CT State Health Care Facilities and Services Plan Kick Off Meeting
The CT State Health Care Facilities and Services Plan Kick Off Meeting took place in December 2013 to discuss data gathering, planning processes, methodology, future projections, and recommendations for health care facilities and services. The project timeline included data collection, analysis, advisory group meetings, and finalizing the plan. Key roles were assigned to various stakeholders such as CT DPH and HRiA, outlining responsibilities for leading the effort, managing survey administration, and facilitating the planning process.
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Presentation Transcript
Asset Inventory Tagging Asset Inventory Tagging Town Hall Meeting Town Hall Meeting January 16, 2019
Overview Overview Introduction Inventory Process Common Topics Keys to Success Next Steps Questions
Introduction Introduction Why? Why? Reasons for comprehensive asset inventory and tagging efforts: Creation of internal efficiencies within university Moving from manual process to RFID technology Compliance with federal requirements Uniform Guidance 2 CFR Part 200 State statutes Optimization of Facilities & Administrative (F&A) indirect cost reimbursements Asset safeguarding and internal controls Integration with future Workday implementation
Introduction Introduction Who? Who? Finance & Controller Barbara Potts Associate VC for Finance & Controller Property Accounting Karl Norton, Cindy Bugg, Connie Anderson, Lois Lebert Departments You! Mike Fister Vice President (11 years related experience) Mariana Traetta Director (13 years related experience) Additional 5-6 HCA Staff
Introduction Introduction Who? Who? HCA Qualifications: More than 30 years of asset verification work predominantly in Higher Education Laboratory and Research space. HCA serves more than 62 higher education institutions. Expertise in research, lab, clinical, office, and hospital equipment and valuation of such equipment. In-depth knowledge of how to optimize asset records to maximize indirect cost (F&A) reimbursements Inventory Tracking Software (HITS) designed in-house by our Capital Asset Management (CAM) team History of working with WUSTL since 1987
Inventory Process Inventory Process Onsite Asset Inventory and Tagging Capital Asset Verification of Approx. 16,000 assets in 500 buildings Tag confirmed matches (RFID) Reconcile missing assets to remove Ghost Items Reconcile Data Records Complete an accounting reconciliation to create clean baseline asset file Complete a Useful Life Analysis Implement HCA s Inventory Tracking System (HITS) Provide onsite training Upload new baseline asset inventory for perpetuation
Inventory Process (continued) Inventory Process (continued) Phase 1: Blitz Phase 2: Reconciliation Kick off Building focus HCA staff will cover spaces across Danforth & Medical campuses Majority of equipment will be located during this phase January 22, 2019 February 28, 2019 Department focus Scheduling of appointments to locate items not found during Blitz phase List of to be accounted for items will be provided to departments in advance March 4, 2019 April 30, 2019 Inform University community January 3, 2019 Initial Town Hall meetings January 16, 2019 Clarify roles/ responsibilities Opportunity for questions
Common Topics Common Topics Accessibility to sensitive space Biosafety Level 3 (BSL3s) Dissemination of information Memo sent out on January 3, 2019 Departments should distribute correspondence to all pertinent building occupants who may be affected by this effort Timing of HCA personnel presence in each space Preliminary schedule for Blitz Phase can be found on Asset Tagging Project Website: https://financialservices.wustl.edu/wfin-topic/other/asset-tagging-project/
Common Topics (continued) Common Topics (continued) Identification of HCA personnel HCA staff will wear badges and will carry print out of January 3 memo in case occupants are unaware of asset tagging initiative Interference of RFID tag frequencies Passive UHF RFID tags Physical placement of tags Tag visibility Treatment of untaggable assets small subset of research assets that should not be tagged Examples include: rotors associated with centrifuges, microscope lenses, etc. Perpetuation of inventory efforts Fully-depreciated assets
Common Topics (continued) Common Topics (continued) RFID Tags 1) Universal Foam backing, works better on metal (most assets) 2) Regular No foam backing, works better on plastic 1 2
Keys to Successful Comprehensive Inventory Keys to Successful Comprehensive Inventory Communication Tools and Technology Points of Contact Keys to Successful Inventory Data Integrity Space Access Flexibility Floor plans
Communication & Next Steps Communication & Next Steps Asset Tagging Project Website Website will include all updates relevant to project, including this presentation, schedule, FAQs: https://financialservices.wustl.edu/wfin-topic/other/asset-tagging- project/ HCA Contact: Mike Fister 314-775-3843 mfister@hcamgt.com WUSTL Contact: 314-935-5618 propertyaccounting@wustl.edu
Questions? Thank you!
