HomeMy WebLinkAboutPR 545 FIN - Asset Management
-1- PR.545.FIN
PROCEDURE PR.545.FIN
TITLE: ASSET MANAGEMENT
Date issued: 18 November 1998
Last revised:
Authorization: Senior Staff: 04 June 1998
1.0 OBJECTIVE
To provide guidelines and reference points with respect to asset management within the
Ottawa-Carleton District School Board (OCDSB). Advice on the inventory holder's
responsibilities and how to conduct asset counts is also included.
2.0 DEFINITION
2.1 For purposes of this document, the term inventory holder means a principal, manager
or other assigned person with supervisory responsibilities.
3.0 PROCEDURE
3.1 General
a) The Board has created an automated Asset Management System that provides
detailed records to identify the assets listed in Attachment 1, their site and users,
to assist with the asset management function.
b) A number of key assets have been designated by the Board that must be
recorded and managed. These designated assets are listed in Attachment 1 and
focus on attractive and/or expensive assets primarily in the computer and audio -
visual equipment categories. Each site has been assigned folders on a central
server. Each folder contains a listing of current designated assets. Sites may
also add other assets to the database held in their folders in the Asset
Management System to meet their own requirements.
3.2 The Asset Management Life Cycle
Asset management is required through the “life cycle” (phases) of the asset’s term with
the Board. This life cycle covers the following phases:
a) the acquisition phase
b) the delivery, receipt and data entry phase
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c) the in-use phase
d) the surplus-to-site phase
3.3 The Acquisition Phase
a) When an asset is to be purchased or obtained, the purchaser must notify the
inventory holder at the appropriate receiving site.
b) The receiving inventory holder makes any preparations to receive the asset.
3.4 The Delivery Receipt Data Entry Phase
a) The inventory holder and appropriate technical staff are responsible for receiving
assets and matching them to supporting paperwork.
b) The inventory holder will ensure an asset control number label is affixed to the
asset, and enter the data in the Asset Management System.
3.5 The In-Use Phase
a) The inventory holder is responsible for the care and control of the assets
assigned to the site. The inventory holder is also encouraged to actively involve
others in the responsibilities of asset management.
b) The inventory holder must ensure the proper recording of data in the Asset
Management System when status changes: lost, stolen, damaged or moved.
c) The inventory holder is responsible for an annual reconciled inventory of the
designated assets.
3.6 The Surplus to Site Phase
In addition to compliance with the surplus declaration procedure in section 2.1 of Board
Procedure PR.546.FIN: Distribution or Disposal of Surplus and Obsolete Furniture and
Equipment, the inventory holder is responsible for ensuring that the appropriate
changes in status are recorded in the Asset Management System.
3.7 Security of the System
The Asset Management System contains potentially valuable information and is
considered to be an accountable database. Inventory holders determine who should
have access to the system and for what purposes.
3.8 Maintenance of the System
The Inventory Holder is responsible to ensure that the data entered in the Asset
Management System is accurate and complete. The Information Technology
Department is responsible for maintaining folders on the central servers and for the
maintenance of the organizational structure of the system. Changes t o system fields,
descriptions and capabilities (e.g. upgrades) must be co-ordinated through Purchasing.
4.0 APPENDICES
Attachment 1: List of Designated Assets
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5.0 REFERENCE DOCUMENTS
Education Act, 1998, ss. 170, 171
Board Policy P.055.FIN: Asset Management
Board Policy P.056.FIN: Distribution or Disposal of Surplus and Obsolete Furniture and
Equipment
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3.9 PROCEDURE PR.545.FIN
Attachment 1
List of Designated Assets
The following assets must be recorded in the Asset Management System:
1. Computer Assets
• CPU - those computers that have a separate CPU as part of a system or are self contained
• Monitor
• Modem
• Scanner
• Printer
• External Hard Disk
• External Disk Drive - 5.25 and 3.5
• Bar code reader or pen
• External CD ROM drive
• Network hardware - router, server
2. Other Assets
• Television - cell phones
• Video cassette recorder (VCR) - 2-way radios
• Photocopier - not leased - vehicles
• Electronic piano - maintenance equipment
• Video cameras - custodial equipment
• Tape recorder - value greater than $200
• Overhead projector
• Slide projector
• Film projector
• CD players
• Microwave oven
• Other - unique assets such as laminator, binding machine, drafting machine
3. Any additional site-specific assets