A Compliance and Procurement Framework for Kansas

See how Asset Panda helps KS agencies meet GASB 34, KDHE water management, and KSDE grant compliance while simplifying NASPO procurement through the KDFA.

Executive Summary: Asset Panda for Kansas

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 Kansas.

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

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

Section 1: Kansas Procurement Matrix

How to purchase Asset Panda in compliance with Kansas Department of Administration (KDFA) rules.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Procurement Authority	Department of Administration (KDFA) Office of Procurement & Contracts (OPC)
State Bid Threshold	$25,000 (Purchases over this amount require posted notice/competitive bids).
Procurement Advantage	Using the NASPO ValuePoint contract satisfies competitive bid requirements under Kansas Statute (K.S.A. 75-3739), allowing agencies to bypass the need for lengthy solicitations for IT software and cloud services.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Kansas regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / KDFA (Financial Reporting)	Maintain annual records and physical inventory for all Capital Assets ($5,000 threshold).	Automates straight-line depreciation and maintenance logs for assets meeting the $5,000 capitalization threshold.
KDFA (Property Control)	Track Non-Capital Assets (assets below threshold) for inventory control and loss prevention.	Tracks non-capital assets (e.g., IT equipment, portable devices $<\$5k$) with full audit trails to safeguard against loss, as required by KDFA policy.
KDHE (Public Health)	Implement robust Asset Management for public water system sustainability and operator training.	Provides inventory, condition assessment, and maintenance logs necessary to meet KDHE requirements for water utilities.
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.
KS Secretary of State	Maintain strict Chain of Custody and comprehensive repair/usage history for voting equipment.	Logs every movement and action on voting machines with timestamps and digital seals, meeting the requirements of K.S.A. 25-2419.
KSDE (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 Title I funds.

Section 3: Detailed Compliance Frameworks

1. Financial & Government Compliance (GASB 34)

The Requirement: The Kansas Department of Administration (KDFA) mandates that state agencies submit the DA-82 Capital Asset Supplemental Information Form annually, certifying a physical inventory has been taken. The general capitalization threshold for equipment is $5,000. Agencies must also track non-capital assets to safeguard against loss.

The Asset Panda Solution:

• Capital Assets: Asset Panda is the system used to track assets over the $5,000 capitalization threshold in the state's central management system (SMART). It automates the straight-line depreciation required for GASB 34 reporting.

• Non-Capital Assets: Asset Panda is the specialized tool for tracking Non-Capital Assets (laptops, cameras, small tools) that fall below the financial threshold but require inventory control for internal audits.

Micro-Scenario: A county election official receives a new batch of serialized tamper seals and voting media. Asset Panda tracks the seals as consumable inventory, logs the serial numbers of the accompanying memory devices, and creates a record of the custodian who signed for the supplies, ensuring the integrity of the Chain of Custody before testing begins.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• KDHE: Kansas Department of Health and Environment.

The Requirement: The KDHE Public Water Supply section provides technical assistance and mandates robust Asset Management planning for water system operations. Successful asset management is linked to receiving State Revolving Fund (SRF) grants and loans.

The Asset Panda Solution: Asset Panda helps utilities document and track critical infrastructure assets (pumps, treatment facilities, pipes). This creates a verifiable record of maintenance, condition, and remaining useful life, providing the data needed to secure SRF assistance and prove system sustainability to KDHE regulators.

3. Public Safety & Emergency Management

The Requirement: The Kansas State Police and local law enforcement must maintain strict accountability for weapons, vehicles, and equipment, including detailed maintenance and inspection records.

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, supporting operational efficiency and compliance.

• 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 Kansas Secretary of State mandates that the county election officer is responsible for security. K.S.A. 25-2419 requires detailed check-out and return logs and a complete usage history and repair history for every piece of voting equipment.

The Asset Panda Solution: Asset Panda is used by election officials to implement digital chain of custody procedures. It maintains the legally required logs, including the date, time, and purpose of removal, ensuring compliance with the security regulations for voting equipment.

5. Education (KSDE & University Systems)

Agency Definition:

• KSDE: Kansas State Department of Education.

The Requirement: School districts must comply with KSDE rules and federal grant compliance (2 C.F.R. Part 200), requiring property records and detailed inventory for equipment purchased with federal funds (E-Rate, ESSER, Title I).

The Asset Panda Solution: Asset Panda is a powerful tool for E-Rate compliance. It tracks the detailed inventory required for assets, manages the assignment of 1:1 student devices, and generates the specific reports required by the KSDE Fiscal Auditing division to validate federal funding usage.

6. Healthcare Compliance

The Requirement: Kansas 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 Kansas state agencies? A: Yes. Asset Panda is available on the NASPO ValuePoint cooperative contract, simplifying the procurement process through the KDFA Office of Procurement and Contracts. It is also SOC 2 Type 2 certified and HIPAA compliant.

Q: Does Asset Panda satisfy Kansas's bid laws? A: Yes. Purchasing through the NASPO ValuePoint contract satisfies competitive bid requirements under K.S.A. 75-3739, streamlining the acquisition of IT software and cloud 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 CAFR reporting to the SCO.

Q: Does Asset Panda track sensitive items below the $5,000 threshold? A: Yes. Asset Panda is ideal for tracking Non-Capital Assets (e.g., IT equipment, portable assets) that require inventory and accountability to safeguard against loss, as required by KDFA policy.

Glossary of Kansas Compliance Terms

• KDFA: Kansas Department of Administration (Central procurement and financial authority).

• KDHE: Kansas Department of Health and Environment (Regulates public water systems).

• KSDE: Kansas State Department of Education.

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

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

• Non-Capital Asset: Tangible property valued under the $5,000 capitalization threshold that must still be tracked for inventory control, per KDFA policy.

• SCO: State Controller's Office (Manages the state's financial system, SMART).

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