Pinellas County Schools Asset Tracking and Inventory Management
"Discover how Pinellas County Schools implement asset tracking and inventory management protocols for uncapitalized assets, including technology and equipment valued from $200 to over $1000. Learn about board policies, inventory reporting requirements, and the impact of inventory processes on fixed assets. Explore the challenges and statistics related to unlocated fixed versus uncapitalized technology assets. Stay informed on the intricate procedures and responsibilities involved in maintaining accurate records and conducting physical inventories. Get a comprehensive view of inventory management practices in educational settings."
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Presentation Transcript
ASSET TRACKING AND INVENTORY MANAGEMENT PINELLAS COUNTY SCHOOLS
ASSET CATEGORIES UNCAPITALIZED $1000 or more Includes all types of equipment and technology $200 and $999.99 Laptops, desktops, tablets, drones Equipment other than technology valued between $300 and $999.99 TAGGED FIXED ASSETS TECHNOLOGY
BOARD POLICY $1000 or more shall be tagged and inventoried annually by District personnel The principal, director, or department head shall be responsible for taking inventories of properties valued between $300 and $999.99 7450 INVENTORIES AND PROPERTY RECORDS Cost Property Inventory Report (PCS 3-2918) is due by October 31 annually Center s Uncapitalized Tangible
Uncapitalized Inventory and Reporting Requirements A physical inventory of items ranging from $300.00 to $999.99 must be completed. A itemized perpetual inventory spreadsheet of these items must be submitted on a shared folder. A Cost Center s Uncapitalized Property Inventory Report (PCS 3-2918) is due to Auditing and Property Records Department annually no later than October 31st. The total cost/items of previous years report should be the beginning balance on this years report. The value of items on the spreadsheet must balance with the dollar value listed on the report.
Inventory Process Property Control conducts physical inventory of fixed assets A sample of 20 uncapitalized technology is verified Initial Unlocated List Final Inventory Report Principal responds to any deficiencies Initial Visit
Unlocated Fixed vs Uncapitalized Technology UNCAPITALIZED TECHNOLOGY FIXED ASSETS 2014-15 2015-16 2016-17 2015-16 2016-17 73,761 Total Items Inventoried 88,693 70,673 4574 Total Items Inventoried 21911 309 M1's (Missing 1st year) 411 384 189 M1's (Missing 1st year) 563 128 M2's (Missing 2nd year) 177 105 4.13% Percentage of Missing Items 2.57% 0.59% Percentage of Missing Items 0.66% 0.69% 22 Total Procedural Deficiencies 67 200 Total Procedural Deficiencies 219 206 0 Total Repeat Deficiencies 7 71 Total Repeat Deficiencies 57 83 0 Total Perfect Inventory Reports 2 116 Total Perfect Inventory Reports 104 125
Procedural Deficiencies Proper Segregation of duties procedures are clearly defined and are being followed. Temporary Property Removal Contracts have been completed and updated annually. Equipment Assignment Lists have been completed and updated for all staff members. Annual physical inventories are being conducted by the site. Perpetual inventory records are maintained and updated annually. Asset transfers are completed and updated timely. Damage and/or Loss of Property Reports have been completed and submitted as needed.
