Streamlining Inventory Procedures for Efficient Property Control
Centralizing receiving, tagging, and inventorying processes can significantly enhance internal tracking, reduce time spent on inventory tasks, and relieve pressure on schools. By implementing standardized procedures and utilizing tools like PRISM, organizations can ensure better control over valuable items, such as cameras, printers, and computers. Regular annual inventories conducted by property control assistants further contribute to maintaining accurate records and asset management within the system.
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Presentation Transcript
New Inventory Procedures Finance Services and Property Control
The Purpose To centralize receiving, tagging, & inventorying Ensures that items are tagged Less time spent by schools receiving and tagging Eases pressure on schools for taking annual inventory Provides better internal tracking for school (PRISM)
Items to be Tagged & Inventoried Items over $1,000 Certain attractive items costing at least $250: Cameras Printers Projectors/TVs Audiometers Charging carts Band equipment Items tagged regardless of price: Computers/Laptops iPads/Tablets
The General Process (Scenario 1) Printer purchased via P-Card or Purchase Order for delivery Printer shipped directly to Central Receiving Property Control tags printer upon receipt and enters receiving in MUNIS Distribution Services delivers printer & packing slip to school Ideally will be next-day delivery! Property record is imported into PRISM from Munis Done daily by OTIS for all new inventory Central Receiving Vendor Delivers Printer School Tags Printer Delivers Printer
The General Process (Scenario 2) Printer purchased at store with P-Card/purchased by school Internal Accounts check Printer arrives at school and bookkeeper enters receiving Bookkeeper/RMA scans serial number into PRISM (Property Acquisition Form) which generates an email This email notifies Property Control of new taggable printer Property Control Assistant assigns tag number in PRISM Property Control Assistant comes to school to tag printer Property Control Vendor Cost Center
PRISM Provides Ability to see all items from MUNIS Standardized process across schools Electronic MIS192 sign out form Ability to notify Property Control of new acquisitions Ability to transfer items within District and request Disposals
Annual Inventory Conducted by Property Control Assistants at all schools annually Begins scheduling in July 2016 Need scheduling flexibility to complete inventories with minimal class disruption Internal Audit will continue to audit inventories
Questions? Casey Cannoot ccannoot@pasco.k12.fl.us
