1. Physical Inventory: Campus Wide
UMB Comprehensive
Physical Inventory: Campus Wide
Eden Medaglia
F&A Advisory Meeting
April 29, 2019
Monthly Workshop for DPC’s: created May 2010
Monthly workshop for DPC’s: Created May 11, 2010

2. 2019 Comprehensive Physical Inventory Moveable Equipment inventory
Commences May 13, 2019!
> April 2019 vendor selected & contract finalized (RFP)
> RCI (Records Consultant, Inc.) winning vendor
> RCI On-site
May 13 – May 24
June 17 – June 28
July, TBD
> Weekend & evening appointments available
May 13th - Kick-Off meeting

3. What gets Inventoried/tracked?
Moveable Equipment with per Unit cost of
$1,000 or greater
Computers/tablets regardless of cost/value
Sensitive equipment regardless of cost/value
Capital furniture $5,000 and greater

4. Dean, Department Heads, and Directors
Are responsible for the physical inventory and maintenance
of inventory controls for Moveable Equipment in their areas;
May designate a Departmental Property Custodian (DPC)
to serve as the liaison between department employees
& the Property Department for Inventory matters.

5. Responsibilities: Departments
DPC and/or Department Head :
Coordinates access for physical inventory
Department provides access to rooms/equipment
Include storage areas
RCI scans UMB barcode & updates location
After initial Physical Inventory
Reconciliation of Department Inventory Reports
Find un-located equipment
Provide appropriate documentation to Property

6. Lessons Learned: Review of Policy & Procedures Inventory Controls
Off Campus/Loaner Equipment
- Property Passes are required (valid for 2 years)
- Resubmit an updated Property Pass every 2 years
Surplus/ Equipment Disposal
- Follow the process!!!
- Complete the appropriate Surplus Form
- Contact IT Service desk or Receiving Department
End-User Changes & Redeployment of Equipment
- Notify Property
- Exiting Employees
- Transferring Equipment (between departments)
Keep copies of all your paperwork

7. Ownership Ownership of all Moveable Equipment is
with the University of Massachusetts, unless
stipulated otherwise by the funding source.
Equipment does not belong to a Department,
faculty/staff or Principal Investigator

8. Responsibilities: Departments
Know where your equipment is and do not dispose
transfer, or donate equipment on your own accord.
*Per MGL Chapter 647
We are required to report all losses, shortages or thefts
of property to the State Auditor's office, who shall review
the matter to determine the amount involved which shall
be reported to appropriate management and
law enforcement officials.

9. Responsibilities: Departments Inventory Controls
DPC and/or Department Head responsible for:
Completing and submitting all required forms
Coordinating physical inventories with faculty & staff
Notifying Property of end-user, location, and
custodial department changes
Notifying Property of Moveable Equipment
delivered without a UMB Barcode

10. Comprehensive Inventory Recap
Commences May 2019
14,300 assets to be inventoried
Campus wide sweep May & June 2019
RCI will conduct physical inventory
All departments/spaces to be visited
Determine who will provide access
Know where your equipment is!
Access to closets & storage areas
Weekend & evening appointments available
Great option for open floor workspaces & teaching labs

11. Lessons Learned: Inventory Challenges
Physical Inventory requires access
- Department/DPC to coordinate access
- Include storage closets/locations
- Remember to notify faculty & staff
- Plan accordingly: Faculty might be away
Keep copies of all your paperwork

12. Combined Effort: We cannot be successful without you!
Thank You!
Combined Effort: We cannot be successful without you!