Documentation Requirements for CSS Asset Management Process

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Documentation Requirements for CSS Asset Management Process represents requirements gathered for a completed project and should not be changed.

Documentation must include what knowledge is captured about the equipment at each phase of the life-cycle and how we share this knowledge between the personnel involved in the various phases of the life-cycle.

See also: http://www.css.washington.edu/wiki/InventoryDocument01

Contents

Acquisition Process

  • Procedures
  • Asset requests
  • Approvals
  • Procurement
  • Receipt
  • Updates to inventory system

PLACING THE ORDER FOR AN ASSET

  • Determine appropriate purchasing method and place purchase. See WIKI for Methods for Purchasing: http://www.css.washington.edu/wiki/Methods_for_Purchasing
    • Method 1: Petty Cash (not normally used)
    • Method 2: University ProCard: Purchases up to $2,000
    • Method 3: eProcurement: on-line orders
    • Method 4: UW Purchase Orders: Purchases more than $2,000.
  • Determine appropriate inventory tracking method and document in the RT ticket. See WIKI for tracking of Purchases: http://www.css.washington.edu/wiki/Tracking_of_Purchases
    • Method 1: Items under $2,000 in value
      • Parts or consumable items: not in CSS inventory
      • Equipment: in CSS inventory
    • Method 2: Items over $2,000 in value included on UW Inventory (Oasis)
  • Monitor order status via appropriate purchasing method to ensure the purchase is not stalled due to:
    • incomplete information,
    • vendor is out of stock,
    • model changed between order date and purchase date.
  • Track shipping of items to ensure delivery date (use web based tracking systems if possible). Update Ticket as necessary.

RECEIVING THE ORDER

TO BE CHECKED BY MATT.

  • Verify Type of Order
    • Items addressed to: 35-P Kane Hall,
      • This is a personal item
      • Deliver unopened immediately only to person listed on package.
    • Items addressed to: 35 Kane Hall,
      • This is a UW work item, follow procedure below.
  • Verify the condition of the shipped item
    • No Visible/Audible damage
      • Sign for receipt with shipper.
    • Visible/Audible damage
      • If UW Work item, open the carton/container with shipper present as a witness.
      • Identify obvious damage/broken parts (if any) and refuse shipment.
      • No identifiable/obvious damage/broken parts
        • Accept shipment
        • Request a Return Goods Memorandum (RGM) from shipper noting possible non-visible damage due to condition of the container/package.
      • If personal items, do not accept without permission from the owner of the purchase.
  • Open package and retrieve the packing slip.
    • Verify that contents match packing slip
    • Print your name and date on the packing slip
    • Make two (2) copies of the signed/dated packing slip and distribute as follows:
      • Forward original packing slip to CSS Business Office (Kane Upper Mezzanine)
      • Forward Copy #1 to the person who ordered the item[s]
      • Retain Copy #2 in the shipping box with the item[s] received
  • Update Ticket to note that purchase has been received.
  • Determine if the item needs to have an acceptance check performed
    • If the order is for consumable items or most office supplies: No check needed.
    • If it is an Audio-Visual/electronic device (non-computer): Forward to Technical Services (Shop) for acceptance check.
    • If it is a workstation, laptop or other computing device: Forward to Information Technology (IT) for acceptance check
    • If it is a digital still camera: Forward to Media Services Assistant Director for acceptance check.
    • Update ticket to note where purchase was dispatched for the acceptance check.

ACCEPTANCE CHECK PROCESS

  • TECHNICAL SERVICES TO BE COMPLETED BY RANDY/STAFF.
  • INFORMATION TECHNOLOGY (IT) TO BE COMPLETED BY DAVID A./STAFF.

CSSITG accepts all items if:

  1. There is no physical damage to the item
  2. There is a receipt with vendor contact information included with the item

  • TECHNICAL SERVICES. TO BE COMPLETED BY ROD/STAFF.

Skip to ACCEPTED if acceptance process passed. Skip to REJECTED if acceptance process fails.

REJECTION

If the item does not meet our requirements for acceptance it must be returned to the Vendor.

  • Gather all relevant paperwork such as purchase order, PO number, packing slip[s], invoice, and reason for rejection.
  • Contact Vendor by phone or web page if applicable.
  • Get a Return Goods Memorandum (RGM) from the vendor
    • Complete RGM, make two (2) copies
    • Forward Copy # 1 to CSS Business Office (see location above)
    • Keep Copy #2 with relevant paper work (noted above in step a) for future reference
  • Re-package rejected item for shipment back to the Vendor, include:
    • RGM
    • Copy of Purchase Order, packing slip[s] and invoice


  • Inventory
  • Label
  • Updates to inventory system

Inventory of Items Through Input Path #2 (Acquisition by Capital Projects)

Responsible for Content: Matt Strople

During the construction of a new building or remodel of an existing room equipment may be acquired by the contractor or by capital projects and not through our usual method. This results in no record of the equipment, either internally within CSS or at the UW Equipment Inventory Office. Once the project is completed and the equipment has been accepted by the project team (Contractor, Architect, Consultants, Capital Projects project management staff, and owners- CSS) ownership transfers to CSS.

  • Obtain the list of new equipment.
    • Verify model, serial number of item matches list
  • Assign Inventory tracking number
    • CSS internal tracking number/identifier is assigned and permanently marked on the exterior of the equipment piece[s]
    • UW Inventory tracking number/identifier is assigned and items marked if purchase cost exceeds UW’s minimum threshold of $2,000

Inventory of Items Through Input Path #3 (Acquisition by Another Department)

Responsible for Content: Matt Strople

There are cases in which a department on campus turns over ownership and custodianship of equipment that is located in a classroom.

  • Obtain the list of new equipment via UW form 1024
    • Verify model, serial number of item matches list
  • Assign Inventory tracking number
    • CSS internal tracking number/identifier is assigned and permanently marked on the exterior of the equipment piece[s]
    • UW Inventory tracking number/identifier is assigned and items marked if purchase cost exceeds UW’s minimum threshold of $2,000
      • Items with a purchase cost over $2000 must be entered into UW Inventory prior to being transfered via UW Form 1024

Inventory of Assets Owned By Others (Ownership does not transfer to CSS)

Responsible for Content: Matt Strople

  • Procedures
  • Updates to inventory system

Biennial Physical Inventory

Responsible for Content: Chris Styron

  • Procedures
  • Auditing
  • Review
  • Discrepancy reporting
  • Reconciliation
  • Updates to inventory system

Asset list supplied by Equipment inventory office for official review every other year. Our official inventories are due in even numbered years, odd numbered years are optional.

Take the inventory list and make a few work copies and keep the original as the master form for submission (don’t make many copies, otherwise, it can become very confusing in later stages of the search) The list will contain the equipment description, serial number, last known location, and total cost. If several people are doing the physical search, each person can take a copy. Before venturing about campus, it might save time to first check in the equipment database to see if the locations have changed. If so, make the appropriate changes on your working copy. If this is later found to be accurate, the changes may be made on the master list. Depending upon your “tedium tolerance”, you might just prefer to start walking instead of spending too much time reading documents.

The first obvious stop in the search is the location on the list or as indicated in the database. When located, first check the CSS equipment number. If it matches, put an “L” for “located” (or a check) in the space provided on your working copy. This will later be transferred to the master. (It is best if the serial number can also be confirmed, but sometimes the equipment is installed in a manner that makes reading the number impossible or very difficult)

If the equipment is not there, it’s time to start asking questions and look elsewhere. Check the equipment pool in Kane Hall, or the engineering shop, in case it is being repaired. Perhaps it has been surplussed, or stolen. If the equipment has already been noted lost or surplussed, make the appropriate notation on the form ( “S” for surplus,” X” for lost or stolen)

To reduce duplication of effort, take the information from any work copies and update each one so they have the same information at the end of the day.

Finally, after a reasonable effort to locate the equipment has failed, put an “X” in the space provided. The equipment will later be removed from the inventory list.

Transfer all information to the master list(s).

Each sheet of the master inventory list must be signed and dated. When the entire list packet has been completed, it must be signed by a department lead. The packet(s) are then submitted to The Equipment Inventory Office.

In-service Maintenance Management

Responsible for Content: Alyson Boyd

Installation of equipment into classrooms.

Installation of equipment is catorgized as either quarterly or permanent.

  • Quarterly installations are instructor driven. An instructor can request equipment for the purposes of teaching a specific course (state supported, credit generating) during a specific quarter.
    • Requests are evaluated in the following ways (but not limited to):
    1. How often does the class meet/how often is the equipment to be used?
    2. Is the equipment available?
    3. Is the equipment compatable with the room and other equipment in the room?
    4. Can it be secured in the room?
    5. Will it cause a hardship to other users of the room?
  • Permanent installations can be instigated by instructors or by Classroom Support Services. An instructor request will be reviewed and if the change will improve the room and the resources are available, CSS staff can elect to make the change permanent.
    • Other reasons include:
    1. Upgrade of equipment
    2. Replacement of malfunctioning equipment
    3. Improvement of the room
  • Repairs
  • Preventative maintenance
  • Changes
  • Upgrades
  • Moves
  • Chargebacks
  • Performance analysis
  • Updates to inventory system

Storage Management

Responsible for content: David Hall

Both active storage and inactive storage.

  • Procedures
  • Updates to inventory system

Asset Decommissioning and Disposal

Responsible for content: Erin Bestrom

Procedures

The first question to ask in any situation involving reassignment of equipment is: is the value over or under $2000/does it have a state tag?

  • If the answer is over/yes, EIO (Equipment Inventory Office) must be notified in the appropriate way. The appropriate method will be outlined in the specific sections below.
  • If the answer is under/no, EIO is not involved, paperwork is simplified.
  • Methods of Disposal
  • Destroyed Equipment
  • Discarded Equipment
  • Lost Equipment

Stolen Equipment

If equipment has been determined to have been stolen, either from a classroom or from a will call customer, the process starts with report to the appropriate police agency. The police will want information about the stolen equipment including: Make, model, serial number, UW number, CSS Number, how marked, how secured (if classroom installed), cost, general description or picture. This information is available from the EquipDB.

The police report will generate a report number. Once that number is in hand, we need to update the EquipDB and notify EIO (Equipment Inventory Office) if appropriate.

  • To update the Equip DB: Change the location of the equipment to Stolen, update the last seen date and make a note in the comments field of the police report number.
  • If the equipment had a UW state tag, we notify EIO by filling out a 1024 form.
    • Fill out the appropriate information about our department and the equipment.


  • Transfer of Equipment
Transferring Equipment to another campus location:
  1. Find the EIO's "1024 Form"
    • Go to the Surplus Homepage: http://www.washington.edu/admin/surplus/
    • Under "Removal of Material", choose "Getting Started".
    • On the "Getting Started" page, in the second paragraph, click on the "original 1024 form" link.
  2. Fill out the form.
    • At the top of the page, fill out all the boxes in the top two rows.
    • Under "Inventory Tag Number" enter the UW# found on the state-tag, if the equipment has a state-tag. If the equipment does not have a state-tag, leave this box blank.
    • Enter the description of the item and the serial number in the appropriate boxes.
    • Under "New Location", enter the location to which the equipment will be transferred.
  3. Under "Type of Change Requested", check "A. Transferring Usable Property..." and fill out all the boxes in the section.
  4. Print the completed form.
  5. Form should be approved by Patrick or Rod.
  6. After the form is approved, make a photo-copy to give to the recipient of the equipment, and place the original copy in the 
               "Transfers" section of the Surplus file.


  • Surplus

>> Note: Surplus and Equipment Inventory Office (EIO) are not the same thing. <<

Sending Items to Surplus: 
   A) All items going to the Surplus Warehouse must follow this procedure (this is not the only way to accomplish this task, but it has proven to be the most effective for us).
     1) Go to the Surplus Property website, to request a lot number.
          a) http://www.washington.edu/admin/surplus/
          b) Under "Removal of Material", choose "Getting Started". 
          c) Click on "Click here for the surplus online request form".
               Note: the form may be accessed directly: https://ucs.admin.washington.edu/surplus/UWNetid/surplusReq.asp
          d) Fill out the form.  Here are a coule of helpful hints on a couple of questions.
             i)  Are there UW tagged items included in this surplus request?*  Answer no 
                 regardless of the reality.  We will be addressing state tags shortly and
                 answering no here saves a lot of trouble.
             ii) Method of Delivery:  We usually deliver. We can pay Tranportation Services to 
                 pick up heavy or awkward material at a scheduled time.  Sometimes David Hall
                 can use his relationship with trucking and make informal arrangements when they
                 have spare time, timing is on their availability, but usually at no charge.
             iii)Description of Item and Quantity.  At this point the item is "List to be faxed"
                 and quantity is 1.  
             iv) Submit the form.  You will receive a near-instant reply with a lot number,    
                 followed shortly by an email confirmation.
     2) Create a Surplus List and label items.
          a) There is a blank template to be used to input all the information about items to be sent to surplus.
              Currently, the Surplus List resides here: \\Soledad\cssshare\Asset_Management_Project but will be moved in the future.
          b) To complete the Surplus List, first enter the date and the Lot number you received from the Surplus website (see                     
               previous step).
          c) Enter the numbers of the item as follows:
             i) "CSS #" is the Equipment Code.  Example "DVDV - 32"
             ii) "UW #" is the EIO number; if an item is tagged or labeled with a UW# it must also be listed separately on 
                 an EIO form (see below).
             iii) "Serial Number" is the item's serial number.  It is usually found on the back of the item.  
          d) Include a brief description of the item. Examples: "Sony 1610 VCR" or "Eiki 16mm projector"
     3) When the list is complete, fax or email to Surplus (we usually fax it, but they prefer it to be emailed)
          a) The Surplus Fax/email information may be found here:  http://www.washington.edu/admin/surplus/contact.html
     4) You must wait for an email confirmation from Surplus before delivering materials; this usually takes at least 24 hours.
               The email confirmation will be sent to the email address listed on the "Surplus Online Request Form" (the form you 
               had to fill out to receive a lot number).
     5) Each item must be labeled with the Lot Number and the Item Number as it appears on the Surplus List.
          a) Print a set of labels with the Lot Number appearing on each label.  
               Currently, the Surplus Labels Template is here: \\Soledad\cssshare\Asset_Management_Project but will be moved.
          b) Write a number on each label for each piece of equipment using the corresponding number from the Surplus List.
               Example: Number 22 on the "Surplus List" will have a label that looks like this:  "Lot# 123321 #22"
     6) Spray-paint or mark over any CSS numbers or labels.  Also, use a cut-out template to spray-paint each piece of equipment  
               with a "surplus" tag.
     7) After receiving an email confirmation, materials may be delivered to Surplus by Mike, Erin or other qualified persons.
     8) Items on the Surplus List must now be removed from the Database.  See instructions below.
Sending Paperwork to the Equipment Inventory Office (EIO): 
   A) If equipment is over $2000 or state-tagged (it has a UW#), a 1024 Request must be filled out and sent to the Equipment Inventory Office (EIO).
     1) Fill out the Surplus List first.  Then, use the Surplus List to identify equipment with a UW#.
     2) Find the EIO's "1024 Form"
          a) Go to the Surplus Homepage: http://www.washington.edu/admin/surplus/
          b) Under "Removal of Material", choose "Getting Started".
          c) On the "Getting Started" page, in the second paragraph, click on the "original 1024 form" link.
               Note: the form may be accessed directly: http://www.washington.edu/admin/eio/forms/1024.pdf
     3) Fill out the form.
          a) At the top of the page, fill out all the boxes in the top two rows.
          b) Under "Inventory Tag Number" enter the UW# found on the state-tag.  
               Use the Surplus List to enter the UW#s on this form, and confirm the numbers by checking the tags on the equipment.
          c) Enter the description of the item and the serial number in the appropriate boxes.
          d) Leave the "New Location" and "Original equipment cost" boxes blank.  (If equipment is being 
              transferred, you must enter a location.) 
     4) Under "Type of Change Requested", check "B. Disposing of surplus property..." and enter the Surplus Lot Number, 
              budget number and campus phone #.      
     5) Print the completed form.
     6) Form should be approved by Patrick or Rod.
     6) After the form is approved, make a photo-copy to place in the "Surplus" section of the Surplus file.  Mail the original copy 
              to the EIO campus mailbox.  Check the bottom of the 1024 form for EIO's mailbox number.


  • Decommissioning of assets owned by others
  • Updates to inventory system
Updating the Equipment Database: 
   A) Any time equipment moves from one place to another, the Equipment Database (EquipDB) must be changed accordingly.  When equipment is sent to Surplus, Transferred, Stolen or Trashed, this must be noted in the EquipDB.
     1) Open the EquipDB
     2) Click on "Edit Data"
     3) Click on "Equipment"
     4) Under "Find Equipment by" enter the CSS number (example: APAS - 0023) in the "Number" box and then click on "Find the equipment".
     5) In the top box, locate the new location, using the following locations:
          a) Surplus = "surplus Surp"
          b) Stolen = "stolen Theft"
          c) Transferred = "transferred Trans"
          d) Trashed = "trashed Trash"
     6) Do not enter or type in a new location.
     7) When you have selected the appropriate location, click inside another box to confirm the change.  
     8) In the comments field, note the date when equipment was transferred to the new location.  Also list the surplus Lot# (if applicable) and any other necessary information.
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