OSU PRO 601: Bar-Code Inventory

Initial Scan

1. Contact each department and set up an appointment to conduct the initial scan. 

Property Management & Department Rep. 

2. Scanner, with department representative, will make a first pass scan through every room in a department's area of responsibility containing current assets held by the department.  All equipment with a barcode tag should be scanned, even if it does not belong to the department (borrowed).  (Each barcode scanner has current information from the University's inventory in its memory, so fields can be verified, and corrections and exceptions noted.)  Property Management will provide the department with a Fixed Asset Condition Code Update form for completion as part of the inventory process. (See step # 9 below).

3. Prepare a list of all equipment that was not scanned.  This "Assets Not Scanned" report will be provided to the departmental inventory coordinator within 48 hours. 

4. Locate remaining assets within a 2-week period.

Final Scan

5. At the end of the two-week period, contact the department for the second scan appointment. 

6. Scan all the available items on the "Assets Not Scanned" report.

Reconciliation

7. Upon completion of the final scan, Property Management will again provide a final "Assets Not Scanned " report to the departmental inventory coordinator within 48 hours. 

8. Use the final "Assets Not Scanned " report as the reconciliation report.  State the reason why each asset was not scanned in the blank field to the right of each asset.  Submit the reconciliation report to Property Management with back-up documentation to support this information.  Back up documentation includes:

• Copy of a loan agreement
• Print out of email confirming location of asset and responsible parties
• Copy of Surplus Pick up Request for items sent to surplus
• Property Disposition Request form for items cannibalized or salvaged
• Property Disposition Request form for missing items
• Fixed Asset Transfer form for items transferred to another department

9. Complete and submit a Fixed Asset Condition Code Update form to Property Management (received in step #2 above).  This form lists the department’s assets in numerical order including basic information from the inventory record.  Complete the two sections on the right side of the form.  The first section lists the various condition codes that may apply – A1, A2, A3, A4, A6 A7 and ML.  The description of these keys is at the top of the form: 

A1 – Excellent
A2 – Good
A3 – Fair
A4 – Poor
A6 – Useable
A7 – Non-functional
ML – Missing/Lost

Circle the code that most closely describes the current condition of the asset.

Note the "date of last use" to the right of the Condition Code in the 2nd section.  This can be an approximate date if the asset is used irregularly.

Department Head Sign-Off

10. The Dean, Department Head or Director of the unit should review both the Reconciliation form and the Fixed Asset Condition Update form.  Sign and date each form on the line provided on each form.  Submit both forms together to Property Management within five working days of the final scan.  This finalizes the physical inventory process for the department.

Master Inventory File Update

11. The inventory scan data will be uploaded to FIS Banner periodically.  The upload will correct the location of the asset (if necessary) and add the date the asset was scanned to the Fixed Asset Record’s ‘Last Inventory Date’ field.  Other corrections to asset information or condition will be input as departments submit their inventory reconciliation's.  Property Disposition Requests and Fixed Asset Transfer Forms will be processed as they are received.