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

2. 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

3. 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

4. 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

5. 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

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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

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