ASSET MANAGEMENT VIRTUAL CLINIC ASD Training Presentation November 2009
ASSET MANAGEMENT VIRTUAL CLINIC ASD Training Presentation November 2009.
Jan 11, 2016
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ASSET MANAGEMENT VIRTUAL CLINIC
ASD Training PresentationNovember 2009
Presentation will cover:
• What is an Asset
• ARMED to the P
• Useful Life Table
• Best Practice
What is an asset?• Capital Asset – item valued at USD1000 or
more with life of 3 or more years
• Non Capital Asset – attractive item valued between USD400 - USD999.99
• Item valued under USD400 must not be captured in asset module
3
Assets to be captured in Asset Module:1.Management Assets (Administrative Funded Assets)2.Development Assets (DIM – Direct Implementation/Project Assets)NOTE: NIM project assets are NOT to be captured in Asset Module
Assets to be captured in Asset Module:1.Management Assets (Administrative Funded Assets)2.Development Assets (DIM – Direct Implementation/Project Assets)NOTE: NIM project assets are NOT to be captured in Asset Module
ARMED to the PA = Acquisition
R = Record
M = Maintenance
E = Existence
D = Disposal
to the P = Project
Process
• Request to Buyer– Memo/email requesting acquisition of asset by
budget owner or project manager
• Due Diligence by Buyer– Check for comparable furniture in storage– Previous equipment met disposal standards
AcquisitionARMED to the P
Recording• E-Requisition– Asset to be ticked for capitalization– Approval
• Purchase Order– Buyer confirms that all assets have been ticked for
capitalization• Basic Add– Manual asset entry
• Receive– Function that moves asset into Asset Module
ARMED to the P
Recording
IPSAS 17—PROPERTY, PLANT AND EQUIPMENTComponents of Cost26. The cost of an item of property, plant and equipment comprises its purchaseprice, including import duties and non-refundable purchase taxes, and anydirectly attributable costs of bringing the asset to working condition for itsintended use; any trade discounts and rebates are deducted in arriving at thepurchase price.
ARMED to the P
Ex. Freight, installation, and delivery charges must be included into the cost of an asset because these fees brought the asset into working condition and present location.
Recording Asset in E-ReqTick asset to be capitalize
ARMED to the P
Confirming Asset in POBudget Owner can confirm that asset has been ticked for capitalization
ARMED to the P
Recording Asset by Basic AddARMED to the P
Recording Asset by Basic AddARMED to the P
Recording Asset by Basic AddARMED to the P
Recording Asset by Basic AddARMED to the P
Recording Asset by Basic AddARMED to the P
Verify quantity
Click the serial box
Click Pending hyperlink
Receiving Asset Push into Asset Module
How to Receive
ARMED to the P
How to Receive
Enter Serial Number
Click here to enter location
ARMED to the P
Receiving Cont’d
Enter Custodian
Enter location
ARMED to the P
Viewing assets after receiving
ARMED to the P
Maintenance
• Transfer asset to another Business Unit• Cost adjustment• Quantity adjustment• Retirement in Error• Update location• Correct description and/or serial number
ARMED to the P
ARMED to the P
ExistencePhysical Inventory
AFGHANISTAN
DISCREPANCY/RECONCILIATION SPREADSHEET
Assets that are found on floor but not in ATLAS
ASSET ID TAG ITEM DESCRIPTION SERIAL NO. LOC PO # Custodian COMMENT
1 102445 Workstation N/A 404 PO# Custodian Name
2 Dell XPS 63K6GH1 479 PO# Custodian Name
3 101296 Dell Optiplex GX1 BFAV8 471 PO# Custodian Name
4 103092 UPS 3000 YS0341111464 471 PO# Custodian Name
5 101281 Rack AFCO System N/A 471 PO# Custodian Name
6 103093 UPS APC YS0341111294 471 PO# Custodian Name
7 101292 HP Laserjet 3 3122J74883 471 PO# Custodian Name
8 Panasonic LCD Projector LB80NT SD8320224 470 PO# Custodian Name
9 101279 Conference Table N/A 470 PO# Custodian Name
10 101004 Pioneer LCD DHAT008121WL 470 PO# Custodian Name
11 Dell Latitude D430 17YQD1 459 PO# Custodian Name
12 101254 Dell Poweredge 1300 1AW88 466 PO# Custodian Name
13 Dell Latitude D430 G9X6GH1 449 PO# Custodian Name
14 HP Color LaserJet 2840 CNHC77Z0PX 422A PO# Custodian Name
15 HP Color LaserJet 2840 CNHC77Z0NN 422 PO# Custodian Name
Discrepancy SheetARMED to the P
RECOMMENDATION: It is highly recommended that afloor map of the office/premises isused to ensure that each locationhas been searched during the non -expendable assets physicalverification exercise. After eachlocation has been searched, theteam should cross out the roomon the floor map.
Performing Physical Inventory
ARMED to the P
To complete inventory exercise the following must be done:
• Physical Verification• Reconciling (matching &
entering new assets)• Data Clean-up• Verify data
To certify the following documents are required and must be signed:
• Certification Letter• In-Service Report, Summary
Report, Transaction Reports• Excel Checklist
CERTIFICATIONARMED to the P
Disposal
25
3 Types of Disposal Methods:
SALE (Competitive bidding is required if purchase value is $2500 +)
DONATION
DISCARD
CAP & ACP can authorize disposal without competitive bidding if:
a. trade-inb. destruction of item or unserviceable material is in UNDP interest or required by lawc. disposal by gift or nominal price to government/NGO
CAP & ACP can authorize disposal without competitive bidding if:
a. trade-inb. destruction of item or unserviceable material is in UNDP interest or required by lawc. disposal by gift or nominal price to government/NGO
ARMED to the P
Disposal Authority
26
Disposals under $2500
Disposals $2500 - $29,999
Disposals $30,000 or more
Disposal Recommendation
CAP
Disposal Recommendation
ACP
Disposal Approval RR, Head of HQ Out-
Posted Unit & Head of ASD
Disposal Recommendation
N/A
Disposal Approval RR, Head of HQ Out-Posted Unit & Head
of ASD
Disposal Approval RR, Head of HQ Out-Posted Unit & Head
of ASD
ARMED to the P
Project Asset• POLICY
Non expendable assets purchased with Program Fundsmust be maintained both, at the Executing Agency’s headquarters and at the project management Country Office. Primary responsibility for maintaining these records rests with the Country Office (CO). The CO must enter Direct Implementation (DIM) project assets in the Assets Module; however National Implementation (NIM) project assets must not be entered in the ATLAS Assets Module but tracked using other applications like excel as part of general project management.
• Day-to-Day managementThe same process must be followed as Administrative AssetsARMED
ARMED to the P
USEFUL LIFE TABLEProfile Description of
ProfileUseful Life Asset should be
reviewed for disposal after:
Electrical Typical office items that run on electricity (e.g. computer and printers)
3 years 4 years
Heavy Machinery Large Machinery (e.g. generators and air conditioners)
20 years 20 years
Furniture Office Furniture 10 years 11 years
Vehicles Motor Vehicles 5 years or 100,000 kilometers (62,000 miles, which ever comes first
6 years
BEST PRACTICE
•Follow ARMED to the P
•Assets not capitalized enter manually (Basic Add)
•Periodic Checks
•Review Dashboard
•Bi-Annual Stocktaking29
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