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Asset Management Steve Ekin, Director, Surplus Division

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Presentation on theme: "Asset Management Steve Ekin, Director, Surplus Division"— Presentation transcript:

1 Asset Management Steve Ekin, Director, Surplus Division
Georgia Fiscal Management Conference October 2017

2 Agenda Qualifications Definitions Asset Lifecycle Key Points
Asset Management Standards/Certifications Surplus Flow Disposal Options Federal Surplus Availability Contact Info Questions

3 Asset Management Specialists
Personnel SPHR, Compensation/Benefits/Training Specialists Employment Laws & Regulations, EEOC Facilities/Real Estate Engineers, architect, etc. Licensed professionals (plumbers, electricians, etc.) Building code, PM Schedules Finance/Accounting CPA, designated personnel for AP, AR, Payroll, etc. GASB, FASB, Accounting Manual Information Technology Db administrators, programmers, program specialists NIST Personal Property Asset Manager

4 Could this happen to you?
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.

5 Definitions 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 equipment Maintains

6 Asset Management is more than inventory…
Acquisition Receiving Identification Storage & Warehousing Maintenance Physical Inventory Utilization Disposal Asset Lifecycle

7 Important safety tips…
Purchasing: Define the need, let the procurement process work Receiving: Purchasing & Receiving are Never the same person or department! Identification: What needs to be controlled to what level? Storage: Only store what you have to, use the right equipment Movement: Track asset movement Inventory: Best inventory method Utilization: Track utilization Disposal: Process everything

8 Disposal Flow All transactions are entered into Asset Works
Redistribute Transfer Direct Negotiated Sale Vendor Return Sell Internet Sale Retail Sale Live Auction Public Sale - Other Recycle Authorized Disposal Electronics Disposal Trash Waste is a resource in the wrong place! All transactions are entered into Asset Works User Manager Director 98% of all requests are received within 2 business days Online training available

9 Asset Disposal Disposal Type To Notes Transfer (T) State agency
Redistribution Transfer (T) State agency No cost between agencies Direct Negotiated Sale (DNS) Local government or Nonprofit Always a charge to recipient Vendor Return (V) Authorized Vendor Trade-in or discount on new, like property, Must demonstrate benefit to the state Public Sale Internet Sales (IS) Actual sale of items to the public State employees may participate E-Bay, GovDeals, Public Surplus Retail Sale (RS) Original acquisition cost must be < $5000 Live Auction (LA) Used to track vehicle auctions Public Sale – Other (PS) Tracks other sales Recycle/Destroy Authorized Disposal (AD) Includes scrap (recyclable) and trash (destruction) Requires Affidavit of Destruction Electronics (ELC) DOAS Vendor Considered hazardous material for disposal

10 Asset Management Standards/Certifications
Revision of OMB Circular No. A-119, “Federal Participation in the Development and Use of Voluntary Consensus Standards and in Conformity Assessment Activities” Voluntary consensus standards asset management ASTM E-53 ISO 55000 Georgia ? Personal Property Management Certification National Property Management Association (NPMA) CPPS CPPA CPPM Georgia certification/degree through TCSG or BOR? Georgia Property Management Council (GPMC)

11 Federal Surplus Program
Direct Donation From federal agency to donee Always a service charge Agencies may screen for themselves Login: 4757GA Password: GASURPLUS Send requests to DOAS requests allocation from GSA If allocated, agency has 14 days to remove asset

12 Contact Information Department of Administrative Services Surplus Division 200 Piedmont Ave. Suite 1802 West Atlanta, GA O: F: surplusproperty.doas.ga.gov Contact Position Phone No. Patricia Bebley Surplus Manager Lauren Jones Property Disposal Specialist Jamie Nolan Web Merchandise Specialist Nastassja Brown Mandy King Katriana Young Tashika Wells Web Merchandise Specialist - Eligibility Lisa Moghazy Web Merchandise Specialist - Federal Meshelle Freshwater Steve Ekin Director

13

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