Inventory ‘Best Practices’
The Moody Moody College of Communication is a self-tagging college. We have a centralized Technology Team which is responsible for tagging all computer equipment. Not every college has something like that.
Throughout this document, the Moody College of Communication’s ‘Inventory Notes’ web page will Moody College main Inventory page will be referred to.
Here are some ‘best practices’ that would work for any department.
...
The Tagger should be familiar with the unit codes and building codes for his department. Make a cheat sheet and keep it handy. (See the Moody College of Communication main Inventory Notes page.)
The Tagger is responsible for knowing what items do and do not need to be tagged. The Tagger should be familiar with the list of Controlled items and know what kinds of equipment commonly found in their department will need a tag. Again, make a cheat sheet. (See the the Moody College of Communication main Inventory Notes page.)
Here are some basic definitions with which a Tagger should be familiar (also on the College’s Moody College main Inventory Notes page).
Capitalized: anything $5,000 or more. TAG
...
On a regular basis (once a month in the Moody College of Communication), the Tagger should check to see what needs to be tagged in their department. The Inventory Report for Self-Tagging Departments in PointPlus and the NU1 report from *DEFINE are both very useful. (See Reports page in this document.) The NU1 report will give you information about object codes on the POs (and other documents) which might be triggering a tagging requirement on an item which does not need to be tagged. However, if you are a self-tagger and you rely solely on the NU1 report, you will not be turning in your tagging information to Inventory within 30 days. Even if you are not self-tagging, you should still be checking these reports to be certain that everything has been tagged.
...
Keep track of items which might need to be transferred off your inventory and once those items appear on the mainframe, do a CCART. For example, there is a pot of technology equipment money in the Moody College of Communication Dean’s Office from which all departments purchase. The *DEFINE records for those items will be placed in the Dean’s Office unit code because the account is in the Dean’s Office unit code. Once the records are on the mainframe, a CCART is created to transfer the items to the proper department. Use the Unit Code column of the self-tagging spreadsheet to keep track of which items will need to be transferred.
...
Once the Inventory Certification Report is complete and has been sent to Inventory, the Records Custodian should go through the report to see if any of their inventory has been located in places that are not controlled by their department. If so, the Records Custodian should find out why those items are located in non-departmental spaces and either arrange for them to be returned to their proper place or transfer the item to the department which now has custody of the item using a CCART. Remember that just because something was ‘Found’ either by scanning or the NETL program, that doesn’t mean that your department actually has custody of it.
As an example, the Moody College of Communication had a laptop that had been stolen. It popped up as ‘Found’ because NETL found it on the UT network. The Records Custodian contacted one of the technology guys and he used network tools to track down the physical location of the laptop. UTPD was notified and they went and recovered the laptop.
...
Columns in the downloaded spreadsheet are automatically filled with any data found from POINT Plus files. Some columns are left empty and must be filled manually. Others may need to be edited manually – such as Description (since Inventory requires a specific format for descriptions), and Site/Building/Floor/Room (if the items have been moved from the delivery location listed on the PO).
NU1 Report
Go to the NV1 screen in *DEFINE
...
Choose the report that has your *DEFINE login next to it and download.
Physical Inventory Cycle Report
...