FPOL04 Asset Inventories by Provide Community

Asset Inventories

Version: V5

Ratified by: Finance & Investment Committee

Date ratified: 03/04/2024

Job Title of author: Director of Finance

Reviewed by Committee or Expert Group Audit Committee

Equality Impact Assessed by: Director of Finance

1. Introduction

The IT department are required to maintain up to date inventories of all IT items, regardless of which site they are located, including but not limited to servers, personal computers, laptops, printers, scanners and mobile phones.

In addition to the IT inventory above, a nominated officer at each Provide site is required to maintain an inventory of all non-IT equipment. The equipment inventories provide a framework within which managers can ensure the safe-keeping of the assets and also keep a record of security checks and plan for equipment replacements.

Equipment which has been purchased from capital funds will also be added to the Group asset registers by the finance department but these are not an alternative to the maintenance of local inventories.

The Estates & Facilities at each base to be responsible for maintaining an asset inventory. The Director of Estates and Facilities and the Executive Finance Director shall ensure that the officers responsible for the maintenance of the asset inventories carry out the required annual check and confirm that the information is up to date

Asset inventory forms are available from the Finance Team.

2. Definitions

Fraud is where any person who dishonestly makes a false representation to make a gain for himself or another or dishonestly fails to disclose to another person, information which he is under a legal duty to disclose, or commits fraud by abuse of position, including any offence as defined in the Fraud Act 2006.

Bribery is the giving or receiving a financial or other advantage in connection with the ‘improper performance’ of trust or a function that is expected to be performed impartially or in good faith. Where the Provide Group is engaged in commercial activity it could be considered guilty of a corporate bribery offence if an employee, agent, subsidiary or any other person acting on its behalf bribes another person intending to obtain or retain business or an advantage in the conduct of business for the Provide Group and it cannot demonstrate that it has adequate procedures in place to prevent such. The adequate procedures that the Provide Group is required to have in place to prevent bribery being committed on their behalf are performed by six principles – proportionate procedures, toplevel commitment, risk assessment, communication (including training), monitoring and review. The Provide Group does not tolerate any bribery on its behalf, even if this might result in a loss of business for it. Criminal liability must be prevented at all times.

3. Counter Fraud

If any member of staff has good reason to suspect a colleague, patient or other person of fraud, bribery and / or corruption, involving the Provide Group, they should report their genuine concerns to the LCFS or Chief Finance Officer immediately. The LCFS will then decide on the next course of action and advise the member of staff accordingly. All calls are dealt with in the strictest of confidence and callers may remain anonymous.

Suspicions of fraud, bribery or corruption should be reported to the Local Counter Fraud Specialists on 01473 945843, Provide Group Chief Finance Officer or NHS Fraud and Corruption Reporting Line via an online reporting form: http://www.reportnhsfraud.nhs.uk/ or telephone 0800 028 4060. Further details including email addresses for those responsible can be found on the Provide Intranet.

Individuals suspected of committing an offence of fraud, bribery or corruption may be subject to criminal and/or disciplinary investigation, which could result in criminal and/or disciplinary action being taken, including prosecution and/or dismissal. For more information, please refer to the Local Anti-Fraud, Bribery and Corruption Policy or to the Provide Counter Fraud intranet page

https://www.providecommunityplatform.co.uk/Interact/Pages/Content/Document.aspx?id =2254&SearchId=530713.

4. Identification of Items to be recorded on Asset Inventories

Items to be included on the IT asset inventories are:

• All IT items whether capitalised or charged to revenue. These items should be tagged and added to the IT inventory when purchased through the IT team. Managers should not be purchasing IT equipment outside of these arrangements. The IT team are responsible for the maintenance of this inventory and items should not be moved between bases or between staff members without discussion with and agreement from the IT team.

Items to be included on the local inventories at each base are:

• All capitalised items.

• All electrical items not covered by the IT tagging arrangements e.g. clinical equipment

• Other “attractive” equipment not covered above.

Assets should be tagged or marked, where possible, upon receipt to identify that they belong to the Group. This is the responsibility of the manager who authorises the purchase. Where used, identification numbers should be recorded in the equipment inventory.

EQUALITY IMPACT ASSESSMENT

TEMPLATE: Stage 1: ‘Screening’

Name of project/policy/strategy (hereafter referred to as “initiative”):

Asset Inventories

Provide a brief summary (bullet points) of the aims of the initiative and main activities: Provides guidance on how to record assets.

Project/Policy Manager: Director of Finance

Date: March 2024

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e. on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e. have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e. will have no particular effect on any group.

Neutral

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why? Or is it clear at this stage that it will be equality “neutral”?

Neutral

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with staff or external groups/agencies.

Guidelines: Things to consider

Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e. young and old,); race and ethnicity, gender, disability, religion and faith, and sexual orientation.

The initiative may have a positive, negative or neutral impact, i.e. have no particular effect on the group/community.

Where a negative (i.e. adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g. by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.

Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.

Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g. are there other existing or planned initiatives which redress this?

It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that data-gathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.

It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide. Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.