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A Brief Overview - Campus ASSETS MANAGEMENT 101 Document Services & Assets Management Division of Facilities and School Support Services
A Brief Overview - Campus
ASSETS MANAGEMENT 101
Document Services & Assets Management
Division of Facilities and School Support Services
WHAT IS ASSETS MANAGEMENT?
Asset Management: A strategic and systematic process of operating, maintaining, and expanding physical assets effectively throughout their lifecycle.
• Comply with all federal, state and local requirements related to acquisition, tracking and disposal of assets.
ASSET LIFECYCLE
1. Procurement – Purchasing
and Department
2. Deploy & Discover -
Department and/or Location
3. Maintain – Department,
Maintenance and/or
Technology.
4. Support - Department,
Maintenance, Technology,
Warehouse and/or Assets
Management.
5. Warehouse and Assets
Management. Fixed/Capital
Assets require approval from
Business Services.
DEFINITIONSFixed Assets: Item with a useful life greater than one reporting period, and which exceeds a per unit cost of
$5,000 or more (recorded as a long-term asset).
Capital Assets: Items including land, improvements to land, buildings, building improvements, vehicles,
machinery, equipment, and all tangible or intangible assets that are used in operations and that have initial
useful life of more than one year and per unit cost of $5,000 or more. §200.12 Capital Assets
Personal Property: As defined by District Policy CHH (Legal), includes appliances, equipment, facilities, and
furnishings, or an interest in personal property, whether moveable or fixed, considered by the Board to be
necessary, useful, or appropriate to one or more purposes of the District. The term includes all materials and
labor incident to the installation of that personal property. The term includes electricity. The term does not
include real property. It may be tangible, having physical existence, or intangible. §200.78 Personal Property
Equipment: Tangible personal property (including information technology systems) having a useful life of more
than one year and a per-unit acquisition cost which equals or exceeds the lesser of the capitalized level
established by non-Federal entity for financial statement purposed, or $5,000. §200.33 Equipment
Supplies: All tangible personal property other than those described in §200.33 Equipment.
Controllable Property Assets: Items with a cost under $5,000 that have a life of one or more years, and are
sensitive, portable, and theft-prone in nature. These items are prone to theft because they are either not secured,
are easily portable, contain new technology, contain sensitive data, and/or they are adaptable for personal
use. Examples of Controllable Property assets include: audiovisual equipment, televisions, projectors,
communication equipment, cellular phones, data processing equipment, computers (laptops, iPads, Netbooks),
computer peripherals, scanners, and cameras.
OTHER DEFINITIONSSurplus: Any personal property which is in excess of the needs of the District and which
is not required for its foreseeable need. Surplus property may be new or used but must
have additional useful life.
• Capitalized Surplus Items: include, but not limited to, assets that the original
purchase value was over $5,000 and documented with Business Services as a
Capital Asset, such as equipment, classroom teaching equipment and motor vehicles.
• Federal Surplus Items: include items purchased with federal funds and must be
managed according to federal regulations.
• Controlled Surplus Items: include, but not limited to, computers, fax machines,
cameras, projectors, or any items that are on department inventories. Technology
items are assigned asset tags.
• Non-Controlled Surplus Items: include, but not limited to, desks, filing cabinets,
chairs, printers, computer cables and attachments, or any items that are not on
department inventory.
ASSETS MANAGEMENT
Capital & Fixed Assets – Handled by Business Services, follow guidelines found at https://www.irvingisd.net/Page/2526.
Controllable & Surplus Property – Handled by Assets Management, additional guidelines found at https://www.irvingisd.net/Domain/109.
CONTROLLABLE ASSETS
Each department/location is responsible for maintaining and inventorying
their controllable assets.
Inventory Systems are managed by the following departments for controllable
assets, follow their procedures for assets management:
1. Technical Services – Laptops, ipads, CPUs, etc.
2. Fine Arts – Musical equipment
3. CTE – Items and equipment purchased by CTE or with CTE funds
4. Food Services – Items and equipment purchased with food service
funds
If your department/location needs to maintain an inventory of controllable
assets, please contact Assets Management. Inventory documents and other
resources can be found at :
• https://drive.google.com/drive/folders/0B-QhDaiQU2JdUWIyNU9fakwzREU?usp=sharing.
SURPLUS AND SALVAGE
Capitalized Surplus Items (over $5,000)
1. Provide Business Services with the appropriate forms for approval.
2. Once documented with Business Services:
a. For furniture, fixtures & equipment only, complete Transfer to Asset
Warehouse (Form #774-004.1). Submit a SchoolDude Work Order
(craft: Surplus) with approved forms. Once approved by Assets
Management, the warehouse will schedule for pick-up.
b. For auction services of large items, contact Assets Management.
SURPLUS AND SALVAGE
Federal Surplus Items (over $5,000)
1. Provide item back to department that purchased asset, i.e. food
services, CTE, etc.
2. Provide Business Services with the appropriate forms for approval.
3. Once documented with Business Services:
a. For furniture, fixtures & equipment only, complete Transfer to
Asset Warehouse (Form #774-004.1). Submit a SchoolDude Work
Order (craft: Surplus) with approved forms. Once approved by
Assets Management, the warehouse will schedule for pick-up.
b. For auction services of large items, contact Assets Management.
SURPLUS AND SALVAGE
Controlled Surplus Items (under $5,000)
1. Update proper inventory. If applicable, provide asset back to
department that inventoried the asset (i.e. Technical Services, CTE,
Fine Arts, Food Services, etc.).
2. For furniture, fixtures & equipment only, complete Transfer to Asset
Warehouse (Form #774-004.1). Submit a SchoolDude Work Order
(craft: Surplus) with approved forms. Once approved by Assets
Management, the warehouse will schedule for pick-up.
SURPLUS AND SALVAGE
Non-Controlled Surplus Items (under $5,000)
1. For furniture, fixtures & equipment only, complete Transfer to Asset
Warehouse (Form #774-004.1). Submit a SchoolDude Work Order
(craft: Surplus) with approved forms. Once approved by Assets
Management, the warehouse will schedule for pick-up.
SENDING ITEMS TO SURPLUS
Make sure that you attach
your approved forms:
Assets over $5,000 =
Capital Assets: Inventory
Transfer Form, form must
transfer to Surplus.
Assets under $5,000 =
Transfer to Asset
Warehouse (Form #774-
004.1), form must have
administrator’s signature.
SURPLUS STORE (RECLAIM)
With an emphasis on sustainability, the Surplus Store, has a goal to re-
purpose surplus property with an emphasis on keeping as much as
possible out of the landfills. By providing an opportunity for items to be
reused by other departments and by providing regular public sales we will
meet this ambitious goal.
Campuses/departments may view and reclaim surplus property for
departmental reuse, see our district webpage at Surplus Store.
To claim surplus property a Surplus Reclaim Form (Form #774-04.2) must
be completed and then delivery arrangements will be made.
QUESTIONS CALL ASSETS MANAGEMENT
972-600-5139
Document Services & Assets Management
Division of Facilities and School Support Services
Rosa Miranda Smith, [email protected]
Supervisor of Document Services & Assets Management
David Neal, [email protected]
Document & Inventory Specialist
