AW-13 — Asset, Equipment and Inventory Management

1. Purpose and scope

Purpose. To ensure that every item IoL depends on for teaching and simulation is known, located, assigned to a custodian, maintained and calibrated to a schedule, available when a session needs it, and disposed of only with authority. IoL's simulation estate is expensive, mobile, shared across sites, and safety-relevant; an unregistered manikin cannot be maintained, an uncalibrated monitor teaches wrong values, and a missing task trainer cancels a session.

Scope statement. This procedure manages IoL assets, equipment and consumables from receipt (AW-10) to disposal or write-off, using the IoL operational asset register as the system of record, reconciled to MBRU's institutional fixed-asset register [IoL to confirm which system holds each].

Applies to. Simulation manikins and simulators, task trainers, clinical equipment used in simulation, AV and recording systems, IT hardware assigned to IoL, furniture above the tracking threshold, software licences tied to equipment, and simulation consumables and medical supplies used in teaching.

Does not apply to. MBRU's capitalisation, depreciation and financial reporting of assets. Building fabric and fixed installations (AW-14). Institutional IT infrastructure and end-user device policy (AW-15). Clinical equipment owned by Dubai Health entities and used in their facilities, which remains theirs even when IoL teaches with it. Library holdings.

2. Trigger, boundary and interfaces

3. Roles and accountability

Process owner. IoL Simulation Operations Manager or equivalent [IoL to confirm].

[CONTROL] Segregation. The custodian of an item does not perform its annual verification; the asset administrator or a second person counts. The person proposing a disposal does not authorise it. Loans to a custodian's own team are approved by the asset administrator, not the custodian. Consumables reorder requests go through AW-10 with its requester and receiver separation.

4. Procedure

1. Register on receipt. Within 2 working days of the AW-10 goods-received note, the asset administrator enters the item: asset tag, description, serial number, category, location, custodian, purchase value and date, supplier, warranty end, maintenance schedule, calibration requirement and interval where applicable, and readiness status. The tag is fixed to the item. Items below the tracking threshold [IoL to confirm] but of a controlled type (task trainers, AV, IT hardware) are registered regardless of value. [CONTROL] No item enters teaching use until it is registered and tagged; WF-12 will not schedule an unregistered item.

2. Assign custody. Every registered item has one named custodian responsible for its location, condition and availability. Custody changes on transfer, role change or departure (AW-07 offboarding) are recorded on the day. [CONTROL] An item with no current custodian is an exception on the monthly report.

3. Manage loans and check-out. Items leaving their home location for another site, a Dubai Health facility, an event (AW-21) or an individual are checked out in the register with borrower, purpose, destination, due date and condition at issue, and checked in with condition on return. Loans to external parties require the process owner's approval and, where value warrants, an AW-23 loan agreement. [CONTROL] No item leaves site without a check-out record; overdue loans are chased at due date plus 2 working days.

4. Schedule and perform preventive maintenance. The asset administrator maintains a maintenance calendar from manufacturer requirements and service contracts, integrated with the AW-25 calendar. Maintenance is recorded against the item with date, performer, work done and next due date. The readiness status is set to unavailable for the maintenance window so WF-12 schedules around it.

5. Calibrate where applicable. Equipment that displays or measures a value used in teaching (patient monitors, infusion devices, scales, simulator physiology where the manufacturer specifies it) is calibrated at the stated interval, with the certificate filed against the item. [CONTROL] An item past its calibration date is set to unavailable until calibrated; a session cannot use it.

6. Report and resolve faults. Any user reports a fault in the register or the fault log on the day found. The custodian assesses within 1 working day: repair in-house, repair under warranty or service contract, or withdraw. Safety-relevant faults (electrical, mechanical, anything that could injure a learner or staff member) are also logged in AW-17 and the item is withdrawn immediately. Repair requisitions go through AW-10. Decision point. Repair uneconomic or item unsupported: step 10.

7. Control consumables stock. For each consumable line (simulation supplies, moulage, disposables, medical supplies for teaching) the custodian sets a minimum level and reorder quantity based on WF-12 session demand. Stock is counted monthly; reorder requisitions are raised through AW-10 when the minimum is reached. Items with expiry dates are rotated first-expired first-out, and expired stock is removed and recorded. [CONTROL] Expired clinical supplies are not used in teaching, even in simulation, without the process owner's written exception for a stated purpose.

8. Verify annually. Once a year, at a date fixed in AW-25, a person who is not the custodian physically verifies every registered item against the register: present, tagged, at recorded location, condition as recorded. Discrepancies are investigated within 10 working days and the result recorded. The verified register is reconciled to MBRU's institutional fixed-asset register with finance, and differences are resolved. [CONTROL] The verification is signed by the verifier and the process owner; an unresolved discrepancy over ______________ [IoL to confirm] in value is reported through AW-24.

9. Report loss and theft. A missing item not resolved within 2 working days of discovery is reported by the custodian to the process owner, logged in AW-17, reported to MBRU security [IoL to confirm], and, where theft is suspected, to MBRU finance and the authorities as MBRU policy requires. Data-bearing devices are also reported to AW-16 on the day.

10. Dispose, impair or write off. A proposal to dispose states the item, reason (end of life, uneconomic repair, obsolete, lost), method (return to supplier, transfer within MBRU, sale, recycling, destruction) and, for data-bearing devices, the wiping or destruction certificate required by AW-16. Authorisation is at the AW-05 level for the item's original value, with MBRU finance's concurrence for items on the institutional register. The item is then removed from the register with the disposal record attached. [CONTROL] No item is disposed of, given away or sold without authorisation; unauthorised disposal is a breach reported through AW-24.

11. Report monthly. The asset administrator produces a monthly report for the process owner: items without custodian, overdue loans, overdue maintenance or calibration, open faults, stock below minimum, and any single item whose failure would stop a scheduled programme, which is passed to AW-06 as a continuity risk.

Exception routes. Equipment needed urgently for a session while under repair: the process owner may authorise a temporary substitute or loan from a Dubai Health entity, recorded as a loan in. Equipment found on site that is not on any register: registered at nil value with the finding noted, and its origin investigated.

5. Service standards

6. Records, retention and controls

Key controls. (1) No teaching use before registration and tagging. (2) One named custodian per item. (3) No movement off site without a check-out record. (4) Items past calibration or with a safety fault are unavailable to WF-12. (5) Verification by someone other than the custodian. (6) Proposer of disposal does not authorise it. (7) Data-bearing devices disposed of only with an AW-16 certificate.

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

7. Performance measures

8. Change control