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

2. 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

3. 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

4. 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

5. 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

6. 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

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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

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