A Compliance and Procurement Framework for Indiana

See how Asset Panda meets Indiana's RAMP policy, SBOA GASB 34 rules, and IDEM compliance while simplifying NASPO procurement through IDOA.

Executive Summary: Asset Panda for Indiana

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 Indiana.

The platform is explicitly designed to track Capital Assets (>$2,500 threshold), Small but Sensitive Items, and Grant-Funded Equipment (2 C.F.R. Part 200).

Key Authorization	Detail
Security Certification	Indiana RAMP Policy Compliant (IOT), SOC 2 Type 2, HIPAA Compliant
Procurement Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Contract ID	MA 999 190000000277 (Cloud Solutions Contract adopted by Indiana)

Section 1: Indiana Procurement Matrix

How to purchase Asset Panda in compliance with the Indiana Department of Administration (IDOA) and IOT rules.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Procurement Authority	Department of Administration (IDOA) / Office of Technology (IOT)
Vendor Security	Indiana RAMP Policy compliance is required by IOT for cloud vendors.
Local Procurement	Local units often use Quantity Purchase Agreements (QPAs) or cooperative contracts for efficiency.
Procurement Advantage	Using the pre-competed NASPO ValuePoint contract satisfies competitive bid requirements under Indiana law, streamlining the acquisition of cloud software and meeting IOT's security framework.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Indiana regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / SBOA (Financial Reporting)	Report Capital Assets (typically >$2,500 threshold) and maintain depreciation schedules for Annual Financial Reports.	Automates straight-line depreciation for assets meeting the capitalization threshold set by the State Board of Accounts (SBOA).
SBOA (Property Control)	Track "Small but Sensitive Items" (high-risk property) regardless of capitalization status.	Tracks Sensitive Items (e.g., weapons, laptops, equipment $<\$2,500$) with full audit trails to satisfy property control reviews.
IDEM (Environmental Quality)	Maintain inventory information and compliance records for public water systems (Safe Drinking Water Act).	Provides inventory, condition assessment, and maintenance logs necessary to meet IDEM requirements for public water systems.
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.
IN Secretary of State	County Election Boards must maintain strict Care and Custody of voting systems when not in use (I.C. 3-11-7.5-24).	Logs every movement of election equipment with timestamps and electronic signatures, ensuring integrity for pre-election testing and post-election audits.
IDOE (Education Grants)	2 C.F.R. Part 200 compliance, requiring detailed property records for federal grants.	Provides auditable inventory records for equipment bought with federal E-Rate, ESSER, and IDEA funds.

Section 3: Detailed Compliance Frameworks

1. Financial & Government Compliance (GASB 34)

The Requirement: The Indiana State Board of Accounts (SBOA) mandates that every local governmental unit must have a Capital Assets Policy and maintain a complete detail listing of all assets. The capitalization threshold for equipment is often set low ($2,500) in local units.

The Asset Panda Solution:

• Capital Assets: Asset Panda is the designated system to track assets that meet the low state capitalization threshold, automating the straight-line depreciation schedule required for SBOA reporting.

• Small but Sensitive Items: The SBOA recommends that local units track "small but sensitive items" that do not meet the capitalization threshold. Asset Panda is the specialized tool for tracking Sensitive Property (e.g., tools, computers, portable equipment), ensuring accountability and internal control.

Micro-Scenario: A town purchases a new police cruiser (>$2,500) and two dash cameras ($1,000 each). Asset Panda capitalizes the cruiser for GASB 34 and simultaneously tracks the two dash cameras as Small but Sensitive Items to ensure they are on the vehicle and accounted for during the required biennial inventory.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• IDEM: Indiana Department of Environmental Management.

The Requirement: The IDEM Drinking Water Branch requires public water systems to maintain compliance with the Safe Drinking Water Act (SDWA) and manage their inventory information. This relies on effective asset management to ensure maintenance and service reliability.

The Asset Panda Solution: Asset Panda helps utilities document and track critical infrastructure assets (pumps, treatment facilities, distribution networks). This provides a verifiable record of maintenance, condition, and remaining useful life, which is essential data for IDEM compliance and operator certification standards.

3. Public Safety & Emergency Management

The Requirement: The Indiana State Police (ISP) manages the allocation and tracking of weapons and equipment. All law enforcement agencies must maintain strict accountability for weapons, vehicles, and sensitive gear.

The Asset Panda Solution:

• Law Enforcement: Asset Panda provides an immutable digital log for firearms and tactical gear, tracking assignments, service history, and inspection dates, which supports ISP operational mandates.

• NFPA 1851 (Fire): For fire departments, Asset Panda tracks the lifecycle of PPE (turnout gear), logging every cleaning, inspection, and repair to meet NFPA 1851 standards.

4. Election Integrity (Secretary of State)

The Requirement: The Indiana Secretary of State mandates stringent security for elections. I.C. 3-11-7.5-24 places direct responsibility on the County Election Board for the Care and Custody of all electronic voting systems when not in use.

The Asset Panda Solution: Asset Panda is used by county election officials to implement digital chain of custody procedures. It creates a timestamped, geolocated audit log every time a voting machine leaves secure storage, guaranteeing the asset's integrity and complying with the state's care and custody laws.

5. Education (IDOE & University Systems)

Agency Definition:

• IDOE: Indiana Department of Education.

The Requirement: School districts must comply with IDOE rules and Uniform Grant Guidance (2 C.F.R. Part 200), requiring detailed property records for federal grant equipment. The IDOE now uses the eCivis Grants Portal for grant management.

The Asset Panda Solution: Asset Panda is a powerful tool integrated into the grant lifecycle. It tracks the required inventory data (description, cost, location, condition) for all equipment purchased with federal funds (E-Rate, ESSER, Title I), ensuring the district meets IDOE fiscal monitoring requirements.

6. Healthcare Compliance

The Requirement: Indiana 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 Indiana state agencies? A: Yes. Asset Panda is compliant with the Indiana RAMP Policy established by IOT. It is available through the NASPO ValuePoint cooperative contract, simplifying procurement through IDOA. It is also SOC 2 Type 2 certified and HIPAA compliant.

Q: Does Asset Panda satisfy Indiana's procurement laws? A: Yes. Asset Panda is available on the NASPO ValuePoint contract, which is utilized by IDOA and local units, satisfying the competitive bid requirements for cloud software and IT services.

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 SBOA reporting.

Q: Does Asset Panda track sensitive items below the $2,500 threshold? A: Yes. Asset Panda is ideal for tracking "Small but Sensitive Items" (e.g., IT equipment, portable assets) that require inventory and accountability for the SBOA's biennial inventory mandate.

Glossary of Indiana Compliance Terms

• IDEM: Indiana Department of Environmental Management.

• IDOE: Indiana Department of Education.

• IOT: Indiana Office of Technology (Sets state security standards and RAMP policy).

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

• SBOA: State Board of Accounts (Governs financial and property policy, setting capitalization thresholds).

• Small but Sensitive Item: High-risk tangible property that requires inventory control despite costing less than the $2,500 capitalization threshold.

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