Presented by the Equipment Inventory Office 2012 When and where they went All inventories were mailed to departmental inventory contacts on May 3 rd Department heads are notified via email as an audit requirement ID: 435145
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Slide1
Physical Inventory Training
Presented by the
Equipment Inventory Office
2012Slide2
When and where they went
All inventories were mailed to departmental inventory contacts on May 3
rd
.
Department heads are notified via email as an audit requirement
.
Department inventory contacts and administrators are also notified via email that inventories are coming.Slide3
Timeline
Departments have four months to complete their inventories.
ALL inventories are due on August 31
st
.
There are no exceptions to the deadline
.
There is no such thing as an “extension” and never has been!
Auditors regularly review the inventory logs and see who was late/past due.Slide4
Inventories are an
audit document
While we use a State approved sampling system now, inventories are mandatory every two years.
“Sensitive” (weapons) inventories must be done every year.
EIO keeps your inventories on file for six years and they are frequently audited.Slide5
Audit Requirements
EIO must receive the original inventory, not a photocopy or working copies.
All work must be done in ink.
Do not use white out.
Each inventory must be signed on the individual pages by the processor or coordinator,
and
the department head/administrator must sign the Final Certification on the last page. Slide6
Inventories consist of:
1. Cover Letter
2. Instruction Sheet
3. Physical InventorySlide7
What is on this year’s inventory
Inventorial items only ($2,000 or more and coded 06-XX).
White bar code or silver numbered tags.
The sample system includes all federally funded equipment and a focus on lab and audio-visual equipment.
Items with purple tags or under $2,000 are not included.Slide8
Supplemental reports
You may ask for supplemental reports that are sorted either by User or by Location.
You can have the report in an Excel document via email or as a printout.
Contact Heidi Schwab (
heidi22@uw.edu
or 616-4045) for supplemental reports.Slide9
Doing the actual inventorySlide10
Fields on every inventory
Sixteen fields are on every inventory.
There should be NO BLANKS except for Wing and Other Location – these fields can be optional.
If a Model or Serial Number is missing, you must fill it out.
If an item truly has no Model or Serial Number, you should enter “None” (do
not
use N/A).Slide11
Updating information
When data is incorrect, draw a line through the old data (such as user or location) and enter the NEW information below it.
This way we know that you are updating the information, not adding conflicting information (e.g., two users or locations is not allowed).Slide12
Updating TAGS
Do
NOT
draw a line through a tag number if you want EIO to change the number for you.
We must be able to READ the old number to edit it and a line can often obliterate critical numbers.
Use the “New Asset Number” box for retagging and we will automatically know what you need done.Slide13
Writing on your inventory
NO pencil.
Please use colored inks if you can (blue, green, purple) since black can be hard to read.
Do not use any form of white-out – just draw a line through your mistake and write next to it.
Do not use highlighters – this is really hard on our eyes during processing.Slide14
Inventory codes
Every asset MUST have an inventory code.
If you accidentally forget one, it is an audit finding.Slide15
Located items
“L” or a check
mark (
) is used to indicate that you have found the item.
Any necessary updates should be written on the item, even if you update it yourself on OASIS.Slide16
Previously Surplused items
If you have Surplused an item and EIO did not receive notification, you can use the “S” code.
However
, to use this code, you
must
have documentation on file
with the tag number
included in the document
(1024 form or Surplus email verification) to use the “S” code.
You cannot use the “S” code if you
think
it was Surplused; you must be able to prove it.Slide17
Lost items
A certain amount of loss is not abnormal.
Lost items can be reactivated quite easily if found later (within 6 years).
If your department did not properly Surplus items (e.g., include a tag number on the Surplus form) you must report them as Lost.Slide18
“Other” procedures
You may use the “O” code for Other procedures such as
Stolen, Trade-In, Cannibalized,
or
Return to Vendor
.
You
must
include the proper 1024 form for anything you assign the “O” code.
The only 1024 form that is valid is
now
the Excel based version located on the EIO website.Slide19
Out of area and
Home equipment
It is best to contact all your Home and Out of area equipment users first as this can take the longest.
Email the user and provide them with the tag number. Require that
they
give you the serial number via return
communication
.
This ensures that they actually LOOKED at the item and didn’t just respond with a fast and lazy “Yep”.Slide20
Verifying data
You have to visually verify the tag number to the manufacturer, model, serial number, user and location.
You may find typos in serial numbers or users names that need correction.
Equipment
frequently
wanders around and needs
location and/or user
updates.Slide21
The hard part (Part 1)
We know that conducting an inventory is not easy.
If at all possible, enlist a helper.
That way, one of you can have the document and write on it while the other person is looking at the equipment and reading off numbers.Slide22
The hard part (Part 2)
It is a good idea to take along a flashlight and a hand mirror.
This helps read hard to reach serial numbers – equipment users get rather cranky if cables are loosened or disconnected during inventory.Slide23
Who can do inventories?
Anyone listed as a custodian/user
cannot
inventory their own
items – anyone else is OK.
It’s
fine
to have a helper stand there and do
an item in your name –
just track in your records that this person helped.
The term custodian is meant to be the actual
user
.
Only items used by a group such as office copiers or computer labs can have a person who may not be the direct user listed as custodian.Slide24
“Good Faith Effort”
Above all, your department must make a “good faith effort” to locate all the items listed on your inventory.
A
REAL
pet peeve is being asked to reactivate a “lost” item and being told the old user and location is still the same.Slide25
Finding untagged items
You should carry orange cards (equipment cards) with you in case you find items that are untagged.
You will need to research these items and find out if they are…
1:
New
inventorial items that are not tagged yet; or
2: Non-inventorial
items (less than $2,000).Slide26
Computer systems and clusters
A computer system (CPU and all its components) should only have one tag number on the hard drive. All the accessories would be untagged and just included in the cost of the computer.
A computer cluster is a super computer with many hard drives. Only one tag should be on it with “baby tags” that read “C1234567” on all the additional components.Slide27
Finishing UpSlide28
Preparing to return your inventory
Do not send EIO your working copies.
All working copies should be kept by you as your audit documentation.
Only one formal copy (preferably the
original
) should be returned to EIO.
Make sure the inventory is in page order and stapled back together as one document.
Any inventory not sent back properly will be rejected
.
Do NOT staple multiple org codes together!Slide29
Signatures
Proper signatures are critical!!
Each inventory page must be signed by the processor or the coordinator.
The last page of the inventory (Certification) must be signed by your department head or administrator.
The person signing the work pages cannot sign the final page (division of duties).Slide30
Showing your work
Any inventory that is too clean is automatically suspicious. Don’t worry about making it “pretty”.
All your changes should be transferred to the formal inventory.
Even if you do your own updates, make sure the changes are shown on the inventory.Slide31
Updating OASIS
You do
not
need to have OASIS access to complete a proper inventory.
If
you
do
make your own changes on OASIS, you need to do ALL of them (SNs, users, location).
Note that you cannot do tag number changes.
If we have to check to see what you did and didn’t do, it actually takes
longer
than simply doing them all for you.
If you do all your own updates, you
must
write “ALL CHANGES IN OASIS” on the front page of your inventory.Slide32
Questions?
If you have any questions or problems, please contact Heidi right away.
Don’t wait!
Heidi Schwab
616-4045
heidi22@uw.edu
You can also contact our main line at:
543-4663Slide33
More info
Additional information (including this training packet) is available on our website.
http://f2.washington.edu/fm/eio
/
The 1024 form is in available in the “Quick Links” box under “Forms”.
Thank you for coming today!!