Welcome to the 2019 Property Control Inventory Update

PROPERTY CONTROL Inventory UPDATES 4/8/2019 PROPERTY CONTROL Inventory UPDATES STAFF Loren Cook Alice Seavers Eric Jones Charles Vale Ella Ginn

Property Control Building Inventory Property Rules Update 4/8/2019 OVERVIEW Property Control Building Inventory Property Rules Update Equipment Loans Annual Physical Inventory

A little help with Inventory

Property Control BUILDING INVENTORY 4/8/2019 Property Control BUILDING INVENTORY December 2017 Pilot Project – Parkinson Building with Geology Continued Spring 2018 - Fall 2019 Inventory by Building Instead of Department We Will Continue This Spring

Property Control BUILDING INVENTORY 4/8/2019 Property Control BUILDING INVENTORY Objectives Inventory All Campus Locations Blue Tag Non-Inventory Items Update Records (Location, Description, etc.) Locate Missing Equipment and Restore High- Theft and Items over $1000 Consult on Inventory Management

Property Control BUILDING INVENTORY 4/8/2019 Property Control BUILDING INVENTORY Results 85 - Buildings 3,094 - Rooms Inventoried 18,402 - Items Scanned 481 - Lost Items Located 134 - Lost Computers Items Located 26% - Campus Inventoried

Big changes coming

Amendment to Property Control Act 4/8/2019 Amendment to Property Control Act Created the Term “Nominal Value” and Defined it as: Items Under $1,000 Items Not Considered a High-Theft-Risk. Ex. Furniture, Scientific Equipment, Tools, etc. Nominal Valued Items Not Inventoried Inventory Value is Reflected at the Depreciated Value

Adjustments to Property Control Records – Nominal value 4/8/2019 Adjustments to Property Control Records – Nominal value Removed Items of Nominal Value 24,667 Items Removed From Inventory $16.9 Million Value of Items Removed 36% Item Reduction 5% Dollar Value Reduction

Adjustments to Property Control Records – depreciation (proposed) 4/8/2019 Adjustments to Property Control Records – depreciation (proposed) Waiting on Guidance from the State Approve - Depreciation Method Approve - Removal of Depreciated Items 21,312 Items From Inventory $231.5 Million Value of Items Removed 39% Item Reduction 70% Dollar Value Reduction

Adjustments to Property Control Records – depreciation (proposed) 4/8/2019 Adjustments to Property Control Records – depreciation (proposed) High-Theft Items Will Remain On Inventory Each Item is a Greater % of Total Inventory

So, what do we inventory?

What we inventory High-Theft: $100.00 - $999.99 4/8/2019 What we inventory High-Theft: $100.00 - $999.99 Bicycles (Vehicle Only) Cellular Telephones Computers (Desktop, Laptop, Tablet, iPod) Firearms and Weapons Horses Licensed Vehicles Unmanned Aerial Vehicles (Drones) All Equipment: $1,000.00+

Emailed After All December Transactions Have Been Updated 4/8/2019 Inventory Emailed After All December Transactions Have Been Updated Annual Inventory and Location Certification Inventory Listing List of Items Located by Property Control

Inventory Tags Barcode Tags Blue Tags Metal Tags 4/8/2019 Inventory Tags Barcode Tags Majority of Tagged Items Blue Tags Not Inventoried Metal Tags Numbers Below 350000 Approx. 550 on Inventory Most Are On Items That Could Not Be Retagged

Taking Inventory Identify Your Space 4/8/2019 Taking Inventory Identify Your Space Check Your Loan Forms & Checkout Logs Go Room-by-Room Record ALL Barcode Tag Numbers Including Those Not On Your Inventory Use Barcode Scanner Compare to Inventory Listing Search for Missing Items

Loaned Equipment Required for Equipment Leaving Campus 4/8/2019 Loaned Equipment Required for Equipment Leaving Campus Renewed Annually Best Practice for Laptops & Tablets Complete All Fields Borrower Information Purpose of Loan (Be Descriptive) Original Signed by Unit Officer or 1 Level Up if Unit Officer is Borrower

PREPARING YOUR Inventory listing 4/8/2019 PREPARING YOUR Inventory listing Do Not Modify Original Copy Enter All Changes in Comments Column Additional Found Items on a Separate List Email Completed Inventory Listing With All Changes to Eric Jones(ejones@siu.edu)

Inventory Listing EXAMPLE 4/8/2019 Inventory Listing EXAMPLE

Transfer (Surplus) Surplus Property Pickup Request 4/8/2019 Transfer (Surplus) Surplus Property Pickup Request Picking Up by Building Computers DO NOT Need to Be Scrubbed

Deletions Remove Items from Inventory 4/8/2019 Deletions Remove Items from Inventory Lost or Stolen Done After Inventory

MISSING COMPUTER INTERNAL INVESTIGATION FORM 4/8/2019 MISSING COMPUTER INTERNAL INVESTIGATION FORM Required for All Missing Computer Equipment Containing Permanent Storage Involve your I.T. staff Was the computer encrypted? Who was it assigned to? Is it being repaired? Where was it found last year? Did it contain sensitive data?

Missing computer Audit finding 4/8/2019 Missing computer Audit finding Fiscal Year 2018 - Statistics 97 – Computer Items Reported Lost During FY18 Inventory 26 – Located by Property Control 27% Found

auditing Missing Computers Are High Priority 4/8/2019 auditing Missing Computers Are High Priority Missing Computer Internal Investigation Form – Required for All Lost/Stolen Computer Equipment External Audit 25 Random Items Trace Back Internal Audit Continuous Audit - Separate From Property Control 18 Items Quarterly

Reporting Inventory 4/8/2019 EMAIL to Eric Jones(ejones@siu.edu) Inventory Listing – Enter all updates to your inventory in the “Notes” column. CAMPUS MAIL to Property Control (MC: 6827) – All forms can be found under the “Resources/e-Forms” link on the Property Control website Annual Inventory and Location Certification – The Original Unit Officer’s signature is required. Equipment Transfers - Use to move equipment between units. Equipment Loan Forms – Required for all equipment leaving campus. Equipment Deletion Requests – Use to report equipment lost or stolen. Missing Computer Internal Investigation Form - Required for all lost or stolen computer equipment containing permanent storage.

PROPERTY CONTROL Inventory UPDATES 4/8/2019 PROPERTY CONTROL Inventory UPDATES Questions ?

Surplus Pickup Request 4/8/2019 Contact Information Inventory Questions Eric Jones 536-2635 ejones@siu.edu Loan Questions Charles Vale 536-2640 cvale@siu.edu Surplus Pickup Request property-control.siu.edu/surplus