• Property Management Manual
  • Introduction
  • What is Equipment?
  • Equipment Classifications
  • AM's Role in Property Management
  • Department's Role in Property Management
  • Tagging Procedures
  • Updating Information
  • Moves / Relocations / Transfers
  • Unlocated Property
  • Property Transfered to Another Department
  • Transfering Property to Another Educational Institution
  • Employment Termination
  • Surplus Equipment Policy
  • Equipment Disposition
  • Equipment Purchased with External Funds
  • Disposition of Federally-Owned Property
  • Property Inventory
  • Composition of the Database
  • Reports Available
  • Glossary of Terms
  • Forms

Composition of the Database

The Inventory database contains the following data information for each item of equipment.

1. Asset Data
   • Tag number - the identifying number assigned to the asset.
   • Item code - the code that indicates the inventory item type. Each item code has a corresponding one word description of the item type.
   • Eqpt class - the code that indicates the equipment class.
   • Replacement cost - the cost to replace the item with a new, like item.
   • Vendor - the company or group from which the asset was purchased.
   • Room Tag - the room tag identifies a building and room.
   • Manuf - the manufacturer of the inventory item.
   • Model - the model description of the item.
   • Serial # - the manufacturer's serial number.
   • Old tag number - the pre-bar-coded asset tag number, if any.
   • Age - the age of the inventory item in years.
   • Condition - a condition code with a description:
     

     5 Equipment presently in use

     1 Equipment not in use

     6 Equipment which has been declared surplus

     7 Equipment excluded from the Facilities and Administrative Costs (F & A)

     0 Unlocated equipment

   • Untagged? - a declaration by the department that the asset cannot be tagged, once that the presence of the asset is confirmed, the PO will be tagged.
2. Ownership Data
   • Dept - the code and description of the department to which the item is assigned.
   • Resp per - the code and description of the person to which the item is assigned.
   • Own #2 - the code and description of the secondary person to which the item is assigned.
   • Agency - the code and description of the source from which the funds were made available.
3. Acquisition Data
   • Method - the code and description of how this item was acquired.
   • Approval Date - the date the purchase requisition for the asset was approved.
   • PO # - the purchase order number with which this item was purchased.
   • Requisition - the purchase requisition number with which this item was purchased.
   • Voucher - the number of the voucher or check used to pay for the asset.
   • Voucher Date - the date of the payment voucher.
   • Date - the date the purchase of the asset was completed.
   • Cost - the acquisition cost of the item.
4. Other Available Data
   • Links - one asset may be associated with another. Linked assets are comprised of base and sub-asset link type.
   • Accounts - the account and amounts for acquisition of an asset.
   • Extended Description - the full description of an asset.

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Last modified: May 31, 2007 11:00:58