Physical Inventory: Federal Equipment A133 Audit Update

1
Physical Inventory Federal Equipment A-133 Audit
Update

• UMASS Boston Property Department
• By Darryl Mayers
• July 29, 2009

2
Federal Equipment A-133 Audit Update

• Phase 1 Property has inventoried departments
  with equipment in
• Quinn, Science, McCormack, Wheatley Healey
• Property Management met goal to use electronic
  automated processes

3
Federal Equipment A-133 Audit Update

• 582 federal assets
• 239 accounted for (physical inventory or pass)
• Barcode location updates
• End-user updates (as provided by Property
  Custodians)

4
Federal Equipment A-133 Audit Update

• Property Custodians have been responsive. THANK
  YOU !
• Request
• Please locate equipment PRIOR to Property visit
• By August 5th Submit Forms (Surplus Property
  passes)
• Obtain updated Property Passes (May 2009 or
  later)

5
Federal Equipment A-133 Audit Update

• August 7th Phase 2 Reconciliation
• Property Pass info
• loan start date Inv date
• End-user
• Department Transfers
• August 17th (week of) Run Reports
• Inventory report sent to PCs

6
Federal Equipment A-133 Audit Update

• Property Custodians
• Review report for accuracy
• Locate/Account for un-located equipment
• Property will re-visit departments

7
Physical Inventory ProcessRe-Cap

• Physical Inventory by building or department
• Scan equipment Upload into PS
• Barcode, Location End-user updated
• Run report for found missing equipment (matched
  unmatched equipment)
• Issue report to departments
• Property Custodians trouble shoot missing
  equipment (locate or determine if lost or
  surplus)
• Property Personnel follow up visit
• Reconcile final inventory