Asset Inventory Definition The district defines an inventory item as an item valued between $500 and $4,999.99. Each item that is determined to be an inventory item will have a numbered white/colored label with a black colored barcode imprinted and affixed to the item. INVENTORY INSTRUCTIONS There should be a Microsoft Access database inventory for the campus/department on the computer of the campus/department Asset Inventory Administrator. The District Asset Inventory Coordinator in School Service will provide an updated Access file spreadsheet near the end of the first semester each year. Please drag the Access file to your desktop BEFORE beginning to update the campus/department inventory spreadsheet. Please barcode items according to procedures in this instruction booklet. Please keep the Access file for changes that occur throughout the year. Current Inventory Each campus/department Asset Inventory Administrator must keep an ongoing, live inventory. Items that are no longer working or being used must be sent to the warehouse for proper disposal or distribution. Please remove ALL barcodes before sending items to the warehouse and make the necessary updates to the Access spreadsheet. Deleting Items on Your Inventory To Delete an entire item - Enter a zero in the Quantity column (DO NOT DELETE THE ITEM. The District Asset Inventory Coordinator will do the actual deletions when the inventory is sent in to School Services). To Change quantity of a multiple quantity item - Enter correct quantity in the Quantity column. Revised 01/11/2016 Page 1
Adding Items on Your Inventory Please enter items directly onto the Access Asset Inventory spreadsheet. Please do not leave any applicable information blank. The following must be filled in completely: Campus Number Room Name Room Barcode Number Quantity Item Description Number Description Model Number Serial Number Purchase Order Number Date of Purchase Unit Cost Item Description Numbers Item Description Number and Cost is available on the MISD School Services webpage at http://intranet.mansfieldisd.org/intranet_files/schoolservices/home.htm. BARCODE PROCEDURES To better account for the MISD assets, we have gone to an extensive barcode process. Every item of value that is $500 or greater (Fixed Asset) must be barcoded, with the few exceptions listed at the end of these instructions. Every campus/department will have a person designated as Asset Inventory Administrator who will be responsible for the bar coding and accounting of assets. Each campus/department will have a quantity of barcodes to place on the assets that MISD currently owns and for new assets for the campus/department as they are acquired. The Asset Inventory Administrator will be responsible for sending yearly updates electronically to the School Services Department each spring and an exact due date will be provided by School Services yearly. Furniture will seldom have serial numbers or model numbers, but a manufacturer name may be found on the bottom of a table or chair or the back of a cabinet. Description examples: 6 folding table 6 straight leg table 36 round table horseshoe table 2 shelf, 36 wide bookcase. The description does not have to be too detailed but when walking into a room and reading the description, one should be able to identify the item without needing assistance. Please do not bar code items less than $500. Technology Equipment (desktops, laptops and IPads) will be barcoded AND inventoried by the MISDTechnology Department. Please do not add any of these items to the inventory. Please ensure that projectors, document cameras, printers and smart boards are on the inventory. Please do not climb on anything to verify barcodes on projectors mounted from the ceiling. Please indicate if there is or is not a projector mounted from the ceiling. Please add any projector to the inventory with the required information in Adding Items if applicable. Please 0 the item if it is no longer there. NOTE: If a technology item comes to your campus/department without a barcode and you question whether it needs one, please contact Lori Helsley in Technology at ext. 1989. Revised 01/11/2016 Page 2
Every room should have a barcode label next to the upper door hinge that will not be visible if the door is closed. This is the room barcode. If that barcode label is missing, the Asset Inventory Administrator will need to contact the School Services department for a replacement barcode. DO NOT BARCODE The following items do not get barcodes, but count must be included in inventory: Student chairs Student desks Teacher chairs (unless it is an executive/secretarial type chair which does need a barcode) The following items do not get barcodes, and do not get listed in your inventory: Office supplies (such as tape dispensers, desk trays, staplers, etc.) Items permanently affixed to the wall. Computer keyboard, mouse or stand-alone monitor. ALL BARCODE LABELS MUST BE PLACED IN AN EASILY VISIBLE AREA ON THE ITEM (exceptions may be made in offices to make them less conspicuous, but still easy to find). THE FOLLOWING ARE SOME EXAMPLES. PLEASE FOLLOW THESE GENERAL GUIDES FOR SIMILAR ITEMS. CPU S OR The barcode label goes on the top of the cpu, in the bottom right hand corner TABLES The barcode label goes on the bottom of (underneath) the table in, or as close as possible to, the center. Revised 01/11/2016 Page 3
TEACHER/OFFICE DESKS Barcode label goes on top right hand pedestal drawer. Place on the top right corner of the drawer. (If pedestal is on left only, put there in same position.) FILE CABINETS & BOOKSHELVES, AND MOST OTHER ITEMS Barcode label goes on the outside front, in upper right hand corner EXECUTIVE/SECRETARIAL CHAIRS WITH ROLLERS Barcode label goes on the side of one of the pedestal base legs. RECEPTION/OFFICE CHAIRS Barcode label goes on inside top of right leg when facing chair. Revised 01/11/2016 Page 4
These are a few examples. The purpose is to have the barcode label in a very visible place so that it can be checked from time to time as needed without having to move the item or spend time locating the label. Please use good judgment in label placement, and if there are any questions, please do not hesitate to call the District Asset Inventory Coordinator at School Services (ext. 6098 or 6095). Additional Information: On Access spreadsheet: The following columns should have no blanks: campusno/ roomname / roombarcod/quantity / Itemdescrno/ description / Itemclass / barcodeno/unitcost To find blanks, click on the drop down arrow at the top of the column, click select all to clear the boxes and click blanks. The following columns could remain blank if the necessary information is not available (i.e. manufacturer name, serial number, or an item that was previously purchased and the PO# is not available). Manufacturer/model/ serialno/barcodeno/po#/date of PO. Look up items on intranet by Alpha description. Unit cost on intranet is an average price close to actual cost. This works if the actual PO and cost is not available. Every item bought after 2005 should have the PO and necessary information. Revised 01/11/2016 Page 5
TIPS & SUGGESTION: As POs are created for items for your campus/department, please request a copy of the PO from the secretary and please request to be alerted when the item(s) is received in order to update the Asset Inventory spreadsheet. Barcode all new items and add to inventory - make this an ongoing process. Keep updated inventory at all times. To change an existing barcoded item (i.e.: due to loss of original barcode, etc.) please change the existing listing to reflect the new barcode number. If an item is moved within the campus/department, please change the room name and/or room barcode number only please do not make a new line. If an item is moved to another district location or sent to the warehouse, please enter a zero in quantity column (do not delete the item) If an item returns to your location, please reinstate the item on your inventory before submitting the Asset Inventory spreadsheet to School Services. TTCC items (yellow barcodes) - will come already barcoded. SPED items (blue barcodes) will come already barcoded. ESL items (green barcodes) will come already barcoded In the description column, put TTCC, SPED or ESL at the beginning of the description. TITLE I: Put Title I at the beginning of the description Check for duplicate barcodes. Pull down projector screens are less than $500 please do not barcode. SUGGESTION (not required): Print out the asset inventory information for each campus/department location by the room barcode #. Provide the room asset inventory printout to the person that occupies that room for them to verify, including a deadline date, and return to the campus/department Asset Inventory Administrator Provide a copy of the Campus/Department Asset Inventory Update Form to the person that occupies the room along with their asset inventory list and have them return these documents to Campus/Department Asset Inventory Administrator. Revised 01/11/2016 Page 6