Property Menu - Property Manual - Chapter 7

Pre-Inventory Meeting

As the next inventory cycle begins, a Physical Inventory staff member will contact the DPA to schedule a Pre-Inventory Meeting. During this session, the Physical Inventory procedures, ground rules and schedules are finalized in cooperation with local department representatives. The meeting usually takes place 2-4 weeks prior to the actual inventory activities. Attendees at the Pre-Inventory Interview may vary by school or department, but following are the participants who should attend:

From PMO:
- The Inventory Administrator (or designated alternate)
- Inventory Analysts/Specialists (as appropriate)
- The Property Service Representative (PSR)
From the Department:
- The DPA
- The Department Chair or a Senior Administrative Manager
- Inventory Escorts (people who will walk through the space with the inventory team; this could be administrative personnel, lab managers, other staff members, or students

A few weeks prior to the inventory, the DPA should:

Notify the Dean or Area Director, colleagues, associates, fellow staff and faculty members of planned inventory dates. Methods to accomplish this include email announcements, presentations at local staff meetings, and posting of information in labs/department areas (samples can be found on the website)
Ensure the untaggable assets file is up-to-date and readily available for the inventory team
Identify all locations of the Department's assets (including offices, storage areas, labs, off-Campus sites, etc.)
Collect and have copies available of the "Stanford Off Campus Equipment Verification Worksheets" forms for inventory purposes. Ensure these forms have been updated and signed by the DPA within the past 12 months.
Obtain (have available) current floor plans for all areas to be inventoried. Ensure the Space Coordinator has updated all building space changes in the FAMIS database prior to inventory visit. Check the Facilities Website for maps and floor plans.
Identify areas within your department that need special attention or precautions, such as:
- Lab areas
- Clean Rooms
- Confined spaces
- Patient treatment areas
- Radiation zones
- Biohazard area

The week immediately preceding the physical inventory, the DPA should:

Remind colleagues, associates, fellow staff and faculty members of planned inventory dates
Advise colleagues, associates, fellow staff and faculty members to prominently label all personal items (may use the green "Non-Stanford Asset" overlay)
Arrange for escorts with the necessary keys, door codes, etc. to accompany inventory takers on pre-scheduled inventory day(s)
Post notices in all areas scheduled for inventory (See samples on the web)
Ensure property records are updated – newly received property is tagged and recorded, location/condition/status information is current, and asset custodians are correct.