Piecing Together the Challenges in Appraisal Management of Government Properties for Disposal

Piecing Together the Challenges in Appraisal Management of Government Properties for Disposal

Vanessa B. Pablo¹, Leila Lakindanum Cerdiño², Jomer S. Del Villar³, Marilyn D. Buentipo⁴, Antonio V. Maico Jr.⁵, Paraluman L. Veloz⁶

¹University of Perpetual Help System DALTA, Las Piñas City Campus, Philippines

²Bicol College, Daraga, Albay, Philippines

³Divine Word College of Legazpi, Legazpi City, Albay, Philippines

⁴Colegio de San Juan de Letran

⁵De La Salle University

⁶Polytechnic University of the Philippines

DOI: https://dx.doi.org/10.47772/IJRISS.2025.90400375

Received: 27 March 2025; Accepted: 01 April 2025; Published: 17 May 2025

ABSTRACT

There are challenges that needs to be addressed to ascertain objectives and guidelines on disposal of government assets are met in an acceptable manner and practices. The primary purpose of this study is to assess the challenges encountered by local government employees in Albay, Region V categorized according to ocular inspection, price information referencing, appraised value computation and reportorial requirements submission. Data were gathered from non-accountant employees of local government using validated and tested survey questionnaire. Employees are challenged by difficulties in the conduct of inspection, providing justifications, insufficiency of supporting documents, struggle in computations particularly relevant reference price information, depreciation and changes in the purchasing power of Philippine peso. Recommended actions are as follows; review on the existing guidelines and laws to prevent any unnecessary audit findings, relevant training, awareness on accountability and responsibility, creation of committee for appraisal and valuation, setting regular inventory, acceptance and appreciation of accounting standards, honest and accurate computations, and appropriate used of fair market value.

Keywords: Appraisal Management, Disposable Assets, Ocular Inspection, Price Information Referencing, Appraised Value Computation, Reportorial Requirements Submission

INTRODUCTION

Generally, studies on appraisal system of government properties abroad are evident which form part of legislative proposals whereas in the Philippines, government agencies are guided by the manual and memorandum on the disposal of government property issued by the Department of Budget and Management (DBM, 2024) and Commission on Audit (COA, 2024). Statistically, the combined current assets of 34.20% and non-current assets 65.80% of local government units in 2019 (COA, 2019) shows that the plant, property, and equipment classified as non-current assets recognized the relevance of asset management (DOF, DBM, NEDA, 2020) which includes disposal. Machinery, equipment, furniture and fixtures belongs to the property, plant and equipment classification under non-current assets wherein a 62.7% increase in 2019 (COA, 2019) as regards to its sale or disposal which is considered one of the cash inflows in investing activities. Hence, raising local taxes and fees is considered to be a politically delicate process but better management of property assets is far less demanding and risky politically which will provide appropriate strategic reforms (Hatch, 2019) to improve local government appraisal process. Moreover, property disposal has a decisive position that concerns public asset management giving importance to accountability, stewardship, awareness and transparency in the delivery of effective and efficient disposal of government equipment and other assets where the role of appraisal management is important.

Appraisal of properties includes “fixed asset which is a tangible item that value is determined by government’s directive, that is in operational use, and has a useful economic life of more than one year, such as furniture, computers, buildings, roads, sewers, bridges, heavy equipment, among others wherein any assets belonging to or under the control of the government are categorized as public assets, which include moveable assets” (Dubale, 2021). On the other hand, appraisal is defined as a valuation of a property, business, antique, or even a collectible” (Kenton, 2021; Kasim, et. Al., 2025). The growth of technological innovations and advancement creates a paramount importance on the disposal of government properties and other assets to upgrade and respond to the growing digital demands and hybrid working models (Kenney and Zysman, 2016; Evans and Gawer, 2016; Langley and Leyshon, 2017; Haberly, 2019, Waskelis, 2021) would address in-depth understanding of the growth drivers of asset management leading towards development of appropriate strategies (Gavrikova, et. Al., 2020) for investment and recovery measures specifically disposal stage. Hence, rethinking disposal system of government asset in the digital age must enable the predictive maintenance needed to increase effectiveness within an acceptable cost.

Research Objective

The main objective of this study is to assess the challenges encountered by the local government employees in managing appraisal of disposable government properties as to ocular inspection, price information referencing, appraised value computation and reportorial requirements submission. Specifically, the main research questions for this paper includes (1) What are the primary challenges faced by local government employees in managing appraisal during disposal process limited to ocular inspection, price information referencing, appraised value computation and reportorial requirements submission; and (2) What strategies can be implemented to address these challenges effectively?

LITERATURE REVIEW

The important literatures and studies are discussed as follows;

Appraisal Management 

Appraisal of properties requires understanding of appraised value which is “an opinion of value of an appraiser which is based upon an interpretation of facts and beliefs into an estimate of value, as of a stated date” as well as current market value which is about “the price estimated which a property will bring if exposed for sale in the open market, allowing a reasonable time to find a buyer who buys with knowledge of the actual condition and utility of the property”. The fair market value must also be considered which is the “amount for which an asset could be exchanged or a liability settled, between knowledgeable, willing parties in an arm’s length transaction” (Castillo, 2019).

Moreover, asset disposal is the “act of selling or discarding an asset, usually the long-term asset that has been depreciated over its useful life, which suffered degradation or has been declared obsolete and no longer provides economic benefit referred to as disposed of an asset” (Yilma, 2015; Masaro, 2018; Government of Jamaica Comprehensive Asset Management Policy for the Public Sector, 2020). Hence, public asset management is the “process of maximizing value for a property or portfolio of properties within the owner’s declared objective and the goal of property management is to maximize the value of a property” (Dubale, 2021). Understanding comprehensively what public asset management would lead to appreciation of appraisal and valuation system disposal of government properties and other assets. Generally, in the government, fixed assets are not purchased or constructed for commercial purposes except in government own enterprises but appraisal and valuation will still be put into consideration because it is for economic resource and for the government to fulfill its goals and objective of public service delivery.

According to Kerrigan, et. al. (2021) and Kerrigan (2020), strategic enablers for asset disposal management are as follows “enable suitable cost reduction, embrace new forms of product or service innovation, improve the agility of infrastructure, enable advance technologies with a stronger data foundation, and create a transformation culture.” Hence, it is vital that employees of local government units must be able to quickly respond to marketplace situations where appraisal system and other disposal activities can be affected. In addition, the future-oriented analysis, look into the aspects of the asset management cycle model and how they interconnect and interact with all the others functions of an organization, particularly the local government units. The aspects of asset management include investment capabilities, investment operations, operations management and disposal activities, among others. These aspects require accurate appraisals for better decisions.

The role of the employees in charge of disposal activities encompasses a comprehensive suite of services and relationships (Baghai, et. al., 2018; Sorensen & Stein, 2021) which are necessary in the delivery of appraisal management which includes disposal activities and appraisal systems. The opportunity to re-envision appraisal management practices to improve the ability and achieve goals must be supported by local government leadership engagement and corporate governance for a better operational resiliency including disposal of unserviceable equipment and other assets despite challenges along the process (Uzoamaka, et. al, 2025).

Challenges in the Appraisal Management of Government Properties for Disposal

Appraisal form a basic element in assessing physical condition and marketability of the assets. In the case of damaged buildings in situations like earthquake disasters, immediate measures must be taken to avoid deterioration and devaluation. Moreover, making sure that the inspection team possesses the necessary expertise to properly evaluate the condition of various types of properties, like equipment or vehicles (Diestelow, 2021), can be a major challenge. The procedure further includes making accuracy in the reports of inventory and inspection possible, which can become erroneous and tedious if not under proper control. Additionally, condition assessment’s subjectivity provides diverse results by different inspectors, thereby influencing the appraisal management process’s reliability.

Currency fluctuations also make it difficult, as they can greatly affect the valuation of properties (Keqa. 2016; Adriano, 2023) purchased or sold in foreign currencies. Additionally, the price volatility of the market ensures that information becomes obsolete very fast, which in turn causes the appraisal process to be inaccurate. Keeping the prices used as a reflection of the prevailing market situation is essential but difficult because of the fast change in market demand and supply. Reaching back into history to use prices is essential in determining the appraised value of government property. But precise and relevant price data may be scarce. Current prices of similar property, purchase prices, and used rebuilders’ prices are normally not available, especially for special or obsolescent equipment.

Computing value means reconciling a number of factors such as physical condition, useful life, depreciation, and obsolescence (Fattinnanzi, 2020). It is a hard process and requires a thorough knowledge of the current status of the property and its likely future value. The issue is to measure these factors as accurately as possible since they are subjective and very much based on the appraiser’s experience and judgment. Also, the computation must take into consideration variations in currency exchange rates, which affect the equipment or property’s value over time. For equipment or properties that are no longer economically feasible, it is even harder to ascertain the scrap or junk value as it entails estimating the total weight and material content of the property.

Submission of reportorial needs, including reports of inventory and inspections, waste materials reports, and property transfer reports, is essential in the disposal process. But ensuring their accuracy, completeness, and timely submission may be a logistical hassle. The procedure is done with different stakeholders, like the supply officers and supervisors, who are responsible for certifying the appraisal reports, making it a multiple-layered procedure and subject to delays. Moreover, recording in detail property transfers and maintaining regulatory compliance is burdensome for smaller government entities with limited funds. The demand for transparency and accountability in the disposal process serves to further underscore the need for timely and accurate reporting. Government property disposal management is fraught with challenges at the different levels. Overcoming these challenges involves a systematic approach prioritizing accuracy, consistency, and compliance with regulatory standards including appraisal management (Musa, et. al., 2024). Through understanding and conquering of these challenges, local government agencies can have proper disposal process as effective, transparent, and recovering the maximum value on government property.

Research Paradigm

This paradigm provides a structured approach to understanding and addressing the challenges in the appraisal management of government assets, ensuring that objectives and guidelines are met effectively leading to a strengthened appraisal system in place. The researcher believes that strategic reforms are needed to enhance the appraisal system currently applied by the local government units as regards to the appraisal of government properties and other assets available for disposal. Hence, the relevance of this research study is very timely to improve the appraisal systems of LGUs in general.

Figure 1 Paradigm to Strengthened Appraisal Management

Challenges were categorized as to ocular inspection, price information referencing, appraised value computation and reportorial requirements submission being the most common basis. These challenges may be addressed with appraisal management strategies since demands for government assets may change overtime given technological innovations. However, local government must always be ready with challenges that comes with appraisal process through continuous improvement and strengthened protocols. There will be unexpected challenges making it necessary that local government focuses on strengthening appraisal management.

Theoretical Basis

The theoretical basis for this research paper is anchored on the steps in the conduct of appraisal and valuation of disposable government properties by the Philippine Science High School (2020) composed of first, ocular inspection followed by price information referencing, then the appraised value computation and lastly is the reportorial requirement submission. Accordingly, the objective in computing the appraised value of the property is to set the government’s minimum selling price so that the government shall receive fair compensation for the items sold. The steps are described as follows; “Conduct ocular inspection of property to be appraised leading to determination of its physical condition. Seek reference price information on acquisition cost or current market price. Compute the appraised value based on the formula on appraisal of government properties. Submit the computed appraised value of government properties to Disposal Committee”.

RESEARCH METHODOLOGY

This research study was conducted using descriptive quantitative research design through validated and tested survey questionnaire using level of agreement with 5-point Likert scale. The information was gathered, identified, assess, measured, described, and analyzed in relation to the determination of challenges in the appraisal management of disposable government properties leading towards developing appropriate strategies to enhance the appraisal system of asset disposal in the local government units. The respondents were local government employees who are non-accountants but works in the conduct of appraisal management. The computed number of respondents were sixty-six (66) selected through purposive sampling.

RESULTS AND DISCUSSIONS

The results and discussions are as follows;

TABLE 1 Challenges Encountered by the Employees in Managing Appraisal of Disposable Government Properties as to Ocular Inspection

The most agreed indicator is “The inventory report are sometimes not consistent with the actual items for disposal” which means during ocular inspections some of the listed items are inconsistent with the current figures or actual items. Hence, it is evident that despite the local government have items listed there is still inaccuracy on the reports and actual inventory due to difficulty in identifying items that are no longer serviceable, obsolete, among other reasons although it is not experienced regularly but remained to be a challenge particularly for non-accountants. The least agreed indicator is “Difficulty in the conduct of inspection of the unserviceable equipment or property particularly in the justification for disposal” which pertains that employees may somehow find it hard to provide reasons for disposal since they are unfamiliar with existing laws and regulations as well as accounting terms, computations, price referencing, among others but are manageable through proper training. Such findings connote in challenges in record keeping and inventory control. Variations between reported values and quantifiable quantities on hand to disposes may be capable of inefficiency, delay, and possible government property mismanagement. Such variations would be a result of loose tracking systems, errors, or outdated procedures in record keeping. This can be enhanced by the implementation of efficient stock systems, possibly assisted by methods like technology in the guise of computer tracking systems or auto-reconciliation mechanisms. This may lead to procedures for examining units out of service to be fair and that staff are better able to cope with this part of the appraisal process. However, problems such as justification for disposal can be less urgent than inventory problems, but no less careful, are inspections which need to be carefully watched for equity and consistency in appraisals. Secondary issues such as subjective judgment in the case of using eye inspections or absence of standardized bases for approving disposals may still exist. Simplification of processes and application of advanced appraisal techniques can compensate for them.

Government commitment for strategic management of physical assets must substantiate considerable economic and administrative benefits leading towards delivering public service with proper appraisal management process in place (Kenton, 2021; Kasim, et. Al., 2025). There are challenges to be dealt with in disposal of government properties which includes familiarization of laws and regulations on how to properly conduct ocular inspection. To begin with, as emphasized by Keqa (2016) and Adriano, (2023), valuation as a key process within asset management including ocular inspection involves the understanding of asset life cycle wherein employees must appreciate the cycle including the necessary terminologies, appropriate strategies, among others to provide the correct justifications and inventory count and titles. Such appreciation of proper ocular inspection should be backed up with trainings from professional experts. As Yilma (2015) mentioned, “disposal as a part of property management cycle has been defined as the transfer of public property to another person by sale or other means or the act of getting rid of public property by burning or burying”. Hence, asset management cycle involving government disposal must be understood by its employees starting with ocular inspection. According to Masaro (2018), government services are evolving in a new context of rising demands and expectation wherein government properties and other assets must be helpful as employees deliver public service.

TABLE  2 Challenges Encountered by the Employees in Managing Appraisal of Disposable Government Properties as to Price Information Referencing

The indicator “Difficulty in understanding the basis for computation of the appraised value including relevant reference price information” is the most agreed indicator which means that employees find it hard to do price referencing necessary in the computation process of appraisal. Moreover, the least agreed indicator is “Difficulty in understanding the changes in the value of the property caused by the changes in the purchasing power of Philippine peso” which explains that somehow changes in the value of the country’s legal tender has an implication on how employees understood and appreciate the computation process yet challenge is manageable.

Incongruent grasp of the basis of calculation of the appraised value, along with supporting reference price information commonly agreed on, means that most employees have difficulty in the technical and clarity elements in finding out how the appraised value is calculated. The lack of reference price data may leave employees in doubt whether the valuation is fair or accurate. Lack of certainty in understanding the fluctuations in the value of the asset, property or equipment as a result of fluctuations in the purchasing power of the Philippine peso as the least agreed indicator shows that the majority of individuals do not consider currency fluctuations as a significant barrier to understanding property valuation. This can be because such macroeconomic factors are less transparent or tangible compared to depreciation or computation methods.

As Yilma (2015) discussed, concern for public property must be concerned with public asset management which refers to “accountability for stewardship and transparency in public asset management” which indicates that if employees are not able to compute accurately and determine price referencing it has an effect on the transparency of reports submitted for appraisal and valuation. According to Dubale (2021), as a result, surplus, obsolete, and other scrap materials, and create additional workload to the employees in terms of price referencing which is very important in creating accountability culture to minimize the existing poor property disposal and management practices. Knowledge of the actual condition and utility of the property” (Castillo, 2019) are also factors to consider in price referencing. Optimized decision-making tool is essential for arriving at an optimal decision about assets rationalization (Ngwira, et. Al., 2016) this includes price referencing and other computations for appraisal and valuation. In today’s dynamic public environment, asset rationalization is a critical strategy for maximizing operational efficiency and aligning resources with core competencies. However, achieving optimal results in this process demands strong decision-making tools that combine price referencing, valuation models, and computational analytics. Optimized decision-making tools offer a structured approach to analyze complex situations, allowing organizations to make data-driven decisions on asset rationalization. These instruments utilize techniques like decision trees, influence diagrams, and valuation models to measure trade-offs, opportunities, and risks in relation to appraisal management.

TABLE  3 Challenges Encountered by the Employees in Managing Appraisal of Disposable Government Properties as to Appraised Value Computation

The indicator “Unfamiliarity with the effective remaining useful life and effective useful life of properties subject for disposal” is the most agreed indicator shows that even the employees have knowledge on the terminologies including estimated useful life, how to interpret, use and analyze its results is the matter that needs improvement. However, the least agreed indicator is “Discrepancies in the appraised value computation encountered when audited” which exhibits that there was inaccuracy in the reports prepared although such challenge can be manageable.

Misestimation of effective useful life has the potential to distort budget and planning activities and lead to ineffective resource utilization. It may also indicate a failure in asset performance bench marking or history. Discrepancies in the appraised value calculation encountered upon audit indicates that appraised value calculations may be subjective in nature, i.e., an individual’s perception of a discrepancy may not be the same for everyone particularly when employees are not familiar with accounting terms. While this metric will not be of high-priority concern, discrepancies between appraised values do have financial and reputational costs. It can also indicate the need for more formalized appraisal processes. Hence, this can signal a basic need for improved appraisal management. Addressing these issues by means of training, information collection, and standardized practices can deliver substantial benefits.

Local government unit must prioritize guidelines and practices to realized recognition and appreciation of appraisal and valuation practices with minimal operational cost (Dubale, 2021). The information age is dominated by “digital platform economy” (Kenney and Zysman, 2016; Evans and Gawer, 2016; Langley and Leyshon, 2017; Waskelis, 2021), hence computation can be automated. However, there is a need to understand and appreciate how computations are used, interpreted and analyzed. Improve the agility of infrastructure (Kerrigan, et. al., 2020) given stronger data foundation can improve computation skills as well as analytical skills of employees to address the difficulties experienced. The future-oriented analysis, look into the aspects of the asset management cycle to better understand the need to have appraisal and valuation systems. As Baghai, et. al. (2018) mentioned that employees in charge of managing assets are streamlining systems to reduce long-term and short-term costs wherein the accuracy of appraisal and valuation computation plays a vital role.

As presented in Table 4, the most agreed indicator is “Insufficiency of supporting documents to justify the reasonableness of the appraisal or valuation” which means that it is challenging on the part of the employees on providing documents to justify their reports submitted may be due to complexity or routine reasons. Despite availability of list of items, supporting documents on the list may be incomplete particularly for properties that have been with local government unit for a long time or no longer serviceable. The least agreed indicator is “Inability to comply with related written advices and/or comments done in writing as part of the bases for action on a pre-audit, during audit, and post audit” which pertains that employees are able to comply with audit requirements however incomplete documentation makes it harder for them to support the justifications, consumes time and rely on the advices of the auditors.

Table 4 Challenges Encountered by the Employees in Managing Appraisal of Disposable Government Properties as to Reportorial Requirements Submission

The requirement that inadequacy of supporting documentation is the largest problem recognizes a significant weak spot in the documentation process. Government property appraisals generally require a great deal of documentary support for appraisals, e.g., historical data, environmental analysis, and compliance. This step underscores the need for streamlined processes and standardized procedures to ensure employees can meet documentation requirements without undue burden. Written suggestions made during audits may be clear and action-specific, reducing instances of non-compliance. Internal audit or review systems might be present as tools to facilitate employees in following written recommendations. The variation between the most and least agreed measures reflects the sequence of problem areas needing employees’ attention although results shows that challenges in reportorial requirements may seem manageable.

The role of the local government employees in charge of disposal activities encompasses a comprehensive suite of services and relationships (Sorensen, et. al. 2021) wherein reportorial requirement submission forms part of the accurate and consistent appraisal and valuation system. A well-prepared disposal plan and timely disposal of materials can help address the challenges in documentation and other related reportorial requirements. According to Masaro (2018), “well prepared disposal plan lets an organization utilizing scarce resource proficiently and successfully by employing appropriate disposal methods.

TABLE 5 Summary on the Challenges Encountered by the Employees in Managing Appraisal of Disposable Government Properties

The most agreed group of indicators belongs to the ocular inspection wherein challenges affect how local government employees reasoned out or justify their appraisal and valuation reports. However, they are aware on how to conduct ocular inspection but challenges on appreciation of laws and regulations, computations, accounting appreciation among others affect their judgement. On the other hand, the least agreed group of indicators belongs to price information referencing wherein local government employees finds it less difficult to comprehend pricing concerns.

CONCLUSIONS

Difficulties faced by the employees on the conduct of inspection, price referencing, computations and reportorial requirements affects the decisions making on what are the best approaches towards accurate appraisal and valuation systems. However, they manage to conduct appraisal process accordingly. Implementing robust inventory management systems to ensure data accuracy through technological investment will support the process. Providing comprehensive training on appraisal methodologies and property life cycle management can address these challenges. Establish clear documentation standards to support valuation processes. Despite adherence to appraisal guidelines, challenges seem to affect the process which requires continuous and comprehensive training as well as commitment of employees to continuous improvement.

RECOMMENDATIONS

Acceptance and appreciation of accounting standards must in place although many employees would be hesitant to do so. Honest computations and appropriate use of fair market value among the LGU employees is significant. Awareness of existing laws and regulations as regards to property appraisal and valuation should become an organizational commitment. Regular meetings on these law and constant update on the terminologies used will help the employees appreciate, recall and understand appraisal management better. The role of appraisal committee on disposal is necessary because they are one of the stewards of the local government unit’s properties and resources. Liquidating the unserviceable government equipment and other assets would relieve the LGU from continuing inventory costs and enable to augment their funds. The role of appraisal committee shall provide efficient bidding activities and ensure compliance with the mandated guidelines and requirements.

Reviewing the current guidelines and legislation may help avoid any undue audit observations. Pertinent training to enhance awareness of accountability and responsibility, as well as establishment of trained committee for appraisal and valuation can contribute to lesses the challenges. Establishment of regular inventory where there is appreciation of accounting standards, honest and correct calculations, proper application of fair market value will lessen the difficulties in appraisal management of disposable government properties.

ACKNOWLEDGEMENT

The authors would like to extend gratitude to the local government units and their employees who participated in this research study along with mentors, colleagues, and family members for their support. Without their appreciation and willingness, this study would never have been completed. The authors respects the confidentiality agreed upon between parties.

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