ASSETS MANAGEMENT 101

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1 A Brief Overview - Campus ASSETS MANAGEMENT 101 Document Services & Assets Management Division of Facilities and School Support Services

2 WHAT IS ASSETS MANAGEMENT? Asset Management: A strategic and systematic process of operating, maintaining, and expanding physical assets effectively throughout their lifecycle. Comply with all federal, state and local requirements related to acquisition, tracking and disposal of assets.

ASSET LIFECYCLE 1. Procurement Purchasing and Department 2. Deploy & Discover - Department and/or Location 3. Maintain Department, Maintenance and/or Technology. 4.

3 ASSET LIFECYCLE 1. Procurement Purchasing and Department 2. Deploy & Discover - Department and/or Location 3. Maintain Department, Maintenance and/or Technology. 4. Support - Department, Maintenance, Technology, Warehouse and/or Assets Management. 5. Warehouse and Assets Management. Fixed/Capital Assets require approval from Business Services.

4 DEFINITIONS Fixed Assets: Item with a useful life greater than one reporting period, and which exceeds a per unit cost of $5,000 or more (recorded as a long-term asset). Capital Assets: Items including land, improvements to land, buildings, building improvements, vehicles, machinery, equipment, and all tangible or intangible assets that are used in operations and that have initial useful life of more than one year and per unit cost of $5,000 or more Capital Assets Personal Property: As defined by District Policy CHH (Legal), includes appliances, equipment, facilities, and furnishings, or an interest in personal property, whether moveable or fixed, considered by the Board to be necessary, useful, or appropriate to one or more purposes of the District. The term includes all materials and labor incident to the installation of that personal property. The term includes electricity. The term does not include real property. It may be tangible, having physical existence, or intangible Personal Property Equipment: Tangible personal property (including information technology systems) having a useful life of more than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalized level established by non-federal entity for financial statement purposed, or $5, Equipment Supplies: All tangible personal property other than those described in Equipment. Controllable Property Assets: Items with a cost under $5,000 that have a life of one or more years, and are sensitive, portable, and theft-prone in nature. These items are prone to theft because they are either not secured, are easily portable, contain new technology, contain sensitive data, and/or they are adaptable for personal use. Examples of Controllable Property assets include: audiovisual equipment, televisions, projectors, communication equipment, cellular phones, data processing equipment, computers (laptops, ipads, Netbooks), computer peripherals, scanners, and cameras.

5 OTHER DEFINITIONS Surplus: Any personal property which is in excess of the needs of the District and which is not required for its foreseeable need. Surplus property may be new or used but must have additional useful life. Capitalized Surplus Items: include, but not limited to, assets that the original purchase value was over $5,000 and documented with Business Services as a Capital Asset, such as equipment, classroom teaching equipment and motor vehicles. Federal Surplus Items: include items purchased with federal funds and must be managed according to federal regulations. Controlled Surplus Items: include, but not limited to, computers, fax machines, cameras, projectors, or any items that are on department inventories. Technology items are assigned asset tags. Non-Controlled Surplus Items: include, but not limited to, desks, filing cabinets, chairs, printers, computer cables and attachments, or any items that are not on department inventory.

6 ASSETS MANAGEMENT Capital & Fixed Assets Handled by Business Services, follow guidelines found at Controllable & Surplus Property Handled by Assets Management, additional guidelines found at

7 CONTROLLABLE ASSETS Each department/location is responsible for maintaining and inventorying their controllable assets. Inventory Systems are managed by the following departments for controllable assets, follow their procedures for assets management: 1. Technical Services Laptops, ipads, CPUs, etc. 2. Fine Arts Musical equipment 3. CTE Items and equipment purchased by CTE or with CTE funds 4. Food Services Items and equipment purchased with food service funds If your department/location needs to maintain an inventory of controllable assets, please contact Assets Management. Inventory documents and other resources can be found at :

8 SURPLUS AND SALVAGE Capitalized Surplus Items (over $5,000) 1. Provide Business Services with the appropriate forms for approval. 2. Once documented with Business Services: a. For furniture, fixtures & equipment only, complete Transfer to Asset Warehouse (Form # ). Submit a SchoolDude Work Order (craft: Surplus) with approved forms. Once approved by Assets Management, the warehouse will schedule for pick-up. b. For auction services of large items, contact Assets Management.

9 SURPLUS AND SALVAGE Federal Surplus Items (over $5,000) 1. Provide item back to department that purchased asset, i.e. food services, CTE, etc. 2. Provide Business Services with the appropriate forms for approval. 3. Once documented with Business Services: a. For furniture, fixtures & equipment only, complete Transfer to Asset Warehouse (Form # ). Submit a SchoolDude Work Order (craft: Surplus) with approved forms. Once approved by Assets Management, the warehouse will schedule for pick-up. b. For auction services of large items, contact Assets Management.

10 SURPLUS AND SALVAGE Controlled Surplus Items (under $5,000) 1. Update proper inventory. If applicable, provide asset back to department that inventoried the asset (i.e. Technical Services, CTE, Fine Arts, Food Services, etc.). 2. For furniture, fixtures & equipment only, complete Transfer to Asset Warehouse (Form # ). Submit a SchoolDude Work Order (craft: Surplus) with approved forms. Once approved by Assets Management, the warehouse will schedule for pick-up.

11 SURPLUS AND SALVAGE Non-Controlled Surplus Items (under $5,000) 1. For furniture, fixtures & equipment only, complete Transfer to Asset Warehouse (Form # ). Submit a SchoolDude Work Order (craft: Surplus) with approved forms. Once approved by Assets Management, the warehouse will schedule for pick-up.

12 SENDING ITEMS TO SURPLUS Make sure that you attach your approved forms: Assets over $5,000 = Capital Assets: Inventory Transfer Form, form must transfer to Surplus. Assets under $5,000 = Transfer to Asset Warehouse (Form # ), form must have administrator s signature.

13 SURPLUS STORE (RECLAIM) With an emphasis on sustainability, the Surplus Store, has a goal to repurpose surplus property with an emphasis on keeping as much as possible out of the landfills. By providing an opportunity for items to be reused by other departments and by providing regular public sales we will meet this ambitious goal. Campuses/departments may view and reclaim surplus property for departmental reuse, see our district webpage at Surplus Store. To claim surplus property a Surplus Reclaim Form (Form # ) must be completed and then delivery arrangements will be made.

QUESTIONS CALL ASSETS MANAGEMENT 972-600-5139 Rosa Miranda Smith, rmirandasmith@irvingisd.

14 QUESTIONS CALL ASSETS MANAGEMENT Rosa Miranda Smith, Supervisor of Document Services & Assets Management David Neal, Document & Inventory Specialist Document Services & Assets Management Division of Facilities and School Support Services

Policy Number: FA-PO-1211 Date of Last Review: 9/7/2017. Oversight Department: Facilities Management Next Review Date: 9/1/2020

Policy Title: Surplus Property Management Policy Effective Date: 6/18/2015 Policy Number: FA-PO-1211 Date of Last Review: 9/7/2017 Oversight Department: Facilities Management Next Review Date: 9/1/2020