Asset Management Lifecycle Steve Ekin, CPPA GA Department of Administrative Services

UGA property is missing - or is it? Posted: Sunday, February 24, 2008 Nearly $150,000 worth of state-owned property was reported stolen from the University of Georgia campus last year. Could this happen to you?

Ownership – Having legal or rightful title to property Responsibility – Answerable for the asset Accountability – Possess and have use of asset (custodian) State - Ownership Bought Equipment Has Title Department - Responsible Tracks May reassign Facility - Accountability Operates equipmentMaintains Terms

Asset Management is more than inventory… AcquisitionReceivingIdentification Storage & Warehousing Maintenance Physical Inventory UtilizationConsumptionDisposal Asset Lifecycle

Property Management - Planning It’s a system with key players: – Operations – Finance/Accounting – Facilities – Purchasing – Customers Why do we care? What needs to be controlled and to what level? What is the process? What records are required? How do accomplish?

Acquisition Getting what you need… SOW – Needs – Terms & Conditions – S&H Instructions Approvals Requisition Purchasing Methods: – Reutilization – Purchase new/used – Lease – Rent – Fabricate – Gift/Donation

Receiving Centralized vs. Decentralized Documents – PO – BOL – Packing List – Receiving Report – Receiving Log Inspection Receiving Information – Date of Receipt – Transaction Number – PO number – Carrier – Item & Quantity Received – Discrepancies Noted – Receiving Sig & Date – Copy of Documents Purchasing & Receiving are Never the same person or department!

Identification What needs to be controlled? – Capital vs. Other – Risk vs. Cost To what Level? – Technical capability – Staff compliance – RM/Insurance Methods: – Bar Coding – Decals & Labels – Stamping – Marking – Etching – Network ID (IT) – RFID

Storage & Warehousing Operations – Space Allocation JIT Long/Short Term Usage – Receiving – Storage – Issue – Recording – Reports Storage Types Facility Layout MRP/ERP Material Handling Equipment Inventory/Distribution

On vs. Off-site Movement Documents Shipping: – Packaging – HAZMAT Movement

Maintenance Types – Preventive – Calibration – Unscheduled – Repair Maintenance Plan Inspection/Maintenance Schedule Repair or Replace? Auditing In-house or Outsource?

Physical Inventory Frequency – Periodic – Continuous Types: – Cyclical – Contract Termination – Wall-to-Wall – ABC – Statistical Sample Inventory Plan Reconciliation Reports External Support

Utilization Authorized Use Intended Purpose Meets Business Plan Measuring Effectiveness of Utilization Plan Reutilization

Consumption vs. Utilization Consumption Programs – Requirements – Measuring Consumption Against Requirements – Controlling issues Consumption

Property Disposition Surplus vs. Excess – Special Issues Electronics Hazmat Data Disposal Steps Reutilization Recycling Close the Record Disposal Methods: – Trade-In/Exchange Sale – Annual/Term Contract – Sale Auction Fixed Price Negotiated – Donations – Destruction – Retirement

Questions

Contact: Steve Ekin, CPPA GA Department of Administrative Services Surplus Division 200 Piedmont Ave. Suite 1802 West Atlanta, GA V: