New Inventory Procedures Finance Services and Property Control.

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Presentation transcript:

New Inventory Procedures Finance Services and Property Control

The Purpose To centralize receiving, tagging, & inventorying  Ensures that items are tagged  Less time spent by schools receiving and tagging  Eases pressure on schools for taking annual inventory  Provides better internal tracking for school (PRISM)

Items to be Tagged & Inventoried Items over $1,000 Certain “attractive items” costing at least $250:  Cameras  Printers  Projectors/TVs  Audiometers  Charging carts  Band equipment Items tagged regardless of price:  Computers/Laptops  iPads/Tablets

The General Process (Scenario 1) Printer purchased via P-Card or Purchase Order for delivery  Printer shipped directly to Central Receiving  Property Control tags printer upon receipt and enters receiving in MUNIS  Distribution Services delivers printer & packing slip to school  Ideally will be next-day delivery!  Property record is imported into PRISM from Munis  Done daily by OTIS for all new inventory Vendor School Central Receiving Delivers Printer Tags Printer Delivers Printer

The General Process (Scenario 2) Printer purchased at store with P-Card/purchased by school Internal Accounts check  Printer arrives at school and bookkeeper enters receiving  Bookkeeper/RMA scans serial number into PRISM (Property Acquisition Form) which generates an  This notifies Property Control of new taggable printer  Property Control Assistant assigns tag number in PRISM  Property Control Assistant comes to school to tag printer Vendor Cost Center Property Control Delivers Printer Tags Printer

PRISM Provides… Ability to see all items from MUNIS Standardized process across schools Electronic MIS192 sign out form Ability to notify Property Control of new acquisitions Ability to transfer items within District and request Disposals

Annual Inventory Conducted by Property Control Assistants at all schools annually Begins scheduling in July 2016 Need scheduling flexibility to complete inventories with minimal class disruption Internal Audit will continue to audit inventories

Questions? Casey Cannoot