ASSET MANAGEMENT PROCESS

Item purchased

HOD classifies item (Fixed Asset / Non-Expendable / Expendable

item)

Is item a Fixed Asset?

AM to record item in Asset Management System and verify item annually

HOD records item in stock

book and verifies item

annually

HOD to follow Condemnation

and Redundancy Process for Non-

Expendable items

HOD records Missing/Damage

d Expendable items in Annex

B

AM to follow Condemnation

and Redundancy Process for

Fixed Assets

No

Yes

Notes : Fixed Asset ≥ $2000 Non-Expendable ≥ $500 but < $2000 Expendable < $500

HOD to pass damaged items

to AM for disposal

End

Updated 1st April 2013

CREATING RECORDS OF FIXED ASSETS & NON-EXPENDABLE ITEMS

HOD ascertains classification of

stores

Is item an Expendable

item?

No

Yes

HOD monitors and record the movement of

the item

HOD assigns serial number and records

item in department stock book

AM enters details of item in

Asset Management

System

Department uses item and monitors its

status

Notes : Fixed Asset ≥ $2000 Non-Expendable ≥ $500 but < $2000 Expendable < $500

Updated 1st April 2013

Is item a Non-Expendable

item?

HOD monitors usage of item

Yes

No

STOCK CHECKING AND VERIFICATION PROCESS

AM sends cross department checklist to

HODs

HODs assign department

staff to check stock

Is anything damaged/missi

ng?

Checking officer ascertains

classification of item

Checking officer informs AM and submits EF10

form

Is item a FA or Non-

Expendable item?

Checking officer informs AM and

submits Annex B to report

damage/missing item

Yes

No

Yes

No

Notes : Fixed Asset ≥ $2000 Non-Expendable ≥ $500 but < $2000 Expendable < $500

Updated 6 April 2013

EndChecking officer signs stock book

AM updates ST Synthesis on the changes in FA and

non-expendable

ST Synthesis updates stock list and issue asset

tag to new items. Receives condemnation cert to update disposed

items.

AM checks list to ensure updating is correct.

CONDEMNATION AND REDUNDANCY PROCESS

Department checks status

of item

HOD checks whether item is

still needed

Is item still in working

condition?

No

Yes

Is item still needed?

Yes

No

HOD checks whether item

can be repaired

Dept updates status of item in record and

requests AM to prepare letter to inform all schs of redundant stores

Dept continues to use the item

Are there any takers?

Raise Certificate of Redundancy Form

G220

Obtain 3 quotes manually

Yes

AM proceeds with necessary

procedure to transfer item

No

Items sold to highest bidder

Can item be repaired

economically?

Yes

No

AM proceeds with necessary

procedure to condemn item

Dept updates status of item in

record

Raise Certificate of

Condemnation Form G219

Updated 1 April 2013