District business and technology leaders presented an inventory and asset-tracking update to the board on Nov. 6, describing a workflow that uses the county financial system (QCC) for fixed assets and ServiceNow for day-to-day technology tracking.

Dr. Westover said purchases trigger an inventory tag via purchase-order coding. For non-technology capital items the bond/accounting office issues an asset tag and the district records the item in QCC's fixed-asset module; items above the district's capitalization threshold are added to the capital asset schedule.

John Acre, director of technology, said the technology team tracks equipment in ServiceNow and supplements that data with mobile-device management updates so information such as last-connected time, IP address and current user are refreshed frequently. "We track everything in ServiceNow, including fixed assets, and then stuff under $500," Acre said, describing automated hourly updates from the device-management system.

Presenters noted gaps in non-technology inventories: some picnic benches and older site furniture had been discarded without following the district's surplus/disposal procedures, producing reconciliation gaps. Staff recommended reinforcing discard procedures with site staff and custodians and suggested a physical inventory cycle (they proposed a three-year cycle or more frequent if the board prefers) that could be performed by district staff or a contracted subcustodian.

Trustees asked about vehicle inventories and classroom items; staff said vehicles are tracked and stayed accounted for in records and explained that many classroom items fall below the capitalization threshold and so are not individually tagged. Staff also noted a recent statewide change that raised the inventory threshold (discussed by trustees) and said the technology inventory is more robust because devices regularly connect to the district network.

The board did not take immediate action beyond accepting the update; staff will return with a recommended discard schedule and, if requested, a proposal and cost estimate for periodic physical inventories.