RLAS
Round Lake Area School District 116
IT DEPARTMENT
Procedure:
New Technology Inventory Procedure
Effective Date:
6/27/22
Revised Date:
7/9/25
Type of Process:
-
Internal Procedure
-
District Procedure
Authority
Manager, Computing Devices, Network Systems & Cybersecurity
Purpose
To properly inventory new technology equipment after purchase in compliance with board policy 4:80 Accounting and Audits (Dec 2020) and 4:80-AP3 - Administrative Procedure - Inventory Management for Federal and State Awards (Oct 2019)
Description
Upon receipt of new technology equipment, this procedure defines the inventory process for the initial entry into the district’s inventory system.
Steps
New Inventory Entry - Technology Equipment/Property
Who’s Responsible
Summary
Once this new inventory entry process has been completed, at a minimum the following information will have been entered into the district’s inventory system:
a description of the property
a serial number or other identification number
the source of funding for the property (including the Federal Award Identification Number (FAIN), if applicable)
who holds title
the acquisition date
cost of the property
percentage of federal or State participation in the cost of the property
the location, use, and condition of the property
RECEIVE INVENTORY
1
Equipment arrives at the Technology Location.
Receiving Team
2
Locate and take possession of the packing slip.
Receiving Team
3
Verify the quantity listed on the packing slip matches the quantity ordered on the PO*
Receiving Team
5
Verify the items received match the items ordered*
Receiving Team
6
Submit Packing Slip to the Business Office [See Packing Slip Procedure]
Receiving Team
7
Items are moved to the inventory bay for processing
Receiving Team
*
Report any irregularities to the Manager, Computing Devices, Network Systems & Cybersecurity, AND the Originating Purchaser (as defined in the Technology Purchase Request Form submission)
Receiving Team
PREPARE INVENTORY
1
Prepare the Technology Equipment for the new inventory entry process.
Receiving Team
2
Afix appropriate District Asset Tag to each piece of Technology Equipment in the designated area. (See Asset Tag Procedure)
Note: Make sure to use the appropriate asset tag color for grant-funded purchases.
Receiving Team
3
Once all equipment has been properly asset-tagged
Receiving Team
4
Once items are on the intake sheet
Receiving Team
5
The list of fields below is required for a complete record of technology equipment in the Follett Destiny inventory system. The Technology (Receiving) Team will complete entry for fields listed in BLUE, within 10 business days from when the item comes into the distrct, while the Originating Purchaser will complete entry for the fields listed in RED, within 10 business days.
Required Fields:
Description (enter a brief phrase that describes the property)
Site Name (enter the building where the property is initially received and located - in most cases for Technology purchases this will be the Technology location.)
Barcode (enter the district asset tag number)
Serial Number (if applicable, enter the manufacturer’s unique serial number for the specific item)
Date Acquired (enter the date the property was received at the Technology location)
Condition (since this procedure applies to new technology equipment, please select NEW from the list of available options)
Projected Life (enter the useful life of the property in years)
Custodian “Technology Dept”(or department item belongs to)
Date Purchased (enter the date the purchase order (PO) was approved)
Purchase order (enter the approved PO Number routed for the purchase of this equipment)
Purchase Price (enter the cost of the property)
Funding Source (select the appropriate primary (larger percentage) funding source. Note: all grant-related purchases end with the word “grant”, see drop-down list for options)
Primary Participation Percentage (enter the percentage of the cost funded by the primary funding source) Refers to item #11
Secondary Funding Source (if applicable, select the appropriate secondary funding source from the drop-down list.). Enter “ N/A “ if not applicable.
Secondary Participation Percentage (if applicable, enter the percentage of the cost funded by the secondary funding source) Refers to item #13. Enter “N/A” if not applicable
Title Holder (enter the entity who has the right to own the property and has the document to prove it, see drop-down list for options; In most cases this will be the “District”)
FAIN (Federal Award ID #) (enter the federal award identification number, if applicable)
Fiscal Year (enter the 9-character fiscal year timeframe (ex. 2021-2022) the technology equipment was purchased. Each fiscal year’s start date begins July 1 and ends the following calendar year on June 30 *** update to system field pending ***
Use of the Property (select appropriate value from the drop-down list of options)
Receiving Team
6
Once the Technology Department representative has completed entry of all the new technology equipment listed on the original packing slip into Follet (within 10 business days), the Technology Department representative will inform the Originating Requester via email that initial Follett Destiny inventory entry has been completed by the Tech and the Originating Requester now needs to complete the Follett Destiny record by entering in the applicable information for the fields in RED (within 10 business days of receipt of the email notification).
Receiving Team
7
The Inventory Owner will do a batch update on items that were entered. Changing Custodian to “Technology Dept” or related department
How to batch update
*This MUST be done for every item put into Follett
Receiving Team
8
The technology items have now been moved to the deployment table or storage. They are ready for deployment or processing.
Receiving Team
DEPLOYMENT OF EQUIPMENT
1
Once items are done with the processing the Technology Department will facilitate delivery of the equipment to the appropriate location/entity.
Building Technician
Project Owner
2
The items will be checked out to the person moving the items or working on the items. This will be once the items leave the deployment table or storage.
Building Technician
Project Owner
3
Deployment outside of the Technology Department
Item is moved from storage or deployment table to the front for pick up
Transfer the item before it is moved out of the building into the building it is going
Once items arrive onsite at the building, the Building Technician or Project Owner must check out the item(s) at the location in Follett.
All items must be verified they have arrived and are checked out to the correct location.
Deployment inside the Technology Department
The item, that has already been checked out to the person moving it, will be the item to the intended destination
Once at the building, it is being dropped off transfer the item
Check the item in from yourself
-
Check the item out to the location, staff, or student
*The State requires the District to know where the items are at all times chain of custody must be followed
Building Technician
Project Owner
4
This completes the new inventory entry process for technology equipment/property.
Building Technician
Project Owner