inv 101: general principles of property...

INV 101: General Principles of Property Management

1. Introduction

2. Who needs training?

3. Responsibility and stewardship

4. Inventory accounts, thresholds and assets requiring barcodes

5. How assets get placed on inventory

6. Why track assets

7. Asset tracking process

8. High risk items

9. Disposal of property

10. Helpful Hints

11. Using the scanner

12. Inventory contacts

March 2011A publication of the Alamo Colleges

Training is available for all Alamo Colleges and mandatory for Property Stewards, Property Assistants and staff members.

INV101:General Principles of Property ManagementAll new employees as mandated by supervisor.

INV201: Scanner Training (under construction)

• All Property Assistants, Banner Initiators, or employees who assist in maintaining inventory.


To become aware of the important part you will play in helping the Alamo Collegesmaintain its resources.

To bring you up to speed with current inventory procedures that affect your department.

To educate you on how you can assist your department in maintaining their inventory.


The Texas Legislature requires that all public entities establish and maintain a ‘propertycontrol system ’ to account for and manage inventory. Proper maintenance of this systemshould show the net worth of all inventoried equipment at each Campus.

Inventory Control is responsible for creating policy and procedural guidelines to provideuniformity in property accountability throughout the Alamo Colleges.

Budget Managers are accountable to Alamo Colleges for maintaining inventory assignedto their departments. The function of the Budget Manager is to assist with themaintenance of the inventory, assistance with the annual inventory, and disposition ofsurplus equipment.


College and district departments (on campus and off campus) and the Inventory Controldepartment of General Accounting Division in Finance and Fiscal Services.

See Ethics Handbook pg.13 and pg 15 - Stewardship and Protecting Alamo Colleges Assets Policy C.1.1 - Financial Ethics and Accountability Policy C.2.7.1 - Equipment/Property Management

Every administrative office budget manager in each department.

See Ethics Handbook pg. 14 – Management of Financial Resources Policy C.1.1 - Financial Ethics and Accountability


Property Steward

Each budget manager is the Property Steward (PS) responsible for monitoring theproperty within their department and ensuring that all employees adhere to inventorycontrol procedures. Each budget manager is required to appoint a Property Assistant (PA)to assist with coordinating property transfers on a daily basis within their department.

Property Assistant

The Property Assistant (PA) will be the primary liaison for ongoingaccountability of property and will coordinate with Inventory Control Staffregarding all aspects of property management within their department.


Inventory Control Manager is responsible for: providing policy and procedure that will serve to maintain equipment control educating the campus personnel in inventory control requirements supervising and conducting inventory audits as required by state mandate maintaining a liaison with campus departments to insure compliance with Property Control

System requirements administering the activities of surplus sale property electronically

Inventory Control Expeditor is responsible for:

assisting with property management conducting inventory audits and training staff reconciling the monthly Wisetrack to General Ledger financial report automating reports

Inventory Control Staff is responsible for:

recording new assets to department inventory accounts training departments to perform their inventories tagging property and reconciling physical inventory differences coordination of surplus property and recording disposition of assets


1. Who is responsible within a department for their inventory?

2. Who has budgetary authority to approve property moves?

3. Who has signature authority to approve property moves?

The Property Steward (Budget Manager) is responsible for managing the property within their department and ensuring that all employees adhere to Alamo Colleges Inventory Control procedures.

Budget Manager has authority to approve property moves.

The department head or the Budget Manager for that department.


ExamplesSAC Math Department 812343

SPC English Department 823025

PAC Information Technology 830003

NVC President’s Office 840001

NLC-Grants Department 850006

Alamo Colleges Acquisitions & Admn. Svc.

893401

*Your Banner Organization Number is your inventory account number.

Inventory Control uses your 6-digit Banner Organization number to track inventory. Thisis usually the primary account that all other accounts in your department are linked to.

What does your Banner organization account number look like?

Know that assets can only be assigned to ONE organization account number.


Classification Original Cost Examples

Capitalized $5,000 or greater cars, file servers, forklifts, simulators

Controlled $1,000 and $4,999.99 printers, pianos,scanners

Controlled – high risk regardless of cost desktops, laptops, Ipads, guns,


cameras camcorders

projectors

printer

laptop

PDA

TV

DVD player

These are items are prone to theft and should be

monitored closely


Vehicles

Aircraft engines

Automobiles

Fire trucks

Boom lifts

Organs

Servers

Simulators

X-ray machine


Department enters

requisition

Acquisition creates

Purchase Order

Vendor processes

Purchase Order for delivery

Item is delivered to Central Receiving for

processing

Central Receiving will tag the item and

assigns to department

Item is delivered directly to

department

Inventory Control will tag the item after

notification of receipt from department; IC

will assign to the asset to the department


NEW ASSET

Central Receiving

Inspects items/contents

Compares quantity and item to PO/packing slip

If taggable, the item is tagged with a 6 digit bar code

Enters receiver after merchandise is delivered and signature is obtained; forwards to Inventory Control

Direct Delivery

Property Steward or Property Assistant inspect items/contents

Signs Direct Delivery Receipt and forwards to Central Receiving for processing

Central Receiving enters receiver and forwards to Inventory Control, for tagging, if required

Inventory Control assigns bar code, department account, and tags the item


Department enters transfer information through Wise Track

Web

Transfers to receiving Department

Receiving Department accepts item

Receiving Department moves the asset and updates department

account

Receiving Department declines item

Original Department transfer to Surplus for

disposition

Transfers to Surplus for disposition

Items gets disposed through Auction or Recycling company


‘Life cycle’ of an Alamo Colleges asset begins when assigned an inventory account.

Alamo Colleges Property Management Procedures must be followed to ensure that inventory records reflect the current location of the asset at all times.

On-line forms are available for you to download to use to record inventory transactions that must be reported to the Inventory Control Office.

Here is a list of our forms with hyper links to our main website.

Asset Transfer Form

Off-Campus Form

Missing Asset Form

Change in Property Steward Form

Property Assistant Appointment Form


1. What items are prone to theft?

2. What is the process for transfer an asset?

3. What is the retention period for destroying records?

Laptops, cameras, projectors, printers, PDA’s, DVD players

Complete an ‘Asset Transfer Form’ when moving property.

Complete an ‘Off Campus Property Form’ before taking assets off campus.

Obtain the necessary approval signatures from both the releasing and receivingProperty Stewards.

You will need to contact records management to get retention guidelines.


Disposal of Equipment

When equipment no longer has a useful life, such equipment should be reported to SurplusProperty for removal of the item(s) for disposal. Regardless of condition (non-working,cannibalized, etc.) cannot just be disposed. Processes for removal must follow same policiesand procedures set by Inventory Control.

Request should include barcode number (if available), make, model, serial number,description, and location of item(s).

Under no circumstances should equipment be placed in hallways to await disposal. Doing sois in violation of Fire and Safety Codes.

“The inventory control section of the College District, Surplus Property unit, has the soleauthority and responsibility for the disposal of College District-owned excess, surplus, andexpended property. Unauthorized disposal of College District property is prohibited. See AlamoColleges Policy C.2.7.3 (Procedure)


Know who your Property Steward (PC) and Property Assistants (PA) are. If you assistwith inventory in your department, you must coordinate moves with your PC and PA.

Your Property Steward is the Budget Manager in your department. If you are unsurewho is responsible for inventory in your department, please contact our office forassistance. We will be happy to go over any property management questions.

Only the Property Steward or the appointed PA can approve transfer of property fromone location to another.

Know your Banner inventory organization number. Departments may have multipleaccount numbers, but only one account number is used to maintain inventory.

Keep your inventory in good order. Always use your department’s account whentransferring property.


Q? Do I need written approval to move an item that does not have a tag?

A> Tag may have fallen off or may look like it does not meet the threshold.

Q? What kind of items can I dispose without utilizing surplus pickup?

A > Desk file organizers, folders, boxes, foot rests, etc. (use discretion)

Q? Can I dispose of department records?

A > No. You will need to contact records management to get retention guidelines.

Q? If I need to move a chair from one room to another, do I really need to document through Wise Track web?

A> If the chair has a tag, you must follow the transfer process. For clarification, you can call any of the inventory control personnel with questions regarding relocation of property.

Q? Do I have to sign a new off-campus form each time I take my laptop home?

A> No. The off-campus form is valid until you return the item.


Q? Recently the inventory team conducted an inventory and we were asked toleave our desks, cabinets, and closets unlocked. Is this considered invasionof our property?

A> No. The Department personnel must provide access to storage cabinets and certain sensitive areas. Thedesks, closets, cabinets, rooms, furnishings and buildings are the property of Alamo Colleges. Thepurpose of this request is to search all areas for items not readily visible, such as cameras, microphones,notebooks, etc.

Q? If an inventory is scheduled in my department, what do I need to do to getready?

A> Access the Wise Track Web and print out a copy of your department’s inventory. Notify staff with off-campus equipment to make item(s) readily available. Conduct a pre-inventory to ensure all items areaccounted for.

Q? My chair was replaced with a new one. Can I just leave it in the hallway,especially since it’s such a small item, until surplus picks it up?

A> No. Doing so would be a violation of the Fire and Safety codes. Follow the process to have surplus pick upthe item.

Q? I can’t seem to find the answer to my question. Is there another place I cansearch for answers?a> Click here to type your question.


•Pamela Ansboury•Associate Vice Chancellor of Finance & Fiscal Services 485-0301

•Ann DeBarros•Comptroller 485-0374

•Sheila Duke•Accounting Director

485-0488

•Daryl Hill•Fixed Asset Sr. Financial Analyst

485-0328


•Gina M. Lopez•District Inventory Control Manager 486-7088•Yolanda G. Baudier•Inventory Control Expeditor 486-7077•Paul S. Dunn•Inventory Control Specialists 486-7183•Jorge R. Flores•Inventory Control Specialists 486-7087•Office Fax Number•Inventory Control Group E-mail 485-0691


•Richard Cavazos•District Materiel Management Manager 486-7081•Pedro Constante•Materiel Management Assistant

486-7080•Carlos Melendez•Materiel Management Expeditor

486-7076/7082•Tony Bravo•Shipping & Receiving Technician

486-4896•Michael Chavez•Shipping & Receiving Technician

486-7082•Eric Gomez•Shipping & Receiving Technician

486-7082•Linda Ebat•Shipping & Receiving Technician

486-7021•Marina Lopez•Shipping & Receiving Technician

486-7021


Remember - We count because you count…


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