Technology Asset Inventory Policies and Procedures

Transcription

1 Technology Asset Inventory Policies and Procedures Table of Contents Technology Asset Accounting... 2 Introduction... 2 Technology Asset Tracking... 3 Roles and Responsibilities... 3 Technology Asset Acquisition... 6 Process for Purchasing Technology... 6 Managing Exceptions... 6 Technology Asset Disposition... 7 Surplus Equipment... 7 Technology Asset Record Standards... 9 Technology Asset Inventory Tags ` Technology Asset Inventory Audits Purpose Responsibility Notifying Site Staff Scope of Technology Inventory Audit Variance Reports Contacts... 13

2 Technology Asset Accounting Introduction Purpose The purpose of this Technology Inventory Procedures Manual is to present a uniform method for Lockhart ISD to maintain an accurate record of technology inventory items. It is imperative that all Lockhart ISD employees are aware of the inventory control system and comply with the procedures outlined in this manual. By using the appropriate systems and forms from equipment acquisition to disposal, staff will have a record of all assets for which they are responsible. It is the responsibility of each facility administrator to ensure that the employees under his or her supervision follow the procedures outlined in this manual for acquiring, recording, inventorying, maintaining, and disposing of technology assets. Scope This manual applies to all technology assets recorded in the TIPWeb-IT Asset Management System. TIPWeb-IT serves is the official Technology Department record for asset inventory. Accuracy of the information within this system depends on Organizational Units (departments and schools) preforming the appropriate inventory process and making entries to add or modify asset records. Stewardship Responsibility Organizational units are responsible for stewardship responsibility of all technology assets under their control. This responsibility includes, but is not limited to: Basic safeguarding and physical security; Complying with district, state, and federal record-keeping; Maintaining assets in good working condition; Using assets safely and properly; and, Complying with Organizational Unit policies related to assets including but not limited to Information Security, Environmental Health & Safety, and Risk Management.

3 Technology Asset Tracking Assets required to be tracked in the TIPWeb-IT Asset Management System: All technology devices with a unit cost or market value of $300 or more and having a probable useful life of at least two years must be tracked in TIPWeb-IT. Some funding sources may require assets be tracked in TIPWeb-IT for assets less than $300 if used in association with a specific grant or contract. Consult specific funding source guidelines or check with your technology administrator. Assets classes included but not limited to: Laptop, desktop, tablet devices Presentation boards Projectors Flat screen TV s greater than 40 Network equipment like servers, routers, switches, access points Assets with the option to be tracked in the TIPWeb-IT Asset Management System: Tracking assets with a unit cost of less than $300** (unless specifically required by contractual obligations of special funding sources**) are not required to be tracked in TIPWeb-IT. Although not required, an Organizational Unit may request to track their technology assets in TIPWeb-IT in lieu of manually tracking these assets on their own. Assets classes optional : Monitors Document cameras Graphing calculators Employee-Owned Items Lockhart ISD will assume no responsibility for employee-owned items for training, support, repair or replacement. Such items must be removed when the employee is no longer employed by Lockhart ISD. Roles and Responsibilities District Technology Services Must maintain the TIPWeb-IT Asset Management System, reviewing for accurate postings of asset transactions. Must provide organizational units and vendors with inventory tags to affix to assets. Must review and approve Asset Acquisition and Asset Disposition records. Must prepare annual financial statement data for capital assets.

4 Must schedule and perform physical audits of assets at least once a year, as well as periodically perform unscheduled audits. Must re-audit any assets failing the audit after the 10 working day correction period allotted the organizational unit. Must approve / coordinate the final disposition of all surplus assets. School/Department (Responsibilities must be assigned by Department Head or Principal) Must assign at least one employee as the Technology Asset Inventory Tracker with the responsibility of recording and maintaining accurate asset records in the TIPWeb-IT Asset Management System. TIM s, Librarians, and Secretaries are recommended candidates to perform inventory responsibilities. To obtain the role of Technology Asset Inventory Tracker, the selected employee(s) must complete the TIPWeb-IT training class provided by Technology Services) Must exercise stewardship responsibilities over all assets. Must create asset records within the TIPWeb-IT Asset Management System for all donated or campus purchased inventory that meet the requirements described above. (Creating asset records for non-required assets is optional unless specified by the funding sources guidelines.) Must apply inventory tags to assets immediately upon receipt. Must update asset records within the TIPWeb-IT Asset Management System when required (i.e. changes to the asset assignment (room, staff or student), changes to the asset location (building), changes to the asset status (lost, stolen, surplus, etc.). Must obtain written approval from Technology Services prior to disposing of an asset.

5 Must dispose of assets according to the Lockhart ISD Asset Disposition Policy. Must regularly conduct a physical inventory, verify the existence, condition and location of all technology assets subject to audit, and reconcile in the TIPWeb-IT Asset Management System. Must make all audit finding corrections within 10 business days of notification from Technology Services. TIPWeb-IT Asset Management System Create an Asset Record Add a Purchase Order shell Record Tag and Serial number Asset Reports (most frequently used) Tag Search Room Inventory Student/Staff Inventory

6 Technology Asset Acquisition Process for Purchasing Technology The Technology Services team is responsible for securing competitively priced product that meets federal, state and district guidelines for procurement and following sound ethical business practices. Technology Services is committed to providing quality instructional products and services at the best value to Lockhart ISD. The campus is responsible for following district purchasing and financial guidelines. The campus will need to provide exact information regarding the request and will also need to provide a funding source. The campus will need to have money in their account or a transfer completed prior to a PO being issued. Technology Services recognizes and complies with procurement requirements as established by federal code, state code and local board policy. This procedure is designed solely to extend the District guidelines to meet the specific needs of procuring technology product. Managing Exceptions Each Organizational Unit must notify Technology Services when the following asset status is to be established: Campus Purchased Assets Gifted/Donated Campus Purchased Assets In the occasion a technology asset is purchased directly by a school or department the unit must notify Technology Services if the asset requires an asset tag. Gifted/Donated Assets Gifts-in-kind support the mission of Lockhart ISD and enhance the quality of the education offered to its students. In general, contributions are transactions in which one entity makes an unconditional voluntary transfer to another entity without directly receiving equal value in exchange. Donated equipment should meet district minimum specifications. Typically, this will indicate the equipment is not more than three or four years old and will remain useful in the classroom for some reasonable period of time. Equipment outside of this recommendation should not be accepted. New equipment must meet the current technology equipment specification. Schools are not obligated to accept donations that do not facilitate the school technology plan, are not compliant with the selected school computing platform, or that may cause the site and/or the district to incur additional costs to make the equipment viable. Contact District Technology Services for a copy of the Agreement for Donation of Property to LISD if technology assets have been donated directory to your school or department.

7 Technology Asset Disposition All Organizational Units must receive prior approval from Technology Services before the disposal of any asset. Methods of Technology Asset Dispositions: Surplus Indicate in the TIPWeb-IT System that an asset is ready for removal. The asset will be collected by Technology Inventory Services for final disposition. The Department of Technology will decide on one of the following methods of disposal: 1. Recycle: o Made available to Organizational Units FREE of CHARGE o Sent to a Recycling Vendor by Technology Inventory Services 2. Sell: o Made available to Supply Vendors by Technology Services o Approved Supply Vendors may remove inventory directly from a school building 3. Dispose: o Sent to a Recycling Vendor by Technology Services LOST/THEFT - Technology items that have been stolen require immediate notification of Lockhart ISD School Resource Officer as well as District Technology Services. The Loss and Damage form should be completed within X days of loss. A support ticket should be created within x days of loss for replacement to prioritized. Failure to report lost or stolen items may result in the inability of property to be reclaimed. Classrooms that experience theft will need to have classroom and facilities management procedures analyzed and an improvement plan created and implemented. District Technology Services will assist the principal in creating this improvement plan. Theft prevention recommendations: Lock classrooms and computer labs overnight Properly store and lock laptops in carts overnight Perform physical inventory checks daily Surplus Equipment Technology items that are too old or too worn out to be of use, should be returned to the Technology Department. The Technology Services serves the district in all matters relating to the handling of surplus items by establishing a standard procedure for the proper disposal of assets taking into consideration applicable laws and concerns regarding information security, hazardous waste, and special program contractual obligations, etc.

8 District organizational units are encouraged to reclaim assets from within the district wherever possible. In addition to offering items to organizational units at no cost, the Technology Department provides outlets for the sale of surplus items.

9 Technology Asset Record Standards Equipment records shall be maintained accurately and shall include the following information: Technology Asset Information Requirements Description of the equipment including model number manufacture, and product type Asset ID number, manufacturer s serial number, federal ID number, other special characteristics Source of the equipment, including the purchase order number, funding source, vendor, purchase date Installation date and invoice number (if the equipment was funded by Erate) Location and status of the equipment and the date the information was last updated Ultimate disposition data, including date of disposal Location of Information Asset Record (Catalog) Asset Record (Purchasing) Asset Record (Tag Information) Asset Record (Purchasing) Asset Record (Purchasing) Asset Record (Tag Information) Asset Record (Tag Information) Asset Record (Tag Information) TIPWeb-IT Asset Management System Update an Asset Record Issue to Student Issue to Staff Move Room Locations Move Building Locations Change Status Asset Archival

10 Technology Asset Inventory Tags ` All assets appearing in the TIPWeb-IT Asset Management System will have an assigned Asset Inventory Tag Number. All assets classified for inventory and maintained in TIPWeb-IT shall each be affixed with an Asset Inventory Tag except for the following: Internal components and sub-components to internal components Software licenses Insufficient surface area or unusual contour of surface does not allow for permanent adhesion Subject to environmental conditions (i.e., tag cannot remain affixed to the items throughout asset lifecycle)

11 Technology Asset Inventory Audits Asset Inventory Audit Overview Lockhart ISD requires that Technology Services schedule and perform physical audits of technology inventory three times every school year (beginning of school year, after winter break, end of school year), as well as periodically perform unscheduled audits. Purpose Taking the inventory allows us increased control of fixed assets, monitoring the migration of assets from one site to another, providing accountability for staff that have assigned assets under their control, and for providing important data to our management staff for projecting purchasing decisions for long-range goals. The data gathered during inventory is used by a diverse group of people in making decisions about assets available for programs. Responsibility Organizational Units are responsible for stewardship of district assets under their control. Stewardship of technology assets includes basic safeguarding and physical security; compliance with district, state and federal record keeping requirements; maintaining assets in good working condition and using them safely and properly. Notifying Site Staff It will be helpful to you to inform your inventory team and all of your site staff of the inventory in advance. You ll want to send out notices giving the dates and times of the inventory so that all fixed assets will be returned to your site for the inventory. This will include items stored in places off-site (such as laptop computers). Staff members must bring in all assets for the inventory they must be physically verified in TIPWeb-IT. It is not acceptable for a staff member to offer verbal assurance they have possession of a technology asset it must be inspected and counted. Scope of Technology Inventory Audit The scope of the audits focus on performing a physical inventory of each technology asset for which an Organizational Unit is responsible, verifying inventory tags are properly displayed on the asset, the asset is in the location (building/room) identified on the TIPWeb-IT system and that district policies regarding technology assets management are being adhered to. Variance Reports Technology Services prepares a Draft Audit Report summarizing the audit results and findings. The Organization Unit is provided an opportunity to submit a response that is included in the Final Audit Report and must provide approval. Following the audit, the Organizational Unit must submit any needed Replacement Tag Requests.

12 TIPWeb-IT Asset Management System Update an Asset Record Record Tag and Serial number Conduct Room Inventory Audit District Initiated Inventory Audit Spot Check Approval Reconciling Asset Reports (most frequently used) Audit Summary Report

13 Contacts Direct any questions specific to asset issues, contact the following: Subject Contact Telephone Web Address/ Asset Inventory System Technology Services Acquiring Technology Equipment Audits of Technology Technology Services Assets Disposition of Surplus Technology Services Equipment Donating Technology Technology Services Equipment Grant and Special Programs Equipment Tagging Equipment Technology Services Selling Surplus Equipment Reporting Stolen Assets