Procurement Bulletin - Asset responsibilities at ESDC

Bulletin 2018-17 - January 4th, 2019

All Cost Centre (CC) Managers are responsible for the good stewardship of all assets used by their teams. Unless you’re only using pen and paper to write, your team no doubt has tracked assets (as defined in para 6 of the ESDC Standard for Managing and Tracking Assets), which the CC Manager is responsible to account for!

A recent internal audit of asset management identified a number of areas for improvement. The first step in rectifying this is to ensure that CC Managers become more familiar with their role with regard to asset management and understand the consequences of not properly executing these responsibilities.

Here are some examples of the findings from the Audit of Capital and Attractive Assets that CC Managers should be aware of.

  • Asset management practices need strengthening in order to improve asset tracking and reporting. This will help keep information accurate and up to date.
  • Asset acquisition and disposal are in compliance with TB Directive and departmental policies. However, throughout the audit, results showed rationales to support the disposal decision were not always documented.
  • Accuracy and reliability of asset recording information needs to be improved. All tracked assets belonging to ESDC must be recorded in myEMS and disposal information reflected in a timely manner. (For example, some assets were found that were not recorded in SAP or had incorrect locations.)

To facilitate this process, we have created an updated summary of the tracked asset process in the Procurement Roadmap under section 4.6 Tracked Assets.

Questions and Comments

Questions and comments of a general nature related to the contents of this bulletin can be sent to AMPP at NC-ASSETS-IP-POLICY-POLITIQUES-BIENS-PI-GD.

Distribution:

  1. Cost Centre Managers
  2. Business Reference Network Members
  3. Administrative Professionals Network
  4. Requisitioners
  5. Visa Card Holders
  6. Regional Material Managers
  7. Branch and Regional Management Services