PED Talks: November 8, 2018

Mikki Sandin Author

11/09/2018 Added

27 Plays

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Inventory, Surplus and Asset Management

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[00:00:00.824]Can you hear me okay? Yeah.
[00:00:02.400]And Sue, everybody on Zoom's ready to go?
[00:00:07.000]Alright, well, with that said, good afternoon.
[00:00:10.330]Welcome to the Inventory, Surplus, and Asset Management
[00:00:12.860]Department's procurement educational discussion.
[00:00:17.400]Now the first time I said all that in one sentence
[00:00:19.210]I thought to myself, oh my goodness.
[00:00:21.330]How am I gonna tie surplus and asset management
[00:00:24.700]into a procurement educational discussion?
[00:00:27.880]Took me just a few seconds to think of a good reason.
[00:00:30.230]And I ask myself, why are we all here?
[00:00:32.850]Why are we all here at the university?
[00:00:34.990]What's our number one reason for being
[00:00:37.522]at the University of Nebraska?
[00:00:38.810]It's a very simple answer here.
[00:00:40.904]We're here to educate our young people.
[00:00:43.230]To do this. We need resources.
[00:00:46.060]Resources in turn become assets.
[00:00:48.370]Assets with certain criteria become fixed assets.
[00:00:54.270]With that said, my name's John Lohmeier.
[00:00:56.483]I am the manager, I have the sincere pleasure
[00:00:59.670]of managing the Inventory, Surplus, and Asset Management
[00:01:02.390]department, alongside me is Jill Rogman,
[00:01:05.140]our inventory specialist.
[00:01:08.050]And well, what I described earlier,
[00:01:10.460]the two main reasons being what we're gonna talk about today
[00:01:12.840]is assets and surplus.
[00:01:17.940]Please feel free to go ahead and ask us questions
[00:01:20.050]as we go today, I'd rather turn this into
[00:01:22.460]kind of a discussion amongst all of us
[00:01:24.660]versus just Jill and I standing up here
[00:01:26.520]talkin' and wait for discussions till the very end.
[00:01:30.680]I would like to show you one slide before we get goin'
[00:01:32.850]here, you wanna advance the slide, please?
[00:01:47.690]I've listed three numbers up there
[00:01:49.704]that I want us all to kind of keep in the back
[00:01:50.850]of our minds, and these numbers give you an idea
[00:01:53.910]of the magnitude of these two areas that we deal with
[00:01:56.840]being surplus and asset management.
[00:01:59.730]The first number, 16,670, that's the numbers of items
[00:02:04.800]of surplus that have been turned into the inventory
[00:02:07.640]department in just the first 10 months of 2018.
[00:02:13.741]In dealing with the asset management part,
[00:02:14.720]13,041 is the number of fixed assets
[00:02:18.424]that we as a university are required to keep track of,
[00:02:22.720]verify and account for on an annual basis.
[00:02:26.200]I favored up the number up there
[00:02:27.670]just 'cause I like sayin' it, $342,336,394.
[00:02:34.360]That is the total cost
[00:02:36.480]of these 13,041 moveable fixed assets.
[00:02:40.482]With this item, I turn it over to Jill Rogman here
[00:02:43.580]real quickly, she's gonna talk to you about fixed assets,
[00:02:46.210]what they are, and how they're created, and so forth.
[00:02:49.890]Thank you.
[00:02:52.000]So, first off, fixed assets, we just wanna give you
[00:02:54.824]a little bit of a definition here.
[00:02:55.657]It's tangible property that is owned by the University.
[00:02:59.240]And it's gonna meet a threshold of at least $5,000
[00:03:02.500]or more in costs, and then it has the life expectancy
[00:03:06.930]of at least one year.
[00:03:09.720]Now, just to kind of let you know what I'm doing
[00:03:11.950]in inventory, with these fixed assets.
[00:03:14.230]On a monthly basis, on the first of every month,
[00:03:16.870]I am running two different reports.
[00:03:19.650]One report is strictly capital GL's
[00:03:23.100]and it tells me everything that was purchased a month prior.
[00:03:26.420]So right now it's November, the first part of November.
[00:03:28.701]And I'm reviewing all of the purchases made on capital GL's
[00:03:32.760]in the month of October.
[00:03:35.810]And so I go through this report and the majority
[00:03:38.920]of the PO's that are listed on this report
[00:03:41.400]are gonna be created as assets.
[00:03:44.110]Because of the capital GL report.
[00:03:47.462]The other report that I run is what I call
[00:03:49.310]is the wrong GL report but it's anything that's not
[00:03:52.560]the capital GL and this is where we can catch items
[00:03:58.440]that were purchased for $5,000 or more
[00:04:03.130]but maybe they were just coded to their incorrect GL.
[00:04:05.570]So we reviewed both of these reports.
[00:04:07.590]And usually off of that report,
[00:04:09.210]I can pick out maybe two to five PO's
[00:04:14.520]that we're gonna capitalize.
[00:04:16.130]So then once I go through and review all of the details
[00:04:18.950]of these PO's, and decide what's gonna be an asset
[00:04:21.990]and what's not, I give them to John.
[00:04:24.780]And John goes through and codes them in a way
[00:04:27.510]where he assigns the life to them
[00:04:30.350]because every, like scientific equipment
[00:04:32.770]has a certain amount of life.
[00:04:34.490]There's a guideline for that.
[00:04:36.610]So he goes through and assigns the life
[00:04:38.670]and the type of asset that it is.
[00:04:40.590]And then logs where it's located at and the room number.
[00:04:44.280]Just kind of an example, scientific example is?
[00:04:48.710]Scientific equipment, the life expectancy
[00:04:50.355]of scientific equipment is eight years.
[00:04:53.480]Life expectancy of a computer-related item is three years.
[00:04:58.130]Agricultural, athletic, recreational, items that fall
[00:05:02.500]into those categories is 10 years.
[00:05:05.050]Great, thank you. I have a question.
[00:05:07.550]Yes, ask. And you can repeat
[00:05:08.660]my question.
[00:05:10.920]So who decides the life for various types of equipment?
[00:05:16.520]Where is that confusion? I think that's--
[00:05:18.756]That is listed through our accounting department
[00:05:21.150]on the SAP fixed asset module.
[00:05:24.340]Every item, at one time, there had to be over 200 separate
[00:05:29.490]what we refer to as type codes.
[00:05:31.650]We have brought this down to less than 20.
[00:05:34.730]At one time there used to be a monitored laboratory,
[00:05:37.220]monitored computer, monitor
[00:05:39.384]vaciliscope, and we brought that down to a workable number
[00:05:44.580]just to keep it all uniform.
[00:05:47.400]Thank you. Thanks.
[00:05:50.780]So what John has done assigning a life to these assets
[00:05:55.050]and showing where everything is located,
[00:05:57.070]I set them up in SAP, and it takes a good afternoon
[00:06:02.060]to create them all. (laughing)
[00:06:04.060]And then once I create all the assets,
[00:06:07.240]I take all of the paperwork, all of the PO's,
[00:06:10.220]my reports, and they get sent over to accounting.
[00:06:12.880]Accounting then applies all of the cost to the asset
[00:06:16.330]in SAP, and then they set up the depreciation schedules
[00:06:20.210]in SAP, once they give me the okay,
[00:06:23.600]I can then run a tag memo for each one of those assets.
[00:06:27.010]And on a monthly basis, that can run anywhere
[00:06:29.490]from 60 to 120 new tags that will go out for the month.
[00:06:35.683]And that's just every month.
[00:06:43.740]So, once the tag memos are sent out,
[00:06:50.230]and just to the left there,
[00:06:51.910]there's a little silver metal screen, or metal tag,
[00:06:54.530]that's the tags that you guys are all getting out there.
[00:06:57.150]Which you probably, most of you have seen.
[00:07:00.919]Micky, will you flip to the next screen for me, please?
[00:07:03.860]And then this is an example of a completed tag memo.
[00:07:07.440]Not complete, it's complete and all the information
[00:07:10.210]is there but it's not signed off yet.
[00:07:15.464]So when this memo goes out to the department,
[00:07:16.563]it will have a little metal tag attached
[00:07:17.640]just underneath where it says, tagged by and date tagged.
[00:07:20.600]So what we're asking for you to do
[00:07:23.170]out in the departments is verify
[00:07:24.740]that all that information is correct and complete.
[00:07:28.270]And take the metal tag, and tag the equipment
[00:07:31.580]that it was assigned to, and then make sure
[00:07:35.603]that all pertinent information is included.
[00:07:37.060]And serial number, room number,
[00:07:39.760]a lot of those times, when those memos come out to you,
[00:07:42.870]they are blank, serial numbers are not something
[00:07:46.100]that I can get from the purchase order,
[00:07:47.690]the quotes, invoices, I don't have access to that.
[00:07:51.720]So, we're relying on departments to put that information
[00:07:55.160]in there, and that serial number
[00:07:58.083]has provided a lot of clarification
[00:07:59.540]when it comes to audits and that too.
[00:08:01.150]So we really need to have that kind of information in there.
[00:08:05.640]For instance.
[00:08:06.883]Yes? Where do I put the tag?
[00:08:11.098]It depends on your equipment.
[00:08:14.880]Some of the equipment like, let's say, tractors.
[00:08:19.320]There's an identification tag that tells you
[00:08:23.470]where all the information is on the tractor.
[00:08:26.170]And that's a great place to put it.
[00:08:29.270]I mean. Manufacture.
[00:08:30.103]You've seen them all out in the field.
[00:08:32.904]Yeah, sure, sure.
[00:08:33.944]On ag, real quick, agricultural.
[00:08:35.118]But of course, we don't want you to put the tag
[00:08:36.857]on the label that turns over to the ground.
[00:08:38.290]It's not gonna stay there.
[00:08:39.530]But on agricultural, there's a manufacture ID plate
[00:08:42.620]on everything, we suggest just putting
[00:08:44.640]that right above there.
[00:08:45.920]I mean, they've put that tag there for the reason
[00:08:49.123]it's probably gonna stay there.
[00:08:49.956]We wanna follow suit and put the tag there.
[00:08:52.110]Scientific stuff, I mean, we run across microscopes
[00:08:56.440]that are on anti-vibration table,
[00:08:58.920]it can't be moved, we don't wanna move it. (laughing)
[00:09:02.003]Believe me, we don't want to breathe on it.
[00:09:03.130]Put the tag someplace that we can see it.
[00:09:05.060]Just standing in front of it, whether it be a little
[00:09:06.800]to the left, a little to the right.
[00:09:08.120]Front and center is preferred, please don't put it
[00:09:10.270]on the back for that reason.
[00:09:12.110]We don't wanna move a $20,000 microscope.
[00:09:15.699]Computer-related items, put it on top where we can see it.
[00:09:17.443]A lot of times, we'll go into departments
[00:09:21.600]or even labs that are running computers.
[00:09:24.100]We don't want the number on the back
[00:09:25.430]'cause there, again, we don't want to move,
[00:09:27.670]don't want to screw somethin' up. (laughing)
[00:09:28.850]Okay, so, just basic instinct is put it where
[00:09:32.621]we can see it without moving it.
[00:09:35.000]I do know that there is some scientific equipment
[00:09:37.540]I think, is it a centrifuge? Mm-hmm.
[00:09:39.800]That it will throw the balance off.
[00:09:42.140]It'd be internal, excuse me.
[00:09:43.740]The internal part of a centrifuge,
[00:09:44.800]the rotar, that's just something that we can't tag.
[00:09:47.467]'Cause it throws the balance off.
[00:09:50.024]It circulates in millions of turns per second,
[00:09:54.320]or whatever, and we can't put that on there
[00:09:56.070]'cause that'll all throw the balance off the whole system.
[00:09:58.840]So, something like that, keep the tag on the tag numeral,
[00:10:01.900]send us a copy back that says, untaggable, okay?
[00:10:06.640]'Cause when we come to see that,
[00:10:08.264]we won't ask to see the tag, we're certainly not gonna ask
[00:10:10.180]you to take the centrifuge out of a, excuse me,
[00:10:13.950]the rotar out of a centrifuge, it's impossible.
[00:10:17.279]And for that, there's another reason too.
[00:10:19.930]There's equipment that we have in other countries.
[00:10:23.570]We've had some departments try and mail them out there.
[00:10:26.824]Zambia, it's just never gonna make it there.
[00:10:30.230]So, it's better just to keep it on file.
[00:10:33.000]Let us know that that's what you've done.
[00:10:35.150]And notate on the tag and I won't then return that.
[00:10:38.170]And then in the process of returning,
[00:10:39.620]we're asking for at least two weeks.
[00:10:42.560]Or to give you two weeks to tag it,
[00:10:44.200]and fill out the information, and then send it back to us.
[00:10:50.210]And then you don't have to put them in the mail any longer.
[00:10:53.400]We're asking, if you, could you put back that other screen?
[00:10:58.200]Sorry about that.
[00:11:00.480]We're asking people to start scanning the tag memos
[00:11:03.110]into this unl_inventory@unl.edu mailbox.
[00:11:07.861]And that seems to be a lot more convenient.
[00:11:12.150]And then if I get any tag memos that are incomplete,
[00:11:14.820]missing serial numbers, room numbers,
[00:11:16.350]that kind of thing, if it is incomplete,
[00:11:19.070]I'm gonna scan it back to you.
[00:11:20.920]And ask for that pertinent information.
[00:11:23.450]And then you can just respond in an email.
[00:11:25.800]That way you don't have to print it out and type in,
[00:11:28.450]or put the information in there
[00:11:29.930]then re-scan it, just reply to my email.
[00:11:33.062]And we'll just make it real simple.
[00:11:35.340]And then the red sticker tag there,
[00:11:37.720]we usually put that on anything where tags
[00:11:40.300]have fallen off and weathered equipment,
[00:11:43.670]that happens a lot, so.
[00:11:48.786]Two screens.
[00:11:51.890]Alright, thanks, Jill, good job.
[00:11:54.660]Jill's explained what a fixed asset is,
[00:11:57.100]how we created 'em, how we tag 'em.
[00:12:00.000]Now I need to talk a little bit
[00:12:01.880]about how we keep track of these.
[00:12:04.210]This is done a couple ways.
[00:12:06.618]There are annual equipment verification listing
[00:12:09.261]that we send out to all the departments.
[00:12:10.920]And our biannual scheduled physical audit.
[00:12:13.880]It was sent out to departments.
[00:12:17.240]On the first part, just gotta agree with ya,
[00:12:19.581]yup, this takes a whole lot of time.
[00:12:24.058]Takes a lot of effort.
[00:12:25.203]Probably the favorite wording I hear is this is a pain.
[00:12:26.643]I'm with ya, I agree, but we have to do it.
[00:12:28.879]Everybody does it, Duto's does it, Manard's does it,
[00:12:33.160]Super Saber does it, Gas and Chop does it.
[00:12:35.930]Why do we do it?
[00:12:37.363]'Cause it's a good practice.
[00:12:38.320]And especially, and I'm gonna bring back
[00:12:40.723]one of them big numbers, $342 million
[00:12:42.490]worth of moveable fixed assets at the University.
[00:12:45.120]We need to do it so we're held,
[00:12:47.190]'cause we are held accountable.
[00:12:48.480]And we need to know where this book is on an annual basis.
[00:12:52.000]So that's why we've moved these two things.
[00:12:54.470]The annual verification listing,
[00:12:56.510]it's so that each department, every department
[00:12:58.660]has an assigned copy manager.
[00:13:01.400]I see some of you in the audience today.
[00:13:02.800]Thank you for coming.
[00:13:04.290]We send this out to every departmental property manager.
[00:13:07.460]We ask that the listing is reviewed.
[00:13:11.530]Items on the listing are verified.
[00:13:14.500]There is a verified column on the listing
[00:13:16.960]that must be populated, check mark, initial X, something.
[00:13:21.470]It must be populated, and after this is done,
[00:13:25.370]it needs to be signed by departmental director
[00:13:28.840]or chair person, with a date.
[00:13:31.920]The date is the most, utmost part of this whole process.
[00:13:36.030]'Cause this date is what I, not you folks
[00:13:38.300]as property managers, but what I am required
[00:13:41.270]to populate in our fixed asset module.
[00:13:44.400]And a little tiny field about this big
[00:13:46.500]that says, last inventory on, or as I refer to it as LIO.
[00:13:51.530]Without a doubt, every fall, when the auditors
[00:13:54.560]come to town, the first they do is they have a printout
[00:13:58.970]ran of items for the last inventory on date
[00:14:03.790]has not been updated, so if they're here in town,
[00:14:07.390]and they're looking at fixed assets from the year 2017,
[00:14:11.060]the last (laughing) thing we want
[00:14:12.720]is that 2016 or '15 date, I blatantly missed.
[00:14:16.579]'Cause I guarantee ya, those are the ones
[00:14:18.643]that are gonna go knock on our door and ask why?
[00:14:20.720]How 'come we haven't seen that this year?
[00:14:22.340]How 'come we haven't updated them?
[00:14:24.400]So, very important that that signature
[00:14:27.060]from the department chair gets dated
[00:14:29.120]'cause that's what I'm gonna, I'll play it in that field.
[00:14:32.803]Once you send this back to us,
[00:14:36.260]there's several ways you can send this back to us.
[00:14:39.490]Departments have had copy managers
[00:14:41.240]that have taken Jill's fantastic training class.
[00:14:44.970]You folks can go into SAP, you've been given security
[00:14:47.730]after this class, you can go into SAP.
[00:14:50.340]You can make the updates yourself on SAP,
[00:14:53.854]after you save these updates, you may download that
[00:14:59.679]to an Excel spreadsheet, attach it,
[00:15:03.640]send it to me in an email, you can send it electronically.
[00:15:06.730]That's wonderful, we appreciate folks
[00:15:08.870]to go ahead and do that, saves me time, saves Jill time.
[00:15:13.443]If you don't wanna do this, if you haven't had
[00:15:14.330]the training, you can just make the updates
[00:15:17.150]on the hard copy that we send in, in January.
[00:15:19.939]Get the signature, date it, send it back.
[00:15:23.430]PDF it to me, I'll gladly make the updates for you.
[00:15:26.670]Save yourself some time.
[00:15:28.570]That's our job, it's my responsibility.
[00:15:30.781]I'm glad to do it for ya.
[00:15:32.301]And the third, waiting, send it back to us.
[00:15:34.799]Of course you make the notations,
[00:15:36.099]and you can send us back the hard copy, that's fine as well.
[00:15:39.440]But in any of those ways, yes?
[00:15:40.439]We have an online question. Sure.
[00:15:43.920]Have you considered
[00:15:45.100]sending electronic options
[00:15:47.619]and using doc to sign your signature?
[00:15:49.980]We have done that, that's in our plans.
[00:15:52.680]We hope to do that, this is the day and age
[00:15:55.810]of electronic signature and electronic email.
[00:15:58.700]And yes, we do plan on getting to that stage in our process.
[00:16:04.401]Question here, someone. Sure.
[00:16:09.254][Woman In Audience] If we had a report,
[00:16:12.097]would we have things on our lists.
[00:16:14.721]And pretty much, in general, lets say 90%
[00:16:19.021]I think that are viable.
[00:16:20.730]To get it back to you on review date,
[00:16:22.710]if we don't have them all, should we just
[00:16:24.580]send that to you and then when we?
[00:16:29.361]For the balance of the information, email you it?
[00:16:32.256]And you check it out, or how would you like us
[00:16:34.260]to handle that, we don't have 90% of it?
[00:16:38.402]Sure. Or a due date.
[00:16:40.259]Actually, what I would prefer,
[00:16:42.419]is you just give me a call saying, hey, John,
[00:16:43.890]we need a little bit more time on my spreadsheet.
[00:16:47.320]When that's requested, I actually have comms requested
[00:16:50.440]on such and such date, for an extension of deadline,
[00:16:54.150]okay, GHL, such and such date.
[00:16:56.640]We'll keep you a couple more weeks, a few more weeks,
[00:16:59.935]whatever you need, and in fact, we lost,
[00:17:01.703]hey, everybody, here's a school in math
[00:17:04.340]for resource sciences, they have stuff scattered everyone.
[00:17:07.855]And that is when these people,
[00:17:10.470]when they do the audits, when those are annual verification,
[00:17:13.421]she does such a thorough job.
[00:17:15.760]She will send emails to her professors and PI's
[00:17:19.790]sayin', hey, we need some sort of verification of this.
[00:17:22.830]She's got photos back from people,
[00:17:24.880]she's got emails back from people.
[00:17:27.250]And that's just fantastic.
[00:17:29.470]I was gonna touch on that here a little bit
[00:17:30.890]but I'm glad you brought it up now.
[00:17:33.280]That is the best way to do it 'cause we're certainly
[00:17:35.140]not gonna make the path, drive out to the Calamus Dam
[00:17:39.480]to check up on tune or something like that.
[00:17:41.590]So if you can get, and there, again,
[00:17:43.000]this is the day and age where an email.
[00:17:45.936]Email life. (laughing)
[00:17:47.680]This is the day and age we're in email.
[00:17:49.220]We're better than the news, emails are binding documents.
[00:17:52.970]So, if we get documentation in an email reply
[00:17:55.100]from Professor Smith, yup, we've got this pontoon.
[00:17:58.060]It's at the Calamus River, and you forward that to me,
[00:18:00.830]that's a check mark, it's verified.
[00:18:02.740]We pick the word, verified, we talked about a long time
[00:18:06.523]with the accounting department.
[00:18:09.239]We picked that word, verified, on purpose, okay?
[00:18:11.536]'Cause not everything can be seen by our property managers,
[00:18:14.590]that's why we picked the word, verified.
[00:18:16.610]So, yeah, that's a great, great question, Beth, thanks.
[00:18:20.099]Thank you, John. You bet.
[00:18:24.840]Anyhow, that's how you get 'em back.
[00:18:26.250]One of those three areas.
[00:18:27.920]Biannually, it is my pleasure, I get to come out
[00:18:30.970]and see you folks, to do a physical audit.
[00:18:34.621]And at that time, I will have to lay eyes
[00:18:36.550]on some randomly selected, 25% of your equipment.
[00:18:40.570]The one thing I promise I will never do,
[00:18:44.285]like a lot of auditing people, (laughing)
[00:18:47.040]I will never surprise you on this.
[00:18:49.830]If you've got a half dozen items,
[00:18:51.480]I'll give ya a couple weeks, hey, I'm comin' on such
[00:18:53.440]and such date, if this date don't work,
[00:18:57.064]let me know, we'll set up another date.
[00:18:57.897]If you've got an age form, I'll give you a month.
[00:18:59.440]If you've got a couple page-fulls,
[00:19:01.130]I'm probably gonna give you two months.
[00:19:02.940]Some of these big departments like ITS, and those,
[00:19:06.390]and a draw to me, I'll give 'em three or four months.
[00:19:08.370]'Cause last thing I wanna do is surprise anybody.
[00:19:10.740]That makes a tense situation, you're probably not gonna
[00:19:14.170]be ready, it's gonna be a long day.
[00:19:16.797]I'd rather you already have everything found,
[00:19:19.610]pre-located, and we can walk up and down the hallways
[00:19:22.490]and in between, we talk about each other kids
[00:19:24.540]or grandkids, and to me, that's a more suitable audit.
[00:19:27.720]That's the way I like to conduct my business.
[00:19:30.400]So, that is the physical biannual audit.
[00:19:33.350]This happens, of course, biannual, every two years.
[00:19:35.840]And there again, we have to do that.
[00:19:38.397]We have been given, dealt a hand that we have to do that.
[00:19:41.223]Any questions on the biannual audit?
[00:19:49.680]Alright, next, I'm gonna talk about transfers.
[00:19:53.030]There's two parts of transfers of fixed assets.
[00:19:56.100]The first one is the internal transfer,
[00:19:57.980]interdepartmental transfer, excuse me.
[00:20:01.450]We encourage this, if a professor of physics
[00:20:05.520]and astronomy has a centrifuge.
[00:20:09.010]They barely use it, it's sittin' there,
[00:20:11.681]it's collectin' dust, but they know somebody
[00:20:13.530]maybe in the mechanical engineering department
[00:20:15.910]needs a centrifuge.
[00:20:17.330]Goodness sakes, we'd rather transfer that
[00:20:19.320]to the other department where it can be made use of,
[00:20:22.870]versus sendin' it to inventory, okay?
[00:20:25.100]It gets sent to inventory, people aren't gonna know
[00:20:27.710]it's there, currently we don't have a listing online
[00:20:30.140]of what we have, it would be unmanageable to do that
[00:20:34.320]with the number of items, that number again,
[00:20:36.700]16,072 items turned into surplus, it'd be unmanageable.
[00:20:40.640]So, if you know of somebody in another department
[00:20:42.970]can use something that's not getting put into good use,
[00:20:45.900]by all means, we wanna transfer that to that department.
[00:20:49.830]And we do this with this form.
[00:20:51.957]And we just can't go into the fixed asset module
[00:20:54.880]and change the department because fixed assets
[00:20:57.710]are assigned per the cost center number.
[00:21:00.561]So, if mechanical engineering purchased the centrifuge,
[00:21:04.740]electrical engineering wants to take ownership of it,
[00:21:10.057]we have to fill out this form.
[00:21:11.630]The form's pretty self-explanatory, at the very top,
[00:21:14.180]and you'll see this on all of the forms we're gonna assess
[00:21:17.377]today, fixed assets virtually for the federal
[00:21:20.700]or federal pass through dollars may not be transferred
[00:21:23.137]without prior documented approval
[00:21:24.680]from our sponsored programs people.
[00:21:27.020]So, then the questions comes, okay, is this thing federal?
[00:21:31.336]You can find out a couple of ways.
[00:21:32.790]You can contact your property manager.
[00:21:35.020]On the equipment listing that we send 'em,
[00:21:37.510]there is a column, it'll have an F for federally, 100%.
[00:21:40.838]A P, for the partially federally funded.
[00:21:44.759]That tells ya it's a federal item.
[00:21:47.777]Then we have to contact the offices of sponsored programs.
[00:21:49.580]You can give 'em a call and they've got a form
[00:21:51.879]they'll send ya, usually its not much of a deal at all.
[00:21:54.600]But they have to report this to the agency,
[00:21:56.500]the federal agency that supplied funding of this.
[00:21:59.400]So that's why we fill this out.
[00:22:01.870]The rest, salvage plan at work.
[00:22:03.230]Part in the name, physics, contact, addy,
[00:22:06.730]phone number, yes, UNL number, very important.
[00:22:09.700]I've gotta have the UNL number.
[00:22:12.280]Transferring department cost object.
[00:22:13.980]When you say anything on the financial part of this,
[00:22:17.158]if you're just giving it to the other department,
[00:22:19.440]just book it in A, non-applicable, not me, okay?
[00:22:22.750]If there is a cost, then you put that down there.
[00:22:25.777]We'd like you to fill out the unit price.
[00:22:28.310]One Dell server, $300.
[00:22:31.617]If it's more than one, that's why I want the unit price
[00:22:35.520]'cause it's a lot of confusion sometimes.
[00:22:37.380]They'll list the total price, and they'll say,
[00:22:39.660]five computers, and we're like, well,
[00:22:40.910]is it five times the unit price,
[00:22:42.820]is it five for the individual price?
[00:22:45.070]So, just know on all the fields.
[00:22:48.058]The item, the individual products, the total price.
[00:22:51.819]Do you have something to add on that?
[00:22:53.238]Yeah, I do. Yes, ma'am, go ahead.
[00:22:54.321]Just to touch on that.
[00:22:55.521]The unit price, we've had 'em come across
[00:22:56.354]where people are lookin' up what it originally costs.
[00:22:59.120]This is what you're offering it to the department for.
[00:23:01.739]So if you have four servers,
[00:23:04.537]are you sellin' them for $30 a server, $100 a server?
[00:23:08.870]That's what we wanna know, not original costs.
[00:23:12.010]What you're getting from the department.
[00:23:14.420]Yes? What if there's value
[00:23:16.010]on the books remaining on there?
[00:23:19.137]It doesn't matter, we can still transfer it.
[00:23:22.890]That's not the amount you put that under?
[00:23:25.319]No, that's the amount-- Okay, yeah, right.
[00:23:28.119]Thank you. And the only,
[00:23:28.952]the other thing that I wanted to mention,
[00:23:31.057]when John was talkin' about federal pass-through funds
[00:23:32.770]or federal grants, if it was funded that way.
[00:23:35.090]If you don't know, your property manager's not available,
[00:23:38.050]don't hesitate in giving John or I a call.
[00:23:42.310]It's a quick look up, quick answer over the phone too.
[00:23:46.800]Right? (laughing) That's fine.
[00:23:47.633]Thank you.
[00:23:48.520]So that's the internal departmental transfer form.
[00:23:50.919]The next one, a transfer, or request
[00:23:53.700]to transfer to another institution.
[00:23:55.940]Now there, again, I'm all for this.
[00:23:58.760]I'm gonna go on a tangent here a little bit.
[00:24:01.030]I'm gonna use some initials that was brought to my attention
[00:24:04.380]the other day, an ROI.
[00:24:08.610]Return on investment, now I'm gonna give you a scenario
[00:24:11.900]here, Professor Smith in the horticultural department
[00:24:15.719]decided that he wants to continue his research
[00:24:19.560]at the University of Kansas, got a $10,000 microscope
[00:24:24.440]he wants to take with him.
[00:24:26.810]We're just gonna give it to the University of Kansas.
[00:24:28.710]We're not gonna charge him with this particular item,
[00:24:31.899]the same, then we ask ourself, gee-whiz,
[00:24:33.770]why are we doing this?
[00:24:34.960]Why are we giving away a $10,000 item to another university?
[00:24:39.110]This is when we have to look at the return on investment,
[00:24:41.180]if you will, not on the financial side
[00:24:43.857]but our investment in the process.
[00:24:46.190]Professor Smith's from economy, he's maybe researching
[00:24:50.490]the production of wheat, okay?
[00:24:54.357]He should continue his research in Kansas.
[00:24:56.759]He should continue to make yield production on a wheat crop
[00:25:01.200]bigger and better for everybody.
[00:25:03.000]That's gonna trickle back to us in Nebraska,
[00:25:05.680]as a wheat producing state.
[00:25:07.230]Texas, Kansas, Oklahoma, North Dakota, South Dakota.
[00:25:10.420]That's all gonna trickle back.
[00:25:12.760]That's what I describe as a return on investment.
[00:25:16.250]It's a better for the whole.
[00:25:18.450]So, there, again, we encourage that as well.
[00:25:21.130]If we can continue our research in another institution,
[00:25:23.870]fantastic, fill out a transfer to another institution form.
[00:25:27.372]I've never seen one come back stamped, no.
[00:25:31.070]So, there again, the form, lot's of fields.
[00:25:35.921]This one's a little more difficult.
[00:25:36.919]You'll see there's a lot of approval signatures there.
[00:25:39.400]This is the handout to this and this is what we have
[00:25:42.497]to follow, and there's reason for that.
[00:25:44.800]At the very bottom, Office of Sponsored Programs.
[00:25:47.300]Again, goes with the little red font up there.
[00:25:50.690]They sign off on this.
[00:25:53.390]There again, there's a constant curve.
[00:25:55.532]We'll list that, as Jill explained.
[00:25:57.479]Unit price, full price, next slide down.
[00:26:01.090]Dollar amount payable to UNL from property
[00:26:03.730]by receiving institution.
[00:26:06.070]Told Doug, write it in there.
[00:26:08.750]Funding source for original purchase.
[00:26:11.190]We will need that, that's where we look up
[00:26:13.552]the cost object number, used purchase decided
[00:26:17.030]from the very beginning, that needs to be on there.
[00:26:20.980]Name, address, phone number
[00:26:23.090]of institution to receive transfer.
[00:26:25.310]Please don't give us UNL or KansasUniversity.edu, okay?
[00:26:30.453](laughing) We need the person in their finance area,
[00:26:33.573]the building's correspondent so that she can do
[00:26:36.420]the billing on this, so she can create the invoice
[00:26:40.091]and the billing, and get payment on this.
[00:26:43.220]The Chancellor of Kansas isn't gonna do us any good.
[00:26:46.313]Okay? (laughing)
[00:26:47.653]We need a person and what happens
[00:26:48.720]is once this is pastence our person's already left,
[00:26:53.350]we don't know who to send the bill to, okay?
[00:26:55.260]So it's very important we fill that out.
[00:26:57.920]Anything to add on that, Jill?
[00:27:00.427]Just to mention the original forms again.
[00:27:02.580]Yes, yes, we're gonna go off
[00:27:04.711]into another little quick tangent.
[00:27:07.010]I'm the worst at this than anybody in the University.
[00:27:09.100]When I see a form, I just look them off about 20, 30 copies.
[00:27:12.990]They get sent over here in this tray.
[00:27:14.320]And the easier ones, John, oh,
[00:27:16.433]am I gonna use for the next 25 years?
[00:27:18.380]Every once in awhile look on our website.
[00:27:21.930]Run off a new form 'cause Jill especially,
[00:27:24.790]she's the guru behind this.
[00:27:26.550]She tries to make this easier for everybody to use.
[00:27:29.687]And this form used to actually read, not too long ago,
[00:27:33.130]please send original copy to us.
[00:27:37.030]Okay, that means this has to get mailed how many times?
[00:27:40.060]Unless they used the doc you signed,
[00:27:41.830]which there, again, we want to implement.
[00:27:44.049]But that was just ridiculous.
[00:27:45.330]So, that's the change that Jill's making.
[00:27:47.570]Once completed, please email to us.
[00:27:49.640]We'll take care of it, doesn't have to be the original.
[00:27:51.780]Date of doc, you sign, electronic mail it.
[00:27:54.540]And you can email it by noon,
[00:27:56.323]noon at most, so anyhow, so stay up to date
[00:27:59.280]on all of our forms our pick up forms, our transform forms.
[00:28:01.751]I'm not in today, I'm sorry.
[00:28:05.649]Okay, anyhow, so, any questions
[00:28:07.250]on either one of these forms?
[00:28:10.231]And if you need help with them, call us.
[00:28:14.480]This is our expertise, we'll walk you through it.
[00:28:17.953]Okay, you wanna flip that?
[00:28:23.530]A disposal of surplus property.
[00:28:26.030]Everybody has stuff in their departments
[00:28:28.920]they no longer want, department chair says,
[00:28:30.580]hey, we need to get this closet cleaned up.
[00:28:33.140]I'm tired of lookin' for stuff.
[00:28:34.730]This is stuff that's probably of no value to you anymore.
[00:28:38.467]Probably no funding to get from this anymore.
[00:28:42.433]Or you just want it out of here.
[00:28:46.070]Fill out our property pickup form.
[00:28:48.711]One more.
[00:28:51.372]This is our UNL request for pickup
[00:28:54.370]surplus, excess property form, known as our pickup form.
[00:28:58.910]Fill that out, there, again, the red font.
[00:29:01.790]Make sure we find pictures, this isn't a federal item,
[00:29:04.630]can't be turned into us if it's federal.
[00:29:07.750]The ones that used up their own.
[00:29:08.740]Maybe services people, everybody knows,
[00:29:11.000]the move you go, the big guys.
[00:29:12.871]Before they pick the stuff up,
[00:29:15.050]their manager runs these across my desk.
[00:29:17.330]I look up every asset number that's listed.
[00:29:19.330]And I double check to make sure it's not federal.
[00:29:21.390]If somebody missed one or forgot one,
[00:29:23.567]I'd just give 'em a call or send 'em a quick email
[00:29:25.900]sayin', hey, look at the red font.
[00:29:28.150]You gotta check with Sponsored Programs.
[00:29:30.252]They usually stamp approve because maybe the federal grant
[00:29:34.230]has expired, maybe the federal grant
[00:29:36.520]reads that after 18 months, ownership becomes property.
[00:29:40.249]That's their baby. (laughing)
[00:29:41.470]They're the ones in charge of this.
[00:29:43.250]But anyhow, make sure it's not federal.
[00:29:45.030]There, again, give Jill or I a call.
[00:29:46.410]We can find that information for ya in a heartbeat.
[00:29:50.330]Fill it out, like all forms, maybe a little effort
[00:29:54.470]on fillin' it out, use campus as not a department.
[00:29:58.000]I've seen that, basement is not a building room.
[00:30:02.151](laughing) And Fred
[00:30:03.140]is certainly not a request to buy.
[00:30:06.113](laughing) We need etymology
[00:30:08.000]department, etymology hull requested by Mary Jones.
[00:30:12.320]Mary's phone number, quantity one,
[00:30:15.490]description, UNL number, there's not a UNL number.
[00:30:19.290]There's not a UNL number on this podium,
[00:30:21.990]or on these chairs, if it's a microscope that costs $10,000
[00:30:24.500]at one time, there's probably a UNL number.
[00:30:27.212]So we need to get that listed on there.
[00:30:29.490]Working or not working are very important to us.
[00:30:32.460]When stuff gets brought to our surplus warehouse folks,
[00:30:35.210]if this is non-working, we discard it.
[00:30:37.900]We don't wanna put it out for display
[00:30:40.140]and another department comes in here
[00:30:42.260]with the intention that, hey, this thing probably works.
[00:30:45.710]I'm gonna take this back to my lab.
[00:30:47.720]They haul it back to their lab,
[00:30:48.890]or they pay for us to deliver it to their lab.
[00:30:50.700]We get there, it doesn't work.
[00:30:51.870]Man, we've wasted man hours, we've wasted time.
[00:30:54.470]We've wasted effort.
[00:30:56.140]So, if at all possible, working or non-working,
[00:30:59.132]we need that mentioned, and I realize there's instances
[00:31:03.240]a computer hasn't been turned on in six years.
[00:31:05.870]We don't know, we don't have time to turn it on and check.
[00:31:08.760]Okay, put a question mark, we'll determine it
[00:31:10.412]when we get it.
[00:31:12.369]That is so important with our recycling process.
[00:31:14.972]The bottom box or if it's computer.
[00:31:18.353]We need that signed off if the hard drive's been wiped.
[00:31:22.110]That will also be changed here
[00:31:24.049]in the very near future or removed.
[00:31:25.532]Several years ago, probably pushin' a dozen,
[00:31:29.900]there was an article in the USA Today
[00:31:32.150]from one of our big software companies
[00:31:34.900]that said they could probably walk on any university
[00:31:37.490]college across the United States
[00:31:39.960]and sue us for software license fraud.
[00:31:43.120]If we sell a computer to Joe, sell this one
[00:31:45.873]on a public auction, so then that's why
[00:31:46.970]that's important that we get this box signed
[00:31:49.809]and if you take the drive out, I realize it's easier
[00:31:51.540]to unscrew four little screws than to just do
[00:31:55.229]a ghost wipe system, I'm gonna call it so, okay?
[00:31:57.130](laughing) And we get that too.
[00:31:59.329]Many. We get that too.
[00:32:01.210]Sign off on a property manager,
[00:32:03.240]or the department head, somebody sign off on this thing,
[00:32:05.500]dated, we will swing by, our moving services people,
[00:32:08.990]and they will pick this up at absolutely no cost to anyone.
[00:32:13.430]This is on my dime, so that's part of their service.
[00:32:17.140]Pick ups cost nothing.
[00:32:20.409]Anything to add to the pick up?
[00:32:22.109]No, there's one question. Yes, question, sure.
[00:32:23.649]Shay?
[00:32:27.473]Yeah, I heard
[00:32:29.313]one of the other campuses has an electronic version
[00:32:31.431]of this in eshop but they have a QNO.
[00:32:32.264]Maybe has a eshop form they can add
[00:32:36.731]the program to pick it up on?
[00:32:37.772]Yeah. Something that we can
[00:32:38.992]adapt here that you could give us?
[00:32:40.071]Absolutely, they have--
[00:32:41.329]I mean, add that route to a property manager,
[00:32:43.180]electronically as opposed to somebody else having
[00:32:45.632]to get a paper form to me and signing it,
[00:32:47.383]getting it to the department chair.
[00:32:49.140]I would just rather do that whole approval process online.
[00:32:51.740]Yup, absolutely, the guy that we discussed in surplus
[00:32:55.053]warehouse the other day, I think that's the next slide
[00:32:57.249]I did, I think for those of you who know,
[00:32:58.120]I talked to Shay Savoda, he's our computer guru
[00:33:00.890]over in computer science and engineering.
[00:33:03.170]And I's tell him how I had this idea
[00:33:04.940]of how to build a box program.
[00:33:07.511]And he looks at me and he goes,
[00:33:08.583]"Well, John," he goes, "good idea
[00:33:10.049]"but why don't we do this with eshop?"
[00:33:11.130]So, yeah, by all means, we're gonna look into that too.
[00:33:13.770]Big things are comin' in about 2020.
[00:33:17.470]We plan on getting our warehouse facility built.
[00:33:20.200]That'll give us room for expansion.
[00:33:22.480]We'll be able to be online, right now we're in a rental
[00:33:25.350]facility, we can't even tap into a laptop
[00:33:27.569]online in this place, so when we get this new facility
[00:33:30.910]built, we've got big things comin'.
[00:33:32.400]We might get a little more electronic in our process,
[00:33:35.710]less paper, save a few more trees.
[00:33:38.650]Anybody from the forestry department here?
[00:33:40.791](laughing) They'll probably like that.
[00:33:42.740]They'll probably like that, so.
[00:33:44.892](laughing) Anyhow, but yeah,
[00:33:46.071]great question, yes, we do have that in our plans.
[00:33:47.800]Thanks for asking questions, guys.
[00:33:50.833][Woman In Audience] I have a question for you, John.
[00:33:52.129]Sure. So, what if you don't
[00:33:54.673]have assets, but you want equipment picked up?
[00:33:56.353]You use the same? You use the same form.
[00:33:59.650]We'll pick up everything, I mean, those of you
[00:34:02.283]that have never visited our surplus warehouse,
[00:34:05.249]we've got everything, we've got a row
[00:34:07.840]of people love this row, it's marked, The Free Table.
[00:34:11.010]You got binders, books, pencils,
[00:34:13.100]things that aren't an asset, we put most of this
[00:34:15.440]on our free table, people come in,
[00:34:17.569]and they're, yeah, we'll write it down.
[00:34:18.450]Plus that viscous, from procurement, picked up three binders
[00:34:22.433]and a step stool or whatever, we write down.
[00:34:25.670]Get your signature on it but yeah, by all means,
[00:34:27.770]we pick up anything that the university owns we pick up.
[00:34:30.640]We put the exception of trash.
[00:34:32.849](laughing) If it's an item,
[00:34:35.612]we'll pick it up, and we'll probably find
[00:34:38.092]a good home for it, so, great question, thanks, sure.
[00:34:40.252][Member Of Audience] I'm not sure if you're gonna have
[00:34:43.043]some of these phrase, you can stop me if you do.
[00:34:45.852]But again, someone asked me this question.
[00:34:48.390]I know your policy on your scrap metal.
[00:34:50.129]First you get approval from you,
[00:34:52.080]and then they convert it to a certain company.
[00:34:54.892]What if the department just has like,
[00:34:57.260]misleaning cables, couple pipes here and there.
[00:35:00.060]Is there a scrap recycling place on campus here
[00:35:02.492]they could drop it off or it's not?
[00:35:04.846]Is it kind of also considered garbage?
[00:35:07.873]Put it in a box and send it to you?
[00:35:09.743]Or what do they do with those fresh items?
[00:35:12.420]We're aware it's a little bit of scrap.
[00:35:13.920]We'll be glad to come pick it up.
[00:35:15.320]We'll throw it in our pile. (laughing)
[00:35:17.120]We'll come make a couple dollars off of it.
[00:35:18.560]Or is there a University entity?
[00:35:22.520]I mean, we do have our recycling department.
[00:35:25.473]Mr. Richwalls and Charjeck, are somebody
[00:35:28.070]that you can contact on that question.
[00:35:30.871]There are some departments, facilities,
[00:35:33.969]management and planning for instance.
[00:35:36.060]They have boxes in their warehouse area.
[00:35:38.289]I'm sure they wouldn't mind if you threw some cable,
[00:35:42.130]or some copper, or something, in theirs,
[00:35:44.572]they would probably take that for ya too.
[00:35:45.405]But the quickest, easiest, way, if you just wanna get rid
[00:35:47.310]of it, we'll get rid of it, 'cause there is some monetarial
[00:35:51.320]recoup of this, I mean, we'll throw it on our pile.
[00:35:53.887]And at least we've done the green thing
[00:35:56.231]and it's not going into the-- That's what we thought
[00:35:57.649]because it's just a little bit, you're not gonna take it
[00:36:00.311]to the, you know-- Right.
[00:36:01.150]Exactly. And bring it over there
[00:36:03.431]some place here in town. Exactly.
[00:36:04.446]Okay, thank you. Alright.
[00:36:05.453]You got a question, any questions on the quick supple way?
[00:36:10.609]'Cause it's supposed to surplus, via our surplus warehouse
[00:36:12.610]and our moving services people, they can hide themselves.
[00:36:15.153]Anything else on that?
[00:36:16.672]If not, I'm gonna pass it over to Jill now.
[00:36:20.640]And she's gonna wow ya with some exciting stuff.
[00:36:24.524](laughing) Online surplus sales.
[00:36:30.710]Yeah, this is my fun stuff.
[00:36:32.580]Internal surplus fliers.
[00:36:34.740]If any department have any equipment that they want to sell
[00:36:38.634]to recoup money back into their department, contact me.
[00:36:43.800]I will send you an email template
[00:36:45.940]of all of the information that I need
[00:36:47.680]regarding the equipment, and it's, first off, again,
[00:36:51.250]we're gonna ask for funding source
[00:36:52.570]because we always have to check, how was it funded?
[00:36:54.810]Was it federally funded?
[00:36:57.994]And then we'll wanna know the equipment details,
[00:37:00.180]how old it is, if it's a running item, if it runs well.
[00:37:05.117]Sometimes, there's equipment that tracks hours.
[00:37:09.037]We'll need to know that kind of information.
[00:37:11.597]And then what your asking price is.
[00:37:14.910]And that is decided by the department.
[00:37:17.480]You know more about your equipment than I do.
[00:37:19.250]So we ask for you to decide what that asking price should be
[00:37:23.580]and the reason we put negotiable there
[00:37:25.680]is because we want departments to contact you
[00:37:29.070]if maybe they wanna offer you a little bit lower price,
[00:37:32.800]we wanna encourage them to contact you
[00:37:34.570]if it's something they're interested in.
[00:37:37.530]And then we'll need to know the cost object number
[00:37:39.570]so that when it does sell, and I mean,
[00:37:41.410]when it does sell, 'cause we're gonna sell it.
[00:37:44.556](laughing) Then, we can get
[00:37:45.520]that money transferred over to your department.
[00:37:48.120]And that's all the money.
[00:37:49.490]If you are asking $5,000 for something,
[00:37:53.060]and we sell it for $5,000, you get $5,000.
[00:37:55.320]There's no service fees from me.
[00:37:59.760]Anything like that, it all transfers back to you
[00:38:01.680]as the department, and of course, pictures.
[00:38:04.270]Pictures seem to be what sells a piece of equipment.
[00:38:08.210]People wanna be able to visually see it.
[00:38:11.134]So we listed on a monthly surplus, flier net goals
[00:38:15.450]within the University for two weeks.
[00:38:17.760]And then at the end of that two weeks,
[00:38:19.870]if it hasn't sold within the University,
[00:38:21.750]then we can move on and sell it publicly.
[00:38:24.100]And right now, kind of our goldmine is govdeals.com,
[00:38:28.940]that's how we're listing everything right now.
[00:38:31.730]We have used Craigslist a little bit.
[00:38:33.910]But GovDeals is more user friendly.
[00:38:37.295]And since we started using it back in late 2012,
[00:38:42.810]early 2013, we've brought in a little over $300,000
[00:38:46.940]back to the University, back to departments.
[00:38:50.500]So, that's been a great, great deal for us.
[00:38:57.960]And, John, you wanna help me on this a little bit?
[00:39:00.870]Sure, sure. Just to kind of give
[00:39:02.620]you an idea of what's better to going to the warehouse
[00:39:05.210]versus what has significant value to be sold online?
[00:39:09.230]And just before we get started, you had a question.
[00:39:17.890]For an item such as a printer
[00:39:19.670]that's broken and we have excess toner.
[00:39:22.393]Do you have any suggestions for that?
[00:39:24.990]Something like that, when it's broken,
[00:39:26.600]I would most generally turn it into the inventory warehouse
[00:39:30.070]and just have it picked up. And the toner?
[00:39:32.080]Like, do you have any toner that we could surplus out
[00:39:34.179]in boxes? First of all,
[00:39:37.320]touching on the printer, that has to come to us.
[00:39:40.030]Please don't throw it in the garbage.
[00:39:42.580]That is considered a hazardous electronic.
[00:39:46.296]Heavy fines for that as, far as the toner, free table.
[00:39:50.840]I get 10 foot of table of toner that comes in
[00:39:54.499]probably every month, we put that on the free table,
[00:39:58.339]another department can use it and come out.
[00:39:59.436]There's never usually very much left of it.
[00:40:02.420]The universe and public auction usually gets recycled.
[00:40:04.960]So, if it's in a new package, an open package, absolutely.
[00:40:09.400]Even if it's been opened, go ahead and turn it in.
[00:40:11.870]We'll dispose it for you.
[00:40:17.300]And along those lines, something simpler
[00:40:19.680]where you have small calculators, staplers, office supplies,
[00:40:24.620]things that aren't gonna bring a whole lot of money,
[00:40:26.430]we just ask that you fill out a surplus pick up form.
[00:40:30.056]And send that over to the warehouse.
[00:40:32.970]Some of the other items that we are listing
[00:40:35.080]on surplus flier and online are combines,
[00:40:40.019]we've got some exercise equipment, walk-in freezers,
[00:40:44.590]conventional ovens, a lot of larger pieces of equipment.
[00:40:49.480]It doesn't have to be large but it has to be something
[00:40:51.640]of significant value that's gonna bring a higher dollar
[00:40:54.480]amount back to the department.
[00:40:58.270]Did you have? Yeah.
[00:40:59.103]Just to touch base on that again,
[00:41:00.316]I'm gonna use that analogy again, ROI.
[00:41:02.460]Return on investment, okay.
[00:41:05.430]You want us to sell a chair for your department for $25.
[00:41:10.076]Yup, your department's gonna take $25
[00:41:13.047]but we gotta look at the big picture.
[00:41:15.560]It's gonna take Jill probably four or five hours
[00:41:18.230]of manpower to sell this, yup.
[00:41:20.630]You're gonna gain $25, the University as a whole
[00:41:24.140]is gonna lose out on about five hours of work,
[00:41:28.470]and employment, that's gonna be much greater than 25.
[00:41:32.179]So when you look at the whole picture,
[00:41:33.670]that's what we're talking about
[00:41:34.910]as far as return on investment.
[00:41:36.380]We gotta look at the whole situation.
[00:41:38.550]Not just the individual department.
[00:41:41.170]If it's something not of significant value
[00:41:43.336]like Jill said, just turn it into inventory.
[00:41:46.780]And I'm gonna ask the question, I know there's probably
[00:41:49.040]somebody in the crowd that's gonna say,
[00:41:50.770]yeah but then inventory turned around and sells it.
[00:41:53.821](laughing) Okay, you're right.
[00:41:55.360]We're gonna sell it, 90% of stuff in our warehouse
[00:41:58.360]is like $10 or less, hey, we're not doin' this
[00:42:01.210]to make money, we're not sittin' on a pile of cash
[00:42:03.540]with this stuff but our warehouse operation
[00:42:07.010]is itself revolving operation, being we have to pay
[00:42:10.820]for the rent, we have to pay for the utilities.
[00:42:14.359]I keep a spreadsheet of the items that we sell
[00:42:19.780]and the income that we make, if you will, of these items.
[00:42:23.919]Just for instance, I hate to throw numbers out here
[00:42:26.910]but I'm going to give you a good analogy.
[00:42:29.690]Last year, we sold about $15,000 worth of surplus
[00:42:33.920]to 200 to 300 departments, okay?
[00:42:37.879]$15,000, okay?
[00:42:40.040]I do a cost analogy of what a used item,
[00:42:44.477]$10 for this office chair versus $300 for this new one is,
[00:42:49.879]$15 for this really nice lateral filing cabinet,
[00:42:53.670]verus $800 for a new one, I do a cost analogy.
[00:42:58.290]What you as a department say to the University
[00:43:01.420]by coming out and purchasing some of these very minimal
[00:43:05.310]charges for equipment, and I told them that.
[00:43:08.600]It'll let me save the University.
[00:43:09.840]And it's about $300,000 by you folks' effort coming out.
[00:43:15.160]Maybe get the good used chair versus buying a new one.
[00:43:17.690]There's nothing wrong with buying a new chair.
[00:43:20.322]I'm not goin' there, that when you'd all sit
[00:43:22.061]in 15-year-old chairs, but in essence,
[00:43:24.430]that's what we saved, the University as a whole.
[00:43:27.850]By maybe buyin' a good used versus buyin' the new.
[00:43:30.170]So, to get back to what I'm sayin',
[00:43:32.540]item that are not of significant value,
[00:43:35.783]just turn 'em into surplus.
[00:43:37.050]And just to follow up on that a little bit further,
[00:43:40.130]the $15,000 that we made on these Wednesday
[00:43:42.263]open house sales, just about touches a third
[00:43:47.580]of what our cost, rent, utilities,
[00:43:50.060]to run this warehouse facility.
[00:43:52.962]So, we're not makin' money on this deal,
[00:43:54.419]we're just trying to recoup a little to help pay the lights.
[00:43:57.021]So, okay.
[00:44:03.560]Yeah, that's-- Sure.
[00:44:05.623]That's kind of all I have on surplus.
[00:44:06.781]Unless there was any questions.
[00:44:07.614]Okay, any questions on surplus?
[00:44:09.798]Anything?
[00:44:17.202]This is more of a comment.
[00:44:18.035]I was gonna add to your question about toner.
[00:44:20.700]Or even products in some cases.
[00:44:24.242]I mean, if you've got, let's say it's a fairly new printer
[00:44:29.330]or something of that nature, or something
[00:44:31.810]like one of our cost for copy units
[00:44:35.020]or something like that, it wouldn't bother us
[00:44:38.470]if you contact procurement and asked
[00:44:41.062]so we could determine, it is possible
[00:44:43.430]the manufacturer could take that, and redeliver it.
[00:44:46.720]Like can it is our cost per copy service provider.
[00:44:50.040]Or in many cases, if it has been purchased,
[00:44:52.740]I can guarantee from Office Depot,
[00:44:59.462]if it's still under it's factory warranty
[00:45:00.501]or shelf life, I know that in many cases,
[00:45:02.221]they will accept it as a return.
[00:45:04.270]So, I just wanted to make sure we aren't just thinking.
[00:45:08.301]I mean, procurement understands the in and out.
[00:45:10.880]It's supply chain, it's both coming and going.
[00:45:13.840]And that's one of the reasons why we prefer to use
[00:45:16.200]our prime suppliers, because they recognize that too.
[00:45:19.610]A lot of times, third party vendors
[00:45:22.360]through arrangements, a variety of online resellers
[00:45:26.340]are in different situation, they won't take it back.
[00:45:29.720]And so, that toner, and that ink, that stuff is expensive.
[00:45:35.250]So, when you're running a tight budget, we get that.
[00:45:39.559]And so do our kind vendors.
[00:45:41.070]So, just wanted to get down their comment.
[00:45:43.170]Perfect, thanks. Thank you.
[00:45:45.061]Thanks, you too.
[00:45:46.550]Real quickly here.
[00:45:48.320]Our inventory warehouse, for those of you
[00:45:51.682]that have never visited our inventory warehouse.
[00:45:52.640]We are there on Wednesdays unless posted otherwise
[00:45:56.070]on our website, we do shut down a couple weeks
[00:45:58.660]prior to our public auctions so we can log, arrange,
[00:46:02.320]take pictures, make our slideshow.
[00:46:04.983]Those two weeks are necessary.
[00:46:06.750]If you haven't been there, come check us out.
[00:46:08.540]We're there on 1:30 to 3:00 on Wednesdays
[00:46:10.497]when it's posted, you will be amazed
[00:46:13.959]at the number of items that come through.
[00:46:16.140]They're, again, that one number we posted.
[00:46:18.070]16,670 some items in the first 10 months.
[00:46:23.030]This comes in at such an alarming rate.
[00:46:25.580]We usually are full, we have a 9,600 square foot facility
[00:46:29.010]currently, we're usually full and we sell it off
[00:46:31.830]to the public, what's not is taken, recycled,
[00:46:34.770]at the University departments about every eight weeks
[00:46:36.707]and more, so the more people we can get out there,
[00:46:39.639]the more use we can make this stuff, the better.
[00:46:41.710]It's not all junk, folks. (laughing)
[00:46:43.960]We've got a conference table up there,
[00:46:47.650]walnut in color, half bench slate of glass across the top.
[00:46:52.170]There's not a scratch on the thing.
[00:46:53.762]Probably weighs (laughing) 400 or 500 pounds,
[00:46:56.890]and just to let you know how pristine this was,
[00:47:00.140]our folks out Barney Hull saw this and they said,
[00:47:02.950]we would love to have this in our offices, so.
[00:47:04.937]In their conference room, so, there's a lot
[00:47:07.500]of good stuff out there too, there's some junk
[00:47:09.210]but there's a lot of good stuff too.
[00:47:10.980]And there, again, it's all, it's probably so minimal.
[00:47:13.640]So, if you haven't been out there,
[00:47:16.881]come and give us a look, currently we're a joke
[00:47:19.070]and say we have a wall who's zip code
[00:47:20.920]we're so far north, Lincoln. (laughing)
[00:47:23.430]But like I said, our plans are to give back on campus.
[00:47:26.198]And if you don't have the time or don't want to come out
[00:47:30.941]there, you can give me a call.
[00:47:32.020]I'm out there two or three times a week.
[00:47:34.116]I got a pretty good knowledge of what's out there
[00:47:36.010]between my visits out there and seein' the pick up forms
[00:47:38.350]come across my desk, if it's a unique item,
[00:47:42.060]we don't have a waiting list.
[00:47:43.410]You ask Tom, find me a filing cabinet,
[00:47:45.690]I'm probably gonna say, meh.
[00:47:47.000]If you ask John, I need a key box.
[00:47:49.703]I got a little list, I'll put it down there
[00:47:52.056]that Micky from procurement services needed a key box.
[00:47:56.050]I'll keep an eye on it for ya.
[00:47:57.630]Might be six months but it might surprise you,
[00:47:59.922]and give you a call say, hey, Micky,
[00:48:00.870]I got Mallory saying you were looking for a key box.
[00:48:02.950]I got one for ya.
[00:48:04.050]So, unique items, give me a call.
[00:48:05.730]I'll make a little note, list or whatever.
[00:48:07.287]And I look at them religiously every Wednesday.
[00:48:09.850]And go out there, they're just popped right on our
[00:48:11.680]refrigerator out there so yeah, I keep track of that.
[00:48:14.857]We'll look for that kind of stuff.
[00:48:16.670]Yes, we have a question.
[00:48:19.661][Woman Commentator] Do you have any plans
[00:48:20.730]to use something other than a metal tag
[00:48:23.122]for bar keying assets?
[00:48:28.420]Currently, that is our process.
[00:48:32.060]We're going to continue using that process.
[00:48:36.103]The conversation has been brought up before
[00:48:37.450]to get bar coding, we gave great thought to that.
[00:48:42.802]Usually where we get bogged down on
[00:48:44.690]from today forward, we'd maybe go forward at that.
[00:48:48.150]There is a great cost involved in that.
[00:48:52.280]A, getting it into production.
[00:48:54.340]B, departments would all have to be equipped
[00:48:56.380]with a rescanner, where we'd normally--
[00:49:00.359]We'd do SAP. What's that?
[00:49:01.799]Implement the test. Implementing
[00:49:03.922]in the SAP, fix the asset module.
[00:49:06.190]Everything's possible, we have discussed this.
[00:49:10.061]Where we usually get bogged down with this
[00:49:12.810]is what do we do with those 13,041 assets
[00:49:16.759]that we already got on the books?
[00:49:19.338]Bar coding to me is not such a great idea.
[00:49:23.460]But then we're gonna have two processes.
[00:49:25.570]We're gonna have to use the old to take care of them
[00:49:29.362]until eventually 13,041 moveable fixed assets
[00:49:32.860]have been disposed of, and then we're also gonna have
[00:49:35.799]to have a process of keeping track of new ones.
[00:49:37.930]But yeah, absolutely, we've thought about that,
[00:49:40.420]we've talked about it, several times.
[00:49:42.743]I know one department, I'm gonna use old terminology here
[00:49:47.720]but the computing services department
[00:49:49.783]actually purchased a bar coding system.
[00:49:52.482]Or, excuse me, it was ITS, purchased a bar coding system.
[00:49:56.970]And in addition to the little human L tag,
[00:49:59.080]they have their own bar code.
[00:50:00.980]But that's one department, it's not 315.
[00:50:04.941]But comments they've made to me during physical audits
[00:50:08.743]is they love it, it's taken their time and effort
[00:50:12.360]considerably down during the verification,
[00:50:15.159]and the verification by now does go on.
[00:50:17.300]So, yeah, we've discussed this.
[00:50:18.670]But right now, we're just gonna stick with the steel tags.
[00:50:22.119]As Jill mentioned earlier, these fall off.
[00:50:24.930]Sometimes they don't stick, sometimes they fall off.
[00:50:27.430]Sometimes they are on machinery
[00:50:29.100]that's out in weather, I guarantee there's not a tag
[00:50:33.040]we've sent out that has stuck to a steam sterilizer
[00:50:36.650]because of the heat that it produces.
[00:50:39.178]So, I told people, write, get a permanent marker.
[00:50:41.930]Write it on the item or we can give you little sticky tags.
[00:50:45.522]The cheap ones seem to stick better than the expensive
[00:50:48.670]ones, so, but yes, to answer your question,
[00:50:51.090]we have discussed this, and probably gonna continue
[00:50:53.870]discussing it.
[00:50:59.280]Go ahead.
[00:51:02.461]Do we have anymore questions?
[00:51:08.440]I just wanna make note then before we wrap up,
[00:51:11.170]of our inventory website, Inventory.UNL.edu.
[00:51:15.880]This is where we keep all of our updated forms.
[00:51:19.490]This is where you will see notice of public auctions.
[00:51:23.922]Anytime that we have a public auction,
[00:51:25.100]and we have put a notice out there
[00:51:26.939]that we're closing the warehouse for a certain amount
[00:51:28.270]of time, that will be out there.
[00:51:30.561]There's also a tab for the Success at Training
[00:51:34.740]when I get those scheduled, and that's usually
[00:51:36.170]about quarterly, but a lot of information out here
[00:51:38.930]on that website, so please take note of that.
[00:51:41.602]I think that kind of wraps it up, Mike.
[00:51:46.138]I know I came in late.
[00:51:47.223]So, I'm sorry I didn't cover this at the beginning
[00:51:48.420]but, oh, (laughing)
[00:51:50.640]so close, is there anything that departments
[00:51:55.383]can do to get, there's asset tax,
[00:51:57.090]sooner than we get them in the mail?
[00:51:59.170]Depending on the item, it seems like sometimes
[00:52:01.210]those go months after we've received an item.
[00:52:03.520]And the later we receive them, the harder it is sometimes
[00:52:06.780]to track 'em down-- I understand.
[00:52:07.910]If they're in the field. Yeah.
[00:52:09.200]Is there anything we can do to, if we get somebody,
[00:52:10.903]just say, hey, this is here, what kicks off that process?
[00:52:15.410]Or what do we do to speed that up?
[00:52:17.777]What happens is I review, and I think this is probably
[00:52:21.543]right before you came in Shay.
[00:52:22.642]I start running reports the first of the month
[00:52:25.490]for everything that was purchased the month prior.
[00:52:28.290]So if you purchased something October 1st,
[00:52:30.870]I don't see it and review it, and set it up as an asset
[00:52:33.640]until sometimes towards the end of November.
[00:52:37.310]Because after I even create these assets,
[00:52:39.360]it goes to accounting, and accounting applies the cost.
[00:52:42.310]And I can't even get a tag to issue unless the cost
[00:52:46.290]is applied in the system, so we're lookin' at,
[00:52:49.520]there always seems to be a two-month lag
[00:52:51.290]between when you purchased it or fully purchased it
[00:52:53.680]and when we could get the tag earlier.
[00:52:57.623]And sometimes it's even worse than that
[00:52:59.880]because you may have the equipment in January
[00:53:02.722]but the last payment is paid in March.
[00:53:06.162]And so, it can even be where you guys see,
[00:53:09.810]maybe it's a five, six-month process
[00:53:11.830]before you see a tag, so I see your pain.
[00:53:13.682]Yeah. And what that entails.
[00:53:17.261]The only way to go around that is to do manual tags.
[00:53:21.820]And then you create a nightmare of a tracking system.
[00:53:25.261]Trying to get those returned back to the department.
[00:53:29.121]So, that's kind of how it works.
[00:53:31.840]So that's kind of what we have to deal with at this point.
[00:53:35.360]But thank you for asking.
[00:53:37.341]Can I follow up on that? Yeah.
[00:53:38.919]And just to follow up on what Jill explained to ya.
[00:53:42.823]We'll send these tags out to ya,
[00:53:44.182]in 10 days, you're gonna get a follow up.
[00:53:45.863]In 20 days, you're gonna get a follow up.
[00:53:46.810]Shoot Jill an email, she is great.
[00:53:48.310]She's got the immaculate spreadsheet.
[00:53:50.180]She'll make notations in there.
[00:53:51.880]If you mention, hey, we've had this thing
[00:53:53.560]but we've already taken it up to Omaha,
[00:53:55.421]at the Scott Engineering Building.
[00:53:57.770]I can't make it up there for a couple weeks. (laughing)
[00:53:59.590]Give me a break, or whatever, we'll make a notation
[00:54:02.090]on that and then we won't continue to follow the other.
[00:54:04.320]We may well put it on a pin for a month and half
[00:54:06.820]or something and then we'll catch up with you again.
[00:54:09.559]But yeah, by all means, just call and communicate.
[00:54:11.539]I encourage you to work with us.
[00:54:13.261]Or the equipment is crated,
[00:54:14.520]not put together yet, I understand, just let me know.
[00:54:18.061]I think that's all-- Any others?
[00:54:22.541]Sure.
[00:54:27.320]To the caller or the person online
[00:54:29.580]who asked the question about options
[00:54:32.270]or thinking about different systems for chatting.
[00:54:37.540]We would welcome, I was kind of curious
[00:54:40.690]after I heard John give his explanation.
[00:54:42.801]If there are suggestions, we welcome ideas, and thoughts,
[00:54:48.600]and suggestions, if you're struggling with something,
[00:54:51.130]we don't just wanna answer your question
[00:54:52.750]but if you have an idea, I would never want you to feel
[00:54:55.570]that you couldn't throw something our way.
[00:54:57.550]And if you think there's something you saw
[00:55:00.030]that might work better, we're wide open to that.
[00:55:04.290]I just wanna throw that out there.
[00:55:05.710]This is naggy, and this crew knows what they're doing.
[00:55:09.130]I don't need to preach that
[00:55:10.820]but please, we welcome your ideas and thoughts.
[00:55:13.170]And ideas, and I'm grateful for the feedback today.
[00:55:15.639]Suggesting ideas like eshop and docs.

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PED Talks: November 8, 2018

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