1. Welcome to the 2019 Property Control Inventory Update

2. PROPERTY CONTROL Inventory UPDATES
4/8/2019
PROPERTY CONTROL Inventory UPDATES
STAFF
Loren Cook
Alice Seavers
Eric Jones
Charles Vale
Ella Ginn

3. Property Control Building Inventory Property Rules Update
4/8/2019
OVERVIEW
Property Control Building Inventory
Property Rules Update
Equipment Loans
Annual Physical Inventory

4. A little help with Inventory

5. Property Control BUILDING INVENTORY
4/8/2019
Property Control BUILDING INVENTORY
December 2017 Pilot Project – Parkinson Building with Geology
Continued Spring Fall 2019
Inventory by Building Instead of Department
We Will Continue This Spring

6. Property Control BUILDING INVENTORY
4/8/2019
Property Control BUILDING INVENTORY
Objectives
Inventory All Campus Locations
Blue Tag Non-Inventory Items
Update Records (Location, Description, etc.)
Locate Missing Equipment and Restore High- Theft and Items over $1000
Consult on Inventory Management

7. Property Control BUILDING INVENTORY
4/8/2019
Property Control BUILDING INVENTORY
Results
85 - Buildings 3,094 - Rooms Inventoried
18,402 - Items Scanned
481 - Lost Items Located
134 - Lost Computers Items Located
26% - Campus Inventoried

8. Big changes coming

9. Amendment to Property Control Act
4/8/2019
Amendment to Property Control Act
Created the Term “Nominal Value” and Defined it as:
Items Under $1,000
Items Not Considered a High-Theft-Risk.
Ex. Furniture, Scientific Equipment, Tools, etc.
Nominal Valued Items Not Inventoried
Inventory Value is Reflected at the Depreciated Value

10. Adjustments to Property Control Records – Nominal value
4/8/2019
Adjustments to Property Control Records – Nominal value
Removed Items of Nominal Value
24,667 Items Removed From Inventory
$16.9 Million Value of Items Removed
36% Item Reduction
5% Dollar Value Reduction

11. Adjustments to Property Control Records – depreciation (proposed)
4/8/2019
Adjustments to Property Control Records – depreciation (proposed)
Waiting on Guidance from the State
Approve - Depreciation Method
Approve - Removal of Depreciated Items
21,312 Items From Inventory
$231.5 Million Value of Items Removed
39% Item Reduction
70% Dollar Value Reduction

12. Adjustments to Property Control Records – depreciation (proposed)
4/8/2019
Adjustments to Property Control Records – depreciation (proposed)
High-Theft Items Will Remain On Inventory
Each Item is a Greater % of Total Inventory

13. So, what do we inventory?

14. What we inventory High-Theft: $100.00 - $999.99
4/8/2019
What we inventory
High-Theft: $ $999.99
Bicycles (Vehicle Only)
Cellular Telephones
Computers (Desktop, Laptop, Tablet, iPod)
Firearms and Weapons
Horses
Licensed Vehicles
Unmanned Aerial Vehicles (Drones)
All Equipment: $1,

15. Emailed After All December Transactions Have Been Updated
4/8/2019
Inventory
ed After All December Transactions Have Been Updated
Annual Inventory and Location Certification
Inventory Listing
List of Items Located by
Property Control

16. Inventory Tags Barcode Tags Blue Tags Metal Tags
4/8/2019
Inventory Tags
Barcode Tags
Majority of Tagged Items
Blue Tags
Not Inventoried
Metal Tags
Numbers Below
Approx. 550 on Inventory
Most Are On Items That Could Not Be Retagged

17. Taking Inventory Identify Your Space
4/8/2019
Taking Inventory
Identify Your Space
Check Your Loan Forms & Checkout Logs
Go Room-by-Room
Record ALL Barcode Tag Numbers
Including Those Not On Your Inventory
Use Barcode Scanner
Compare to Inventory Listing
Search for Missing Items

18. Loaned Equipment Required for Equipment Leaving Campus
4/8/2019
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

19. PREPARING YOUR Inventory listing
4/8/2019
PREPARING YOUR Inventory listing
Do Not Modify Original Copy
Enter All Changes in Comments Column
Additional Found Items on a Separate List
Completed Inventory Listing With All Changes to
Eric

20. Inventory Listing EXAMPLE
4/8/2019
Inventory Listing EXAMPLE

21. Transfer (Surplus) Surplus Property Pickup Request
4/8/2019
Transfer (Surplus)
Surplus Property Pickup Request
Picking Up by Building
Computers DO NOT Need to Be Scrubbed

22. Deletions Remove Items from Inventory
4/8/2019
Deletions
Remove Items from Inventory
Lost or Stolen Done After Inventory

23. MISSING COMPUTER INTERNAL INVESTIGATION FORM
4/8/2019
MISSING COMPUTER INTERNAL INVESTIGATION FORM
Required for All Missing Computer Equipment Containing Permanent Storage
Involve your I.T. staff
Was the computer encrypted?
Who was it assigned to?
Is it being repaired?
Where was it found last year?
Did it contain sensitive data?

24. Missing computer Audit finding
4/8/2019
Missing computer Audit finding
Fiscal Year Statistics
97 – Computer Items Reported Lost During FY18 Inventory
26 – Located by Property Control
27% Found

25. auditing Missing Computers Are High Priority
4/8/2019
auditing
Missing Computers Are High Priority
Missing Computer Internal Investigation Form – Required for All Lost/Stolen Computer Equipment
External Audit
25 Random Items
Trace Back
Internal Audit
Continuous Audit - Separate From Property Control
18 Items Quarterly

26. Reporting Inventory 4/8/2019 EMAIL to Eric Jones(ejones@siu.edu)
Inventory Listing – Enter all updates to your inventory in the “Notes” column.
CAMPUS MAIL to Property Control (MC: 6827) – All forms can be found under the “Resources/e-Forms” link on the Property Control website
Annual Inventory and Location Certification – The Original Unit Officer’s signature is required.
Equipment Transfers - Use to move equipment between units.
Equipment Loan Forms – Required for all equipment leaving campus.
Equipment Deletion Requests – Use to report equipment lost or stolen.
Missing Computer Internal Investigation Form - Required for all lost or stolen computer equipment containing permanent storage.

27. PROPERTY CONTROL Inventory UPDATES
4/8/2019
PROPERTY CONTROL Inventory UPDATES
Questions ?

28. Surplus Pickup Request
4/8/2019
Contact Information
Inventory Questions
Eric Jones
Loan Questions
Charles Vale
Surplus Pickup Request
property-control.siu.edu/surplus