ESM-PR-003: Equipment Management for Business Units

Policy relating to the treatment of equipment within Education Queensland's Business Units

Relevant legislation and policy

Legislation and/or regulations

Financial Accountability Act 2009 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/F/FinAccountA09.pdf
Financial and Performance Management Standard 2009 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/F/FinAccPManSt09.pdf
Public Service Act 2008 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/P/PublicServA08.pdf
Public Service Ethics Act 1994 (Qld) http://www.legislation.qld.gov.au/LEGISLTN/CURRENT/P/PublicSecEthA94.pdf

Substantive policy

Leasing in the Queensland Public Sector Policy Guidelines - Queensland Treasury, August 1998 http://www.treasury.qld.gov.au/office/knowledge/docs/leasing-in-qld/leasing-in-qld.pdf
Crime and Misconduct Guidelines on Disposing Scrap and Low Value Assets 2002 http://www.cmc.qld.gov.au/data/portal/00000005/content/43004001131402215791.pdf
Crime and Misconduct Prevention Guidelines for Disposing of Scrap and Low Value Assets, 2002 http://www.cmc.qld.gov.au/data/portal/00000005/content/60750001131402215791.pdf
Non-Current Asset Policies for the Queensland Public Sector http://www.treasury.qld.gov.au/office/knowledge/docs/non-current-asset-policies/index.shtml
Code of Conduct http://education.qld.gov.au/corporate/codeofconduct/index.html

Related procedures

ESM-PR-001: Resource Replacement Scheme /strategic/eppr/equipment/esmpr001/
FLM-PR-001: Fleet Management /strategic/eppr/fleet/flmpr001/
IFM-PR-008: Managing the Department's Records /strategic/eppr/information/ifmpr008/

Statement of intent

The Department of Education and Training is committed to ensuring that a suitable equipment management system operates within business units for important departmental assets and equipment.

The department's equipment management system includes:

documented acquisition and recording processes;
equipment management processes including stocktake and loan of equipment; and
appropriate disposal and write-off process.

Business units record portable and attractive ($500 to $5,000) and capital assets (over $5,000) on the Department of Education and Training SAP Asset Register. Records include information regarding acquisition, transfer, loan of equipment, and disposal.

Stocktakes are undertaken annually to assist in identifying assets that need replacing, are missing, or are obsolete.

An equipment replacement plan is prepared to facilitate periodic replacement of equipment and:

is a five year plan
covers all items of capital assets and higher cost portable and attractive equipment (eg computers)
is updated every year, and
is consulted in the budget development process.

Equipment is disposed of by:

transferring to a school, other business unit or other organisations
selling, as trade-in, or by dumping
writing-off equipment: under warranty, beyond economic repair, stolen, or missing.

Equipment management also involves dealing with issues of fraud, private and or unofficial use of equipment, conflicts of interest and misuse of resources.

Responsibilities

Business Unit Managers

ensure proper maintenance of an equipment register for new equipment with a value in excess of $500.00 using the SAP Asset Register including:
- new acquisitions
- donations from community organisations
- via Department of Education and Training projects
- transfers from schools or other business units
ensure proper equipment control measures including:
- maintenance of an equipment loan register and review of long term loans;
- authorised and maintained supporting documents for all acquisitions, transfers 186k, loans (EQ11) 220k, disposals (including transfers to external organisations) and write-offs (EQ13) 134k, of equipment;
- retaining records as per Records Management for Central and District Offices;
- conducting an annual stocktake of equipment;
- reviewing equipment management practices and data;
- preparing a replacement plan;
- ensuring equipment is kept secure and protected from loss, including marking equipment clearly and permanently with an asset number;
- ensuring local safety instructions are issued relating to use, storage, and movement of equipment where applicable. Apply and maintain warning signs and labels where required;
ensure proper disposal of equipment including:
- approving the disposal of any items of equipment with written down value less than $1,000;
- approving the write-off of any item of equipment with a written down value less than $1,000; and
- ensuring the appropriate disposal of equipment for business unit locations officially closed and or permanently vacated or vacated for an extended period.
ensure equipment is used for official purposes only;
acquire equipment through a lease in accordance with Leasing in the Queensland Public Sector Policy Guidelines

Fixed Assets Team, Finance Branch

provides advice on equipment management issues;
coordinates business unit stocktake;
records all returns on database;
notifies business units with outstanding stocktakes non-compliance; and
escalates non-completion of stocktakes to department senior management and internal audit.

Forms

Guidelines

Guidelines for the Annual Stocktake Process for Business Units

Contacts

For information about equipment management for business units, contact: No results from phone include!

Document information

Approval record: 10/55268 Doc. Ref. 10/55268
Date of implementation: 2012-03-09
Date of publication: 2012-03-09
Date to be reviewed: 2010-11-09
This procedure replaces:

AM-08: Equipment Management - Version: July 2001
ESM-PR-003: Equipment Management for Business Units - Version: 1.0, 1.1, 1.2, 1.3

Uncontrolled copy. Please refer to Education Policy and Procedure Register at http://iwww.qed.qld.gov.au/strategic/eppr/ for latest version.

Uncontrolled copy. Please refer to Education Policy and Procedure Register at http://education.qld.gov.au/strategic/eppr/ for latest version.

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