INVENTORY BY TECHNICAL & SERVICES UNIT OF MODERN LANGUAGE CENTER & HUMANITIES SCIENCE
GUIDELINES FOR REGISTRATION OF ASSETS / INVENTORY BY TECHNICAL UNITS & SERVICES OF MODERN LANGUAGE CENTER & HUMAN SCIENCE
1.0 INTRODUCTION These guidelines are intended to inform and explain to all staff of the Center for Modern Languages & Humanities (PBMSK) related to asset/inventory registration for each acquisition that has been made. These guidelines are also intended to make it easier for all parties and the Technical & Services Unit (UTP) to track the location of the assets/inventory involved easily and save time. 2.0 BACKGROUND The Center for Modern Languages and Humanities (PBMSK) was established to strengthen the development of students’ knowledge in the field of language, humanities, and soft skills as knowledge and skills in the field of engineering alone are not enough to produce competitive graduates. The center is divided into three departments, namely the Department of Science and Humanities, Department of Modern Languages , and the Department of Foreign Languages. PBMSK offers university core subject courses as well as training to students such as MUET, Learning Skills Workshop. PBMSK also offers training and consultation to employees within and outside UMP such as IELTS Courses and other communication English courses. As for the PBMSK administration, all technical matters are strongly supported by the Technical & Services Unit. In addition to technical services, other services provided by the Technical & Services Unit are to ensure that every asset and inventory under the care of PBMSK is in good condition. 3.0 OBJECTIVES The objectives of this guideline are to 3.1 Explain the registration procedure on assets/inventory that needs to be made when the equipment is received and ready for use. 3. 2 Explain in more detail the flow chart of asset/inventory registration that needs to be recorded by the Technical & Services Unit. 4.0 FORM ESTABLISHED / INVOLVED 4.1 4.2 4.3 4.4 4.5 4.6
Equipment Technical Record (Equipment Technical Record) Equipment Receipt Form (Equipment Receipt Form – Research) Form KEW PA 6 (Capital Property Movement Register Form) Loan Form KEW PA Form 7 (Government Movable Assets Form)
5.0 PROCEDURES / GUIDELINES FOR REGISTRATION OF ASSETS / INVENTORY 5.1 Any assets/inventory purchased at PBMSK must be registered at UTP. 5.2 The first process is to record the information about the asset/inventory into the UTP Technical Equipment Record. 5.3 Then, the assets/inventory need to be identified according to the categories that have been set, namely: i.
Permanent property (Individual) – Assets/inventory are registered in the name of the individual. – Form KEW PA 6 and Equipment Receipt Form must be filled in by the owner. – If the assets/inventory change ownership, KEW PA 6 form, and Equipment Receipt Form must be filled in by the new owner and updated by UTP. – Examples: Laptop, External Hard Disk, and Printer
Permanent property (Location) – Assets/inventory are registered in the name of the person-in-charge of a place. (example of person-in-charge for the Administration Office is Assistant Registrar) – Form KEW PA 6 and Equipment Receipt Form must be filled by the person-in-charge of the location. – If the asset/inventory is to be changed location, KEW PA 6 form and Equipment Receipt Form must be filled in by the person-in-charge location and updated by UTP. – Example: AV equipment in laboratory 13 PBMSK, whiteboard
Use – Assets/Inventories purchased for common use among all PBMSK staff including academic and non-academic. – The loan form and KEW PA 6 Form must be completed by the borrower. – Examples: Voice Recorder, Laser pointer
Research – Assets/Inventories purchased by researchers for research purposes. – Equipment Receipt Form Research and KEW PA 6 Form must be completed by the researcher and signed when the equipment is returned. – Upon completion of the research, the researcher must return the assets/inventory to UTP.
If the research period expires, researchers still want to use any research equipment, they need to fill in the Equipment Receipt Form If there is a delay, the researcher needs to come to UTP to fill in the Equipment Receipt Form Research in the column equipment suspension.
5.4 When all business record/inventory information is completed, then the assets/inventory are handed over to the staff involved. 5.5 For categories involving permanent ownership (location), the equipment will be located at the location involved after all information is recorded.
FLOW CHART OF REGISTRATION PROCESS ASSETS / INVENTORY BY THE TECHNICAL CENTER FOR MODERN LANGUAGES AND SCIENCE humanity
RECORDING INFORMATION ON ASSETS / INVENTORY TO FORM RECORD OF EQUIPMENT TECHNICAL
IDENTIFY CATEGORY OF EQUIPMENT
OWNERSHIP STAY (LOCATION)
OWNERSHIP STAY (INDIVIDUAL)
INFORM OF ACCEPTANCE OF EQUIPMENT & KEW PA 6 BY THE OWNER
OF THE EQUIPMENT RECEIPT FORM, KEW PA 6 & 7 BY PIC
TABLE OF ACCEPTANCE FORM EQUIPMENT (RESEARCH) AND KEW PA 6 BY RESEARCHERS
CONTENT & FORM OF LOANS BY BORROWER KEW PA 6
INSTALLATION EQUIPMENT IN THE AFFECTED BY VENDOR / UTP
OF ASSETS / INVENTORY TO USER