A Compliance and Procurement Framework for Oregon

See how Asset Panda helps OR agencies meet GASB 34, DEQ asset management, and ODE grant compliance while simplifying NASPO procurement through DAS and OregonBuys.

Executive Summary: Asset Panda for Oregon

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 Oregon.

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

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

Section 1: Oregon Procurement Matrix

How to purchase Asset Panda in compliance with the Oregon Public Contracting Code and DAS rules.

Component	Detail
State Contract Vehicle	NASPO ValuePoint Cooperative Purchasing Organization
Procurement Authority	Department of Administrative Services (DAS) State Procurement Services (SPS)
Vendor Portal	OregonBuys (The state's eProcurement system)
State Capital Threshold	$10,000 (Effective July 1, 2025, for most equipment, increased from $5,000).
Procurement Advantage	Using the NASPO ValuePoint contract satisfies competitive bid requirements under the Oregon Public Contracting Code, streamlining the acquisition of IT software and cloud services for state and local agencies.

Section 2: Compliance & Standards Matrix

How Asset Panda satisfies specific Oregon regulatory mandates.

Regulatory Body / Standard	Requirement	Asset Panda Solution
GASB 34 / DAS (Financial Reporting)	Track and depreciate all Capital Assets and ensure compliance with the Oregon Accounting Manual (OAM).	Automates straight-line depreciation for assets meeting the capitalization threshold (currently $10,000).
DAS (Property Control)	Inventory "High Risk Inventory" (non-capital assets) below the financial threshold.	Tracks High Risk Inventory (e.g., laptops, firearms, hand tools $<\$10k$) on a separate list to meet internal control mandates.
OR DEQ (Environmental Quality)	Develop Asset Management Plans for public water systems to secure SRF funding.	Provides inventory, condition assessment, and maintenance logs necessary to meet DEQ and Oregon Health Authority requirements for 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.
OR Secretary of State	Maintain strict Chain of Custody log for all ballots, tabulators, and media (O.R.S. 254).	Logs every movement of election equipment, providing the comprehensive hand count and Risk Limiting Audit (RLA) data required.
OR DOE (Education Grants)	2 C.F.R. Part 200 compliance, requiring detailed property records and status changes 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 Oregon Department of Administrative Services (DAS) mandates that agencies report fixed assets following the Oregon Accounting Manual (OAM). The capitalization threshold is high ($10,000 for equipment). However, agencies must maintain separate listings for high-risk, non-capital assets.

The Asset Panda Solution:

• Capital Assets: Asset Panda is the system used to track assets over the $10,000 capitalization threshold. It manages depreciation and asset status (acquisition, disposal), feeding the necessary data to the state's central accounting system for GASB 34 reporting.

• High-Risk Inventory: OAM policy mandates that agencies inventory and track High Risk Inventory (e.g., laptops, firearms, tools) below the $10,000 threshold for accountability and internal control purposes. Asset Panda is the specialized tool for managing this critical inventory.

Micro-Scenario: The Oregon Department of Fish and Wildlife (ODFW) acquires 50 specialized radio collars ($2,500 each). These are below the capitalization threshold. Asset Panda tracks these items as High-Risk Inventory, logging their assignment to specific biologists and recording their GPS coordinates during movement, ensuring accountability and preventing loss.

2. Public Works, Utilities & Infrastructure

Agency Definitions:

• OR DEQ: Oregon Department of Environmental Quality.

The Requirement: The OR DEQ and Oregon Health Authority (OHA) require public water systems to develop and implement Asset Management Plans to ensure system sustainability, which is crucial for accessing the State Revolving Fund (SRF).

The Asset Panda Solution: Asset Panda helps utilities comply with the DEQ mandate by documenting and tracking critical infrastructure assets (pumps, treatment plants, distribution networks). This verifiable record supports the required condition assessment and criticality analysis, providing the data needed to prove long-term sustainability to DEQ regulators.

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 Oregon Secretary of State mandates stringent security for elections, which operate primarily via Vote-by-Mail. Security protocols require a secure Chain of Custody log for all vote tally systems and the paper ballots used for Risk Limiting Audits (RLAs).

The Asset Panda Solution: Asset Panda is used by county clerks to implement digital chain of custody procedures. It logs the serial numbers of Vote Tally Systems and the secure transfer of ballot batches, guaranteeing the asset's integrity for the required RLAs and the 22-month record retention period (O.R.S. 254).

5. Education (OR DOE & University Systems)

Agency Definition:

• OR DOE: Oregon Department of Education.

The Requirement: School districts must comply with OR DOE rules and Uniform Grant Guidance (2 C.F.R. Part 200), requiring property records for equipment purchased with federal funds (often with a tracking threshold of $1,000 or more).

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 required by the OR DOE for fiscal monitoring.

6. Healthcare Compliance

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

Q: Does Asset Panda satisfy Oregon's competitive bid laws? A: Yes. Purchasing through the 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 DAS reporting.

Q: Does Asset Panda track sensitive items below the $10,000 threshold? A: Yes. Asset Panda is ideal for tracking High Risk Inventory (e.g., firearms, portable IT equipment) that require inventory and accountability to safeguard against loss, as defined by DAS policy.

Glossary of Oregon Compliance Terms

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

• OR DEQ: Oregon Department of Environmental Quality (Regulates water systems).

• OR DOE: Oregon 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.

• High Risk Inventory: Non-capital assets (typically <$10,000) that must be tracked on separate listings for accountability and security.

• OAM: Oregon Accounting Manual.

• OregonBuys: Oregon's eProcurement system.

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