Fixed Asset Management

Fixed Asset Management

Fixed Asset Management is a process of purchasing, documenting, monitoring and disposal of Pustaka assets. Pustaka fixed asset including of properties belonging to Sarawak State Library comprises of computer and accessories (KA), office equipment (KP), furniture and fittings (PP) and vehicle (K).

It is done by Asset Management Unit under purview of Corporate Management Sector. Asset Management involves the process of;

1.Purchasing of assets
2.Receiving and registration of assets
3.Assets Sighting
4.Assets Board of Survey (B.O.S)
5.Write-off of assets

Purchasing of Assets

Purchasing is the formal process of buying goods and services. All the purchasing must use the Borang Permohonan Pembelian/ Perkhidmatan. Item purchase at any amount up to RM1000.00 and above will be requested by Asset Officer for asset categorized as KP, PP and K. Meanwhile asset categorized as KA will be requested by ICT Sector Representative. The requisition of asset must have at least 3 quotations from suppliers.

Receiving and Registration of Assets

This work process is to ensure that the receiving and registration of the Pustaka assets is systematically and in order.

Upon receiving of asset, the receiving officer shall make an inspection to ensure that asset follows to the specifications required. If its is meets the prescribed specifications, the receiving officer will confirm the asset receiving by signing the delivery note, invoice and service order and shall hand over a copy of that documents to the Asset Officer (if the receiver is not a Asset Officer) for the registration process. If its is not, receiving officer shall notify the supplier.

Asset Officer shall determine the classification and asset registration number by completing the Borang Pendaftaran Harta Modal Pustaka Negeri Sarawak (PUSTAKA/ PAA-2). Asset Officer then will hand over a copy of PUSTAKA/ PAA-2 to the Finance Unit for checking and record keeping purposes. Asset Officer then will issue a asset label and submit it to a sector representative to label the assets.

Assets Sighting

Pustaka Assets should be checked at least once a year by an Appointed Officer. That Officer will conduct an asset checking on-site by using the form provided by Asset Officer. The Examining Officer will update all the assets information such as assets status and its current location and must submit the findings reports within 1 month to the Chief Executive Officer (CEO). A copy of the report will be submitted to the Asset Officer for his/ her immediate action. Asset Officer shall update the asset information before keeping the reports for record purposes.

Board of Survey (B.O.S)

Board of Survey (B.O.S) is the process to dispose all Pustaka’s assets from possession, control, storage and records in accordance with the prescribed method.

If assets have been identified as damaged, obsolete, expired of use and no longer required by the Department, the Asset Officer shall execute the disposal process. CEO shall appoint Lembaga Pemeriksa Aset Alih Pustaka Negeri Sarawak (LPAAP) consist of at least two officers from the Support Group 1.

LPAAP will do inspection and propose the method to dispose the assets. Asset Officer will apply to CEO to dispose the asset according to the said decision by LPAAP. Asset Officer then will update the assets records.

Write-Off

Write-off is the process to ensure the removal of assets is systematically in accordance with the said procedures. This process is applicable when it is involving loss of assets such as theft, accident, fire, natural disaster, loss, fraud or negligence of a responsible officer.

An officer who knows about loss should inform the Asset Officer and then lodge a police report within 24 hours. Asset Officer will report the incident to CEO. CEO shall set up an Investigating Committee (JKP) to investigate the case. JKP will provide the Investigation Final Report and forward it to the CEO. CEO will give a recommendation or comment and approve the write-off to be executed by an Asset Officer.