INTERDEPARTMENTAL MEMORANDUM

Asset Management and Inventory Directive #2a

To:   Chief Administrative and Fiscal Officers, Business Managers, Asset and Inventory Personnel and Core-CT Security Liaisons
   
From: Brenda K. Halpin, Director
Administrative Services Division
Office of the State Comptroller
55 Elm Street
Hartford, CT 06106
   
Date: June 16, 2010
   
Re: Update - Changes to the Asset Management and Inventory Security Roles

Purpose
The purpose of this Asset Management and Inventory Directive #2a is to notify agencies regarding  the status of the changes to the asset and inventory roles which will become effective July 15, 2010.  The changes discussed in the March 22, 2010 Directive were not implemented at that time, so we are waiting until after the closing of fiscal year 2010.  In addition, the Asset Management and Inventory sections of the Role Handbook for Financials, Security Liaison Guide and the Segregation of Duties Grid will be revised on the effective date.  These documents can be found at http://www.core-ct.state.ct.us/security.

General Information
The Administrative Services Division has completed a review of the Core-CT Asset Management and Inventory roles to ensure proper internal controls are in place with each role.

As a result of this review, the pages and permissions will been changed for the following roles:

Agency Asset Processor Agency Inventory Financial Processor
Agency Financial Asset Processor Agency Inventory Material Stock Request Processor
Agency Asset Reviewer/Report Maker Agency Inventory Material Stock Request Approver

Agency Asset Physical Inventory Processor (NEW)

Asset Management Module
The day to day functions of the asset roles have been assigned to the Agency Asset Processor role, and the financial functions have been assigned to the Agency Financial Asset Processor role.  The Agency Asset Processor role will not be allowed to be combined with the Agency Financial Asset Processor role.  All functions for asset reporting and viewing of pages have been moved to the Agency Asset Reviewer/Report Maker role. 

A new role, Agency Asset Physical Inventory Processor, has been added.  This role cannot be combined with the Agency Asset Processor role or the Agency Financial Asset Processor role.    However, an exception may be granted for the Agency Financial Asset Processor role to be combined with the Agency Asset Physical Inventory Processor role, if compensating controls are in place.

As a reminder, physical inventories of all property may not be taken by persons involved with maintaining property records.

This change impacts each Executive Branch agency and will require every agency to complete the attached spreadsheet for each agency person with an Asset Management module role.  The changes must be submitted by July 1, 2010 to ensure a seamless transition.  Changes received after July 1st but before July 15th will be processed as soon as possible.  Failure to submit changes by the implementation date may cause a disruption in agency processing.  All asset management roles for each agency will be deleted so that the new roles can be added for the effective date.

The Office of the State Comptroller's Administrative Services Division will audit the users of the Asset Management module, including the physical inventory staff, based on the documentation provided.  Agencies will be notified of any necessary changes to provide the appropriate segregation of duties.

When requesting an exception, the agency Supervisor or Manager of the Asset Management Unit must submit the following documentation to osc.assets@po.state.ct.us with the spreadsheet:

- Internal agency procedures that prevent inappropriate or fraudulent transactions from occurring
- An explanation stating the necessity of the user having more than one role
- The completed Property section of the Internal Control Guide questionnaire

Inventory Module
The review of the inventory roles resulted in the following change:  the Agency Inventory Financial Processor role will not be assigned to the Agency Inventory Material Stock Request Processor role when it is combined with the Agency Inventory Material Stock Request Approver role. At this time, it does not appear that changes are required at the agencies based on the current security roles.  

Conclusion
The above information pertains only to the Executive Branch agencies that are using the Asset Management and Inventory modules in Core-CT.  The security changes will be made effective July 15th.  Submit all documentation to osc.assets@po.state.ct.us  If you need to speak with us about this process contact the OSC Administrative Services Division at 860-702-3436 to speak with Betty Daly.

Attachment:
Asset Management roles that are changing as of July 15, 2010.
 

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