INTERDEPARTMENTAL MEMORANDUM

Asset Management and Inventory Directive #2

To:	Chief Administrative and Fiscal Officers, Business Managers, Asset and Inventory Personnel and Core-CT Security Liaisons
From:	Brenda K. Halpin, Director
	Fiscal Policy Division
	Office of the State Comptroller
	55 Elm Street
	Hartford, CT 06106
Date:	March 22, 2010
Re:	Changes to the Asset Management and Inventory Security Roles

Purpose
The purpose of this Asset Management and Inventory Directive #2 is to notify agencies of changes to the asset and inventory roles. In addition, the Asset Management and Inventory sections of the Role Handbook for Financials, Security Liaison Guide and the Segregation of Duties Grid have been revised. These documents can be found at http://www.core-ct.state.ct.us/security.

General Information
The Fiscal Policy Division has completed a review of the Core-CT Asset Management and Inventory roles to ensure proper internal controls are in place with each role.

As a result of this review, the pages and permissions have been changed for the following roles:

Agency Asset Processor	Agency Inventory Financial Processor
Agency Asset Financial Processor	Agency Inventory Material Stock Request Processor
Agency Asset Reviewer/Report Maker	Agency Inventory Material Stock Request Approver

The day to day functions of the asset roles are now assigned to the Agency Asset Processor, and the financial functions are now assigned to the Agency Asset Financial Processor. All functions for asset reporting and viewing of pages have been moved to the Agency Asset Reviewer/Report Maker. In addition, the Agency Asset Processor will not be allowed to be combined with the Agency Asset Financial Processor. Exceptions will be considered if a user needs both asset roles.

When requesting an exception, the agency Supervisor or Manager of the Asset Management Unit or Inventory Unit must provide the following documentation to the agency Security Liaison with the CO-1092 Security Application:

• The agency's compensating controls
• An explanation stating the necessity of the user having both roles
• Any additional supporting documentation
• The internal audit procedures that prevent inappropriate or fraudulent
  transactions from occurring

The review of the inventory roles resulted in the following change: the Agency Inventory Financial Processor will not be assigned to the Agency Inventory Material Stock Request Processor when it is combined with the Agency Inventory Material Stock Request Approver.

As a reminder, physical inventories of all property may not be taken by persons involved with maintaining property records. If an agency feels there is a compelling need for an individual to perform the physical inventory and have an asset or inventory role, then the agency will be required to provide the Office of the State Comptroller's Fiscal Policy Division additional materials to ensure internal control compliance. The agency will need to send the completed Property section of the Internal Control Guide questionnaire, the action plan and an explanation stating the necessity of the asset or inventory users taking the physical inventory, as well as explaining what their internal audit procedures are to prevent inappropriate or fraudulent transactions from occurring.

The Office of the State Comptroller's Fiscal Policy Division will audit the users of the Asset Management and Inventory modules including the physical inventory staff. The Fiscal Policy Division will notify agencies of the necessary changes and provide direction on the appropriate segregation of duties.

Conclusion
The above information pertains only to the Executive Branch agencies that are using the Asset Management and Inventory modules in Core-CT. The security changes have been made effective today and where overlapping roles were in place the roles have been modified. If the resulting changes have caused current staff to be unable to access information that they should have access to, contact the OSC Fiscal Policy Division immediately at osc.assets@po.state.ct.us  or call 860-702-3440 to speak with Betty Daly or Carol Hagstrom.