MAGIC PROJECT WORKSHOP AGENDA

Transcription

1 MAGIC PROJECT WORKSHOP AGENDA PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson WORKSHOP DESCRIPTION Workshop Name MAGIC Blueprinting Session - FIN_FA_02 Asset Lifecycle Management Workshop Purpose / Focus Date Time Location January 11, :30-3:30 Woolfolk Building, Room 145 WORKSHOP PARTICIPANTS Facilitators Zacharias Ang/ Tricia Harmout Invitees Alison Brown Angie Moak Ann White Bettye Rimmer Beverly Hinson Billy Beard Billy Thompson Bob Lowery Brenda Benson Scribe Tessa Turner Krisit Mullen Lance Fulcher Leah Chittom Lena Patterson Logan Litchliter Mandy Grahm Margaret Jordan Mark Valentine Marsha Mallette

2 WORKSHOP PARTICIPANTS Carlos Galloway Carol Allgood Carol Wilson Catherine Willis Cheryl Mowdy Cille Litchfield Curtis Jones Darryl Burse David Johnson Diane Langham Dianne Hackett Donna McFarland Donna Smith Frances Davis Gina Eady Glenn Kornbrek Greg Hoggart Guy Martin Herbert Scott Jack Ladhur Jackie Robinson Jackie Turner James A Hart Janet Lee Janice Begin Jeanna Stafford Jeff Sanders Jessica Morris Jim Hurst Joey Roberts John Carroll John Cunningham John McGahey Johnny Nelson Jon Sanford Josh Tillman Judy Henly Kay Martin Mary Bourdine MDOT Project Melissa Womack Michael Martin Mike Palvaski Mike Swofford Milo Crabtree Nancy Jennings Preston Ware Rene Montes Retha Gregory Robbie Coleman Ron Loggans Ross Campbell Sarah Prewitt Scott Rhodes Sharetha Batts Shauna White Shelley Walker Stan Evans Stephen Smith Steven Sills Sue Jones Tamara Hillary Tamara Rankin Teresa Hayes Terrance Jones Terry Heinze Tessa Turner Tom McDonald Tommy Browning Tricia Harmount Valerie Hill Vamshi Cheraku Wayne Crandford Wayne Liu Wendy Floyd Willie McAfee 2

3 WORKSHOP PARTICIPANTS Kelvin McCree Kenneth Dixon Kenya Gardner Yolanda Tillman Zach Ang WORKSHOP AGENDA Time Agenda Item Presenter/Facilitator 30 min Introduction and BOS slides Tricia Harmount 45 min Asset Master Data Zach Ang 15 min Break 1 hour Asset Acquisition Zach Ang 45 min Asset Transfer Zach Ang 1 hour Lunch 30 min Betterments Zach Ang 45 min Asset Retirement Zach Ang 15 min Break 45 min Asset Sales Zach Ang 15 min RICEFW Review Zach Ang 15 min Review Parking Lot Items Zach Ang/Tricia Harmount ACTION ITEMS From previous workshops Action Item Assigned to Due Date PRELIMINARY PROCESS INFORMATION WORKSHOP DOCUMENTATION Item Description 3

4 ATTACHMENTS Item Description 4

5 Workshop Presentation FIN-FA 02 Asset Lifecycle Management January 11, 2012 Department of Finance and Administration Office of the Mississippi Management and Reporting System 1/10/2012 1

6 1. Workshop Ground Rules 2. Workshop Guiding Principles 3. Workshop Objectives 4. Workshop Agenda in Detail 5. Workshop Roles 6. Workshop Content 7. Workshop Wrap-up AGENDA 1/10/2012 2

7 Workshop Ground Rules All participants should be familiar with the requirements and the topics to be covered; The workshop scribe is responsible for documenting the parking lot issues and follow up questions; The workshop facilitators are responsible for keeping the discussion centered on the topic being discussed. If an issue is determined that cannot be resolved during the workshop, the facilitator will note the issue for future resolution and enter it into the workshop output document; and Parking of discussion item if the required knowledge is not in the room. 1/10/2012 3

8 Workshop Guiding Principles Workshop Demonstrate how requirements are met using Standard SAP functionality Utilize standard SAP functionality (80/20 rule) Participant Be attentive and open minded Explore questions and answers Encourage input from other participants Avoid the what won t work mindset Essential to dos: Review Business Process Model Update/Create process Flow Diagrams WS Output Documents Identify RICEFW Objects Document process changes/implications Solution Manager: Create Business Blueprint documents Identify Issues and Risks Refrain from absolutes and mandates Focus on current issue being discussed Avoid war stories Manage cell phone, pagers & interruptions Keep the conversations to one at a time 1/10/2012 4

9 Workshop Objectives Review details of the asset master data Review process for acquisition Review process for asset maintenance Review process for disposition 1/10/2012 5

10 Team Date Topics Workshop Agenda Financials January 09, Review Asset Master Record 2. Review Acquisition Process (PO and Non-PO) 3. Review Asset Maintenance Transfers Betterments 4. Review Disposition Process Sales of Assets Retirement of Assets Deliverables Workshop Minutes Parking Lot 1/10/2012 6

11 Blueprint Workshop - Roles SAP Facilitator Zacharias Ang Customer Facilitator Tricia Harmount Scribe Tessa Turner OCM Joshua Tillman A successful workshop is the result of interaction and participation! 1/10/2012 7

12 Business Area, Fund, Functional Area Business Area The Business Area will be used for the Agency Number The field is 4 digits and new numbers will be assigned Fund The Fund has the same meaning as the SAAS Fund New fund numbers will be assigned by funding sources The field is 10 digits and the appropriation number will be linked Functional Area The Functional Area contains the Appropriation Unit & future use is Program Budgeting The field length is a maximum of 16 digits and will consist of AU (4)/ Program (8)/ Activity (4) 1/10/2012 Appropriation Unit / Program /Activity XXXX /XXXXXXXX /XXXX 8

13 General Ledger Account, Cost Center General Ledger Account General Ledger (G/L) accounts will include Assets, Liabilities, Fund Balance, Revenue and Expenditure The field is 8 digits and the Major Object Code will be built into the number Cost Center The Cost Center represents a division or area within an agency for recording and reporting budgets, revenues and expenditures The field is 10 digits and may be set up as Agency/Bureau/Agency Discretion Agency/ Bureau / Agency Discretion XXXX / XX / XXXX 1/10/2012 9

14 Project & WBS Element, Internal Order Projects Projects are made up of Work Breakdown Structure (WBS) Elements- 24 digits Funded Program Could be used to control budget at the project or WBS level WBS Elements will be used for: Capital Projects ITS Services MDOT Projects State Aid Road Maintenance Internal Order This is a flexible cost collector that can be defined by the agency to meet a variety of agency needs 10 digits Internal Orders may be used for: Internal Services Events Activities Locations 1/10/

15 Grants Grants Grant Used to maintain the terms and conditions of the funding and administration of a sponsor s award Sponsored Class Used with grants to summarize expenses based on the sponsor s cost categories Sponsored Class is generally aligned with the existing major expense codes Sponsored Program Used with grants to track expenses based on the sponsor s programs. 1/10/

16 1.1 Asset Master Data Shell Contains basic data that defines the asset Description Asset Class Account Assignment Details Business Area Cost Object: Cost Center, Internal Order, WBS Element Budget Year Fund Functional Area Grant Depreciation Method Useful Life 1/10/

17 1.1 Asset Master Data Shell Required at the time of Requisition for acquisitions integrated with purchasing Can be created at the time of entering requisition To be created by purchasing personnel This can be at the discretion of the agency To be updated by Property Officer with details once goods receipt is completed: Inventory Number Serial/VIN Number License Number (Vehicles) Location Additional Description Customer Defined Reporting Fields 1/10/

18 1.1 Asset Master Data Shell 1/10/

25 1.1 Asset Master Data Shell Questions: 1. Who Maintains insurance information for an asset record? 2. Who Maintains leasing information for an asset record? 3. What depreciation methods are utilized by SoMS other than straight line and full depreciation? 4. Other than asset class and usage capacity, what other factors does SoMS use to determine the useful life of an asset? 1/10/

26 2.1 Acquisition with PO Acquisition Integrated with Purchasing Requires asset number as part of requisition or purchase order Requires one line item per asset Updates purchasing data automatically to the asset record Vendor Valuation Acquisition dates Capitalization dates Asset in Service can be set for Goods Receipt or Invoice Receipt 1/10/

27 2.1 Acquisition with PO 1/10/

28 2.1 Acquisition with PO 1/10/

29 2.2 Non-PO Acquisition Used for: Reclassification from expense Non State Agency inventory assets (e.g. IHL) Non valuated inventory assets (e.g. historical treasures) Donated Assets 1/10/

30 2.2 Non-PO Acquisition 1/10/

33 Required for: Change of account assignment for: Business Area Cost Object: cost center, internal order, WBS element Fund Grant Functional Area 3.1 Asset Transfers 1/10/

34 Not Required for: 3.1 Asset Transfers Changes to Responsible Cost Center Changes to Location Changes to Description Changes to Custom Defined Fields Changes to Useful Life 1/10/

35 3.1 Asset Transfers 1/10/

39 3.3 Betterments Will be assigned to original asset using asset sub numbers Will no longer be recorded to individual capital outlay accounts May require changes to useful life of main asset 1/10/

40 3.3 Betterments 1/10/

43 4.1 Retirement by Salvage 1/10/

44 4.2 Lost or Stolen 1/10/

45 4.3 Sale without Customer 1/10/

46 4.3 Sale with Customer 1/10/

47 5.1 RICEFW Checklist Reports are there any non-standard reports? Many standard reports have flexible selection and layouts Interfaces Barcoding Conversions Field by field mapping Data clean up for consolidation of asset classes Remove duplications and disposed assets Enhancements any custom fields required? Forms review Form F for changes. Workflows for acquisition 1/10/

48 5.2 Interfaces Interface of barcoding/scanning system for inventory data Upload Interface for Agency and Non Agency assets 1/10/

49 5.3 Conversions Conversion of Protege Records Associated depreciation and book values from DFA mainframe Assumption is that assets on record are all valid at time of conversion There will be a process for new acquisitions to be entered in the new system and held back from existing system 1/10/

50 5.4 Forms Review OSA Form F for changes and updates Form F may no longer be needed for agencies Review existing forms for: Request to reclassify asset from expense Request to transfer Request to change master record Request to dispose Request to sell 1/10/

51 5.5 Workflow Acquisition approval process Existing pre-approval required from OPTFM, Bureau of Buildings, etc. Grant asset considerations Predominantly part of the purchasing approval process 1/10/

52 5 RTM Remaining items Requirement Traceability Matrix still under review 1/10/

53 6 Sensitive Data Personnel assignment of assets? This will be controlled by authorization to allow only for HR personnel to view 1/10/

54 Wrap-up Let s verify that we are on the same page Clarify any Strange Jargon Validate Parking Lot Items Record Key Decisions 1/10/

55 Questions 1/10/

56 Plus/Delta + s What worked well today? s What can we improve for future meetings and project activities? 1/10/

57 Thank you! Dankeshcoen! Domo Arigato! Muchas Gracias! Sie sie ni! Grazie! Merci Beaucoup! Spaciba! Sawadicap! Salamat! Obrigado! Cam On! Tack! 1/10/

58 MAGIC Project WORKSHOP MINUTES/ OUTPUT DOCUMENT PROJECT IDENTIFICATION Project Name MAGIC CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other) Implementation Customer Name Customer Number Planned Start/Finish State of Mississippi January 11, 2012 SAP Customer Partner Project Sponsor Program Manager SAP Project Director Customer Project Director Partner Project Manager Bill Bevil Becky Thompson GENERAL INFORMATION Workshop Title Workshop Facilitators Process Owner Scribe Name (including Role/Organization) Ann White DFA/MMRS Bettye Rimmer DFA/MMRS Bill Dyker MDOT Billy Beard OPTFM Billy Thompson DPS Brenda Benson DFA Brooks Moore DFA/BOB Carol Wilson DFA/MMRS Cindy Ogletree DFA/BFR Debbie Pridgen MDEQ Diane Langham DFA Diane Sturgis DFA/BFR Herbert Scott MDHS Jack Ladhur SAP Jackie Robinson EMSH James Hart Education Johnny Nelson Dept of Health MAGIC Blueprinting Session - FIN_FA_02 Asset Lifecycle Management Zach Ang; Tricia Harmount Tessa Turner Name (including Role/Organization) Marilyn Cox ITS Mark W Hayden MDOT Melissa Womack DFA/BFR Michael Cooley MDWFP Nekeida McSwain DFA/BFR Preston Ware MSH Rene Montes STA Robert Johnson DFA/BFR Robert Wallis DFA/BOB Ron Loggans DFA Ross Campbell DFA Sarah Prewitt DFA/BFR Scott Rhodes OSA Sharetha Batts DFA/MMRS Susan Dodder DFA/BFR Susan Thames MDOT Tammy Rankin DFA/MMRS

59 Name (including Role/Organization) Jon Sanford SAP Judy Raney MDOT Julie Ethridge MDOT Kathy Piazza DFA/BFR Kenneth Dixon MSH Kenya Gardner MDE Leah Chittom DFA/MMRS Lena Patterson EMSH Logan Litchliter DFA/MMRS Name (including Role/Organization) Tangela Beddingfield MDOT Teresa Hayes DFA/MMRS Terry Heinze SAP Tricia Harmount DFA/MMRS Vamshi Cheraku SAP Wayne Cranford OPTFM Wendy Floyd MDEQ Yolanda Tillman DFA/MMRS Zach Ang - SAP SUMMARY OF THE MEETING Assets An asset record called an asset shell can be created before the asset is purchased and any purchasing document is created (PR/PO). An asset shell contains high level information, like the asset class, description, funding and useful life. It is possible to derive a variety of elements when creating the asset master; for example entering the asset class for Furniture and Equipment can default a useful life of 5 years on the asset or assigning a cost center can derive a business area value. Defaulted values can also be changed if necessary. If at this point it is decided to not purchase the asset, the asset shell can be reassigned to another purchasing document at a later date or deleted entirely. There is a standard transaction in SAP to determine incomplete assets for reassignment or deletion which can be performed adhoc or at any periodic basis. The inventory number will not be assigned until the goods receipt is performed for the asset purchase. The inventory number field can be used to record the barcode/tag number and tie it to a specific asset. SAP will be able to tie the inventory number /tag number, asset numbers, etc. together and across different modules. You can look up an asset based on the inventory number. To create multiple asset shells you can create X number of asset records at the same time. For example you are purchasing 10 trucks. You can create 10 asset master records simultaneously with the same basic information filled in (asset class, useful life, etc.) and then change the specific details like funding and inventory tag number within each record. This function copies and pastes the basic information while the detailed information can be unique to each asset. There was no specific method for determining useful life of an asset discussed in this session. MDOT associates assets with purchases based on object code (Julie). AssetWorks will go away from the State side- there will be no separate ID s (Human Services). Going forward all asset activities will be performed only in SAP and only one user account will be required. A worklist can provide help to make mass changes. It can make mass changes to an asset, mass retirement of assets, mass transfers, and mass deletions (perhaps of unused asset shells). A worklist can also be 2

60 SUMMARY OF THE MEETING utilized to send notifications to users for changes to asset records that need approval. Depreciation Is there any other department using depreciation for reporting beyond DFA? >>>Department of Health uses a different form of depreciation for federal reporting Is it necessary to support other methods of depreciation? Will it be full month depreciation no matter when the asset is placed in service? What is the decision on mid-month depreciation? The mid-month or full month convention will be reviewed with DFA. The existing method is for the full month convention, but need to determine if that is what is desired by SoMS or is due to a system limitation. Insurance and Warranty information. Marilyn Cox, with ITS, keeps an external spreadsheet containing insurance information on assets exceeding $5,000. No other agency present discussed the need to maintain insurance information of the asset master. Warranty information will be maintained in the equipment master. Assets in Inventory There are some assets required by auditors to be on inventory. The inventory list was cleared out in 2008 to include only the assets that the auditors track. These assets are above the $5,000 threshold in addition to special cases. If an agency would like to track other assets that are not required by OSA such as low value assets (under the $5,000 threshold) they have typically been maintaining a separate system to accomplish this. There will be a way in SAP to track and maintain low value assets which can be ignored by the auditors. Non-PO Acquisition- The difference between Non-PO and PO acquisitions is the asset is not associated with a purchase order or purchase order document. Transferring and Retiring Assets There is a transaction history for the asset including the acquisition information, depreciation, transfer, retirement, and disposal within the asset record. Within the agency, there is an indication of the retirement transfer of an asset. Using sub-assets, an organization can retire the main asset (Truck A) and transfer the sub-asset (Wench) to the new asset (Truck B). If the sub-asset (Wench) is not tied to another asset (Truck B) it can continue to exist on its own. Once an asset has been retired you cannot perform any subsequent transactions on it. If an item is reported as lost/ stole and it is later found, can you reinstate the asset? An asset can be reinstated by reversing the accounting transaction for the retirement. A review of this process will need to be scheduled with OSA and DFA to determine at what level the roll-out of the transaction will be performed. 3

61 DECISIONS ANSWERED For conversion of existing assets, the current asset number will be the inventory number in SAP. Impairment process will be handled by OFM only. No depreciate will be calculated for the month that an asset is disposed. REFERENCE DOCUMENTS FOR DETAILS REFER TO THE FOLLOWING KEY DECISION DOCUMENT CHANGE IMPACT ITEM Surplus as a disposal method Ability to reassign asset numbers/asset shell if the accounting information has not been assigned to it. Process of transferring assets between agencies One line on requisition is equal to one asset Asset record created at the time of the requisition AREA IMPACTED Transfer process Asset Record/Purchasing Transfer process Requisition Requisition ID ACTION/PARKING LOT ITEM OWNER DUE DATE 1 Tort Board keeps insurance information on buildings. Determine if they Zach/Tricia 1/25/2012 have a different depreciation. 2 Meet with Melissa, Sarah, and Scott to go through and finalize the transferring of assets between agencies and reversal of retirement transaction to reactivate an asset. 3 Is it necessary to support other methods of depreciation? Follow up meeting with department of health to determine their depreciation method. Will it be full month depreciation no matter when the asset is expensed? What is the decision on mid-month depreciation? Follow up with DFA to review asset recognition convention. 4 Meet with Brooks and Robert from the Bureau of Buildings to define location codes 5 How will sensitive data be maintained and what security methods will be used to keep sensitive assets private? 6 Discuss with Janice and Mike (and subsequently the logistics team) to determine the plan going forward for working with agencies that are being tracked, but not accounted for. 7 Speak with Billy and Wayne (Fleet) about the disposal of assets and the procedure moving forward. Zach/Tricia 1/25/2012 Zach/Tricia 1/25/2012 Zach/Tricia 1/25/2012 Zach/Tricia 1/25/2012 Zach/Tricia 1/25/2012 Zach/Tricia 1/25/2012 4

62 REQID Requirement System provides the ability to require the user to enter additional asset information for assets valued at a system configured dollar value based on object code or commodity code Ability to change the asset number/reference and retain all associated information and history Ability to add and maintain assets obtained through non-expenditure transactions Ability to allow users to define estimated useful life by type Ability to copy an asset record to create a similar asset record Ability to correct discrepancies in asset records by overriding initially loaded information and maintain an audit trail Ability to adjust the value based upon periodic appraisal Ability to track assets for other entities (Institutions of Higher Learning) within the system Ability to flag an asset when it becomes state property at the beginning of the lease purchase Ability to flag and update the asset type at the end of the lease purchase Ability to track adjustments to historical cost (e.g. A boiler which was part of the original cost of the building asset is transferred, adjusting the original cost).

63 Ability to allow multiple asset master record assignments by PO line item. The PO line item quantity does not have to equate to the number of assets assigned Ability to initiate the creation of asset master records from the process of creating and processing purchasing documents Ability to identify capital assets through procurement transaction details, including: commodity codes Ability to identify capital assets through procurement transaction details, including: NIGP codes Ability to identify capital assets through procurement transaction details, including: object codes Ability to identify capital assets through procurement transaction details, including: Construction Specifications Institute (CSI) codes Ability to initiate the creation of asset master records from the process of creating and processing payment documents Ability to identify capital assets through payment transaction details, including: commodity codes Ability to identify capital assets through payment transaction details, including: object codes Ability to maintain multiple fixed asset books, including: state book of record (for CAFR) Ability to maintain multiple fixed asset books, including: certified reporting book for stewardship (SPO) Ability to maintain multiple fixed asset books, including: agency specific books

64 Ability to set defaults by applicable book Ability to support agency specific default values for data entry Ability to manually override defaults Ability to create and maintain both central and agency dependent coding tables for all tracking fields Ability to make mass adjustments (i.e. useful life for building changes from 25 to 30 years ) to update all assets in that category Ability to establish an asset record status based on a 'level of completeness' and update that status Ability to record easement information, including: type of easement Ability to record easement information, including: address Ability to record easement information, including: legal description Ability to record easement information, including: acreage Ability to interface to federal Medicare and Medicaid for monthly reports on asset activity Ability to record replacement costs.

65 Ability to record certification and electronic signature for assets including: asset class Ability to record certification and electronic signature for assets including: fund (government/proprietary) Ability to record certification and electronic signature for assets including: Agency Ability to record certification and electronic signature for assets including: asset activity Ability to record certification and electronic signature for assets including: acquisition/betterment cost Ability to record certification and electronic signature for assets including: disposal/decrease amount Ability to record certification and electronic signature for assets including: proceeds Ability to record certification and electronic signature for assets including: depreciation activity Ability to record certification and electronic signature for assets including: accumulated depreciation Ability to record certification and electronic signature for assets including: cost Ability to record certification and electronic signature for assets including: quantity Ability to record certification and electronic signature for assets including: square feet

66 Ability to record certification and electronic signature for assets including: acres Ability to track and report reclassification from Construction in Progress (CIP) to capital assets Ability to record leasehold improvements Ability to record assets that have been donated or confiscated Ability to record estimated fair market value at the time of donation/confiscation Ability to record assets as potential liabilities (i.e. contaminated lands) Ability to link and retrieve invoices, packing list (partial shipment), hard copy requirements, additional codes, vehicle titles, and vehicle photographs from asset master records Ability to transfer assets between agencies Ability to notify 'receiving' user of inter agency transfers Ability to notify 'receiving' user of intra agency transfers Ability to print a transfer sheet including bar code for asset information upload Ability to capture an environmental assessment.

67 Ability to cut off asset reporting on a user-defined time basis for those agencies that report depreciation on a monthly basis Ability to cut off asset reporting on the last day of the month or other date designated by the user agency for those agencies that report to SPO on a monthly basis Ability to capture maintenance information for assets Ability to maintain warranty/service agreement information for assets Ability to support hyperlinks to the vendor's web site to reference asset maintenance and warranty information Ability to inquire on maintenance and service information through the entry of a serial number and/or property tag or wild-card Ability to send notification to property custodian of existing warranty or service agreement for an asset that is being disposed of Ability to notify appropriate property custodian of warranty or service agreement expiration Ability to identify/record all costs associated with the construction or purchase/acquisition of an asset Ability to identify, record, and depreciate betterments associated with an asset Ability to track activity related to asset types on a project Ability to link component units (parent/child relationship) on the project and allow for each component maintains a financial life of its own.

68 Ability to link component units on the project as phases of the project are completed Ability to group component units of multiple projects as the project(s) or phases of the project are completed Ability to access data source for VIN explosion to populate current system Ability to identify asset type for linked component units (parent/child relationship) on a project Ability to generate either financial or memo transactions to the General Ledger for capital asset depreciation expense Ability to process depreciation on-line or in a batch process Ability for multiple depreciation schedules to be applied to an asset to support varying depreciation reporting requirements Ability to change asset useful life, value basis, salvage value, and depreciation method and recalculate depreciation expense in accordance with such changes Ability to simulate depreciation calculations for individual assets or a group of assets without being required to post the results Ability to allow assets to be placed into or out of service via effective dating, which would initiate or pause depreciation Ability to merge depreciation books of agencies together to support organizational change Ability to record different depreciation methods.

69 Ability to export and download depreciation calculations and reports to Desktop Applications Ability to support different depreciation schedules and methods for different assets within a group Ability to support allocation tables that define asset cost and depreciation expense Ability to perform multiple depreciation methods, including: Straight Line Ability to perform multiple depreciation methods, including: Declining Balance Ability to perform multiple depreciation methods, including: Sum of the Years Digits Ability to perform multiple depreciation methods, including: Hours / Mileage / Age Ability to perform multiple depreciation methods, including: User-Defined Ability to prevent depreciating an asset's value below zero Ability to record different conventions for depreciable assets, such as beginning of month, half year, mid-month, etc Ability to allow depreciation methods to be changed for an asset or a group of assets, and recalculate depreciation Ability to allow individual assets to be designated as depreciable or non-depreciable.

70 Ability to calculate and allocate depreciation based on the funding source Ability to calculate and report depreciation expense by depreciation book, in the case that multiple books are active Ability to support agencies selectively executing depreciation runs for agency specific books Ability to support mass maintenance of depreciation methods and useful lives Ability to support changing depreciation methods at the individual asset, sub asset or group asset level Ability to accelerate or decelerate depreciation by altering useful lives without affecting previous depreciation Ability to increase the booked useful life of the parent asset to accommodate the addition/replacement of a component (child) Ability to project future depreciation on a user-defined time basis up to a 10 year horizon, at a summary and detailed level Ability to suspend or reactivate depreciation based on status code Ability to allow salvage value to be a percentage of the acquisition cost, regardless of book Ability to record corrections to the previous accounting year and retroactively adjust the beginning balance of accumulated depreciation or original cost of an asset Ability to run depreciation simulation to review impact on a summary and detailed level.

71 Ability to depreciate at the group level or the sub component level Ability to depreciate using percentages instead of useful life in agency specific books (i.e.. 2% for buildings instead of 40 year useful life) Ability to calculate depreciation for each asset, sub asset, and group asset and produce multiple depreciation charges by depreciation schedule (e.g. in the event of multiple books) Ability to flag an asset as fully depreciated when it reaches the end of its depreciable life Ability to provide notification when a asset is fully depreciated Ability to adjust the depreciation manually at year end Ability to recalculate accumulated depreciation for assets with a changed status (i.e. if lost then found) Ability to report accumulated depreciation Ability to produce depreciation reports for SWCAP sorted by: Agency / Organization unit Ability to produce depreciation reports for SWCAP sorted by: Property Officer / Custodian Ability to produce depreciation reports for SWCAP sorted by: funding source (including Federal Grants) Ability to produce depreciation reports for SWCAP sorted by: appropriation unit

72 Ability to produce depreciation reports for SWCAP sorted by: object code Ability to produce depreciation reports for SWCAP sorted by: allocation algorithm Ability to produce depreciation reports for SWCAP sorted by: Location / Program code Ability to produce depreciation reports for SWCAP sorted by: Location / Program code description Ability to produce depreciation reports for SWCAP sorted by: Sublocation Ability to produce depreciation reports for SWCAP sorted by: Chart of Accounts elements Ability to support multiple retirement codes Ability to generate either financial or memo transactions to the General Ledger to reflect the financial impact of asset dispositions, and compute the gain/loss associated with a disposal Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Asset number Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Reporting individual Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Date of occurrence or date first noticed missing Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Description of circumstances surrounding the disappearance/disposition

73 Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Steps taken to locate item Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Disposal date Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Disposal amount Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Proceeds Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Disposal Sign-offs Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Disposal method Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Police report information (multiple jurisdictions) Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: Gain/loss on sales of disposed property by user defined criteria Ability to record information relative to disposals, decreases, trade-ins, missing, lost or stolen assets, including: User-Defined fields Ability to record replacement cost Ability to record dispositions and proceeds of sales integrated with all relevant state financial modules Ability to update an asset after the associated grant has expired.

74 Ability to flag assets with disposal restrictions and display the restriction message Ability to track retirement approval transactions Ability to amend an asset's 'condition' code during the retirement process Ability to track assets within the disposition process Ability to provide notification of asset status 'under' review Ability to record insurance proceeds and Federal Emergency Management Administration (FEMA) disaster grants Ability to retire an asset based on the disposition status of the asset Ability to record state disposal methods Ability to record partial disposal based on percentage, value, quantity, and unit of measure (e.g. sale of a parcel of land) Ability to generate mass disposal Ability to attach justification and approval of $1 sales and acquisitions (e.g. donated assets) Ability to capture customer information when selling an asset.

75 Ability to support partial transfers based on: percentage Ability to support partial transfers based on: values Ability to support partial transfers based on: quantities Ability to support partial transfers based on: units of measure Ability to record both transfers that involve an exchange of funds and those that are nonmonetary transfers Ability to identify and track intra-agency transfers that involve a change to the fund source Ability to acknowledge receipt of transferred items Ability to update asset records, upon acceptance of transferred items Ability to retain historical costs of a transfer asset as well as the amount of consideration given for the transfer Ability to track consideration given for the transferred asset Ability to calculate and record the impairment of an asset per GASB standards Ability to track and report financial transactions of transfers.

76 Ability to capitalize assets based upon a user-specified criteria, including threshold amount by asset type Ability to track assets (non-capitalized items) that are not to be capitalized per State policy but have been deemed to be secured by State or department policy Ability to record the following Asset Management functions: Acquisitions Ability to record the following Asset Management functions: Changes to all asset information Ability to record the following Asset Management functions: Decreases Ability to record the following Asset Management functions: Disposals Ability to record the following Asset Management functions: Reverse previous transactions, including depreciation Ability to record the following Asset Management functions: Transfers Ability to record the following Asset Management functions: Betterments Ability to record the following Asset Management functions: Depreciation Ability to record the following Asset Management functions: Amortization of intangibles Ability to record the following Asset Management functions: Sales

77 Ability to record the following Asset Management functions: Trade-in Credit Ability to generate "mass" asset transactions Ability to integrate the Asset Management module and all relevant state financial modules Ability to specify an effective/posting date for all transactions as long as the associated accounting period is still open Ability to export/import asset information by user defined criteria Ability to reorganize agencies, institutions, divisions, office codes in the case of organizational changes Ability to track insurance values (e.g. replacement value) Ability to electronically certify physical inventory by: regions Ability to electronically certify physical inventory by: zones Ability to electronically certify physical inventory by: cost centers Ability to electronically certify physical inventory: statewide Ability to electronically certify physical inventory by: agency

78 Ability to electronically certify physical inventory by: department Ability to electronically certify physical inventory by: division Ability to electronically certify physical inventory by: location Ability to electronically certify physical inventory by: responsible party Ability to electronically certify physical inventory by: sublocation Ability to electronically certify physical inventory by: function Ability to electronically certify physical inventory by: user defined criteria Ability to provide system access for non-state Agencies to update Capital Asset Records for assets charged to their stewardship Ability to identify assets which have been purchased via: Contracts Ability to identify assets which have been purchased via: Competitive Process Ability to identify assets which have been purchased via: Option to Buy Ability to identify assets which have been purchased via: Lease Purchase

79 Ability to identify assets which have been purchased via: Direct Purchase Ability to identify assets which have been purchased via: Non-Financial Acquisition Ability to identify assets which have been purchased via: Direct Agency Lease Ability to attach supporting documentation to asset master records (i.e. objects, links, etc) Ability to track transfer transaction history for an asset Ability to capture asset life cycle information including requisitions, purchase orders, good receipts, invoices and payments Ability to assign date, time and user ID to time dependent data to assets including: Address Location Ability to assign date, time and user ID to time dependent data to assets including: Organization Ability to assign date, time and user ID to time dependent data to assets including: Assignee/End user Ability to assign date, time and user ID to time dependent data to assets including: Physical Location Ability to assign date, time and user ID to time dependent data to assets including: Property Custodian/Officer Ability to assign date, time and user ID to time dependent data to assets including: Responsibility Location

80 Ability to assign date, time and user ID to time dependent data to assets including: Cost Center Ability to assign date, time and user ID to time dependent data to assets including: Funding Source Ability to assign date, time and user ID to time dependent data to assets including: Cost Ability to assign date, time and user ID to time dependent data to assets including: Fund Ability to allow Agency Asset Managers to view and search Official Capital Asset policy and procedures online or via Web browser Ability to audit all changes made to asset records Ability to provide a date and time stamp, by user, on all transactions Ability to adjust (write-up and write-down) value of land and track changes of the value adjustment Ability to identify assets which have been purchased using Bond Funds and administered by the Bureau of Buildings Ability to track non-state assets that are reportable to the State Property Office but not capitalized for financial reporting Ability to identify assets as part of GAAP Primary Government or GAAP Component Unit Ability to identify assets at or above GAAP threshold (currently $5,000)

81 Ability to identify assets at or below GAAP threshold (currently $5,000) Ability to identify assets regardless of GAAP threshold Ability to identify assets at or above equipment threshold (currently $1,000) Ability to identify assets at or below equipment threshold (currently $1,000) Ability to identify assets regardless of equipment threshold Ability to identify one time procurement of infrastructure assets (e.g. park system and network purchase) and on-going infrastructure assets (e.g. sewage structure.) Ability to create and maintain infrastructure classes for reporting (CAFR) including: bridges Ability to create and maintain infrastructure classes for reporting (CAFR) including: paving (e.g. priority and general) Ability to create and maintain infrastructure classes for reporting (CAFR) including: Construction In Process Ability to create and maintain infrastructure classes for reporting (CAFR) including: piers and docks Ability to create and maintain infrastructure classes for reporting (CAFR) including: lane miles Ability to create and maintain infrastructure classes for reporting (CAFR) including: telecommunication systems (data, voice, wireless)

82 Ability to create and maintain infrastructure classes for reporting (CAFR) including: road signs and markers Ability to create and maintain infrastructure classes for reporting (CAFR) including: intelligent transportation systems (embedded sensors, cameras, etc.) Ability to have different capitalization thresholds and classification categories Ability to track infrastructure specific data including: Bridges Ability to track infrastructure specific data including: Year built Ability to track infrastructure specific data including: location Ability to track infrastructure specific data including: maintenance type (e.g. overlay, paint) Ability to track infrastructure specific data including: bridge number Ability to track infrastructure specific data including: Paving (General, Priority) Ability to track infrastructure specific data including: County Ability to track infrastructure specific data including: route Ability to track infrastructure specific data including: construction materials

83 Ability to track infrastructure specific data including: maintenance responsibility Ability to track infrastructure specific data including: inspection dates Ability to track infrastructure specific data including: capacities Ability to track infrastructure specific data including: section Ability to track infrastructure specific data including: urban Ability to report infrastructure by agency and by funding source Ability to link infrastructure assets with other asset classes (e.g. associate what infrastructure supports a building) Ability to upload agency lease forms and populate data Ability to track assets in accordance with the requirements of GASB Statement No. 13: Accounting for Leases, as amended Ability to capture the following data for capital lease/operating lease and leasehold improvements: Tracking lease payments Ability to capture the following data for capital lease/operating lease and leasehold improvements: Periodic cost recognition Ability to capture the following data for capital lease/operating lease and leasehold improvements: Tracking lessee and lessor

84 Ability to track facility accessibility and responsible party for making accessibility modifications (lessee or lessor) Ability to capture the following data for capital lease/operating lease and leasehold improvements: Tracking rental income Ability to capture the following data for capital lease/operating lease and leasehold improvements: Tracking purchase options Ability to capture the following data for capital lease/operating lease and leasehold improvements: Tracking lease terms Ability to capture the following data for capital lease/operating lease and leasehold improvements: Tracking lease type (e.g., capital, operating, user-defined, etc.) Ability to capture the following data for capital lease/operating lease and leasehold improvements: Tracking schedule of lease payments Ability to differentiate between leased assets and purchased assets Ability to facilitate determination of GASB 13 lease type based on terms and conditions of lease agreement Ability to perform lease/purchase comparative analyses Ability to process leases from a lessee's and a lessor's perspective Ability to amortize leases in compliance with GASB Ability to support changes required due to lease amendments.

85 Ability to generate a notification that a lease is going to expire within a user defined time period Ability to send notification if a lease is terminated Ability to associate expenses with facilities / properties including: Utilities Ability to associate expenses with facilities / properties including: Grounds Ability to associate expenses with facilities / properties including: Repairs Ability to associate expenses with facilities / properties including: Parking Ability to associate expenses with facilities / properties including: Security Ability to associate expenses with facilities / properties including: Pest Control Ability to associate expenses with facilities / properties including: Trash Ability to associate expenses with facilities / properties including: Improvements Ability to associate expenses with facilities / properties including: Insurance Ability to associate expenses with facilities / properties including: Additional 5 User-Defined Costs

86 Ability to determine the interest rate which is implicit in the payment schedules and used to project the entire payment schedule ability to create an Asset Shell Record for all leases that meet the criteria as defined by DFA Capital Lease requirements for CAFR reporting Ability to create an Asset Shell Record for all leases that meet the criteria as defined by DFA Capital Lease requirements for CAFR stewardship reporting Ability to track and calculate future lease payments Ability to enter lease information and calculate the classification of the lease (i.e.. Capital or Operating) taking into consideration all down payments, trade-in allowances, options to upgrade equipment under the terms of the lease Ability to report effective date history of lease updates Ability to track lease information including: Lease Terms Ability to track lease information including: Number of Payments per Year Ability to track lease information including: Payment at Beginning or End of Period Ability to report capital lease by principal and interest amortization schedules per GASB requirements Ability to integrate bar-code/rfid (Radio Frequency Identification) technology for asset tracking Ability to create a scanned record file from bar-coding for comparison to fixed asset and portable equipment records.