Asset Management Lifecycle

Steve Ekin, CPPAGA Department of Administrative Services

UGA property is missing - or is it?Posted: Sunday, February 24, 2008

Nearly $150,000 worth of state-owned property was reported stolen from the University of Georgia campus last year.

Could this happen to you?

• Ownership – Having legal or rightful title to property• Responsibility – Answerable for the asset• Accountability – Possess and have use of asset (custodian)

Terms

Asset Management is more than inventory…

Asset Lifecycle

Property Management - Planning

• It’s a system with key players:– Operations– Finance/Accounting– Facilities– Purchasing– Customers

• Why do we care?• What needs to be

controlled and to what level?

• What is the process?• What records are

required?• How do accomplish?

Acquisition• Getting what you

need…• SOW

– Needs– Terms & Conditions– S&H Instructions

• Approvals• Requisition• Purchasing

• Methods:– Reutilization– Purchase new/used– Lease– Rent– Fabricate– Gift/Donation

Receiving• Centralized vs.

Decentralized• Documents

– PO– BOL– Packing List– Receiving Report– Receiving Log

• Inspection

• Receiving Information– Date of Receipt– Transaction Number– PO number– Carrier– Item & Quantity Received– Discrepancies Noted– Receiving Sig & Date– Copy of Documents

Purchasing & Receiving are Never the same person or department!

Identification• What needs to be

controlled?– Capital vs. Other– Risk vs. Cost

• To what Level?– Technical capability– Staff compliance– RM/Insurance

• Methods:– Bar Coding– Decals & Labels– Stamping– Marking– Etching– Network ID (IT)– RFID

Storage & Warehousing• Operations

– Space Allocation• JIT• Long/Short Term• Usage

– Receiving– Storage– Issue– Recording– Reports

• Storage Types• Facility Layout• MRP/ERP• Material Handling

Equipment• Inventory/Distribution

• On vs. Off-site Movement• Documents• Shipping:

– Packaging– HAZMAT

Movement

Maintenance• Types

– Preventive– Calibration– Unscheduled– Repair

• Maintenance Plan• Inspection/Maintenance

Schedule

• Repair or Replace?• Auditing• In-house or Outsource?

Physical Inventory• Frequency

– Periodic– Continuous

• Types:– Cyclical– Contract Termination– Wall-to-Wall– ABC– Statistical Sample

• Inventory Plan• Reconciliation• Reports• External Support

Utilization• Authorized Use• Intended Purpose• Meets Business Plan• Measuring Effectiveness of Utilization Plan• Reutilization

• Consumption vs. Utilization• Consumption Programs

– Requirements– Measuring Consumption Against Requirements– Controlling issues

Consumption

Property Disposition• Surplus vs. Excess

– Special Issues• Electronics• Hazmat• Data

• Disposal Steps• Reutilization• Recycling• Close the Record

• Disposal Methods:– Trade-In/Exchange Sale– Annual/Term Contract– Sale

• Auction• Fixed Price• Negotiated

– Donations– Destruction– Retirement

Questions

Contact:Steve Ekin, CPPAGA Department of Administrative ServicesSurplus Division200 Piedmont Ave. Suite 1802 WestAtlanta, GA 30334-9010sekin@doas.ga.govV: 404-656-6871