Asset Management System (AMS) Training Session - June 19th & 21st, 2017 at UCR Alumni and Visitors Center
Join us for the Asset Management System (AMS) Training Session covering equipment management basics, AMS fundamentals, asset searching, updates, dispositions, inventory verification, and more. Learn about inventorial equipment and its management role at the University of California. Enhance your understanding of federal and state regulations related to equipment management.
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Asset Management System (AMS) Training Session June 19th, 2017 3:30PM 4:30PM June 21st, 2017 8:30AM 9:30AM UCR Alumni and Visitors Center BAS BFS Business & Financial Services BFS A Division of Business & Administration Services (BAS)
BAS Topics Covered in this Training Session BFS Equipment Management Basics Quick Intro to Equipment Management Correcting Common Misconceptions The Asset Management System (AMS) Basics Searching Assets Updating Assets Dispositions & Transfers (EIMR s) Inventory Verification Questions & Feedback 6/19/2017 2
BFS Business & Financial Services BAS A Division of Business & Administration Services (BAS) BFS Equipment Management Basics Quick Intro to Equipment Management Correcting Common Misconceptions 7/13/2015 3
BAS Quick Intro to Equipment Management BFS What is Inventorial Equipment? Generally it is defined as the equipment assets that are either titled to or under the custodial control of the University that are: Non-expendable, Tangible, Personal property, Acquired for $5,000 or more, Which is freestanding, Complete in itself, Does not lose its identity or become a component part of another piece of equipment when put into use, and which has a normal life expectancy of more than one year 6/19/2017 4
BAS Quick Intro to Equipment Management BFS What does Equipment Management do? Establishes and maintains procedures related to Inventorial Equipment that bring the University in compliance with Federal and State regulations Review all Inventorial Equipment transactions: Acquisition Modification Transfer Disposition Report Inventorial Equipment to federal, state, and private sponsors (as required) under the University s awards Creates the initial Inventorial Equipment asset records Distributes property tags Coordinates the annual inventory process Conducts department audits For More information on equipment and our University requirements please see University of California (UC) Business & Finance Bulletin BUS-29 6/19/2017 5
BAS Quick Intro to Equipment Management BFS What are the department s primary responsibilities? Manage and maintain Inventorial Equipment records Location data needs to be up-to-date so each asset can be located within a reasonable timeframe Ensure that manufacture, model, and serial number information is complete and accurate Update the usage and condition codes at least annually Report any other required changes to Equipment Management Apply received Property Tags to Inventorial Equipment Coordinate transfers/dispositions, per policy requirements, with Equipment Management and/or Logistic Services Ensure adequate physical security of University property Complete Annual Inventory and biennial Physical Inventory Verification entries 6/19/2017 6
BAS Correcting Common Misconceptions BFS Inventorial Equipment DOES NOT fully depreciate and drop from the active inventory This only applied to low value assets purchased for less than $5,000 that were acquired prior to 2004 University is required to maintain cradle-to-grave accountability Equipment Management DOES NOT run the University s Surplus Operation This operation has been run by Logistic Services (formally Storehouse) since approximately 2011 Please see http://matmgmt.ucr.edu/storehouse/surplus.html for more information relating to their Surplus Operation Equipment Management is only involved as needed University property CAN NOT be sold or scrapped without the approval from Equipment Management or Logistic Services (regardless of current property s value) 6/19/2017 7
BFS Business & Financial Services BAS A Division of Business & Administration Services (BAS) BFS The Asset Management System (AMS) Basics What is the Asset Management System? Asset Management System Roles FY2017 Equipment Inventory Online AMS User Guide Notes on the Data Field Migration 7/13/2015
BAS What is the Asset Management System? BFS Interim solution to replace the Equipment Management System (EMS) What are the reasons for replacing? EMS is a 40+ year old IBM Mainframe system User access and reporting are difficult What are the benefits? Web based Single sign-in (CAS) Access assigned via EACS R Space Authorized Applications Increased transparency and easier access to information Integration with FMS (Facilities Management System) Ability to add comments and attachments 6/19/2017 9
BAS Equipment Management System (EMS) BFS 6/19/2017 10
BAS BFSAsset Management System (AMS) 6/19/2017 11
BAS What is the Asset Management System? BFS What are the functions of the system? Campus wide database of Inventorial Equipment records Ensures compliance with federal regulations Assist with generating property close-out reports Processes departmental request for equipment dispositions and transfers (EIMR s) Verifies and tracks departmental completion of annual inventory requirements It will have a phased implementation Additional roles and functions will be implemented over time for a variety of University functions 6/19/2017 12
BAS BFSAsset Management System Roles Current AMS Roles Administrator: Assigned to the Equipment Manager Department Custodian (Equipment Custodian): Ability to view asset records associated with their designated accountability structures Modify select record fields serial numbers, location, condition, usage, and assigned user attach documentation/photos request equipment dispositions/transfers Submit inventory verification entries for Annual Inventory and biennial Physical Inventory. 6/19/2017 13
BAS BFSFY2017 Equipment Inventory SAA s will need to designate the Department Custodian (Equipment Custodian) as soon as possible Inventory is due on 7/7/2017 for all departments All assets records must be up-to-date If a biennial Physical Inventory is due all assets must be physically located by department All EIMR s for dispositions and transfers should be submitted prior to inventory verification New Requirements for the Inventory Verification: All assets must have completed location data Site, Building, Floor, and Room Number (for on-campus assets) Location Description (for off-campus assets) All assets must have completed serial number data 6/19/2017 14
BAS BFSOnline AMS User Guide A comprehensive online AMS Guide is available at: http://bfs.ucr.edu/equipment/amsguide_home.html Throughout this presentation there are links to the online guide (link shown below) Link to Online Guide Link to Online Guide 6/19/2017 15
BAS BFSNotes on the Data Field Migration Custodial Code Department Code Departments no longer need to know Custodial Codes Custodial Codes remain in the AMS for UCOP reporting Department Codes are now reflect asset assignment Any active Department Code from the University s accountability structure is assignable May have implications on how departments wish to split Equipment Management duties and asset assignment For example: The School of Medicine (SOM) Organization In EMS the SOM consisted of only three (3) custodial codes In AMS the SOM has approximately thirty-five (35) departments Assets were assigned to Department Codes based on the loose relationships of Custodial Codes to Activity Codes 6/19/2017 16
BAS BFSNotes on the Data Field Migration Title Flag Property Title EMS records title to: Yes Converted to Conditional University Title No Converted to Government Property AMS records title to: Conditional University Property Unconditional University Property Government Property Undetermined Title CAAN/Room Site, Building, Floor, Room Number Data could only partially be translated to AMS 6/19/2017 17
BFS Business & Financial Services BAS A Division of Business & Administration Services (BAS) BFS Searching Assets Basic & Advanced Searches Generating an Active Inventory Listing Search Result Views Other Search Tools and Excel Export 7/13/2015 18
BAS BFSBasic & Advance Searches Functionality Details A majority of fields can be used in the search criteria Basic Search Fields (Common) Located on the main Search Asset Screen Other Search Fields Click on Advance Search link on Search Asset Screen Search results are limited to: First 1000 asset records in AMS environment Can be exported to Excel without the 1000 result limitation Link to Online Guide Link to Online Guide 6/19/2017 19
BAS BFSBasic & Advance Searches AMS Process 1. Open the Search Asset Menu Item 2. Complete the basic and advance search criteria 3. Click on the search icon (magnify glass) Link to Online Guide Link to Online Guide 6/19/2017 20
BAS Generating an Active Inventory Listing BFS Functionality Details Equipment Custodians can now generate an Active Inventory (AI) Listing List of all Inventorial Equipment assets that are required to be verified annually List can be exported directly by an Equipment Custodian to an Excel spreadsheet from within the AMS Equipment Management no longer needs to be contacted for this data Link to Online Guide Link to Online Guide 6/19/2017 21
BAS Generating an Active Inventory Listing BFS AMS Process 1. Select the desired Accountability Structure 2. Set the Status Code to AI Active Inventory 3. Set the Inventory Equipment to Inventorial Equipment 4. Ensure all other fields are empty (set to null) 5. Click on the Search Icon (magnify glass) 6. Click on Download as Excel File (as required) Link to Online Guide Link to Online Guide 6/19/2017 22
BAS BFSSearch Result Views Datasheet View Displays data in a sortable table Allows assets records to be opened in separate tabs Not optimized for smaller screens (e.g. mobile phones) Tile View Same data as Datasheet View but with an Overview Image Limited to 25 search results per page Optimized for smaller screens (e.g. mobile phones) Ideal View for Inventory Identification Link to Online Guide Link to Online Guide 6/19/2017 23
BAS BFSSearch Results Views Datasheet View Link to Online Guide Link to Online Guide 6/19/2017 24
BAS BFSSearch Results Views Tile View Link to Online Guide Link to Online Guide 6/19/2017 25
BAS BFSOther Search Tools and Excel Export Query Sorting Results can be sorted within the Datasheet View Sort order will be extend to the Tile View Query Filter Filters applies to the search results on the current page for the displayed fields Items Per Page Field Number of items displayed on the Datasheet View can be set to 25, 50, 100, or All All allows user to filter all search results on one page 25 allows the views to be toggled while maintaining applied sort order, filter, and page values Link to Online Guide Link to Online Guide 6/19/2017 26
BAS BFSOther Search Tools and Excel Export Excel Export Search results can be exported to Excel Exported data contains many additional fields that are not displayed in the Datasheet View: Asset ID Fields: Alternate ID Department Fields: Custodial Code, Assigned To Equipment Fields: Status Code, Condition Code, Usage Accounting Fields: Acquisition Code, Reference Number, Accounting Date, Cost, Title, Original Fund, Current Fund(s), Depreciation Code, Useful Life Location Fields: Assets Located on Campus, Current Location (Site, Building, Floor, Room) Last Inventory Verification Entries Last Disposal/Transfer Entry Link to Online Guide Link to Online Guide 6/19/2017 27
BFS Business & Financial Services BAS A Division of Business & Administration Services (BAS) BFS Updating Assets Navigating to the Edit Asset Screen Updating General Fields AMS Location Data Adding Comments & Attachments 7/13/2015 28
BAS BFSNavigating to the Edit Asset Screen Functionality Details To edit an asset the individual record must be located either through a search or from an Excel export Please note that AMS searches are persistent Search Results will not be lost if: Entering or modifying an asset record Search Results will be lost if: Conducting a new search User logs out of the AMS Link to Online Guide Link to Online Guide 6/19/2017 29
BAS BFSNavigating to the Edit Asset Screen AMS Process From Datasheet View: 1. Location the Asset Record via Search 2. Select Edit or Edit in New Tab From Tile View: 1. Location the Asset Record via Search 2. Select Edit From Excel Data: 1. Click on the Control No. Hyperlinks Link to Online Guide Link to Online Guide 6/19/2017 30
BAS BFSUpdating General Fields Functionality Details Editable by an Equipment Custodian Alternate ID (Recommended Field) Assigned To (Recommended Field) Serial No (Mandatory Field) Should be updated by department as soon as the asset record is created (Department notified via receipt of Property Tag) Condition Code (Mandatory Field) Should be updated at least annually Usage (Mandatory Field) Should be updated at least annually Link to Online Guide Link to Online Guide 6/19/2017 31
BAS BFSUpdating General Fields AMS Process 1. Navigate to the Edit Asset Screen 2. Click on the General Information Tab 3. Update the Desired Fields Alternate ID is under the Asset ID Section Assigned To is under the Department Section Serial Number, Condition Code, Usage are under the Equipment Section 4. Click on Save Link to Online Guide Link to Online Guide 6/19/2017 32
BAS BFSAMS Location Data Functionality Details Location field values in the AMS is based on the Facility Management System (FMS) AMS has the following fields: Asset Located on University Property (TRUE/FALSE) Site, Building, Floor, and Room Number Location Description EMS only had fields for: Building (By CAAN) Room Number (unverified) Link to Online Guide Link to Online Guide 6/19/2017 33
BAS BFSAMS Location Data Functionality Details Equipment Custodians will need to repopulate the Location data for all Active Inventory (AI) assets: Most Site and Buildings fields are completed Floor and Room Number fields could not be translated In the future the AMS will mandate that all location data fields (as required) are completed before allowing an inventory verification to be submitted To assist departments the Location Description will be populated to denote the current EMS location data Example: EMS Legacy Location Data: CAAN: 5261(BOURNS), Room: A108 Link to Online Guide Link to Online Guide 6/19/2017 34
BAS BFSAMS Location Data Functionality Details If an asset is located on University (UCR) Property: Site, Building, Floor and Room Number fields are required If the exact location cannot be entered: Please denote the closest available location Describe the actual location in the Location Description Field If an asset is located off University (UCR) Property: Location Description is a required field The most precise location available should be entered Please ensure asset is authorized for off campus use (as appropriate) Link to Online Guide Link to Online Guide 6/19/2017 35
BAS BFSAdding Comments & Attachments Functionality Details Comments and attachments can be added by Equipment Custodians as needed No limitations to the number of comments or files attached Departments should use discretion to only add pertinent information, documents and photos AMS can utilize drag and drop for file uploads Comments can be subsequently removed by the user that submitted them At this time only Equipment Management can remove submitted attachments Link to Online Guide Link to Online Guide 6/19/2017 36
BAS BFSAdding Comments AMS Process 1. Navigate to the Edit Asset Screen 2. Click on the Comments Tab 3. Type Comment and click on Add Comment Link to Online Guide Link to Online Guide 6/19/2017 37
BAS BFSAdding Attachments AMS Process 1. Navigate to the Edit Asset Screen 2. Click on the Attachments Tab 3. Overview Image / Other Image(s) 1. Click on field box and locate file with file explorer, or Drag and drop photograph into field box Documents 1. Choose the Attachment Type for the upload 2. Click on field box and locate file with file explorer, or Drag and drop photograph into field box Link to Online Guide Link to Online Guide 6/19/2017 38
BFS Business & Financial Services BAS A Division of Business & Administration Services (BAS) BFS Dispositions & Transfers (EIMR s) Submitting EIMR s Post EIMR Submission 7/13/2015 39
BAS BFSSubmitting EIMR s Functionality Details Dispositions and Transfers are requested via Equipment Inventory Modification Request (EIMR) Same approach as the EMS Depending on the type of request being made the requirements differ (Please refer to the online guide) Departments can report assets that are: Lost (22) or stolen (25) Destroyed unintentionally (fire, flood, explosion) (23) Traded-In (subject to rules from sponsor award) (24) Link to Online Guide Link to Online Guide 6/19/2017 40
BAS BFSDispositions & Transfers Functionality Details Departments can request assets be: Destroyed through cannibalization (23) Transfer to Logistic Services for sale or destruction (91) Transfer to another UCR department (90) Departments cannot: Directly sale or scrap University property This is required to be coordinated through Logistic Services Allow department employee to purchase surplus property from their own department Link to Online Guide Link to Online Guide 6/19/2017 41
BAS BFSDispositions & Transfers AMS Process 1. Navigate to the Edit Asset Screen 2. Click on the Dispositions & Cost Adjustments Tab 3. Click on the New Entry Icon (Yellow Plus) 4. 5. 6. 7. Set the EIMR Code (as appropriate) Set the New Department field (as appropriate) Add a Remark (as appropriate) Click on Process Disposition/Transfer Please note that depending on the type of EIMR being submitted there are a variety of requirements (even prior to submission) Refer to the online guide for more details Link to Online Guide Link to Online Guide 6/19/2017 42
BAS BFSPost EIMR Submission Functionality Details Once an EIMR is submitted it is: Routed to the Equipment Manager for review Set to the Awaiting Approval status An EIMR s can have the following status: Awaiting Approval, Denied, or Approved (associated icons shown above) Denied request are permanently stored in the AMS AMS will prevent the disappearing request issues of the EMS To determine the status of an EIMR the Dispositions & Cost Adjustments Tab can be viewed for each asset Unfortunately at this time no notification process exist in the AMS to inform the department when an EIMR is approved or denied Future phases of AMS will address this functionality Equipment Management will coordinate with departments as appropriate Link to Online Guide Link to Online Guide 6/19/2017 43
BFS Business & Financial Services BAS A Division of Business & Administration Services (BAS) BFS Inventory Verification Viewing Inventory Requirements Submitting an Inventory Verification Viewing Prior Submissions 7/13/2015 44
BAS BFSViewing Inventory Requirements Functionality Details Current Inventory Requirements can be determined via the Inventory Verification Table which displays: The Accountability Structure by Department Total number of active Inventorial Equipment assets Status of Inventory Verification Last Submission date of the prior Inventory Verification entries Button to submit New Verification entries Link to Online Guide Link to Online Guide 6/19/2017 45
BAS BFSViewing Inventory Requirements Functionality Details In the example above: Physical Inventories are not required Both departments are Overdue for an Annual Verification Please not that both verifications have the same requirements with the exception that a Physical Inventory also requires that each asset be physically touched Submitting a Physical Inventory Verification also completes the Annual Verification requirements Link to Online Guide Link to Online Guide 6/19/2017 46
BAS BFSViewing Inventory Requirements AMS Process 1. Open the Inventory Verification Menu Item 2. Locate the desired Accountability Structure (By Department) The current biennial Physical Inventory Verification requirements are denoted in the third column The current Annual Inventory Verification requirements are denoted in the sixth column Link to Online Guide Link to Online Guide 6/19/2017 47
BAS Submitting an Inventory Verification BFS Functionality Details Inventory Verifications are submitted using the Inventory Verification Table Prior to a submission the department should have: Physically located all assets (for biennial Physical Inventory) Ensure all assets have Property Tag adhered Contact Equipment Management if replacement Tags are required Ensured all asset record fields are up-to-date Confirm Manufacturer, Model, Description details Add Serials (can denote N/A if no serial exist) Updated Location Data (as required) Submitted all required EIMR s for dispositions and transfers for those assets Link to Online Guide Link to Online Guide 6/19/2017 48
BAS Submitting an Inventory Verification BFS AMS Process 1. Open the Inventory Verification Menu Item 2. Locate the desired Accountability Structure (By Department) 3. Click on the departments New Verification button Physical Inventory Verifications are in the fifth column Annual Inventory Verifications are in the eight column 4. Review and complete asset records (if required) 5. Review and click Perform Verification Link to Online Guide Link to Online Guide 6/19/2017 49
BAS BFSViewing Prior Submissions Functionality Details Verification snapshots are saved upon submission to the Verification History Table The snapshot contains: List of all verified fields for the Inventorial Equipment Record of any pending EIMR s (as of the submission) Link to Online Guide Link to Online Guide 6/19/2017 50
