Project Overview

Upon joining the Surplus Property team at the Distribution Center in Boulder I was given a 120 page manual that outlined the steps for entering assets into the software and submitting them for disposal, which really meant the guide our campus staff/users would use to ask our Surplus Property team to pick up the items that they no longer needed on campus.  I not only felt there must be a more engaging way to provide training for our staff on campus but also recognized that a big piece of the puzzle was missing… the university’s policy that explained the steps and the reason for the steps in the process.

I worked with the subject matter experts, about ten people across the team, to fully understand all steps of the process, then created a curriculum and new format for the training and reference material for our campus customers.  The policy is complex and the process, although efficient and effective, is intricate.  In a quest to incorporate adult learning concepts and create a learning environment that would allow our users to access it when they needed it, as well as pull specific sections of the information as needed, I created the Canvas course for new users, a Surplus Property Adventure for existing users to showcase their knowledge, and a training webpage to house job aids that would serve as just in time access to information they might need.  After all some campus users dispose of property every couple of years, who is realistically going to remember a complex process they only use every few years…

Although I have not included the Storyboard, design flow, objectives, and discussions with all SME’s, each piece of the puzzle came together to create the training we have just launched in 2022.  I’m happy to discuss details of the pre-work contact me!  The discussions and learning curve of working with SME’s who didn’t know that they were just that was one of the most enjoyable parts of the process!

The links below will provide you an overview of the Canvas course as well as a link to view the Surplus Property Adventure or play the game on your own using the answers provided below.  Enjoy!

Canvas Course Overview Video

 

Click Here to Play the Surplus Property Adventure

Answers to the Surplus Property Adventure

Building 1 Answers

Elevator Button 1: First Things First

1. Complete the Property Disposal Request Form for CU Tagged assets
2. Look for a CU Tag
3. Complete Property Disposal Request Form for assets purchased with grant funds
4. Complete Property disposal Request form for any asset NOT being picked up by Surplus Property

 

Elevator Button 2:  Disposal Form Workflow

Me

Office of Contracts & Grants

Property Accounting

Surplus Property

 

Elevator Button 3: Policy Application

Yes, UCB Staff

Yes, UCB Faculty

No, not CU System Office staff

No, not Colorado School of Mines

 

Elevator Button 4; Form Is Required!

CU Tags

 

Elevator Button 5; Is Form Required?

Requires Form                                                                                     Does NOT require form

An asset with a CU Tag                                                                           All computers, laptops &  hard drives

An asset purchased with grant funds                                                   An item that does not have a CU Tag that you are having Property Services pick up

An asset you wish to donate to a school                                              An asset being moved down the hallway

An asset being returned to a manufacturer                                       An item that does not have a CU tag that you are having Property Services pick up

An asset you are trading to another department

An asset you would like to donate to a non-profit organization

An asset that is being traded in

 

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Building 2 Answers

Elevator Button 1: Surplus Disposal Workflow

1. Check your assets, if needed begin a Property Disposal Request Form
2. Begin a transfer shell
3. Add your assets, then add notes, photos or other documents to the assets, as needed
4. Verify you have a fully executed Property Disposal Form if you needed one!
5. Submit your transfer!
6. Place labels & reply to the email, add additional information, if needed!

 

Elevator Button 2: Serial Numbers

• Tablets
• Computers/Laptops
• Servers
• Hard Drives
• Anything that holds media
• Cameras

 

Elevator Button 3: High Dollar Sales

$100.00

 

Elevator Button 4: Notes or Docs

Open the asset record and add a note                                                    Upload a document or photo

A phone with a lock code                                                                                      A lab fridge used for storage of items other than human food

A computer with a password                                                                               A centrifuge with freon in it

Macbook                                                                                                                  Lab equipment containing mercury

iPad                                                                                                                           Spectrometer being sold from a location other than the Distribution Center

A pump containing oil

 

Elevator Button 5: Placing Labels

• Place the label where a buyer will be able to see it.
• If the surface is round place the label so the bar code wraps as little as possible!
• Make sure the surface is not dusty!

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Building 3 Answers

Elevator Button 1: Asset Location Notes

False!

 

 

Elevator Button 2: Cost for Disposal

Drag these items below left and the others to the right

Computers/Laptops

A small safe

Cassette Player

Most items with a CU tag

All electronics

 

Elevator Button 3: Data & Inventory: Serial Numbers

unique

 

Elevator Button 4: Grouping Assets

Drag pink boxes right and left as indicated below

An oscilloscope with a CU Tag!     Drag right

Old Camera Parts and Pieces         Drag left

A laptop                                              Drag right

50 computer mice                            Drag left

A collection of books                       Drag left

A chair                                                Drag right

Misc Office Supplies                       Drag left

A collection of hard drives             Drag right

100 water bottles left over from an event             Drag left

 

 

Elevator Button 5: Asset Pick-Up Timeline

Select the following bubbles

All except the one in the upper right: call to schedule your pick-up time and date.

 

 

 

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Building 4 Answers

Elevator Button 1: Uploading Assets

All except

The one in the lower left – Everything is free form and all fields are options so the form is easy to complete

 

Elevator Button 2: Department Profile

Drag these to the box on the left

User Contact Information

Buildings associated with the department

Department / ORG number

Debit and Credit speed types

 

Elevator Button 3: Types of Sales

Drag these to the left

Yes, we sell to the public

Yes, we auction items online

No, property is sold, recycled or disposed of

Yes, departments purchase with a speedtype

 

Elevator Button 4: Asset Pick-Up Queue

The answer is…

email

Elevator Button 5: Who do I contact?

Drag and drop

Do I need an EH&S Form                                                          Property Services Supervisor

Retiree wants to purchase their CU computer                       Property Services Electronics Specialist

Purchasing Surplus Property                                                     Property Services Logistics Coordinator

Trouble with the Property Disposal Request form                Property Services Manager

AssetWorks access or issues                                                       Property Services Administrative Team

Selling an item online without having the DC pick it up      Online Sales Coordinator