Colleges & schools: one campus register with grant tagging

Structure that stops “each lab has its own Excel”

One FAR tenant for the college/trust. Units can be campuses if multi-campus; otherwise departments/blocks as locations. Lab coordinators get amend rights only on their department assets; central accounts keeps depreciation and user admin.

• Create departments: Physics Lab, Library, ICT, Admin, Hostel…
• Import per department files or one campus file with Department column
• Ban local Excels after go-live date in writing from Principal/Registrar

Grant / scheme tagging (practical)

Add a custom field or use an available project/funding field for Grant Code (e.g. DST-2024, RUSA, Internal). Every capital purchase from a grant must carry the code at entry/import. Year-end grant utilisation certificates become a filter + export — not a voucher hunt.

• Maintain a Grant Code master list (one page)
• Accounts rejects capital bills without Grant Code when applicable
• Quarterly: export assets by Grant Code for project office

QR and verification before affiliation / NAAC-style visits

Label high-value instruments and ICT first. Run verification 4–6 weeks before inspection. Close Missing items or document loans between labs with transfers in FAR.

• Library books: usually out of scope unless capital policy says otherwise — decide explicitly
• ICT labs: verify machine count vs FAR before semester start
• Keep verification PDF with inspection file

Training that sticks

One hour for accounts admins, 30 minutes for lab in-charges (scan + transfer request). Provide a one-page cheat sheet: how to find an asset, how to request transfer, who to call for new labels.