State of Alaska Department of Health & Social Services Division of Public Assistance FIELD SERVICES MANAGEMENT ADMINISTRATIVE PROCEDURES

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1 MAP No Dated: September 10, 1990 State of Alaska Department of Health & Social Services Division of Public Assistance FIELD SERVICES MANAGEMENT ADMINISTRATIVE PROCEDURES Approved by: Jan Hansen Date: September 10, 1990 Chief of Field Services

2 PURPOSE To provide clear procedures for accurately maintaining computer equipment inventories. BACKGROUND The Division is in an extensive process of adding new terminals for new positions and replacing worn out computer equipment for each of the statewide offices. The distribution, location and transfer of this equipment must be effectively tracked and controlled. In many cases these purchases replace old equipment that must be properly removed from inventories. Therefore, offices need to initiate these processes promptly and follow a uniform procedure. This MAP provides instructions. PROCEDURES An inventory is a list of itemized equipment with a value of $ or more and any electronic equipment, regardless of cost, i.e., controllers, terminals, PCs, printers, or displaywriters. DPA statewide inventory is updated by the Division of Administration Services upon their receipt of an invoice for new equipment or office initiated transfer forms. Administrative Services will delete surplussed equipment from the inventory upon receipt of an Inter- Departmental Property Transfer Authorization and Report, form Once a year, DPA Central Office distributes an inventory list of controlled items to field offices. Offices check the list against actual equipment on hand. This inventory printout is accompanied by detailed instructions and pertinent forms on which to note discrepancies. The printout is returned directly to Central Office. In order for individual offices to have complete knowledge of all equipment (new, transfer-ins, transfer-outs, or surplussed) and for back-up information purposes, an Equipment Disposition File is to be maintained by each office with responsibility for inventory control. There is no form for this purpose and offices may format to suit their needs. The term office, as used in these instructions, applies either to the Regional or District Office. In ANRO, NRO, and SWRO all inventory paperwork is handled in the regional office; in SERO and SC/NW, district offices deal with their own inventories. I. Equipment Additions A. When new equipment is received, it is accompanied by delivery order and/or shipping invoice. Equipment serial Page 2 of 7

3 numbers are generally shown on the shipping invoice accompanying the delivery. In all cases, check them against the equipment actually received. When serial numbers are not provided on the invoice, record them directly from the equipment. Once the equipment has been checked and serial numbers added, as needed, offices forward the shipping invoice to: SERO PO Box H ALL OTHER REGIONS Anchorage, AK Attn: Supply B. Upon Receipt of the invoice, Administrative Services or (B&F/S), as appropriate, will issue blue and gold state property identification tags listing the equipment s Property Control Number (PCN). Care must be taken to assure these tags are attached to the correct piece of equipment. Check serial numbers carefully. B&F/S, Anchorage, will forward the shipping invoice to Administrative Services in Juneau for DPA inventory update. II. Equipment Transfers (All Offices) A. Temporary Anytime computer equipment is loaned, a Property Receipt, Form must be completed. This form is for internal tracking purposes. The office loaning the equipment completes the form and sends a copy with the equipment to the office borrowing the equipment. Copies are kept in both the lending and borrowing offices until the equipment has been returned, at which time the copies may be discarded. See Form for further instructions. Page 3 of 7

4 B. Permanent The office where equipment is originating from completes the Inter-Departmental property Transfer Authorization and Report, Form See attachment #1 for detailed instructions and distribution. Mail remaining copies to: PO Box H III. Surplus Equipment A. To delete surplus equipment offices complete Form , Inter-Departmental property Transfer Authorization and Report. See Attachment #1 for instructions and distribution. B. Offices in SERO mail form to: PO Box H All other offices mail form to: Anchorage, Alaska Attn: Supply C. Upon receipt of the transfer form, F&F/S or Administrative Services, as appropriate, will forward surplus tags to the originating office. Attach these tags to the correct piece of equipment, being careful to match serial numbers. D. At this point in the process, offices have two options: 1) Shipping equipment to surplus. All offices follow these procedures: = Payments for shipping costs are handled through normal billing procedures for your region. Collocation code for computer shipping frights is: XXX (XXX=three digit regional code, 73460=freight/shipment code). Page 4 of 7

5 = All equipment must be packed well enough to prevent damage. Offices may pack the equipment and arrange for shipment, or contact a vendor who can pack and ship the equipment. Offices need to contact Anchorage or Juneau Supply prior to shipping equipment. = Ship the equipment with the completed attached. DPA (each region) bears any cost of shipping. = To arrange for receipt of the surplus equipment, offices in Southeast Region are to contact Administrative Services/Supply at Offices in any other region should contact State Property management, 2400 Viking Drive, Anchorage, Alaska 99501, Hold equipment in the office until the State auction. = Equipment may be stored in individual DPA offices until such time as an auction, in the area, is held. Generally, this is not a viable alternative in that valuable office space is taken up, often for long periods of time. If this option is chosen, Steps A C above must be followed. Completed form is mailed to State Property Management, 2400 Viking Drive, Anchorage, Alaska Property Management uses the information provided on Form to list the equipment available for auction. E. Property Management will acknowledge receipt of equipment by returning a copy of Form to the originating office. Property Management also sends a copy to DHSS/Division of Administrative Services and the item(s) are deleted from the DPA inventory. IV. Disposal of Equipment The terminal disposal, as used in this MAP, means being taken to the dump as trash. No other form of disposal is permitted. Equipment in poor condition and that has no value, can be disposed of. This process requires the use of the Property Destruction Authorization and Certificate, Form Page 5 of 7

6 Instruction for completion of Form follow: A. District offices, with verbal PAPM approval, will complete the and mail to: SERO PO Box H ALL OTHER REGIONS Anchorage, Alaska B. Administrative Services, or B&F/S, as appropriate, will upon approval, return the form to the requesting district office. C. Once the form has been returned, the manager/supervisor may dispose of the equipment. The blue and gold State tags must be removed prior to disposal. The disposal of the equipment must be witnessed and the witness must sign the form. The form is then returned to Administrative Services or Budget and Finance, as appropriate. D. Budget and Finance/Anchorage, will complete their paperwork and forward the form to Administrative Services/Juneau. Administrative Services will continue the process and remove those items from the inventory. A copy of the form will be returned to the district office when the process is complete. ANRO, NRO, SC/NW, and SWRO offices with specific questions regarding disposal or shipping of surplus equipment, i.e. condition, value or questions on forms , , or , may contact the Supply Officer in Budget and Finance/Anchorage. Page 6 of 7

7 SERO office questions are to be directed to the Supply Officer, Administrative Services/Juneau. Addresses and phone numbers are: Division of Administrative Services PO Box H Anchorage, Alaska V. Computer Equipment sent for Repairs Equipment which is sent in for repairs is sometimes replaced rather than repaired. Be sure to check the serial number before the equipment leaves the office and again when it is returned. When the equipment is replaced, apply the following steps: A. Input the new serial number on your inventory log, and line through the old number. You should still be able to read the old serial, in case a question should arise. B. Complete the Controlled Property Inventory, Form , and mail to Division of Administrative Services, Juneau. C. Keep the yellow carbon copy of the form in your office inventory log until next years inventory is complete and the change was made correctly. NOTE: The blue and gold State identification tag should have been removed from the old equipment. Page 7 of 7