope as agencies rush to become more financially effective. In many cases, assets that seem to be no longer needed actually still have uses, if the organization approaches them thoughtfully. Therefore, it is imperative for property managers to maintain visibility over the entire lifecycle of assets, including periods of inactivity, and to undertake decisive actions. 

Extending the lifecycle of assets

Reutilization of assets serves a dual purpose in meeting the moment. If organizations can find new uses for assets, they avoid the cost of purchasing new items, while maximizing their return on investment by extending the assets’ value. 

When agencies can’t find new purposes for existing assets, they may be able to sell them, enabling the federal government can reclaim some of the intrinsic value in those assets—thus transforming previously underutilized items into financial value.

If the agency determines that there is no potential reutilization for assets and they are deemed truly superfluous to the needs of the organization, they become accessible to other government entities and educational institutions via the General Services Administration Personal Property Management System (GSA PPMS). Should the assets remain unclaimed, they advance to the GSA Auction, where civilians can purchase them.  

When this happens, the federal government recoups funds from assets that were previously considered worthless—a considerable triumph given that many of these assets had already outlived their useful life and experienced full depreciation.

The importance of formal excessing procedures

Implementing a robust process for excessing assets, though seemingly time-consuming and resource intensive, is an essential component of the asset lifecycle. Allowing unneeded assets to sit unused in storage may expose organizations to audits that identify redundancies and fiscal inefficiencies, ultimately impacting financial health.

In the past year, federal agencies have been subjected to more extensive audits aimed at identifying redundancies, uncovering fiscal inefficiencies and exploring avenues for reducing costs.  Such audits may regard unused assets, especially in large quantities, to be wasteful. Federal property managers must protect the organization's holdings and release assets when they are no longer required. By fulfilling this duty, property managers not only adhere to their fiscal responsibilities within their agencies but also contribute significantly to the agency’s financial health and operational efficacy.

Conclusion

Federal property managers should take a deeper look at their roles within their agencies, exploring opportunities to make a difference by reutilizing assets and excessing unclaimed assets via the GSA PPMS avenue. This proactive approach not only enhances organizational efficiency but also aligns with broader governmental objectives of fiscal responsibility and asset optimization.

CGI’s Sunflower solution is a comprehensive asset management tool designed to streamline the asset lifecycle including the excess process. With its unparalleled efficiency and clarity, Sunflower helps organizations improve their operational efficacy and adhere to fiscal and reporting responsibilities surrounding Personal Property and Real Property.

To learn more about how Sunflower can benefit your organization, visit www.cgi.com/Sunflower.