AW-13 · Asset, Equipment and Inventory Management

1. Purpose and scope

Purpose. To ensure that every asset IoL teaches with is received against its order, tagged and registered with HQ before use, held by a named custodian, maintained by the right HQ route, moved, lent or disposed of only with authority, and verified every year; and that simulation consumables are ordered through the HQ Inventory Management system, held in custody, issued only against a recorded request, counted with a witness and disposed of under HQ rules. An unregistered manikin cannot be maintained, an uncalibrated monitor teaches wrong values, and a missing task trainer or an empty shelf cancels a session.

Scope statement. This procedure manages IoL assets from delivery (AW-10) through tagging, custody, maintenance, transfer and retirement to disposal and annual verification, with the HQ asset register as the system of record and the IoL asset list as the operational register reconciled to it; and simulation consumables from forecast through replenishment, receipt, storage and issue to stock count and disposal.

Applies to. All assets used by IoL after purchase: simulation manikins and simulators, task trainers, biomedical equipment, AV and recording systems, IT hardware assigned to IoL, furniture and software licences tied to equipment; and consumables used by the Healthcare Simulation department that the HQ Inventory Management system supplies.

Does not apply to. The purchase of assets, and consumables not available through the HQ system, both under AW-10. Internal procedures of HQ Asset Management, HQ BME and the HQ warehouse. Capitalisation, depreciation and financial reporting. Building fabric (AW-14). Institutional IT infrastructure (AW-15). Clinical equipment owned by Dubai Health entities and used in their facilities. Library holdings.

Rules that hold throughout. Assets are registered centrally with HQ Asset Management and are not moved, lent or disposed of outside this procedure; a University Facilities permit precedes any delivery, transfer or removal on University premises. Consumables are ordered only by SDO, held only by the Store Keeper and issued only against a recorded issue request, first-expiry first-out. Requirements falling in the blackout, October to March, are ordered inside the purchasing window, April to October (AW-02). Each request names its budget entity, University or DAHC, and its sub-account. A request returned for revision and not resubmitted within 10 working days is closed.

2. Trigger, boundary and interfaces

3. Roles and accountability

Process owner. Head of Administration and Operations (HAO). Custodian. Administration Affairs (SDO), which operates the procedure and keeps its records. Outside the table: the Simulation Coordinator is responsible for the forecast (step 10) and the issue requests (step 14); University Facilities is consulted on every permit; HQ Facilities and HQ IT perform non-biomedical maintenance (step 5); the HQ Inventory Management Section is the HQ Asset Management role at steps 12, 13 and 16.

The Dean's own requests are approved by the Dean's superior, named in AW-05.

[CONTROL] Segregation. The custodian who signs for an asset is not the requester who wrote its specification under AW-10; where they are the same person the SDO Asset Officer witnesses and countersigns [SDO to confirm: IOL-OPS-005 v0.1 AS2 and AS3 give inspection and signature to the custodian alone; this procedure adds the witness because AW-10 separates requester from receiver]. The custodian does not verify their own assets. The requester of a transfer or retirement does not approve it. Loans to a custodian's own team are approved by the SDO Asset Officer. In the consumables part the Store Keeper requests, receives, issues and counts; the SDO-witnessed count at step 15 and the Chair's endorsement at step 11 are the compensating controls for that concentration [SDO to confirm: IOL-OPS-004 v0.1 IN2, IN8, IN12 and IN13 place all four in the Store Keeper without naming a compensating control].

[CONTROL] Delegation tiers. Replenishment: tier 1, the SDO Head of Finance within the internal limit set by the HAO; tier 2, the HAO; tier 3, the Dean up to the Dean's authority under the DOA Manual; above the Dean, Level 3 through HQ. Transfer and retirement: the HAO, or the Dean above the HAO's limit (AW-05). Disposal of assets: Level 2 through HQ Asset Management (DOA Chapter 8.1). Disposal of expired or damaged consumables: the HAO. The tier values are stated in AW-05 [HAO to state; not yet stated in any document].

4. Procedure

Steps 1 to 9 cover assets, receipt to annual verification; steps 10 to 16 cover simulation consumables, replenishment to disposal.

1. Coordinate delivery, inspect and sign. The SDO Asset Officer agrees the delivery date with the supplier and, for University premises, obtains the University Facilities delivery permit. The Asset Custodian inspects the asset against the purchase order and signs the delivery note only for a conforming asset. [CONTROL] Nothing is signed for before inspection. Decision point. Conforms: step 2. Does not conform: the asset is rejected, replacement is managed under AW-10 step 10, and the delivery returns to step 1.

2. Request tagging and register. Within 2 working days of the signed delivery note the SDO Asset Officer enters the asset on the IoL asset list (description, serial number, category, location, custodian, value, supplier, warranty end, maintenance route, calibration interval, readiness status not in use) and requests tagging from HQ Asset Management with the purchase order, signed delivery note, serial number, location and custodian. HQ tags and registers the asset within 10 working days of the delivery note; SDO adds the tag number to the list. [CONTROL] Tagging is requested only after the delivery note is signed; no asset enters teaching use before it is tagged and registered, and WF-12 will not schedule an untagged item. Next: step 3.

3. Classify the asset and obtain BME acceptance. The SDO Asset Officer confirms with BME whether the asset is biomedical and records the classification, which fixes its maintenance route for life. Decision point. Biomedical: BME performs acceptance testing and registers the asset in its PPM schedule; passed: step 4; failed: the asset is withdrawn and the non-conformance goes to AW-10 step 10. Not biomedical: step 4.

4. Acknowledge custody and set readiness. The custodian signs the custody acknowledgement confirming the asset, tag number and location; the Chair is informed. SDO files it with the BME acceptance report and any calibration certificate, enters the PPM or manufacturer maintenance dates and the calibration interval in the AW-25 calendar, and sets the readiness status to available. Custody changes on transfer, role change or departure (AW-07) are recorded the same day. [CONTROL] One named custodian per asset. End: asset registered, in custody and available to WF-12.

5. Maintain, calibrate and resolve faults. When PPM is due or a fault is reported, the SDO Asset Officer routes the work by classification: BME for biomedical assets, HQ Facilities or HQ IT for the rest; chargeable maintenance outside PPM goes through AW-10. Equipment that displays or measures a value used in teaching is calibrated at the stated interval, certificate filed. The readiness status is unavailable during maintenance and for any asset past its calibration date, so WF-12 schedules around it. Unsafe equipment is withdrawn and labelled until repaired; faults that could injure anyone are also logged in AW-17 on the day. SDO records outcome, performer and downtime and informs the Chair. [CONTROL] An asset with an open safety fault or an expired calibration is not available to a session. Decision point. Repaired and safe: the asset returns to service and the log entry closes. Beyond economical repair, obsolete or unsafe: step 7.

6. Lend, move or transfer. A temporary movement to another site, a Dubai Health facility, an event (AW-21) or an individual is a loan: recorded on the IoL asset list with borrower, purpose, destination, due date and condition, approved by the SDO Asset Officer (by the HAO, with an AW-23 loan agreement where value warrants, for an external party) and checked in on return; overdue loans are chased at due date plus 2 working days. A permanent change of location or custodian is a transfer: the custodian's request states the tag number, current and proposed location or custodian and the reason; the Chair endorses, returns or declines it; the HAO, or the Dean above the HAO's limit (AW-05), approves or rejects it; the SDO Asset Officer submits it to HQ Asset Management, or to BME with the required BME documentation for a biomedical asset, and obtains the University Facilities permit; HQ updates its register, SDO updates the list and the new custodian signs at step 4. [CONTROL] No asset leaves its recorded location without a loan record or an approved transfer and, on University premises, a permit. Decision point. Loan returned, or transfer approved and processed: End: asset at its new location, registers updated. Returned for revision: the custodian resubmits. Timeout. Not resubmitted within 10 working days: the request is closed. Declined or rejected: the request is closed and the Chair informed.

7. Request retirement and prepare the condemnation letter. The custodian identifies an asset at end of life, beyond economical repair, obsolete or unsafe and prepares the retirement request with the SDO Asset Officer: tag number, reason, proposed method and, for a data-bearing device, the wiping or destruction certificate AW-16 requires. For a biomedical asset SDO prepares the condemnation letter supported by the BME technical assessment; a non-biomedical asset goes directly to HQ Asset Management. The Chair endorses, returns or declines. [CONTROL] No biomedical asset is submitted for disposal without a condemnation letter. Decision point. Endorsed: step 8. Returned: the custodian resubmits. Timeout. Not resubmitted within 10 working days: the request is closed. Declined: the request is closed.

8. Approve retirement and dispose. The HAO, or the Dean above the HAO's limit (AW-05), approves or rejects the request and, where applicable, the condemnation letter. SDO submits the approved request to HQ Asset Management, which obtains Level 2 disposal approval (DOA Chapter 8.1) and issues the disposal reference; SDO obtains the University Facilities removal permit, hands the asset to HQ with the AW-16 certificate where applicable, files the handover record and updates the IoL list; HQ removes the asset from its register. [CONTROL] No asset is disposed of, given away or sold without this approval and the HQ reference; an unauthorised disposal is a breach reported through AW-24. Decision point. Approved: End: asset removed from both registers with the disposal record attached. Rejected: the request is closed and the Chair informed.

9. Verify annually and reconcile. Once a year, at a date fixed in AW-25, the SDO Asset Officer, with a second person who is not the custodian of the assets counted, physically verifies every IoL asset against the HQ register: present, tagged, at the recorded location, condition as recorded. Missing or untagged assets are reported to HQ Asset Management, discrepancies investigated within 10 working days and the IoL list reconciled to the HQ register. The HAO signs the report; the Chairs are informed. [CONTROL] An asset still missing after investigation is reported through AW-17 and, above a value the HAO sets [HAO to state], through AW-24. End: verification report signed and registers reconciled.

10. Monitor stock, forecast demand and prepare the replenishment request. The Store Keeper monitors each consumable line against its minimum level. The Simulation Coordinator provides the consumption forecast from the WF-12 session schedule and the Chair is consulted on it; blackout requirements are forecast for the whole period and ordered inside the purchasing window. When a line reaches its minimum or the forecast requires it, the Store Keeper prepares the request: item codes, quantities, required date, budget entity (University or DAHC) and sub-account. Items not in the HQ Inventory Management system are requested under AW-10. Next: step 11.

11. Endorse and approve the replenishment request. The Chair, Healthcare Simulation, confirms the requirement and quantities and endorses, returns or declines the request. SDO confirms budget availability and the approver for the value tier (section 3) approves, returns or rejects it. [CONTROL] No order before endorsement and approval; no splitting to reach a lower tier. Decision point. Approved: step 12. Returned: the Store Keeper resubmits. Timeout. Not resubmitted within 10 working days: the request is closed. Declined or rejected: the request is closed and the Chair informed.

12. Place the order and coordinate delivery. The SDO Procurement Officer places the order in the HQ Inventory Management system, shares the order reference with the Store Keeper and tracks it while the HQ Inventory Management Section fulfils it. SDO confirms the delivery date with the Store Keeper and, for University premises, obtains the University Facilities delivery permit. [CONTROL] Only SDO places orders in the HQ system. Next: step 13.

13. Receive, inspect and store. The Store Keeper checks item, quantity, batch, expiry date, packaging and storage conditions against the order, and signs the delivery note and confirms receipt in the HQ system only for a conforming delivery. Discrepancies are reported to the SDO Procurement Officer, who informs the Chair; the HQ Inventory Management Section manages replacement. Items are stored by category and expiry date with temperature control, segregation of hazardous materials and restricted access, and the location logged. [CONTROL] The delivery note is signed only for a conforming delivery. Decision point. Conforms: step 14. Discrepancy: the replacement delivery returns to step 13 and any affected session is flagged to WF-12.

14. Issue against session requests. On a session issue request from the Simulation Coordinator the Store Keeper issues the items first-expiry first-out and records the quantities against the request and the session. [CONTROL] No item is issued without a recorded issue request; expired or quarantined stock is never issued. Next: step 15.

15. Count stock and investigate variance. The Store Keeper conducts the scheduled count, witnessed by the SDO Head of Finance or the SDO Finance Officer acting for them [SDO to confirm: IOL-OPS-004 v0.1 names an SDO Finance Officer at IN13 to IN15 who is not in its roles table; this procedure treats the post as reporting to the SDO Head of Finance]. SDO compares the count with the stock records. [CONTROL] The Store Keeper does not assess their own variance. Decision point. No variance: the count sheet is filed and the cycle returns to step 10. Variance: SDO investigates with the Store Keeper, reports findings and corrective actions to the HAO, informs the Chair, and the cycle returns to step 10.

16. Quarantine and dispose of expired or damaged items. The Store Keeper removes expired or damaged items from stock, labels and records them in quarantine and informs SDO. The HAO approves the disposal, which follows HQ Inventory Management procedures including clinical and hazardous waste requirements; the disposal record and the expired stock value are filed. [CONTROL] Expired clinical supplies are not used in teaching, even in simulation, without the HAO's written exception for a stated purpose. End: items disposed of and stock records updated.

Exception routes. Equipment needed for a session while under repair or past calibration: the HAO may authorise a temporary substitute or a loan in from a Dubai Health entity, recorded at step 6. Asset found on neither register: registered at nil value, reported to HQ Asset Management and investigated. Loss or theft: a missing asset not resolved within 2 working days of discovery is reported by the custodian to the HAO, logged in AW-17, reported to University security [IoL to confirm] and, where theft is suspected, to HQ Asset Management and the authorities as HQ policy requires; a data-bearing device is also reported to AW-16 on the day. Consumable shortfall inside the blackout threatening a scheduled session: no route exists in IOL-OPS-004 v0.1 [HAO to confirm whether the HQ Inventory Management system serves IoL during the blackout; until then the AW-10 emergency purchase route applies and the shortfall is recorded against the forecast]. HQ delivery failure or repeated non-conformance: the HQ Inventory Management Section leads replacement; SDO records the impact for AW-06 and WF-12.

5. Service standards

6. Records, retention and controls

Records are kept in the Administration Affairs (SDO) central repository and in the systems named below, and retained for a minimum of seven years or the period required by the Dubai Department of Finance, whichever is longer.

Key controls. (1) Tagging only after the signed delivery note; no teaching use before tagging. (2) BME acceptance and PPM registration before a biomedical asset is used. (3) One named custodian per asset. (4) Assets past calibration, under maintenance or with a safety fault are unavailable to WF-12. (5) No movement without a loan record or an approved transfer and permit. (6) No biomedical disposal without a condemnation letter; no disposal without approval and the HQ Level 2 reference; data-bearing devices only with an AW-16 certificate. (7) Verification by a person other than the custodian. (8) Orders placed only by SDO after endorsement and approval; delivery notes signed only for conforming deliveries. (9) Issue only against a recorded request, first-expiry first-out. (10) Counts witnessed by SDO and variances reported to the HAO.

OBEF touchpoint. None. In-kind equipment donations are valued at receipt in AW-10; this procedure registers them like any other asset.

7. Performance measures

8. Change control