Facet
FACET is now Tulsa Public School's web-based Fixed Asset Control and Tracking application.
At the beginning of each fiscal year, the principal or site manager for each district site location will assign a “site asset manager” to be responsible for equipment inventory at that site. The site asset manager shall not be the person responsible for initiating requisitions and receiving against those requisitions in the financial system, unless an exception is authorized by the Superintendent or his designee.
By October 1 of each school year, every district site will report the following information to the Accounting office:
• The name of the designated site asset manager.
• A description of the control policies and procedures at the site that demonstrate adequate safeguard of equipment from loss due to fire, theft, or misplacement.
The site asset manager shall:
• Assure that each fixed asset is assigned to an employee at the site and that the employee is aware they are responsible for that asset. A report can be printed from the asset system by employee to assist in communicating this responsibility.
• Tag all equipment purchased from any funding source and/or donated to the site which meet the district criteria for asset tracking.
• Be sure that personal property brought on site has been approved by the principal or site manager and that all personal property is clearly marked as ‘personal.’
• Maintain complete asset record information on the fixed asset tracking system (FACET) to include:
o Purchase Order number for the asset (or other source identification)
o Room Location
o Asset Caretaker (person directly responsible for the asset)
o Tag number, serial number model number and description.
• Maintain FACET to reflect the nature and details of any dispositions.
• Assure that if equipment must leave District property the “check-out” procedures are adhered to by district personnel. Students checking out musical instruments must also follow these procedures.
o Obtain completed “borrowing agreement for District-owned equipment”
from the requesting borrower. See 8501-R
o Complete the check-out and check-in process on-line using FACET.
o Obtain approval of the principal or site manager.
o Ensure that all checked-out assets are returned and checked-in prior to any
on-site inventory or audit.
o Assure that all checked-out assets are returned at the beginning of the
school year.
• Monitor established plans and procedures to assure that all equipment is adequately safeguarded from loss due to fire, theft, or misplacement.
• Review a financial system report on-line, as needed, to assure that all newly purchased assets have been properly recorded in the fixed asset tracking system.
• Act as site liaison for audits from the internal audit team or physical inventories performed by the accounting office.
• Verify that all assets are accounted for any time an employee transfers to another site or leaves District employment.
• Notify the Fixed Asset Supervisor when the principal or site manager resigns or transfers.
Exceptions
As exception exists any time an asset can not be found at its current active location as listed in FACET.
• To clear exceptions for misplaced items, the employee responsible for the missing asset must complete a ‘Lost or Stolen Property Affidavit.’
• To clear exceptions for stolen items, a police report must be filed and the case number indicated in the FACET system.
• All exceptions must be cleared within 30 days of receiving the exception report. After that time, Walker & OfficeMax access will be cut off until it is completed.
Surplus Property
When District property is no longer needed at the site it may be transferred to another site or be declared surplus. In either case, the following procedure must be followed to transfer accountability to the asset transfer team (maintenance):
• The asset manager will:
o Enter the work order on the fixed asset system
o Print the work order
o Obtain the name and signature of the person picking up the assets as well
as the date and time that the assets were picked up.
• The asset transfer team will check the list and verify that all assets on the list are loaded for transfer.
• The receiver will verify that all items on the list are received and notify the sending site if items are missing.
As a Site Asset Manager (SAM), FACET provides a user-friendly interface which allows you to:
- Add new assets as they are received at your site.
- Edit existing asset information.
- Maintain asset room assignments.
- Maintain asset employee assignments.
- Add, Edit and Delete room descriptions.
- Add, Edit and Delete employee names.
- Create Surplus and Transfer disposition lists.
- Create Work Orders for surplus assets.
- Receive assets transferred to your site.
- Maintain an on-going list of assets checked-out from your site.
Search all of your current inventory by:
- Purchase Order
- Employee
- Room assignment
- Asset Category (Musical Instruments, Computer Hardware, etc.)
- Asset Description (trumpet, clarinet; desktop, laptop, etc.)
Print Inventory reports sorted by:
- Barcode
- Employee
- Room
- Asset Description
Download Inventory Documents and Templates
As a Site Asset Administrator (SAA), you also can manage your Site Asset Manager(s) on-line.
To access FACET, logon to the TPS Intranet and choose 'Asset Management' from the 'Quick Links'.
Follow the instructions to register and use FACET, or feel free to browse the Frequently Asked Questions (FAQ) and familiarize yourself with the application. You may also choose 'Contact Us' from the menu bar and send your question or comments to one of the email addresses.
If you have any questions, please contact Steve McQuillen, Fixed Asset Accounting Supervisor, at 746-6356.
Fixed Asset FY2008 Inventory Schedule
Contact us:
Phone: 918-746-6105
Fax: 918-746-6557
Email:
Jamisja@tulsaschools.org
Address:
3027 S. New Haven
P. 0. Box 470208
Tulsa, OK 74147-0208