Property and Asset Management Program (P.A.M.) Louis “Lontrell” Harris Asset Management Coordinator, Operations Department Cell 256-924-2365 Annual Update September 23, 2015 1

P.A.M. Value Added Report (Old Books, Recycling, Reuse, GovDeals) P.A.M. Update Outline P.A.M. Value Added Report (Old Books, Recycling, Reuse, GovDeals) P.A.M. Work Orders/Projects (Laptops, AAA, Butler, &Whitesburg) Annual Inventory Control Status (COLTS data) Questions 2

The P.A.M. Value Added Report Tracks Savings and Revenue Gains Resulting From Stewardship Efforts to Reuse Property and Efficiently Dispose of Surplus. (Chart In Thousands) P.A.M. Value Added Report Savings Revenue (as of 30 Aug 2015) $721,000 $798,000 $1,049,000 3

P.A.M. Includes Much More Than Inventories District-Wide. An Important Stewardship Process is the Surplus Property Management & Reuse/Disposal FY14-15 Data Includes Requests for: Records Mgt (82), Surplus Property Mgt (1,675), Warehouse Deliveries/Labor (4,156), Textbooks (236), & Mail/Food/Print Shop Deliveries (1,031) SY14-15 Monthly Totals Surge Began (WO increase = 1,305) 699 2015Total: 7,180 716 882 844 653 440 476 519 693 430 389 439 2014Total: 5,875 Goal: WO <10 days old (exception for PM) 4

HCS has Multifunctional Warehouses Supporting Operations Across the District (Throughput Facilities). 17,109 Laptops Chairs & Tables 14 Truckloads of Books Faculty Moves 15,000 Bag Sold 5

A Teacher All Packed for a Move Boxes Staged at New Location PAM Photo Gallery A Teacher All Packed for a Move Boxes Staged at New Location Whitesburg Butler AAA 6

Property Salvage at the Old Whitesburg School (10 days) PAM Photo Gallery Property Salvage at the Old Whitesburg School (10 days) 7

Property & Asset Lifecycle COLTS is an Automated Database Used as a Set of Dynamic Property and Asset Accounting Records. It is a Powerful Tool for Timely Asset Visibility. Property & Asset Lifecycle Moves (new items) Item Purchased & Shipped Item Received at Warehouse & Delivered Item Received at HCS Facility Item in Use at HCT Facility (6 AMTs/ 44 Bldg) Item Received at Depot (HCT) & Processed/Stored *AMT: Inventory Control (monthly) Property Day Cyclic Inventory Updates/Reports Surplus Mgt Moves (Re-use) Re-use Program Public Auctions Donations Recycle -204,739 Items -$82 Million - 44 Facilities Catalog, Order, & Logistics Tracking System (COLTS) SY14-15 8

COLTS Tracks Asset Values for Decision Making and Managing Costs. Computers Part 1 Student Chairs Student Desks Interactive Boards Copiers Value Computation The PAM program applies a replacement cost strategy to assign asset values in the COLTS system. These are updated periodically with audits or when new items are added. 9 SY14-15

COLTS Tracks Asset Values for Decision Making and Managing Costs. Projectors Musical Instruments Part 2 Tables Trucks Faculty Chairs White Boards Value Computation The PAM program applies a replacement cost strategy to assign asset values in the COLTS system. These are updated periodically with audits or when new items are added. SY14-15 10

COLTS Tracks Asset Conditions for Decision Making. Condition Codes Updated Monthly by AMTs SY14-15 A-Excellent: looks like-new with no faults B-Good: minor wear and visible defects C-Fair: free of major defects but has some damage D-Damaged: major damage or outdated/ugly E / F-Scrap: defective and cost prohibitive to repair 11

In Addition to Inventory Control, COLTS helps with Analysis. Condition Code Quantity Percentage A 144718 70.81% B 24660 12.07% C 32181 15.75% D 1383 0.68% E 55 0.03% F Below $10K 12

In Addition to Inventory Control, COLTS helps with Analysis. Condition Code Quantity Percentage A 317 68.91% B 108 23.48% C 26 5.65% D 9 1.96% E 0.00% F Above $10K 13

P.A.M. Helping to realize strategic objective: “execute resource procedures to ensure fiscal sustainability?” Lontrell Harris/ Cell 256-924-2365 14