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File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
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(PM):
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73e07,:crattOct.
Original Equipment Manufacturer (OEM)
dt.rau *Add dolsacitcb: (OEM)
tromtdd: du', Acer, HP ,Qa--a6e3
Service Level Agree ment (SLA)
Aedot uSo.tri t....toct (SLA)
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.01,2a tz„.vri d P) A n don ", 9 . rp- te;r3rAv GN-1-47i nealtvtg .0-73
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SDMC (School Development Monitoring Committee) DIET (District Institute of Education Training.) CPI (Commissoner of Public Instruction)
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
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File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
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File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
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.1 10
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
3. dertrITIO (VIM / xloirict e•araprivoc:1), trurAdiarl Alset) dial= tOTO tdottSetb.
a. erntdrecd mod M)F-Vt. (Technical Specifications)
b.not;'.) 03 d4Fricfep, aaporirittt xledat dux) ex.158at enaltdrari0 dame.) ern3Dzdviooci etatlerzadOod dpeldta.
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11
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
2. SAM **3-tct (rata) 7,1c1 *;,6trt alzegZsoc:J eme-rAdia71Vri
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File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
ego3 raeekd c*3 xide..)ozrzcw.1071 acia rectaot SOL cama3a.)od
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15
File No.E10164/MHT/2019-INFO CNTR-EP-Sec
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File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
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17
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
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File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
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19
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
:210/ ctiMr-iTlet (t 70gelitk. et7).4)710))
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104 0
P‘
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Department of Primary and Secondary Education
Government order No. ED 64 MHT 2019, Date:13,08.2019
Appendix-1
Operational Manual For
Educational Technology Asset Management in Government Schools & Offices,
Page 1 of 33
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
Table of Contents
Background
Introduction
Acronyms and Definitions
Establishment of ET Cell
Educational Technology — IT Infrastructure
e-Waste Management
Academic Resource Management
Consolidation of all Asset Registers
Conclusion
Annexures
Page 2 of 32
File No.EP/64/MHT/2019 -INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
.3.4.4;44
The Department of Public Instruction, Government of Karnataka; also called as the
Department of School Education is one of the largest and oldest departments of the
state government of Karnataka. There are around 75000 schools, 2.5 lakh teachers and
more than one crore children within the fold of this department.
The mission of the Department of Primary and Secondary Education is to equip children
of the State with specified knowledge, skills and values to enable them to become good
human beings and productive, socially responsible citizens and to achieve excellence in
whatever they do.
Government of Karnataka is one of the Front runners in implementation of the various
ICT initiatives in the Education Department, not only for effective Governance, but also
to improve the Quality of Education. Many schools were supplied Audio Visual
equipment, Computers and other IT & electronic equipment for the past two decades,
under various schemes sponsored by Central as well State Governments.
In addition to the IT and Electronic equipment thus supplied by the Government by
under schemes, many of the IT Companies/Corporates/NGO's have also donated new
and used computers and other equipment to various schools.
In addition to the IT Infrastructure, there areother Academic Resources such as Teaching
Aids, e-Content, Lesson Plans, Question Banks, Videos etc.are available with the Schools
and the Department, which need to be preserved and also brought into effective
utilization.
It is the responsibility of the Schools to put these Educational Technology Assets, which
includes the IT Infrastructure, e-Content and other resources to best use, for the benefit
of the Students.
A number of unusable, irreparable or obsolete IT & Electronics equipment are lying in
the classrooms or store rooms of various government schools. Also, many of the
teaching aids, videos and other e-Content are lying without being effectively used in the
teaching learning Process.
Page 3 of 32
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
It is observed that many of the Government Schools & Offices are not having exclusive
personnel to operationalize this equipment and often having difficulty in effective
utilization of these Assets.
This Operational Manual guides the Government Schools & Offices to maintain the
Education Technology Assets (ET Assets) as per the statutory provisions of Government
of Karnataka.
The Purpose of this manual is to set forth the procedures governing the Educational
Technology Asset Identification, Receipt, Label, Usage, Operational Maintenance,
Recommendation for Payments and Disposal. It is intended to assist personnel in
implementing & maintaining an effective property control program. The
Implementation of ET Asset process is necessary for several reasons such as -
Government regulations require tracking an asset's cost, depreciation and the disposal
of the asset.
In the Government Schools, where there are no exclusive staff with adequate awareness
on the processes to be followed on handling the ET Assets, this manual will help them to
understand and maintain the ET Assets and also for effective utilization of the same.
The Scope of ET Asset Management includes Operational Procedures for establishing
the Governance Structure in Schools & Offices of Primary & Secondary Education of
Government of Karnataka and covers the following in terms of managing the IT
Infrastructure.
Page 4 of 32
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for. ET Asset Management in Govt. Schools & Offices
1. To receive the ET Assets
2. To tag each of the Assets
3. To maintain the warranty, preventive maintenance and AMC information
4. To registercomplaints on faulty Assets
5. To ensure rectification / replacement of the faulty parts or assets as per the StAs
6. To ensure working condition of the Assets
7. To recommend for payments to vendors
8. To transfer the Assets
9. To identify and dispose the e-Waste
10. To create awareness among the staff, students on effective utilization of the ET
Assets
11. To recommend the best practices for operational efficiency
12. To identify andrequest for procurement of the consumables
13. To maintain the Asset Stock Register and Maintenance Register as per
statutory procedures
The Scope with respect to ET Academic resource management includes
1. To receive the Academic Resources (If in physical form- all the process of IT
Infrastructure mentioned above shall be followed )
2. To plan and implement the various ET / ICT Initiatives with in the School/Office
3. To plan and prepare a yearly calendar for ET Assent management and publish
the same.
4. To ensure the information is disseminated to Teachers / Students / Parents on
the various ET / ICT initiatives (like Radio lessons, EDUSAT, TV programmes, Nali-
kali, Guruchetanaetc.)
5. To report the problems / issues / success stories / impact analysis in integrating
these ET / ICT initiatives and results in the regular academic calendar.
Page 5 of 32
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Operational Manual for ET Asset Management in Govt. Schools & Offices
6. To identify, capture andpublish the innovative teaching methods adopted by the
school teachers; including e-content or any other academic tools/resources
created by the teachers.
This equipment may have been placed in the class rooms/store rooms for being
of outdated technology and non-usability. These items may have been declared
either obsolete, or on the verge of being obsolete; and hence being a part of
electronic waste need to be disposed in a defined procedure.
Warranty Warranty — For all the new purchases, the Manufacturer (OEM) provides
Warranty for the equipment against the manufacturing defects for
the specified period. However, the supplier (if different from OEM)
is responsible for ensuring the Warranty.
AMC Annual Maintenance Contract —
As part of the AMC, the complaints on faulty equipment will be
repaired by the AMC vendor as per the SLAs defined in the
Contract. Consumables or physical damage doesn't get covered in
the AMC; unless otherwise specified exclusively in the Contract.
CAMC Comprehensive Annual Maintenance Contract --
As part of the CAMC, the complaints on Faulty equipment will be
repaired / replaced by the AMC vendor as per the RA defined in
the Contract. Replacement of faulty parts will be included in the
Contract Cost.
Preventive
Maintenance
Preventive Maintenance (PM) is a schedule of planned
maintenance actions aimed at the prevention of equipment
breakdown and failures.
If Preventive Maintenance is specified as per the Contract, the
vendor shall perform the Preventive Maintenance of the
equipment thus supplied periodically as agreed, even when there is
no formal complaint. The Preventive Maintenance will be included
along with AMC / Warranty / CAMC.
Page 6 of 32
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
, { 6, ' ',....5 ,
OEM Original Equipment Manufacturer
Example: Dell; Acer, HP etc. for their manufactured equipment
SLA Service Level Agreement
The terms and conditions specified in the Contract to provide the
specified services. If the vendor does not adhere tothe SLAs,
penalty will be imposed for deficiency in the service provided.
Penalties Penalties imposed on vendor as per the Contract terms for the
deficiency in the services. If there is delay / deficiency in the
service, the same shall be recorded in the 'Vendor Call Reports'.
Response Time The mutually agreeable time for the vendor to respond /
acknowledge to a technical issue from the time the issue is logged /
reported
Resolution Time The mutually agreeable time for the vendor to completely resolve a
technical issue from the time the issue is logged / reported.
SMC School Management Committee
DIET District Institute of Education and Training
DPI Department of Public Instruction
.1
r
All the entities; Primary Schools, Upper Primary Schools, High Schools, 0/0 Block
Education Office, 0/o DIET, 0/0 DDPI and other District , Regional, Zonal and Head
Offices of the Primary & Secondary Education Department, Government of Karnataka
shall establish their local ET Cell.
The scope of the ET Cell will include management of IT Infrastructure and Academic
Tools / Academic Resources (ET Assets).
Page 7 of 32
File No.EP/64/MHT/201 9-INFO CNTR-EP-Sec
Operational Manual for. ET Asset Management in Govt. Schools & Offices
The Proposed Structure of the ET Cell is as follows:
1. Primary Schools / Upper Primary Schools
S.No Role in ET Cell Nos. Person(s) to be selected
1 Chairperson 01 Head Master
2 Member Convenor / Head ET Cell 01 Teacher
3 Executive Members 01-03 Teacher
4 Nominated Members 01-02 From SDMC
5 Technical Member 01 From nearby ITI college, Polytechnic college, Engg.
college
2. High Schools
Nos. Person(s) to be selected Role in ET Cell 01 Head Master Chairperson
Member Convenor / Head ET Cell 01 Teacher
Executive Members 02-06 Teacher
Nominated Members 01-02 From SDMC
01 U.L From nearby IT! cnilPgP, Polytechnic college, Engg.
college _____,
Technical Member
S.No 1
2
3
4
5
3- Block / Taluk / District Offices / DIETs
Role in ET Cell Nos. Person(s) to be selected
Chairperson n1 Head of the Office
Member Convenor / Head ET Cell 01 Sr. Officer
Executive Members 02-04 Staff (Academic /
Administrative)
S.No
2
3
Page 8 of 32
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
4. Regional / Zonal / State Level Offices
S.No Role in ET Cell Nos. Person(s) to be selected 1 Chairperson 01 Head of the Office
2 Member Convenor / Head ET Cell 01 Sr. Officer
3 Executive Members 03-05 Staff (Academic / Administrative)
1. The Head of the Institution will be the Chairperson of the ET Cell (by default)
2. The Member Convener / Head ET Cell will be the senior most teacher / officer
with at least three years of service still remaining(ensures the smooth transition
of the process for the long term). In schools, where the total teaching staff
strength is less than 3, or if, only the HM has three years of service remaining,
then only the H.M will play the role of both Chairperson as. well as Head ET Cell.
3. Executive Members shall be nominated from their own school / Office.
Preference shall be given to the teachers, who volunteer to become the
executive members. Minimum one member shall have knowledge or training in
ICT (wherever possible).
4. Nominated members shall be selected from the School Development
Management Committee (SDMC). It is advisable to select active, educated and
knowledgeable persons from the SDMC as members of ET Cell.
5. The Number of ET Cell members can be decided by the HM based on the Staff
strength available.
6. A technical member is essential to be part of the ET cell g school level, who can
provide support in managing the ICT equipment as well as identification of e-
waste. The technical member may be taken from any of the technical institutions
from the nearby location (ITI College, Polytechnic College, Engg. College etc.).
The selection of the technical member maybe done by the H.M and the SDMC.
Page 9 of 32
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
7. In the District / Regional / Zonal / State level Offices, one member from the
Administrative Section, preferably who are maintaining the Assets of the
Department, may be considered as ET cell member.
1. The Tenure of each ET Cell member shall be 03 — 05 years. The minimum tenure
of the each member shall be 03 years, unless otherwise the member opts out of
the committee or HM decides replacement of the member.
2. Not more than 50% members shall be replaced in the same academic year.
3. It is recommended that replacement of the ET members to be limited to only
one-third (313 rd) every year, so that continuity of the ET cell activities is not
impacted (This process shall be initiated from the 3 rd year of establishment of
the ET Cell).
The major component of the ET cell activities is managing the Information and
Communication Technology OCT) Infrastructure Asset. This is essential to record the
information from receiving to disposal of the Asset.
Before receiving any IT infrastructure Asset, the concerned procurement source*may be
coptacted to obtain the following information.
1. Tender Document — for terms and conditions on supply, installation,
commissioning, warranty and maintenance services
2. Service Level Agreement (SLA) and penalties
3. Specifications of the items along with 'Brand/Make', 'Mode' etc. (along with full
details of auxiliary equipment)
Page 10 of 32
L.
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
4. Supplier details, mode of complaints, contact details, heipdesk numbers etc.
* Procurement sources:
1. Centralized Procurement (State-level)
2. District Level Procurement (DIET)
3. Local Procurement (School level)
4. Donations (from alumni / individuals / IT companies / Corporates / NGOs etc.)
Approval of Specifications:
1. For all centralized procurements, it is the responsibility of the concerned
Procurement Authority to obtain the TAP committee approval on the technical
specifications.
2. For district level procurement orlocal procurement, it is recommended that the
specifications shall be approved by DSERT. The HMs should take proactive steps to
intimate the DSERT on the specifications and get it vetted before the actual tender is
being called by the District / Local authority. This will help to ensure uniformity and
compatibility of the equipment for better utilization of ET Initiatives.
3. For donations (by either By Individuals / Firms / Alumni etc.), the following
particulars shall be obtained before receiving the equipment
a. Technical specifications of the equipment.
b. Authorization from OEM/Supplier on availability of spares andservice
support for next 03 years.
c. Undertaking from the donor for providing free of cost 'Preventive
Maintenance' of the equipment, once in every six months for a total
period of 03 years.
d. Only new, unused ICT equipment to be accepted as donations from the
donor.
The school / office may decide to accept or reject the equipment received from any of the above mentioned procurement sources, based on the following conditions:
Page 11 of 32
File No.EP/64/MHT/2019-INFO CNTR-EP-Sec
Operational Manual for ET Asset Management in Govt. Schools & Offices
a) in case of procurement at Central/District/Locai ievei; the specifications of the
equipment supplied should match with those approved by the procurement sources.ln
case of equipment received as donation; the technical specifications of the
equipment should match with those approved by the Central ET cell, at the
state-level.*
b) All Equipment received should be tested by the supplier at the school / office as a proof that the equipment is in working condition.
The school I office may accept to receive the equipment, only if all the above mentioned
conditions are met.
The school / office may reject the equipment, if any one of the above mentioned
conditions is not met.
* The minimum configuration of technical specifications of the equipment will be reviewed every year by the Central ET cell (state-level), and the same will be communicated to all schools / offices at the beginning of the academic year (June month).
1. When the material has been received in sealed box, indicate specifically, 'Un-opened
Sealed Box is received' on the delivery challan along with signature, stamp& date.
The Head, ET Cell (or any Er Cell member) shall acknowledge the receipt of the
material before signed by the chairperson of the ET cell.
2. Head, ET Cell shall pursue to obtain all the information pertaining to the equipment
from the procurement source.
3. If the equipment is physically handed over by the supplier; and if the equipment
doesn't require Installation or Commissioning (Ex. Tabs, Laptops, Mobiles etc.), the
same shall be received and verified for the following before confirmation on the
receipt
a. Physical damages / breaks
b. Proper working condition of all auxiliary items (power cords, mouse, etc.)
c. Compliance with pre-installed requirements
d. Licensed copies of Software
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e. Warranty certificates (Duly signed & stamped by OEM / Supplier)
f. Working condition of the equipment must be tested.
4. If the equipment is received without checking the working condition, the same shall
be exclusively written on the Receipt.
•
Certain equipment requires Installation and Commissioning by skilled technical
personnel. It is the responsibility of the supplier to do the Installation and
Commissioning within the stipulated time, as per the terms and conditions of the
contract.
For any of the equipment thus received,shall be installed within ONE week after
receiving the sealed box package. If case of any delay, the Head, ET Cell shall
communicate with the supplier and shall bring to the notice of the purchaser.
1. Installation shall only be carried out in the presence of the ET Cell members.
2. The Head, ET Cell shall confirm the completion of the Installation and ensure the
proper working of the equipment before acknowledging the installation.
3. If the installation &verification is not complete in all the aspects on the day of
the technical personnel visit, defer the acknowledgement of the installation and
convey to the supplier to visit another day for completion of the installation
process.
a. The working condition of the equipment shall be complete in all aspects
and thus the equipment shall function as intended.
b. Due to lack of any missing parts / arrangements, which shall be provided
by the department, if the installation could not be completed, convey the
supplier to re-visit for installation, after organizing the same. However,
even if there is any lapse from the department, installation completion
certificate shall not be provided to the supplier. Due to lack of proper
power connection, if the installation is not completed or unable to test
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the working condition of the equipment, it is considered AS nnn-
compliant only.
1. Once the equipment is received in good condition, the same shall be recorded
in the Asset / Stock Register.
2. The 'Stock Register' shall contain the PO Number, each equipment thus
received,value of the equipment, make and model, quantity, received by etc.
as per the statutory requirements.
3. If multiple items of same make / model are being received, the details of the
serial number / unique identification of the equipment shall be recorded in
subsequent rows.
4. The statutory 'Asset / Stock register' shall be maintained by the respective
Administrative Staff / Head of the Institute, as per the provisions of the Rules
and Regulations.
5. If the items are being assigned to particular staff, the same shall also be
mentioned in the register.
6. It is observed that, for each of the procurement, a separate Asset Register is
maintained and not updated in the Central Asset Register. All the equipment
purchased / obtained from any of the source, shall be registered in the same
Asset Register.
7. The Following information shall be captured in the Asset Register
Item Description • Manufacturer (Make)eManufacturing nat.. •IVindal
No.•Serial No.•Purchase Order No.• Purchase Order Date • Vendor • Warranty
Period (From/To) • Funding Source • Date Received • Asset Identification
Number • Location •Programme/Project Title • Equipment Condition
(Usable/Good, Repairable, or Unrepairable) • Equipment Use (Administrative
or Instructional) • Disposition of Item • Comments
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di
Specifically, with respect to the ET Assets, a Tag / Sticker must be pasted on each
of the Equipment. The same shall be requested to be put up by the supplier
wherever possible.
1. There must be TWO / ONE sticker on each of this equipment
a. Unique identification sticker preferably at Bottom / Back of the equipment
must consist of the following information.
i. Unique ID Number - School /officecode / Item Code / Unique Serial
Number
ii. Purchase Order / Work Order Number
iii. PO Date
iv. Installation — Month & Year
v. Warranty Duration : XX Years
vi. CAMC upto — Month & Year
vii. Supplier Name : < Company Name >
viii. Supplier Contact Details : Phone Number, Toll free Number, mail ID
b. AMC / Warranty Contact Details
i. AMC Contact Details : Phone Number, Toll free Number
ii. AMC escalation Number : Phone Number , email ID
iii. Complaints Website : URL of website for complaints (with login
credentials)
2. The AMC contact details shall be pasted on front view of the equipment for easy
recognition.
3. Before the end of financialyear (March month), stock verification shall be conducted
in all the Schools / Offices.
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There might be situations, when it is required for the equipment to get transferred from
school / office to other location (school / office) or from other locations (school / office)
to the school / office etc.. In such cases, it must be recorded in the ET Asset Register
immediately.
Case i: ET Assets transferred from the School / Office to other locations (Assets going
out)
1. Asset Name and Tag no., which is being transferred
2. Location and purpose of Asset Transfer;
3. Asset Transfer approving Authority details (Name, Designation, Dept.)
4. Details of communication for transfer of the equipment (Who sent the letter, date and
ref. no.)
5. Date of Transfer and Expected date of return
Case ii: ET Assets transferred to the School / Office from other location (School / Office)
or taking over from third parties
1. Asset Name and Tag no., which is being transferred
2. Details of location(received from) and purpose of Asset Transfer;
3. Asset Transfer approving Authority details (Name, Designation, Dept.)
4. Details of communication for transfer of the equipment (Who sent the letter, date and
ref. no.)
Some of the ICT procurements/implementations are done as BOOT (Build Own Operate
and Transfer) model; in which case, the equipment (ET Assets) are transferred to the
.school ,/ office after the completion ,af the greement ketweon tho prr.ciJring 2lithnrity
and the supplier. In such case, the school / office has to take over the Assets from the
supplier, as per the instructions of the procurement authority.
The taken over Assets have to be entered into the ET Asset Register, following the steps
mentioned in Section 5.1.4.
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If any of the equipment is Faulty / not working, the same shall be intimated to the
respective vendor immediately, for rectification. As per the standard tender procedure
and agreement with the vendor, there are multiple options to register the compliant.
1. Immediately upon observation of the Faulty / Not working equipment, register a
complaint to the 'Toll Free Number' or District Level Help Desk Number or URL
provided for making the complaint or inform through e-mail.
2. It is important to record the complaint number for future reference (evidence of
making a complaint along with Date and Time).
3. It is essential to record the complaint number, problem details, resolution provided,
time response time, resolution time / replacement time of any parts etc. till successful
closure of the complaint.
4. Also, when telephonic complaint has been made to the personal mobile of the
support engineer, the details shall be recorded in the Register and also an email /
letter shall be sent to confirm the registering of the complaint.
5. Based on the SLAs agreed with the vendor for providing the Services, the delays in
responding / rectification shall be intimated on monthly basis directly to the Paying
Authority for Warranty / AMC charges.
6. In case on repeated complaints, if the vendor has not rectified the equipment for
more than a month, the same shall be intimated to DSERT and also paying authority.
7. If any of the equipment / part is not working, because of physical damage / breakage
which is not part of the AMC I Warranty, a report shall be prepared (Format XX). The
same shall be shared with payment authority immediately.
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in case the equipment is physically taken out of the school / office by the vendor
supplier for repair purpose, such details are to be recorded in the Asset Maintenance
Register.
Asset going out:
1. Name of the Asset being taken out for repair
2. Asset Tag no.
3.Complaint no. (can be obtained from the Asset Complaint Registration process) and
complaint date
4. Within Warranty / AMC period (Yes / No)
5. Estimated cost of spares & repair
6. Date when the Asset is being taken out for repair
7. Expected date of returning the Asset
8.Details of the replacement equipment (if any) item Description • Manufacturer (Make) *
Manufacturing Date • Model No. • Serial No.
9. Any other relevant aspects
Asset coming in: Before entering the repaired Asset into the register, it is very important that the
working condition of the equipment is tested and details of the repairs done & replaced
parts (if any) to be noted.
1. Name of the Asset being taken out for repair
2. Asset Tag no.
3.Complaint no. (can be obtained from the Asset Complaint Registration process) and
complaint date
4. Details of repair done and Spares replaced (if any)
5. Actual cost of spares & repair (invoice copy to be attached)
6.Date when the Asset is brought back to the school / office
7.Acknowledgement from the vendor / supplier for taking back the replacement
equipment (acknowledgement letter to be attached)
8. Any other relevant aspects
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As part of the Asset Management, it is essential to update the records with respect to
the Physical Assets.
1. Every Year, in the first month of the academic year, an Asset Identification and
Tagging exercise shall be held in all the Schools / Offices.
2. The ET Cell is responsible for this exercise, so and if required, they can involve the
students as well in this activity. This creates awareness among the students also on
proper caring of the assets.
3. All the equipment shall be verified with the Asset register as well.
4. Any Tags (stickers) missing shall be replaced with new ones. For pasting the stickers,
the information may be printed on white paper and can be pasted using the glue or
cello tape as well.
5. At the end of the financial year (March month), stock verification shall be completed
as per the standard procedure and update the Stock / Asset Register accordingly.
Audit of the ET Assets in schools / offices is very essential in ensuring that the ET Assets
are managed as per the prescribed guidelines. It also helps in resolving issues related to
maintenance/disposal of the Er Assets without any considerable delay.
The audit may be conducted at all the schools & offices on a half-yearly basis (once
every 06 months). The audit may be conducted by a third party (consultative agency),
who's selection may be done using regular practices of the department. Else, the audit
may be done by "one-level up entity" (i.e., Audit at schools to be done by BEO; audit at
BEO offices and DIET to be done by District DDPI; audit at District DDPI office to be done
by DSERT).
The audit may focus on the following parameters:
a) ET Cell members:
i. Formation/Existence of ET Cell at the school / office
ii. All members of ET cell active or not
iii. Communication done by ET Cell
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iv. Other relevant aspects
b) ET Asset Register:
i. Availability of the ET Asset Register in the school / office
ii. Updationsdone in the register
iii. Any key information missing in the register
iv. Other relevant aspects
c) ET Assets:
I. Tagging of all ET Assets
ii. Availability of ET Assets as mentioned in the register
iii. Any mismatch between ET Assets and ET Asset Register (mentioned in ET Asset
Register but not available in school / office; Any ET Asset available in School /
office but not mentioned in the ET Asset Register; mismatch in the Tagging etc.)
iv. Other relevant aspects
d) Status of complaints raised:
i. Recording the Response time &Resolution Time taken by vendors; especially in
case of delays in responding / resolving the complaints
ii. Any un-resolved complaints
iii. Any issues with equipment, which is not registered/logged as complaint
iv. Other relevant aspects
e) Utilization of ET Assets:
i. Availability of ET Asset Utilization register
ii. No. of entries made by teachers in school (for Math, Science, English, Social
subjects) / users in office
iii. No. of hours / periods utilized (for each ET Asset)
iv. Other relevant aspects
1 L0131.1\74011 al G ' YY4i4l
i. Check the list of equipment identified / declared as e-waste at the school /
office and verify the same (by checking the manufacturing dateas well as the
working condition of the equipment declared as e-waste).
ii. Check the supply date of the ET Assets and identify if any of the equipment is to
be considered as e-Waste (criteria of e-Waste mentioned in the following
section of this document)
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iii. Check if the data in the equipment, declared as e-waste, is retrieved to another
equipment in the school / office.
iv. Check if the equipment, declared as e-waste, is formatted completely (not
having any kind of data)
v. Check if the school / office has communicated to the Central ET Cell (state level)
requesting for disposal of e-waste.
vi. Check if any e-waste is not yet disposed, even after communication to the
Central ET cell (state level).
vii. Any other relevant aspect.
g) Any other relevant parameter
The agency, who conducts the audit at the school/office shall use a template to capture
all the observations / findings at the audited location (school/office). The audit form has
to be signed by the audit person as well as the ET Cell Chairperson.
The auditing agency has to prepare an audit report (observations/findings and
recommendations) and submit the same to the Central ET Cell at the state level.
Government of Karnataka is pioneered in implementation of technology assisted
teaching learning initiatives in Government and aided Schools of Karnataka. Many
schools were supplied Audio Visual equipment, Computers and other IT and electronic
equipment for the past two decades under various schemes sponsored by central as
well as state Governments.
In addition to the IT and Electronic equipment thus supplied by the Government by
various schemes, many of IT Companies / Corporates / NGO's also donated used
computers to various schools.
It is found that unusable, irreparable or obsolete Education Technology equipment are
lying in the classrooms of various government schools. Health, Space and Asset
compilation issues are cropping with this unusable dump at Schools.lt is imperative to
declare these items may have either as obsolete oon the verge of being obsolete and c
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hence being a part of electronic waste need to be disposed using a standard procedure. rs.
Depending upon the nature, intensity of usage, maintenance cost, serviceability,
obsolescence in terms of technology, up gradation of technology etc., the items are
classified in following categories for the purpose of disposal of these items :-
Category-I:
Consumables / Immediate Obsolescence: These equipment / items can be
referred to as"Use and throw products".Theseequipment / items have no fixed life and
can be used till these are consumed.
• UPS Batteries
• Printer Consumables (Toners, Cartridges, Ink)
• Temp Storage media (Pen drives, CD, DVDs / Floppy)
Category-II:
Low Life Products / Fast Obsolescence :The average productive life in the case of
equipment in thiscategory is 3 years to 8 years and these items would become e-waste
on their end of life.
• External Hard Disks
• Tablets , Mobile Phones
• Mini Laptops, Laptops
• Computers , All in Ones
Category-III:
Long Life Products / Slow Obsolescence: it has been observed that these
equipment / items can be used for longer period due to comparative stability in
specifications / services. Accordingly, the productive life of these equipment is 5 yearsto
12 Years and these items would become e-Waste on their end of life.
• Servers
• Printers, Scanners, Copiers, Multi-Function Devices
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Projectors, Audio Equipment, VCR/DVD players
• Networking equipment
• Fax , EPABX equipment
• Cameras
• TV, LCD, LED
• UPS
Any other equipment, which was not classified as consumable, shall be notified as Long
Life Product only.
The ET Cell of the particular School / Office shall identify and declare the e-Waste. If any
of the ET Cell member objects for declaration as e-Waste, the same shall be recorded.
However, the Chairperson of the ET Cell shall approve the list of e-Waste. Minutes of
the ET Cell meeting on identification of e-Waste equipment shall be recorded and
preserved and submitted for further approval.
Page 23 of 32
File
No.
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Operational Manual for ET Asset Management in Govt Schools & Offices
S.No Equipment Life Period of Equipment
identification as e-Waste
Approval Level 1 Approval Level 2
1 Batteries of UPS, Printer Consumables, Temp Storage media (Pen drives, CD, DVDs / Floppy)
Immediate on non-usability
Head , ET Cell HM & SDMC Not Required
2 External Hard Disks 3 Years Head, Er Cell HM & SDMC ECO 3 Tablets , Mobile Phones 5 Years Head, ET Cell HM & SDMC ECO 4 Mini Laptops, Laptops 7 Years ET Cell, HM,
SMC ECO BEO
5 Computers , All in Ones 8 Years ET Cell, HM, SMC
ECO BEO
6 Servers, Printers, Scanners, Copiers, Multi- Function Devices, Projectors, Audio Equipment, VCR/DVD players, Networking equipment, Fax , EPABX equipment, Camera's , TV, LCD, LED
10 Years ET Cell, HM, SMC
ECO BEO
'
7 UPS 12 years ET Cell, HM, SMC
ECO BEO and Third Party Technical Inspection
Page 24 of 32
Equipment
Batteries of UPS, Printer Consumables, Temp
Storage media (Pen drives, CD, DVDs / Floppy)
External Hard Disks
Tablets , Mobile Phones Mini Laptops, Laptops
Computers , All in Ones
Servers, Printers, Scanners, Copiers, Multi-Function Devices, Projectors, Audio Equipment, VCR/DVD players, Networking equipment, Fax , EPABX equipment, Camera's , TV, LCD, LED UPS
S.No Life Period of Equipment Immediate on non-usability
Identification as e-Waste
Approval Level 1 Approval Level 2
3 Years 5 Years 7 Years
8 Years
10 Years
12 years
Head , ET Cell
Head, ET Cell Head, ET Cell ET Cell, HM, SDMC ET Cell, HM,
SDMC ET Cell, HM, SDMC
ET Cell, HM, SDMC
HM
HM HM BEO
BEO
BEO
BE0 and Third DIET Principal Party Technical Inspection
Not Required
DIET Principal
DIETPrincipal
Not Required BEO DIET Principal
' Operational Manual for ET Asset Management in Govt. Schools & Offices
Page 25 of 32
File No
.EP
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t
S.No Equipment
'
Life Period of Equipment
--go
Identification as e-Waste
Approval Level 1 Approval Level 2
1 Batteries of UPS, Printer Consumables, Temp Storage media (Pen drives, CD, DVDs / Floppy)
Immediate on non- usability
ET Cell Head of the Office
Not Required
2 External Hard Disks 3 Years ET Cell Head of the Office
Not Required
3 Tablets , Mobile Phones 5 Years ET Cell Head of the Office
Not Required
4 Mini Laptops, Laptops 7 Years ET Cell , Head of
the Office DDPI (Admin) Not Required
5 Computers , All in Ones 8 Years ET Cell , Head of the Office
DDPI (Admin) Not Required
6 Servers, Printers, Scanners, Copiers, Multi- Function Devices, Projectors, Audio Equipment, VCR/DVD
equipment, Fax , EPABX equipment, Camera's , TV, LCD, LED
10 Years
players, Networking
ET Cell , Head of the Office
DDPI (Adminj JDPI
7 UPS 12 years ET Cell , Head of the Office
DDPI (Admin) and Third Party Technical Inspection
JDPI
File
No.
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/64 /
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Operational Manual for ET Asset Management in Govt. Schools & Offices
{-„ Page 26 of 32
Operational Manual fo:: ET Asset Management in Govt. Schools & Offices
S.No Equipment Life Period of Equipment
Identification as e-Waste
Approval Level 1 Approval Level 2
1 Batteries of UPS, Printer Consumables, Temp Storage media (Pen drives, CD, DVDs / Floppy)
Immediate on non- usability
Head , ET Cell Head of the Office
Not Required
2 External Hard Disks 3 Years Head , ET Cell Head of the
Office
Not Required
3 Tablets , Mobile Phones 5 Years Head , ET Cell Head of the
Office
Not Required
4 Mini Laptops, Laptops 7 Years Head , ET Cell Head of the
Office
Not Required
5 Computers , All in Ones 8 Years Head , ET Cell Head of the Office
Not Required
6 Servers, Printers, Scanners, Copiers, Multi- Function Devices, Projectors, Audio Equipment, VCR/DVD players, Networking equipment, Fax , EPABX equipment, Camera's , 1V, LCD, LED
10 Years Head , ET Cell Head of the Office
Not Required
7 UPS 12 years SADPI Third Party Technical Inspection
Head of the
Office
3es -
d3
-1:1
1N3
OA
NI-
640Z
/IH
W/V
9/d
3'0
N 01
1A
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i. Irrespective of indicative life period, if any equipment, which is in working
condition, shall not be considered as obsolete.
ii. In general, consumables like Ink, Toner and cartridges become obsolete once the
usage is completed. Based on the manufacturer's guidelines, few of these
consumables allows for refilling for 2 - 5 times. The option to refill shall be
availed to the extent refilling is allowed.
iii. If the old consumable is being offered as Buy-back option to the new item, the
ET Cell shall approve the same before making such procurement.
iv. Some of temporary storage media devices (CD, DVDs, and Floppy's) have the lesS
lifespan based on the regular usage and environmental conditions. Based on the
data requirement, the data available in these CDs / DVDs shall be copied to new
storage media / hard disk before these items becomes non-usable.
v. The equipment such as mini-laptops, laptops, computers, All-in-Ones have been
assigned higher life period, as the average yearly usage of these equipment's is
very low in schools. Considering the working hours of schools and also vacation
periods, the actual utilization of this equipment is low and hence, the average
life period of this equipment is considered higher.
vi. In case any equipment gives frequent problems before attaining its
recommended life or goes badly out of order and repair / maintenance cost is
not economically viable (i.e. where the repair costs exceed the depreciated value
of the item), such items can also be disposed with the recommendation of a Next
level Approving Authority and third party recommendation.
In case of ET Assets such as data storage devices (pen drives, CD/DVD, floppy
discs) or Laptops, servers, computers, tablet PCs, mobile phones etc. are
identified and declared as e-waste, the entire data from these kind of Assets must
be retrieved from the Asset and stored in the local server of the school / office. In
case, the local server itself is declared as e-waste, then the retrieved data may be
stored in a computer, which is in good working condition and is received last in
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the list of ET Assets of the school / office.
The retrieved data may be stored in a new file folder, which may be named as
"Retrieved Data from <Asset Name>; <Date>" of the local server/identified
computer of the school / office.
In case of ET Assets such as data storage devices (pen drives, CD/DVD, floppy discs) or
Laptops, servers, computers, tablet PCs, mobile phones etc. are identified and declared
as e-waste, the entire equipment is formatted completely. For security measures, it is
recommended that the equipment is "Irretrievably Formatted" using tools, which are
suggested by the Central ET Cell at the state-level.
1. The concerned ET Cell shall identify the approved e-waste and tag them accordingly.
The e-waste shall be stored separately from other ET Assets. Once a Year, based on
the quantum of e-waste generated, the same shall be intimated to the central cell
established at Bangalore under control of CPI.
2. Details of all items declared as e-Waste shall be intimated to the Central e-Waste
Management Cell at zero value for electronic waste management and recycling
purposes.
3. The Central e-Waste Management Cell would dispose these items with the e-Waste
collector / dismantler / recycler registered by the Karnataka State Pollution Control
Boards as per the, provisions made under the e-Waste (Management 4 Handling)
Rules; 2011.
4. For this purpose, The Department of Public Instruction, Government of Karnataka in
coordination with Center for e-Governance and Karnataka State Pollution Control
Board, will identify and select the vendors for e-Waste management.
5. The vendor will pick up the e-Waste from the School/ Officelocation itself.
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6. The items can be written off from the books of the respective school / office once
the disposal process is completed.
Any of the Academic Resources received shall be considered as Asset and all the
procedures shall be followed. It is observed that, the schools / offices are receiving the
various academic resources like Lessons Plans, Teaching Aids, e-Content etc. These
academic resources are being stored in Pen Drives, External Hard Disks and other
formats.
Thus, all these resources shall be considered as Assets and must be followed all the
Statutory and regulatory procedures applicable for Asset Management.
If any of the hosted material (on Internet) is provided, the respective URL, User Name
414 Password must be recorded in the Asset Register as well. The ET Cell shall take the 1:4 responsibility of disseminating such information to all the stakeholders, who
requireknowing the information.
The ET Asset Registers have to be sent for consolidation at the Central ET Cell (state-
level) on periodical basis:
Level 1: Schools have to share the ET Asset Registers to the respective BEO
Level 2: BEO to consolidate the registers of all the schools under his/her block and share
the same, along with the registers at BEO office, to the District DDPI
Level 3: DIET to share the registers to District DDPI
Level 4: District DDPI to consolidate the registers of all the BEOs, Schools and DIET and
share the same, along with the registers at District DDPI office to Central ET Cell at state-
level
Level 5: Other state-level offices such as DSERT etc. to share the registers with Central
ET Cell.
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Level 6: Central ET Cell to consolidate all the registers from the schools, offices across
the state; along with the registers at the Central ET Cell.
This process will help the Central ET Cell to know:
1. Category & number of Assets available in all schools & offices across the state
2. Working condition of the Assets
3. Performance of the vendors in carrying out maintenance / repair of the equipment
during AMC / Warranty period
4. Percentage of faulty equipment supplied to the schools /offices by the vendors
5. Status of &Waste in schools & offices across the state
6. Plan for disposal of e-Waste
7. Plan for further IT infrastructure for the schools / offices
The Operational Manual is aimed at providing the requisite guidelines and effective
management of the Education Technology Assets including the ICT infrastructure.
Special Officer and Ex-Officio
Under Secretary to Government
Education Department (Planning)
Page 31 of 32
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