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Equipment Inventory Management
5/11/2018 Equipment Inventory Management Property Control Loren Cook Alice Seavers Eric Jones Charles Vale Ella Ginn
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Equipment inventory management
5/11/2018 Equipment inventory management Overview of Property Control Capturing Equipment Transactions Managing Your Inventory Annual Physical Inventory
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Capturing equipment transactions
5/11/2018 Capturing equipment transactions Property Control Library Books Purchase Orders Gifts Foundation Livestock Pcard
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Capturing equipment transactions
5/11/2018 Capturing equipment transactions Pcard Reconciliation Property Control Pcard
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5/11/2018 Pcard Reconciliation Correct Object Code
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Pcard Reconciliation Correct Object Code Listing on AIS Webpage
5/11/2018 Pcard Reconciliation Correct Object Code Listing on AIS Webpage Equipment ( ) $100 and Greater Non-Consumable Commodities ( ) <$100 & Not Added to Other Equipment Consumable Awards & Grants – Prizes, Premiums, & Awards (5063)
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5/11/2018 Pcard Reconciliation Transaction Custom Fields
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Pcard Reconciliation Required Fields
5/11/2018 Pcard Reconciliation Required Fields Equip Price Per Unit Equip Num of Units Equip Bldg & Room Num Assign to Unit Num Equip Purchasing Num Equipment Serial Num Equipment Make-Model Transaction Notes (3000 Characters)
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Equipment Tagging Request
5/11/2018 Equipment Tagging Request Alert Property Control of a Purchase Urgent vs Not Urgent Require Either PO Number Issued by Procurement Serv. P-Card Transaction ID Building & Room Required Item Description & Qty.
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Tagging Equipment Silver Barcode Tag Blue Tag High-Theft and $100+
5/11/2018 Tagging Equipment Silver Barcode Tag High-Theft and $100+ All Equipment $500+ Applied by Property Control Blue Tag Non High-Theft Between $100 - $499.99 Mailed to Departments
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High-Theft update New List – ($100 - $499.99) Bicycles (Vehicle Only)
5/11/2018 High-Theft update New List – ($100 - $499.99) Bicycles (Vehicle Only) Computers (Desktop, Laptop, Tablet) Cellular Telephones Firearms and Weapons Horses Licensed Vehicles Unmanned Aerial Vehicles (Drones)
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High-Theft update Nearly 12,000 Items Removed from Inventory
5/11/2018 High-Theft update Nearly 12,000 Items Removed from Inventory Reduction of Inventory Items by 12% Department Help Locate as many as possible Contact Property Control
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5/11/2018 Managing inventory Loans Transfers Surplus Deletions
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Loaned Equipment Required for Equipment Leaving Campus
5/11/2018 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
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Loaned Equipment Form Updates
5/11/2018 Loaned Equipment Form Updates New, Renew, or Cancel Borrower’s Status Cancelations Must be Signed by Unit Officer Renewals Going Out During Inventory
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Transfer (departmental)
5/11/2018 Transfer (departmental) Transfer to Another Department Signatures by Both Sending and Receiving , Fax, or Campus Mail
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Deletions Remove Items from Inventory Pre-approval Required
5/11/2018 Deletions Remove Items from Inventory Pre-approval Required Trade-In on PO Only Lost or Stolen Only Done After Inventory
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Transfer (Surplus) Surplus Property Pickup Request
5/11/2018 Transfer (Surplus) Surplus Property Pickup Request Picking Up by Building Every Other Week Shopping on Thursdays (7:00 – 11:00)
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Transfer (SUrplus) Transfer to Surplus Property Form
5/11/2018 Transfer (SUrplus) Transfer to Surplus Property Form Only Need for PSO Pickup Computers DO NOT Need to Be Scrubbed
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10-Year-Old Computer Cleanup
5/11/2018 10-Year-Old Computer Cleanup Purpose – Reduce Risk Lost Equipment Lost Data Project Statistics Spring – 2016 Fall – 2016 Total Beginning Total 1905 545 2450 Surplused 1159 220 1379 – 56% Exemptions 484 173 657 – 27% Lost 112 41 153 – 6% Clerical Removal 84 33 117 – 5% Unaccounted 66 78 144 – 6%
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Inventory Annual Physical Inventory
5/11/2018 Inventory Annual Physical Inventory ed After All December Transactions Have Been Updated Inventory Listing Annual Inventory and Location Certification
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Inventory Tags Barcode Tags Blue Tags Metal Tags
5/11/2018 Inventory Tags Barcode Tags Majority of Tagged Items Blue Tags Not Inventoried Metal Tags Numbers Below Approx on Inventory Most Are On Items That Could Not Be Retagged
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Taking Inventory Identify Your Space Go Room-by-Room
5/11/2018 Taking Inventory Identify Your Space Go Room-by-Room Record ALL Tag Numbers Including Those Not On Your Inventory Use Barcode Scanner Compare to Inventory Listing Search for Missing Items
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Reporting Inventory Report Results Inventory Listing
5/11/2018 Reporting Inventory Report Results Inventory Listing Do Not Modify Finished Copy Enter All Changes in Comments Column Additional Items on a Separate List Print Only Columns A – G (Notes – Description)
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5/11/2018 Reporting Inventory Inventory Listing Example
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Reporting Inventory Return to Property Control Location Certification
5/11/2018 Reporting Inventory Return to Property Control Location Certification Original Signature by Unit Officer Inventory Listing – Changes Only Equipment Transfers Equipment Loan Forms Request for Equipment Deletions Missing Computer Internal Investigation Form
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auditability Missing Computers Are High Priority External Audit
5/11/2018 auditability Missing Computers Are High Priority Missing Computer Internal Investigation Form – Required for All Lost/Stolen Computer Equipment External Audit 25 Random Items Trace Back Federal Grant Audit Internal Audit Continuous Audit - Separate From Property Control 18 Items Quarterly All Departments Covered Annually
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Reporting Inventory Property Control
5/11/2018 Reporting Inventory Property Control Loren Cook Alice Seavers Eric Jones Charles Vale Ella Ginn Contact Information High-Theft Cleanup Surplus Pickup Request property-control.siu.edu/surplus Equipment Loans
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