A Compliance and Procurement Framework for Ohio

See how Asset Panda helps OH agencies meet GASB 34, Ohio EPA water management, and ODE grant compliance while simplifying NASPO procurement through DAS.

Executive Summary: Asset Panda for Ohio

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 Ohio.

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

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

Section 1: Ohio Procurement Matrix

How to purchase Asset Panda in compliance with the Ohio Revised Code (ORC) and DAS rules.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Procurement Authority	Department of Administrative Services (DAS) Office of Procurement Services
Vendor Portal	Ohio Procurement Portal / Ohio Shared Services (OSS)
Competitive Bid Threshold	$75,000 (ORC 307.86 for construction/goods; $50,000 for services under DAS delegation).
Procurement Advantage	Using the DAS Cooperative Purchasing Program and NASPO ValuePoint satisfies competitive bid requirements, streamlining the acquisition of IT software and cloud services for all state and local entities.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Ohio regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / Auditor of State (Financial Reporting)	Track and depreciate Capital Assets and ensure compliance with OAC 117-2-02 accounting rules.	Automates straight-line depreciation for assets meeting the capitalization threshold (typically $5,000 or more).
Auditor of State (Property Control)	Track Controllable Assets (assets $500–$2,000) for inventory control and accountability.	Tracks Controllable Assets (e.g., IT equipment, portable devices) with full audit trails to satisfy the Auditor of State's inventory requirements.
Ohio EPA (Environmental Protection)	Implement formal Asset Management Program (AMP) to meet Safe Drinking Water Act (SDWA) compliance (ORC 6109.24).	Provides inventory, condition assessment, and maintenance logs necessary to meet Ohio EPA requirements for water system sustainability.
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.
OH Secretary of State	Maintain Care and Custody of all voting systems, electronic pollbooks, and media (ORC 3506).	Logs every movement of election equipment with timestamps and electronic seals, guaranteeing asset integrity.
ODE (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 Ohio Auditor of State requires local public offices to maintain records sufficient to identify and track Capital Assets. The financial threshold for capitalization is often $5,000, but entities must track all assets over $500 for control purposes.

The Asset Panda Solution:

• Capital Assets: Asset Panda is the designated system to track assets that meet the $5,000 capitalization threshold. It automates the depreciation schedule and ensures compliance with GASB 34 and the Uniform School Accounting System (USAS).

• Controllable Assets: Asset Panda is the specialized tool for tracking Controllable Assets (items $500–$2,000), which are not capitalized but must be inventoried for internal control, as detailed in local fixed asset manuals.

Micro-Scenario: The Ohio Department of Transportation (ODOT) acquires 50 new tablets for field crews ($900 each). Asset Panda tracks these as Controllable Assets, recording their location, custodian, and annual inspection status, satisfying the Auditor of State's requirement for enhanced accountability.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• Ohio EPA: Ohio Environmental Protection Agency (Division of Drinking and Ground Waters).

The Requirement: The Ohio EPA mandates public water systems to develop an Asset Management Program (AMP) to consistently meet safe drinking water requirements (ORC 6109.24). This AMP must include a comprehensive inventory and condition assessment.

The Asset Panda Solution: Asset Panda helps utilities comply with the Ohio EPA mandate by documenting and tracking critical infrastructure assets (pumps, treatment facilities, distribution networks). This digital record is necessary for plan approvals and for demonstrating the technical, managerial, and financial capacity required for State Revolving Fund (SRF) loans.

3. Public Safety & Emergency Management

The Requirement: Law enforcement agencies must maintain strict accountability for weapons, vehicles, and equipment. Fire departments must meet NFPA 1851 standards.

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 Ohio Secretary of State mandates stringent security for elections. ORC 3506 requires strict custody of all election equipment, including electronic pollbooks, voter verified paper audit trails (VVPATs), and removable memory components.

The Asset Panda Solution: Asset Panda is used by county Boards of Elections to implement digital chain of custody procedures. It records the serial and seal numbers of all tabulators and media, ensuring that the custody of all equipment is maintained when not in use, as required by the Secretary of State.

5. Education (ODE & University Systems)

Agency Definition:

• ODE: Ohio Department of Education and Workforce.

The Requirement: School districts must comply with ODE grants administration rules and Uniform Guidance (2 C.F.R. Part 200). This involves using the Comprehensive Continuous Improvement Plan (CCIP) system and maintaining detailed property records for federal grants.

The Asset Panda Solution: Asset Panda is a powerful tool for E-Rate and federal grant compliance. It tracks the detailed inventory required for assets, manages the assignment of 1:1 student devices, and generates the specific reports needed for ODE fiscal monitoring reviews.

6. Healthcare Compliance

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

Q: Does Asset Panda satisfy Ohio's procurement laws? A: Yes. Purchasing through the DAS Cooperative Purchasing Program and NASPO ValuePoint contract satisfies competitive bid requirements, streamlining the acquisition of IT software and cloud services for state and local entities.

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 Auditor of State reporting.

Q: Does Asset Panda track sensitive items below the $5,000 threshold? A: Yes. Asset Panda is ideal for tracking Controllable Assets (e.g., IT equipment, portable assets) valued between $500 and $2,000 for inventory control, as recommended by the Auditor of State.

Glossary of Ohio Compliance Terms

• DAS: Department of Administrative Services (Central procurement and financial authority).

• ODE: Ohio Department of Education and Workforce.

• Ohio EPA: Ohio Environmental Protection Agency (Regulates public water systems).

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

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

• Controllable Assets: Tangible property valued under the capitalization threshold (often $500–$2,000) that must be inventoried for internal control.

• ORC: Ohio Revised Code.

• USAS: Uniform School Accounting System (Required financial standard for schools).

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