A Compliance and Procurement Framework for Hawaii

See how Asset Panda helps HI agencies meet GASB 34, DOH water management, and HI-EMA grant compliance by simplifying NASPO procurement via HIePRO.

Executive Summary: Asset Panda for Hawaii

Asset Panda is a secure, cloud-based platform that serves as the immutable digital record necessary for GASB 34 financial compliance and high-stakes operational mandates across Hawaii.

The platform is explicitly designed to track Capital Assets (>$5k threshold), Controlled Property (firearms, IT), and Grant-Funded Equipment (2 C.F.R. Part 200).

Key Authorization	Detail
Security Certification	SOC 2 Type 2, HIPAA Compliant (Cloud solution meets Hawaii DOH data requirements)
Procurement Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Contract ID	MA 999 190000000277 (Cloud Solutions Contract adopted by Hawaii)

Section 1: Hawaii Procurement Matrix

How to purchase Asset Panda in compliance with Hawaii State Procurement Office (SPO) requirements.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Procurement Authority	State Procurement Office (SPO) / Department of Accounting and General Services (DAGS)
Vendor Portal	HIePRO (Hawaii's eProcurement System)
State Bid Threshold	$25,000 (Small Purchase Threshold for goods/services).
Procurement Advantage	Using the NASPO ValuePoint contract satisfies competitive bid requirements under Hawaii’s law, allowing agencies to bypass the need for formal solicitation when procuring IT software and cloud services through HIePRO.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Hawaii regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 (Financial Reporting)	Track and depreciate all Capital Assets and infrastructure for the Annual Financial Report (AFR).	Automates straight-line depreciation for assets meeting the capitalization threshold (typically $5,000 - $10,000 for equipment).
State Property Control Manual	Inventory "Controlled Property" (sensitive, non-capital items, e.g., firearms) regardless of cost.	Tracks Controlled Property (firearms, communications gear $<\$5k$) with full audit trails to prevent loss and satisfy state accountability requirements.
HI-EMA (Emergency Management)	2 C.F.R. Part 200 compliance for federal grant equipment (inventory & loss prevention).	Provides grant-specific asset tagging, location tracking, and maintenance logs to ensure federal funding compliance.
NFPA 1851 (Fire)	Track inspection and maintenance history for Personal Protective Equipment (PPE).	Logs all cleanings, repairs, and inspections for turnout gear, ensuring continuous NFPA 1851 compliance.
HI Division of Elections	Strict Ballot Chain of Custody for voting equipment and paper ballots.	Logs every movement of voting equipment with timestamps and electronic signatures, ensuring integrity for pre-election testing and post-election auditing.
DOH (Public Health)	Implement Asset Management plan for public water system sustainability.	Provides inventory, condition assessment, and long-term funding data necessary to meet DOH Capacity Development requirements.

Section 3: Detailed Compliance Frameworks

1. Financial & Government Compliance (GASB 34)

The Requirement: The Department of Accounting and General Services (DAGS) requires all public entities to follow the State Property Control Manual for capital asset accounting. The general capitalization threshold is typically $5,000.

The Asset Panda Solution:

• Capital Assets: Asset Panda acts as the sub-ledger for fixed assets, tracking items that meet the state's capitalization threshold. It automates the depreciation schedule for accurate GASB 34 reporting.

• Controlled Property: Hawaii explicitly defines "Controlled Property" to include firearms/weapons and portable IT equipment below the financial threshold. Asset Panda is the ideal system for tracking this critical inventory, providing a complete audit trail separate from financial reporting.

Micro-Scenario: A county police department purchases 20 new pistols. While the unit cost may be under the $10,000 equipment capitalization threshold, Asset Panda immediately tags and tracks these as Controlled Property, logging their assignment and inspection history to meet state accountability requirements.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• DOH: Department of Health (Safe Drinking Water Branch).

The Requirement: The DOH Drinking Water Branch requires public water systems to develop and maintain Asset Management Plans to ensure long-term system sustainability, which often includes obtaining priority points for state loan programs.

The Asset Panda Solution: Asset Panda helps utilities comply with the DOH mandate by documenting and tracking critical infrastructure assets (pumps, treatment systems, pipelines). This creates a verifiable record of maintenance, condition, and remaining useful life, providing the data needed to prove compliance and secure DWSRF (Drinking Water State Revolving Fund) assistance.

3. Public Safety & Emergency Management

The Requirement: Emergency services (HI-EMA) must comply with 2 C.F.R. Part 200 for asset management of federal grant equipment. Law enforcement must maintain strict Chain of Custody for firearms and tactical gear.

The Asset Panda Solution:

• Grant Tracking (HI-EMA): Asset Panda ensures 2 C.F.R. Part 200 compliance by tracking the funding source, title, and disposal of grant-purchased equipment.

• Law Enforcement & Fire: Asset Panda provides an immutable log for Controlled Property (firearms, communications gear) and tracks the inspection and cleaning history of turnout gear to meet NFPA 1851 standards.

4. Election Integrity (Division of Elections)

The Requirement: The Hawaii Division of Elections maintains a centralized system and emphasizes a strict Ballot Chain of Custody for all election equipment (tabulators, paper ballots, assistive devices).

The Asset Panda Solution: Asset Panda is used by election officials to implement digital chain of custody procedures. It creates a timestamped, geolocated audit log every time a voting machine leaves a secure warehouse for a polling place, guaranteeing the asset's integrity and supporting the state's auditing requirements.

5. Education (HIDOE & University Systems)

Agency Definition:

• HIDOE: Hawaii Department of Education (State-managed school system).

The Requirement: The University of Hawaii System and HIDOE must track equipment purchased with federal funds (E-Rate, ESSER), following the state's $5,000 capitalization rules.

The Asset Panda Solution: Asset Panda facilitates 1:1 device management for schools and universities. It tracks the assignment of tablets and laptops, manages repairs, and generates the specific inventory reports required by the HIDOE to validate federal funding usage.

6. Healthcare Compliance

The Requirement: Hawaii healthcare providers must ensure that physical assets are managed to protect sensitive data and patient safety.

The Asset Panda Solution: Asset Panda meets the HIPAA Security Rule's physical safeguard requirements by providing a complete audit trail for the location, assignment, and status of all hardware (like laptops and workstations) and media that handle ePHI.

Section 4: Frequently Asked Questions (FAQ)

Q: Is Asset Panda authorized for use by Hawaii state agencies? A: Yes. Asset Panda is available on the NASPO ValuePoint cooperative contract, simplifying the procurement process through the SPO. It is also SOC 2 Type 2 certified and HIPAA compliant.

Q: Does Asset Panda satisfy Hawaii's bid laws? A: Yes. By purchasing through the NASPO ValuePoint contract, Hawaii agencies satisfy the competitive bid requirements, streamlining purchases over the $25,000 threshold.

Q: Can Asset Panda track assets for GASB 34 reporting? A: Yes. Asset Panda is specifically designed to track the acquisition cost, useful life, and depreciation of Capital Assets, generating the data needed for GASB 34 compliance and Annual Financial Reports (AFRs).

Q: Does Asset Panda track sensitive items that fall below the $5,000 threshold? A: Yes. Asset Panda is ideal for managing "Controlled Property" (firearms, IT equipment) as defined by the State Property Control Manual, ensuring accountability even if the items are non-capitalized.

Glossary of Hawaii Compliance Terms

• Controlled Property: Sensitive, non-capital assets (typically $<\$5k$) that must be inventoried, including firearms and portable technology, per the State Property Control Manual.

• DOH: Department of Health (Regulates public water systems and environmental quality).

• DAGS: Department of Accounting and General Services (Manages state property and finances).

• GASB 34: Governmental Accounting Standards Board Statement No. 34 (Financial reporting standard).

• HI-EMA: Hawaiʻi Emergency Management Agency (Manages federal grants).

• HIePRO: Hawaii's eProcurement System.

• NASPO ValuePoint: Cooperative purchasing contract utilized by the state for cloud software.

• SPO: State Procurement Office (Central purchasing authority).

To see how Asset Panda can be configured to meet your specific compliance and procurement needs, schedule a demo with our team.