Property and Asset Management Program (P.A.M.) Annual Update Louis “Lontrell” Harris Asset Management Coordinator, Operations Department 2015 - 2016 November 3, 2016

The Asset Management Coordinator Presents an Annual Report to the Board of Education The P.A.M. Team & Workload (Deliveries, Pick-ups, Mail/Distro, Food Service, Records, Labor, & Nurse/SPED Supplies) Project Photos & “What’s Next?” (2016 Johnson/Jemison, McNair, UP/Hereford, ML King & 2017 Grissom, Morris, Westlawn, HCT) Annual Inventory Control Status (COLTS data) as of 30 June Value Added Report (Reuse, Auctions, Recycling – metal, old books, and old IT) as of 30 Sep Questions 2

The P.A.M. Department is a Team of Teams with Diverse Functions 16 HCS Employees & 9 Cargo Vehicles 7 Contract Employees & Moving Contractor on Bid Labor/ Summer Moves Warehouses (x3) Reuse Warehouse Records Archive District Inventory 3 Auction/Sales, E-waste Transfers & Scanning Projects & Sign/Banner Mgt

The P.A.M. Team Uses Automated Systems to Manage the Workload School Dude & Connectwise Requests included: Records Mgt (130), Surplus Property Mgt (577), Warehouse Deliveries/Labor (7,165), Textbooks (73), & Mail/Food/Print Shop Deliveries (3,928) Monthly Totals Goal: WO <10 days old (exception for PM) 2015 Total: 7,180 Avg = 10 monthly Avg = 48 monthly Avg = 597 monthly 2016 Total: 11,873 Avg = 6 monthly Avg = 327 monthly 4

The P.A.M. Team Supported Movement of 110 Faculty and Staff to the Jemison/McNair Campus Old McNair 3,300+ Items 2,100 Updates JOJ Bldg 6,300+ Items 3,500 Updates

The P.A.M. Team Supported Movement of 35 Faculty and Staff to Sonnie Hereford Elementary Univ. Place 3,500+ Items 2,900 Updates

The P.A.M. Team Supported Intra-school Move for 37 Faculty and Staff at ML King Jr. Elementary Due to Renovation Old MLK 3,100+ Items 2,600 Updates

Fall ‘16 Fall ‘17 Reuse & Auction Reuse & Auction Morris P-8 School 2017 Promises To Be as Busy as 2016 In Terms of P.A.M. Workload Fall ‘16 Fall ‘17 3,780 Items 50 Faculty & Staff Morris 3,860 Items 35 Faculty & Staff Westlawn Reuse & Auction Morris P-8 School Reuse & Auction 11,700 Items 122 Faculty & Staff Grissom Welding Machinery Carpentry Huntsville Center For Technology Grissom High School 8

Property & Asset Lifecycle COLTS is an Automated Database Used as a Set of Dynamic Property and Asset Accounting Records for Timely Asset Visibility Across the District Property & Asset Lifecycle Moves (new items) Item Purchased & Shipped *Item Received at Warehouse & Delivered *Item Received at School/Dir Item in Use by School/Dir (6 AMTs/ 44 Bldg) *Item Received at Depot (HCT) & Processed/Stored Note: Values = Replacement Costs *Asset Management Technician (AMT) Property Day (Monthly) Cyclic Inventory Updates/Reports Surplus Mgt Moves (Re-use) Public Auctions Recycle Donations 2016 220,073 Items valued at $88M 44 Facilities (38 Schools & 6 Bldg) Added 80K & Removed 64K Items Re-use Program 2015 204,739 Items valued at $82M Added 22K & Removed 25K Items Catalog, Order, & Logistics Tracking System (COLTS) 2014 209,248 Items valued at $75M Added 38K & Removed 24K Items 9

Notable Database Changes: Lead AMT #6 Annex AMT#1 7 Bldg AMT#2 10 Bldg AMT#3 9 Bldg AMT#4 9 Bldg AMT#5 8 Bldg COLTS Data Provides District and School Level Asset Visibility & Values High Schools Avg 10,000 Items Avg Value = $4.4M Jr High Schools Avg 3,000 Items Avg Value = $1.3M Middle Schools Avg 4,600 Items Avg Value = $1.8M P - 8 Avg 4,300 Items Avg Value = $1.7M P – 6 Avg 3,600 Items Elem Schools Avg 3,800 Items Notable Database Changes: Huntsville Jr HS Desk Project Columbia HS Desk Project Huntsville HS Desk Project Jones Valley Desk/Table Project New Jemison HS Project New McNair Jr HS Project New Hereford Elem Project ML King Elem Renovation Project As of 30 June 10

COLTS Produces Data for Analysis of Information Reference Asset Conditions and We Constantly Work to Identify and Remove Old/Surplus Items SY15-16 As of 30 June A-Excellent: looks like-new with no faults B-Good: minor ware & visible defects C-Fair: free of major defects but has some damaged D-Unserviceable: major damage or outdated/ugly E / F-Scrap: defective and cost prohibitive to repair 11

COLTS’ Data Synthesis Provides Information Reference Asset Conditions Grouped by Value (Most “F” Status Items Are in the Lower Cost Group) Below $10K As of 30 June 12

COLTS is an Automated Database Used as a Set of Dynamic Property and Asset Accounting Records (Most Items Are “C” or Better Condition) Above $10K As of 30 June 13

COLTS Produces Data for Analysis of Information Reference Asset Values in Designated Groupings (We Can Easily See Property Investment Levels) Computers Student Chairs Student Desks Interactive Boards Copiers As of 30 June 14

COLTS Produces Data for Analysis of Information Reference Asset Values in Designated Groupings (We Can Easily See Property Investment Levels) Tables Musical Instruments Projectors Lab Equipment Vehicles Faculty Chairs As of 30 June 15

P.A.M. Value Added Report Tracks Savings and Revenue Gains Resulting From Stewardship Efforts to Reuse Property and Efficient Disposal of Surplus Savings (Chart In Thousands) Revenue $169,000 $269,000 $301,000 $190,000 1st Year Standard Annual Totals: $721,000 $798,000 $1,117,000 $1,323,000 …and counting! 1st Year Standard 16 As of 30 Sep

P.A.M. Questions? Helping to realize strategic objective: “execute resource procedures to ensure fiscal sustainability” Questions? Lontrell Harris/ Cell 256-924-2365 17