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2800 DFPS Property Manager and Asset Management Unit

DFPS Asset Management Handbook February 2011

The DFPS commissioner designates the director of the DFPS Asset Management unit as the agency property manager. The director and the Asset Management unit are the custodians of all property in the possession of the agency, and are responsible for maintaining the required records. The DFPS Asset Management unit is comprised of three separate groups: asset records support, asset policy and process support, and physical property support (regional and state office). This strengthens the integrity of DFPS asset management processes by segregating the physical counting and handling of assets from the recording and reporting functions.

The DFPS property manager plays a central role in ensuring effective coordination and communication among DFPS staff, the DFPS Asset Management unit, and HHS Regional Administrative Services and Regional Inventory Coordinators in all processes, including the important annual physical inventory.

2810 DFPS Asset Management Unit Sole Responsibilities

DFPS Asset Management Handbook February 2011

Certain asset management tasks are the sole responsibility of the DFPS Asset Management unit in the chief operating officer’s division, including:

  •  development of asset management policies and procedures in compliance with state property accounting policies and procedures;

  •  providing guidelines for asset management operations;

  •  maintaining Texas State Property Accounting (SPA) and HHSAS systems and records and its supporting documentation files;

  •  reconciling the SPA and DFPS’s HHSAS property accounting system; 

  •  correcting acquisition methods in SPA and HHSAS systems;

  •  assigning of asset identification numbers;

  •  processing of interagency transfers and manual transactions;

  •  coordinating the support of HHSC Regional Administrative Services (RAS) in the annual physical inventory of all DFPS assets;

  •  conducting, in conjunction with RAS as appropriate, the training of DFPS staff for annual or periodic inventories;

  •  conducting random audits of area offices and programs to ensure compliance with policies;

  •  overseeing the appropriate disposal of DFPS surplus and salvage items; and

  •  overseeing the agency’s compliance with lost, stolen or damaged property requirements.

2811 Asset Records Support

DFPS Asset Management Handbook February 2011

Asset Records Support is the custodian designee of all DFPS property records. The DFPS asset records coordinators are responsible for:

  •  knowing all DFPS policies and procedures relating to asset management and security of assets;

  •  overseeing the identification and maintenance of DFPS assets in the Health and Human Services Administrative System (HHSAS) inventory system and the State Property Accounting (SPA) inventory system;

  •  reconciling the SPA and DFPS’s HHSAS property accounting system (quarterly, monthly, and as needed);

  •  correcting acquisition methods in SPA and HHSAS systems;

  •  distributing asset identification numbers to regional inventory coordinators or others, as appropriate;

  •  entering appropriate information regarding missing, stolen or damaged property into HHSAS and SPA;

  •  participating in the support of RAS in the annual physical inventory of all DFPS assets;

  •  conducting post-inventory reconciliation of records;

  •  conducting HHSAS testing for software upgrades, modifications, and fixes;

  •  disposing of or retiring property in SPA and HHSAS systems;

  •  along with the Asset Policy and Process Support, conducting training on asset management functions and responsibilities for DFPS staff, regional inventory coordinators, and others, as appropriate;

  •  acting as liaison to DFPS Accounting in all matters relating to assets accounting and reporting; and

  •  representing DFPS at interagency asset management meetings and workshops.

2812 Asset Policy and Process Support

DFPS Asset Management Handbook February 2011

Asset Policy and Process Support is responsible for:

  •  knowing all DFPS policies and procedures relating to asset management and security of assets;

  •  developing and conducting training on asset management functions and responsibilities for DFPS staff, regional inventory coordinators, and others, as appropriate;

  •  assisting in the support of RAS in the annual physical inventory of all DFPS assets;

  •  determining appropriate disposal methods and coordinating physical disposal of surplus and salvage items; 

  •  coordination and support of regional directors and DFPS property manager in the timely completion of investigations and requirements relating to missing, stolen, or damaged assets (see 6000 Stolen, Missing, or Damaged Property); and

  •  representing DFPS at interagency asset management meetings and workshops.

2813 Physical Property Support (HHS Regional Inventory Coordinators and DFPS State Office Property Coordinators)

DFPS Asset Management Handbook February 2011

HHS regional inventory coordinators (RIC) and DFPS State Office Property Coordinators are responsible for:

  •  knowing DFPS policies and procedures relating to asset management and security of assets;

  •  supporting DFPS staff in the general care and control of all assets assigned to designated regions;

  •  entering data for designated regions in the HHSAS asset management module in a timely manner, no later than five working days of receipt of relevant documentation;

  •  issuing DFPS property tags for non-tracked property in designated regions; 

  •  providing barcoded asset tags to receiving staff as appropriate for tracked assets in designated regions;

  •  ensuring DFPS assets are appropriately labeled and notifying the DFPS asset records coordinator when a property label needs replacement;

  •  maintaining and retaining documentation for asset management transactions in accordance with established records retention requirements and forwarding copies to DFPS Asset Management unit in a timely manner;

  •  supporting RAS in the annual physical inventory;

  •  participating in the reconciliation of physical inventory by locating missing items or providing other information that may be requested;

  •  assisting in the appropriate identification and disposing of surplus and salvage property;

  •  assisting in the appropriate transfers of property;

  •  serving as the primary property management contact person in designated regions; and

  •  representing the DFPS Asset Management unit at regional meetings.

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