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a ettnett Cit-Jth 'QS,./e0DoliUfa 74.1 o..t5"a6tzzil &Jstv.00acbc-3.

AMC / Warranty/ CAMC ziArl ttTik.32 Ft d

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)

7•14n4 7,1eriq,1 01 l',..drvegx 2...a5.)ocztic, -,,in2.374md Dc1/41.).)ricb t)j),

TidSaTilt. -JDODUrsdtia Service Level Agreement riVi

.01,2a tz„.vri d P) A n don ", 9 . rp- te;r3rAv GN-1-47i nealtvtg .0-73

in- t -F, r i .

Penalties clooirtcb: 7,1ericttp.,, tadSr‘DA 2.,z,:.locidtp zidSylt,i -4rod :r6o-Durrorici dped

doct #;:px;c7oht-3. Acdo..1.4 (0()2...) / kadS eazg„ 'oc8o6' mei

Detaci.37 ede oea razaDemidet.

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1 ga_to.vr,lez / e:9oAetb,t) xlezzal a.)-ao-ai3rrodar3 a-r3d7-i)p t.447.3 r,

Response Period.

6

tots, xittJot: ,T.'137.16ato / rie) ,t).)o,i3C3od moAt

;-loatermirt Z069*..1) amtnt3rmcfOri men / atcatpcla exe.%)tiozei tahl:

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SDMC (School Development Monitoring Committee) DIET (District Institute of Education Training.) CPI (Commissoner of Public Instruction)


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2. ?ems toss 2., od (SLA) a cloctrict.

3. 'asocrAe5c, dam", 'QFOrpTiO zaraA mi3ori0 a OF' lie (Specifications)

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a. erntdrecd mod M)F-Vt. (Technical Specifications)

b.not;'.) 03 d4Fricfep, aaporirittt xledat dux) ex.158at enaltdrari0 dame.) ern3Dzdviooci etatlerzadOod dpeldta.

c. 03 d,11.1FrIti t.)&321 e9Zpo...1)&3/3 3 ett SoriCripel 7SeAddrisi '42Aot30

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OFeisliti,t, (Technical Specifications) om6 d,t,i3jcS / te00 tette 4:)..gtzsz,40 ( k.3) t.faezZod eorietOx'sqpristrooOrt draontal3DrieSet.

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5.1.3 e94:12ai, na:seaMont: (Installation, Commissioning) q. tug ,tundtitrict a MOY h2t0C3710 )..raVe tax-aiDoff

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ii. ti 7,504 / iFO

iii. ‘`33CCA—C.5 cJ'

iv. CAMC up to date (installation) - s.;crWs:

V. zpdat.3 talFtct. (fl 3 c-,LiE)

vi. CAMCozrztr -

vii.

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File No.E10164/MHT/2019-INFO CNTR-EP-Sec

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19


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20

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INFO

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104 0

P‘


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


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


.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



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


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



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



, { 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



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



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.



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



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

Page 12 of 32



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

Page 13 of 32



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

Page 14 of 32



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.

Page 15 of 32



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.

Page 16 of 32



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.

Page 17 of 32



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

Page 1.8 of 32



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

Page 19 of 32



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


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.)


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


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)


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)

Page 20 of 32



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

ge 21 of 32



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

Pacie 22 of 12



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.

EP

/64/

MH

T/2

019-

INFO

CN

TR

-EP

-Sec

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


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

/6 4/MH

T/2019-IN

FO C

NT

R-E

P-S

ec

t

S.No Equipment

'

Life Period of Equipment

--go




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.

EP

/64 /

MH

T/2

019-

I NF

O C

NT

R- E

P-S

ec


{-„ Page 26 of 32

Operational Manual fo:: ET Asset Management in Govt. Schools & Offices

S.No Equipment Life Period of Equipment




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

Page 27 of 32

I File No.EP/64/MHT/2019-INFO CNTR-EP-Sec


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

Page 28 of 32



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.

Page 29 of 32



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.

Page 30 of 32



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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