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Clarify Engr. Kilakiga About This) in Each Institute For Acquisition, Installation, and Maintenance

The Facilities and Technical Services (FTS) Division oversees the maintenance of the university's buildings and equipment. It works with five departments to manage assets: Logistics checks equipment quarterly and reports conditions to FTS. Purchasing obtains quotes for new equipment and FTS approves purchases. Property inventories new equipment and reports issues to FTS. FTS performs maintenance and can decide to dispose of unneeded equipment, requiring clearance by Security. Together these departments aim to keep the university running efficiently through effective life cycle management of its physical assets.

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Jhun Dave Gabriel Canlas
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28 views

Clarify Engr. Kilakiga About This) in Each Institute For Acquisition, Installation, and Maintenance

The Facilities and Technical Services (FTS) Division oversees the maintenance of the university's buildings and equipment. It works with five departments to manage assets: Logistics checks equipment quarterly and reports conditions to FTS. Purchasing obtains quotes for new equipment and FTS approves purchases. Property inventories new equipment and reports issues to FTS. FTS performs maintenance and can decide to dispose of unneeded equipment, requiring clearance by Security. Together these departments aim to keep the university running efficiently through effective life cycle management of its physical assets.

Uploaded by

Jhun Dave Gabriel Canlas
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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The Facilities and Technical Services (FTS) Division is responsible in maintaining an

efficient, reliable and secured university environment. It is composed of five service departments

mainly: Civil Engineering and Architectural Design, Electrical Engineering, Mechanical

Engineering, Safety and Security, and the Auditorium. In general, the FTS Division focuses on

maintaining, innovating, and constructing, which includes their responsibility to have an effective

and efficient process of asset management, specifically in managing the equipment of the

University.

There are five departments involved in the process of asset management in the University:

the Logistics Department, the Purchasing Department, the Facilities and Technical Services

Division itself, the Property Department, and the Security Department. The first four departments

focus on the acquisition and maintenance of the University’s equipment, while the latter focuses

on its disposal.

The Logistics Department is responsible for quarterly checking and monitoring of

equipment. The checker, who inspects and observes the condition of the equipment, will make a

report based on the result of their observation, which will then be transferred to the FTS Division

for further evaluation. Generally, there is already an allocated budget semi-annually (Note 1:

Clarify Engr. Kilakiga about this) in each Institute for acquisition, installation, and maintenance

of its equipment. Request is not necessary when a new building will be constructed, since the

University has pre-evaluated its basic and essential equipment needed for it to operate.

Furthermore, FTS may still make a request for additional equipment, if it will be beneficial to the

operation of the newly constructed building. A purchase request will be sent to the Purchasing

Department once approved.


The Purchasing Department is responsible in the procurement of the University’s

equipment. It will provide at least three quotations indicating the equipment’s sales price and

quality description to the FTS. (Note 2: Clarify to Engr. Kilakiga) The FTS will assess the

quotations given and will approve the most cost-beneficial to the requesting Institute. The

Purchasing Department will then order the equipment to its supplier. Once the FTS received the

equipment, they will attach a tag with a barcode for the Property Department’s inventory purposes,

and will then be installed in its designated area.

The Property Department is responsible for recording the equipment in the inventory list.

An inventory count conducted by a checker or one of their delegated personnel for each Institute.

Once completed, all data will be consolidated. Any reported problems or discrepancies will be sent

to the FTS for immediate action. Moreover, the FTS conducts maintenance in a regular or monthly

basis depending on the need of the equipment, and designating their personnel depends on the

necessary expertise and knowledge. The FTS opts to be more practical and considers the latest

technological advances and safety and security rather than having a standard depreciation method. Commented [1]: Kindly explain/elaborate

Lastly, if the FTS has decided to dispose the equipment, a property clearance and a gate pass must

be completed which will be assessed by the Safety and Security Department before selling or

sending it to the proper disposal area.

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