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“Ensure the financial integrity of HCS” Huntsville City Schools

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Presentation on theme: "“Ensure the financial integrity of HCS” Huntsville City Schools"— Presentation transcript:

1 “Ensure the financial integrity of HCS” Huntsville City Schools
Property & Asset Management (P.A.M.) Program PROPERTY & ASSET MANAGEMENT Online Shopping: STRATEGY: “Ensure the financial integrity of HCS” Outline -History of PAM -How does PAM work? -Asset Redistribution -Asset Disposal Request $ Louis “Lontrell” Harris Asset Management Coordinator Huntsville City Schools POC: Mr. Lontrell Harris, Asset Mgt Coordinator

2 Dec-Establish Depot (Stone)
Property & Asset Management (P.A.M.) Program Where we were: Stewardship? History: April 2012, T&W was contracted to inventory 2 schools and then a follow-on baseline pilot at Huntsville High School to prepare for a system wide project. Neglected property/in-school storage No recycle program No district asset visibility Reuse only at bldg level Unnecessary furniture purchases No central storage Uncertainty Disposal? Paper Records? Where we are headed: P.A.M. The World of Excellence in Education Middle School High Elementary P-8 Title Programs PTA ROTC Community School Board/ Superintendent Info Tech Finance Excess Property Storage Transfers Inventory Re-use/Recycle Personnel Aug-Inventory Contract Begins Aug-Catalog and Disposal of Inventory Sep-Process new textbooks Oct-Retrograde old textbooks PAM Nov- E-book Reproduction Dec-Establish Depot (Stone) POC: Mr. Lontrell Harris, Asset Mgt Coordinator

3 Administrative Paradigm
Property & Asset Management (P.A.M.) Program On Target The World of Excellence in Education High School Info Tech Elementary School Middle School A. Customer Satisfaction B. Tools for Asset Visibility & Responsibility C. Policy that is Flexible & Simple Finance ROTC Excess Property School Board/ Superintendent Transfers Inventory Storage Re-use/Recycle PAM Community Personnel P-8 School Educator Paradigm Title Programs PTA Administrative Paradigm Stewardship program for the careful and responsible management of public resources (assets) that includes the tracking of asset use, storage, and disposal in order to realize their maximum potential (minimize costs) throughout the asset’s life cycle in support of Excellence in Education. POC: Mr. Lontrell Harris, Asset Mgt Coordinator

4 Why is the program important?
Property & Asset Management (P.A.M.) Program Why is the program important? Minimize waste from additional spending when there are instances of neglected property held in excess Maximize resource utilization including storage, transportation, and personnel via repeatable processes Improve efficiency with records to validate item use when purchased, to support disposal by funding source rules, & to assist timely decision making The World of Excellence in Education Middle School High Elementary P-8 Title Programs PTA ROTC Community School Board/ Superintendent Info Tech Finance Excess Property Storage Transfers Inventory Re-use/Recycle Personnel 1. District Asset Visibility (53 Bldgs) 2. Re-Use/Recycle Program PAM 3. Automated Record Keeping POC: Mr. Lontrell Harris, Asset Mgt Coordinator

5 The Team: P.A.M. Standards Partners/Stakeholders: Curriculum
Property & Asset Management (P.A.M.) Program Ops Dir Security Const/Reno Trans Maint Facilities Supply Asset Mgt Warehouse Supervisor Asset Mgt Coordinator Dep Dir, Operations The Team: Partners/Stakeholders: Curriculum Administration Procurement Facilities Logistics P.A.M. Standards IT Assets Warehouse Ops (new delivery) District Asset Mgt White Vehicle Fleet (81) Container Mgt (28) Warehouse Parts/Supply Project Support (Promethean Bd) District Inv, Excess Moves, Catalog Real Estate Assets Text Book Warehouse (Processing/Trng/Inv) Depot Warehouse Ops (re-use delivery) POC: Mr. Lontrell Harris, Asset Mgt Coordinator

6 Asset Management Techs (AMT)
Property & Asset Management (P.A.M.) Program 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 (53 Bldgs)* *Item Received at Depot (Stone) & Processed/Stored *AMT: Inventory Control (monthly) Expected Database of ~ 225,000 items Property Day Cyclic Inventory Updates/Reports Excess Mgt Moves (Re-use) Asset Management Techs (AMT) -High Schools: Thomas -Middle Schools: Lauren -Elementary/P-8 (team of 3): Nathan -Administrative: Neil Re-use Program Recycle Donations Auction Catalog, Order, & Logistics Tracking System (COLTS) POC: Mr. Lontrell Harris, Asset Mgt Coordinator

7 Overview (4-Function Centered Methodology)
Property & Asset Management (P.A.M.) Program Overview (4-Function Centered Methodology) HS Bldgs HS #1 HS #2 HS #3 HS #4 HS #5 HS #6 HS #7 Admin Bldgs ETV Annex Merts Stadium X2 Ed Tech Stone W Hunts Link Purchase Ops Link Disposal Ops HS AMT MS AMT ES AMT Admin AMT MS Bldgs Mid#1 Mid#2 Mid #3 Mid #4 Mid #5 Mid #6 Mid #7 Mid #8 P.A.M. Office Ele#1 Ele#2 Ele #3 Ele #4 Ele #5 Ele #6 Ele #7 ES Bldgs Ele#15 Ele#16 Ele #17 Ele #18 Ele #19 Ele #20 Ele #21 ES Bldgs Ele#8 Ele#9 Ele #10 Ele #11 Ele #12 Ele #13 Ele #14 P-8#1 P-8 #2 K-8 #1 K-8 #2 K-8 #3 P.A.M. Program policy enforcement & info flow POC: Mr. Lontrell Harris, Asset Mgt Coordinator

8 $ $ Property & Asset Management (P.A.M.) Program
DISPOSAL and RE-USE Diagram 2. Processing: Warehouse staff assess condition of incoming property. The best salvageable items are stored for re-use at another HCS facility and out-dated items are stored for donation or auction. Unserviceable property is disassembled for recycle. 1. Shipment: Principal or Director approves property as excess for shipment to Stone or approves selected property available at Stone for delivery. Stone Redistribution Warehouse $ $ 3. Re-Use Savings: Directors/Principals save when they meet requirements with re-use items vs. making new purchases with their budgets. 3. Disposal Savings: The money that is collected at the auction or from the recycle process is returned to HCS Finance Office.

9 “Ensure the financial integrity of HCS” Huntsville City Schools
Property & Asset Management (P.A.M.) Program Asset ReUse $146,079.57 PROPERTY & ASSET MANAGEMENT Used Books $75,669.73 Recycle Metal $18,944 Asset Sales $0 Stone Video STRATEGY: “Ensure the financial integrity of HCS” SY12-13 Gross Savings = $240,693.30 $ Louis “Lontrell” Harris Asset Management Coordinator Huntsville City Schools POC: Mr. Lontrell Harris, Asset Mgt Coordinator

10 Huntsville City Schools
Property & Asset Management (P.A.M.) Program Vote YES Auction Recycle Donation Disposal Request PROPERTY & ASSET MANAGEMENT 2002 Ford Taurus – 119,466 miles 1970s Clark Lift – 3,174 hours Louis “Lontrell” Harris Asset Management Coordinator Huntsville City Schools POC: Mr. Lontrell Harris, Asset Mgt Coordinator


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