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_03 Fixed Asset Inventory Process Workshop Purpose / Focus Date Time Location January 20, :30-12:30 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 Kay Martin 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 15 min Introduction and BOS slides Tricia Harmount 45 min Introduction to Asset Classes Zach Ang 30 min Review Asset Numbering Convention Zach Ang 15 min Break 30 min Asset Reporting Zach Ang 45 min Asset Reporting Demo Zach Ang 30 min Inventory Zach Ang 15 min Wrap Up Zach Ang 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 03 Asset Reporting & Inventory January 20, 2012 Department of Finance and Administration Office of the Mississippi Management and Reporting System 1/19/2012 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 1/19/2012 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. 1/19/2012 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 1/19/2012 4

9 Workshop Objectives Review asset classes and numbering convention Review standard delivered reports Review Physical Inventory process 1/19/2012 5

10 Team Date Workshop Agenda Financials January 20, Review Asset Classes 2. Review Asset Numbering Convention Topics 3. Review Standard SAP Asset Reports 4. Review Physical Inventory Process 5. Wrap - Up Deliverables Workshop Minutes Parking Lot 1/19/2012 6

11 Blueprint Workshop - Roles SAP Facilitator Zacharias Ang Customer Facilitator Tricia Harmount Scribe Kay Martin OCM Joshua Tillman A successful workshop is the result of interaction and participation! 1/19/2012 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) 1/19/2012 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 1/19/2012 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 1/19/

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. 1/19/

16 1.1 Asset Classes Asset Class: A grouping of like items that share similar characteristics. This allows for values of assets within the same class to share similar data values and follow the same accounting principle. Examples are: Useful Life Depreciation Method Salvage/Replacement Values Authorizations Accounting Rules 1/19/

17 1.1 Asset Classes The proposal is to consolidate assets classes and provide the description detail within the asset record. Details that can be maintained in the asset master are: Equipment Type Acquisition Code Disposal Code Other State required data 1/19/

18 1.1 Asset Classes Capital Outlay Land GL Account Description Capital Outlay - GAAP Package Adjustment Land for Buildings Land for Right-of-Way Right-of-Way Property Taxes Improvements on Land not for Right-of-Way Engineer Fees - Land Improvements Architecture Fees - Land Improvements 1/19/

19 1.1 Asset Classes Capital Outlay Land GL Account Description Improvements on Land for Right-of-Way Excess Right-of-Way Purchases Land Purchased for Other Purposes Land Improvements (Non-State Property) Damages in Taking Right-of-Way Property Land for Right-of-Way in Litigation 1/19/

20 1.1 Proposed Asset Class - Land Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Full Asset Class No. Land 1000 Land Land for Buildings Right of Way Land in Litigation /19/

21 1.1 Proposed Asset Class Land Improvements Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Land Improvements 2000 Land Improvements Full Asset Class No Fencing Paving /19/

22 1.1 Asset Classes Capital Outlay Building GL Account Description Payments to Contractors (MDOT only) Additions and Betterments (MDOT only) Additions and Betterments (all other agencies) Bureau of Buildings - Construction and Repair & Re "Buildings (purchased, constructed or remodeled)" Engineer Fees - Buildings 1/19/

23 1.1 Asset Classes Capital Outlay Building GL Account Description Architecture Fees - Buildings Lease Purchase - Buildings and Improvements Buildings (Non-State Property) Prior Year Expense - Land Prior Year Expense - Buildings Prior Year Expense - Capital Outlay 1/19/

24 1.1 Proposed Asset Class - Buildings Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Full Asset Class No. Buildings 3000 Buildings Trailers /19/

25 1.1 Asset Classes Capital Outlay Equipment GL Account Description Automobiles and Station Wagons Road Machinery "Office Machines, Furniture, Fixtures and Equipmen Engineering Equipment "Laboratory, Medical and Testing Equipment" Shop Equipment Radio and Television Equipment Photographic and Reproduction Equipment 1/19/

26 1.1 Asset Classes Capital Outlay Equipment GL Account Description Light/Medium Duty Trucks Heavy Duty Trucks Sport Utility Vehicles Vans Betterments or Accessories for Vehicles Betterments or Accessories for Vehicles Other Vehicles Lawn and Garden Equipment 1/19/

27 1.1 Asset Classes Capital Outlay Equipment GL Account Description Farm Equipment IT Equipment Video Surveillance Equipment Paging Equipment Cellular Service Plan Devices Lease-Purchase - Copy Machines Lease-Purchase - IT Equipment Lease-Purchase - Other Equipment 1/19/

28 1.1 Asset Classes Capital Outlay Equipment GL Account Description Lease-Purchase - Other Equipment Other Equipment Discounts Equipment Betterments or Accessories for Other than Vehicles Prior Year Expense - Capital Outlay Vehicles Prior Year Expense - Capital Outlay Wireless Commu Prior Year Expense - Capital Outlay Equipment 1/19/

29 1.1 Proposed Asset Class - Vehicles Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Full Asset Class No. Vehicles 4000 Vehicles Automobiles Trucks Heavy Duty Trucks Sport Utility Vans Other Vehicles /19/

30 1.1 Proposed Asset Class F & E Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Furniture & Equipment Full Asset Class No Furniture Road Machinery Office Machines Engineering Laboratory & Medical Shop Radio & Television /19/

31 1.1 Proposed Asset Class F & E Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Furniture & Eqpt 5000 Video Surveillance Full Asset Class No Photo Lawn & Garden Farm IT Paging Eqpt Cellular Devices /19/

32 1.1 Asset Classes Capital Outlay Infrastructure GL Account Description Other Infrastructure Assets Contractors (construction) (MDOT only) Contractor's Liquidated Damages (MDOT only) Retainage on Contracts (MDOT only) Highways and Bridges (other than MDOT) Infrastructure (Non-State Property) 1/19/

33 1.1 Proposed Asset Class Infrastructure Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Full Asset Class No. Infrastructure 6000 Infrastructure Highways Bridges /19/

34 1.1 Proposed Asset Class Software Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Full Asset Class No. Software 7000 Off the Shelf Developed In- House /19/

35 1.1 Proposed Asset Class CIP Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Construction In Progress Full Asset Class No N/A /19/

36 1.1 Proposed Asset Class LVA Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Low Value Assets Full Asset Class No Furniture Equipment Special Items /19/

37 1.1 Proposed Asset Class Art & Historical Treasures Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Art & Historical Treasures Full Asset Class No Paintings Sculptures Monuments /19/

38 1.1 Proposed Asset Class Non OSA Assets Asset Class Asset Class No. Asset Subclass Asset Sub-Class No. Full Asset Class No. Non OSA 9200 Equipment Furniture /19/

39 1.2 Proposed Asset Numbering Asset Class Number Range Land Land for Buildings Right of Way Land in Litigation Land Improvements Fencing Paving Buildings Trailers Vehicles Automobiles /19/

40 1.2 Proposed Asset Numbering Asset Class Number Range Trucks Heavy Duty Trucks Sport Utility Vans Other Vehicles Furniture Road Machinery Office Machines Engineering Laboratory & Medical /19/

41 1.2 Proposed Asset Numbering Asset Class Number Range Shop Radio & Television Video Surveillance Photo Lawn & Garden Farm IT Paging Eqpt Cellular Devices Infrastructure /19/

42 Asset Class 1.2 Proposed Asset Numbering Number Range Highways Bridges Software - Off the Shelf Software - Developed In- House Construction In Progress Low Value Assets LVA Furniture LVA Equipment LVA Special Items Art & Historical Treasures /19/

43 1.2 Proposed Asset Numbering Asset Class Number Range Paintings Sculptures Monuments Non OSA Furniture Non OSA Equipment /19/

44 Master Data Reports Asset Explorer Master Data Display Un-posted Assets Asset Balances by: Asset Number Asset Class Business Area Cost Center Location Day to Day Activity: Asset Transactions Asset Acquisitions Asset Retirements 2.1 Fixed Asset Reporting 1/19/

45 2.1 Fixed Asset Reporting Asset Analysis: Postings Incomplete Assets Depreciation: Depreciation Logs Depreciation Simulation Inventory List By: Cost Center Asset Class Asset Location Business Area/Plant 1/19/

46 2.2 Master Data Reporting 1/19/

47 2.2 Master Data Reporting 1/19/

48 2.2 Master Data Reporting 1/19/

49 2.3 Asset Balance Reporting 1/19/

50 2.3 Asset Balance Reporting 1/19/

51 2.3 Asset Balance Reporting 1/19/

52 2.3 Asset Balance Reporting 1/19/

53 2.3 Asset Balance Reporting 1/19/

54 2.3 Asset Balance Reporting 1/19/

55 2.4 Asset Activity Reporting 1/19/

56 2.4 Asset Activity Reporting 1/19/

57 2.4 Asset Activity Reporting 1/19/

58 2.5 Asset Analysis 1/19/

59 2.5 Asset Analysis 1/19/

60 2.5 Asset Depreciation Analysis 1/19/

61 2.5 Asset Depreciation Analysis 1/19/

62 2.6 Asset Inventory Reports 1/19/

63 2.6 Asset Inventory Reports 1/19/

64 2.6 Asset Inventory Reports 1/19/

65 3.1 Physical Inventory Download Inventory List Upload to Barcode Application Perform Physical Counts Reconcile Counts Perform Acquisition A/D Perform Disposition Transfer Sale Update Inventory Data Disposal 1/19/

66 4.1 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 1/19/

67 4.2 Interfaces Interface of barcoding/scanning system for inventory data Upload Interface for Agency and Non Agency assets 1/19/

68 4.3 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 1/19/

69 4.4 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 1/19/

70 4.5 Workflow Acquisition approval process Existing pre-approval required from OPTFM, Bureau of Buildings, etc. Grant asset considerations Predominantly part of the purchasing approval process 1/19/

71 5 RTM Remaining items Requirement Traceability Matrix still under review 1/19/

72 Wrap-up Let s verify that we are on the same page Clarify any Strange Jargon Validate Parking Lot Items Record Key Decisions 1/19/

73 Questions 1/19/

74 Plus/Delta + s What worked well today? s What can we improve for future meetings and project activities? 1/19/

75 Thank you! 1/19/

76 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 20, 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 MAGIC Blueprinting Session FIN_FA_03 Fixed Asset Inventory Process Zach Ang; Tricia Harmount Robbie Coleman Name (including Role/Organization) Alison Brown-MDOT Ann White -DFA - MMRS Betty Smith-DFA-BFR Bettye Rimmer-DFA - MMRS Billy Thompson-DPS Brenda Benson-DFA - MMRS Carol Wilson-DFA - MMRS Cindy Ogletree-DFA-BFR Dixon Kennethn-MSH Donny Davis-MSDH Jackie Robinson-EMSH Judy Raney-MDOT Julie Ethridge-MDOT Kathy Howard-MDOT Kathy Piazza -DFA-BFR Melissa Womack-DFA-BFR Michael Cooley-MDWFP Michael Martin-DFA - MMRS Michael Swofford-MDE Nekeia McSwain-DFA-BFR Preston Ware-MSH Rene Montes-STA Robbie Coleman-DFA - MMRS Robert Johnson-DFA-BFR Roh Loggans-DFA - MMRS Ross Campbell-OPTFM Sarah Prewitt-DFA-BFR Scott Rhores-OSA Sharetha Batts-DFA - MMRS Susan Thames-MDOT

77 Name (including Role/Organization) Kenya Gardner-MDE Leah Chittom -DFA - MMRS Lena Patterson-EMSH Logan Litchliter-DFA - MMRS Mark W Hayden-MDOT Tammy Rankin-DFA - MMRS Tangela Beddingfield-MDOT Teresa Hayes-DFA - MMRS Tricia Harmount-DFA - MMRS Wayne Crawford-OPTFM SUMMARY OF THE MEETING Asset Class Organization of agencies asset hierarchies-asset classes In SAP system, the Asset Number is 8 characters o Proposed number scheme is the first 4 numbers would be major asset grouping and the last 4 numbers would be further subdivided for subclass accounts. o The first 4 numbers would roll up for CAFR reporting o The last 4 numbers would point to various Capital Outlay expenditure accounts OCM item-budget can reside in different accounts. Budget accounts can be different in numbering than asset classes. Different asset subclasses can point to different accounts regardless of their main asset class grouping. OCM item-lva subclass take care of items that OSA tracks within their thresholds but don t meet capitalization threshold of $5000 OCM item-the class of Non-OSA items would provide agencies a way to track items that are not required to be tracked by OSA. o From expenditure stand point these items are being charged to commodities currently. o These items would not create a record until after the fact because they are not capitalized. This process will be defined in detail later. o It was determined that this happens in heavy volumes. o Q: Why are Non-OSA assets excluded from the procurement process? A: These assets are not capitalized and will be pointing to different expenditure accounts. This would require asset classes for commodity accounts which is not desirable. Commodity vs. Capital Outlay Accounts o Budgets for commodities and capital outlay accounts are separate. Each asset class can only check budget based on the account it is assigned which is generally a capital outlay account. It may be assigned to a commodity account, or check against a commodity budget, but that is not desirable. 2

78 SUMMARY OF THE MEETING o The way Asset Class is organized it will allow us to point to only one expenditure GL account, and only one balance sheet GL account for Capitalize assets Example: F&E 5000: can point all 5000s to one Balance Sheet account but from expense side each Asset Class points to an individual expenditure account. o Comment made that a commodity expense goes against a commodity budget o There is a lot of flexibility to point asset classes toward different budgets Number ranges will relate to the proposed Asset Class o Note: Asset Numbers do not have to be related to Asset Class SAP can create as many fields as needed for special items they can be specific to each type of asset class o These fields can be used for standard reporting and to run various queries from the Data Warehouse Fixed Asset Reporting There are standard reports that come pre-delivered with SAP o Q: How will SAP address GAAP reporting? A: GAAP reporting will be addressed as part of the GL team financial reporting requirements. The SAP asset module integrates fully with FI and can address GAAP reporting needs. Master Data Reports o Asset Explorer: To be used if you are wanting report on an individual asset o Asset Balance: This report can be ran on an individual asset or by a range of assets OCM item: SAP standard reporting uses personnel number. o It is currently not possible to report on assets by a person s name. Assets assigned to employees are linked through the HR master record and a listing of a person s assets is reported through HR. This can related for asset reporting in the data warehouse. Q: Are reports display only or can they be printed? A: Reports can be run at anytime and you have the option to display, print hard copy, export to PDF file, or export to spreadsheet. Q: Can you save filtered criteria on a standard report? A: Yes, but you would save and name new report (i.e. Cameras). Q: Can you run report by dates (i.e. Last month s acquisitions)? A: Standard reporting in SAP is up to a date. You can run date range reports from the Data Warehouse. SAP will do a daily data extract to Data Warehouse. 3

79 SUMMARY OF THE MEETING Q: Do agencies feel that the buyer or requisitioner would be best to create asset shell? A: This will be determined at the agency level and based on user defined roles in SAP. o As of right now, the solution is to make the creating of the Asset Shell optional at the requisition level but required at the Purchase Order level. Q: What happens if the requisition is rejected? A: The Asset Shells assigned to requisitions that do not get converted to a purchase order would be purged or deleted at month end. Parking Lot item: Do we have the ability to freeze an asset record while it is in the inventory audit process to prevent a transfer or disposal? A: No. Physical Inventory Process Physical Inventory Process is not completely defined currently for SAP. o o At this point, we don t have the software to take asset information in SAP and match it to hardware (scanners) for inventory audits. See slide 61 for proposed process. CHANGE IMPACT ITEM Budget can reside in different accounts. Budget accounts can be different in numbering than asset classes. Different asset subclasses can point to different accounts regardless of their main asset class grouping. LVA subclass take care of items that OSA tracks within their thresholds but don t meet capitalization threshold of $5000 The class of Non-OSA items would provide agencies a way to track items that are not required to be tracked by OSA. SAP standard reporting uses personnel number. AREA IMPACTED Budget process Asset Class Asset Class Reports ID ACTION/PARKING LOT ITEM OWNER DUE DATE 1 Q: Do we have the ability to freeze an asset record while it is in the Zach/Tricia 1/25/2012 inventory audit process to prevent a transfer or disposal? A: No. 4

80 REQID Requirement Ability to track the following category of asset: Land Ability to track the following category of asset: Buildings Ability to track the following category of asset: Building Improvements Ability to track the following category of asset: Leasehold improvements Ability to track the following category of asset: Equipment Ability to track the following category of asset: Communication equipment Ability to track the following category of asset: Furniture and fixtures Ability to track the following category of asset: Vehicles Ability to track the following category of asset: Trailers Ability to track the following category of asset: Capitalized leases Ability to track the following category of asset: Construction in Progress Ability to track the following category of asset: Infrastructure Ability to track the following category of asset: Collections of Artwork

81 Ability to track the following category of asset: Rentals/Leases Ability to track the following category of asset: Land Improvements Ability to track the following category of asset: Intangible Assets Ability to track the following category of asset: Historical Treasures Ability to track the following category of asset: Other user-defined categories (5) Ability to record standard asset descriptive data Ability have a free-form narrative long description of each asset item Ability to identify users of assets, in addition to recording property custodian Ability to manually create and assign a unique asset number Ability to track the detailed cost for each item that makes up a whole asset for all assets, including: Asset Number for all assets, including: Asset Number for all assets, including: Asset Number for all assets, including: Asset Number

82 for all assets, including: Asset Number for all assets, including: Asset Number for all assets, including: Property Tag Number (inventory control number) for all assets, including: Property Officer or Custodian for all assets, including: Address Number for all assets, including: Address Prefix for all assets, including: Address Name for all assets, including: Street Type for all assets, including: Address Suffix for all assets, including: City for all assets, including: City Code for all assets, including: State for all assets, including: County Code/Name for all assets, including: Zip Code

83 for all assets, including: Parcel Id for all assets, including: Building for all assets, including: Floor for all assets, including: Section for all assets, including: Room for all assets, including: Cubicle Number for all assets, including: Location / Program code for all assets, including: Location / Program code description for all assets, including: Sublocation for all assets, including: Intangible Assets for all assets, including: Geographic Information System technology location (latitude and longitude) for all assets, including: Multiple Organizational Ownership Info. (including assets loaned to/from other entities) for all assets, including: Funding Sources (multiple) by percentage or dollar amount for all assets, including: Chart of Accounts

84 for all assets, including: Budget Item for all assets, including: Bond Financed Item for all assets, including: Requisition Number for all assets, including: Purchasing Document Number (multiple) for all assets, including: Purchase Order Number for all assets, including: Payment Voucher Number for all assets, including: Acquisition Source code for all assets, including: Acquisition Source code description for all assets, including: Asset acquisition date for all assets, including: Receiver number for all assets, including: In-service Date for all assets, including: Asset Condition for all assets, including: Asset Type for all assets, including: Improvement Date

85 for all assets, including: Delivery Date for all assets, including: Physical Inventory Validation Flag for all assets, including: Warrant Number for all assets, including: Asset Status (e.g., inactive) for all assets, including: Unit Cost/Value for all assets, including: Original Cost for all assets, including: Value Basis for all assets, including: Trade-in Credit for all assets, including: Item Classification Code (user-defined) with multiple sub-class codes. for all assets, including: Insured value/insurance information with user defined fields for all assets, including: Vendor Number, Name for all assets, including: Asset Descriptive Information for all assets, including: Manufacturer Number, Name for all assets, including: Model Year

86 for all assets, including: Model Number for all assets, including: Operator ID for all assets, including: Contact Information for all assets, including: Salvage Value for all assets, including: Serial Number for all assets, including: License Number (if applicable) for all assets, including: Employee Name (as established in human resources module) for employee to which asset is assigned to (if applicable) for all assets, including: Employee Number (as established in human resources module) for employee to which asset is assigned to (if applicable) for all assets, including: Driver license number of the State employee asset is assigned to (with appropriate security masking) for all assets, including: Warranty/Maintenance Information for all assets, including: Maintenance Company for all assets, including: Betterments for all assets, including: Disposal Information (including information in Asset Disposition, Retirement and Theft section of this document.) for all assets, including: Lease Asset Information (if applicable)

87 for all assets, including: Estimated Useful Life for all assets, including: Estimated Residual Value (Trade-in Value) for all assets, including: Report Date (SPO reporting period 15th of month) for all assets, including: Replacement Cost -- This field can be updated as needed by users for all assets, including: Multiple Depreciation Schedule (Method and Life) Ability to link component units (parent/child relationship) so each component maintains a financial life of its own. Ability to maintain information required to identify and account for real property and improvements, including: Legal description per survey Ability to maintain information required to identify and account for real property and improvements, including: Survey Date Ability to maintain information required to identify and account for real property and improvements, including: Person who conducted the survey Ability to maintain information required to identify and account for real property and improvements, including: Property's full address Ability to maintain information required to identify and account for real property and improvements, including: Number of acres (fractional and whole) Ability to maintain information required to identify and account for real property and improvements, including: Value per acre Ability to maintain information required to identify and account for real property and improvements, including: Fair market value Ability to maintain information required to identify and account for real property and improvements, including: Multiple Appraiser Dates

88 Ability to maintain information required to identify and account for real property and improvements, including: Appraiser's Name Ability to maintain information required to identify and account for real property and improvements, including: Cost per acre (multiple) Ability to maintain information required to identify and account for real property and improvements, including: Deed information, including, but not limited to, book, page and deed restrictions Ability to maintain information required to identify and account for real property and improvements, including: Options to purchase property Ability to maintain information required to identify and account for real property and improvements, including: Contact Information - including, but not limited to: Name, Address, Phone and Ability to maintain information required to identify and account for real property and improvements, including: Options to sell property Ability to maintain information required to identify and account for real property and improvements, including: Multiple Tax Related Fields user-defined Ability to maintain information required to identify and account for real property and improvements, including: Geographic Information System technology location (latitude and longitude) Ability to maintain information required to identify and account for real property and improvements, including: Other user-defined fields Ability to maintain information required to identify and account for real property and improvements, including: Mapping - ability to store PLSS (Public Land Survey System) data Ability to maintain information required to identify and account for real property and improvements, including: Parcel Id Ability to maintain information required to identify and account for real property and improvements, including: Property Type (X-deed, surplus right of way) Ability to maintain information required to identify and account for real property and improvements, including: Easements Ability to maintain information required to identify and account for real property and improvements, including: plot numbers

89 Ability to maintain information required to identify and account for real property and improvements, including: detailed description Ability to maintain information required to identify and account for real property and improvements, including: county Ability to maintain information required to identify and account for real property and improvements, including: route Ability to maintain information required to identify and account for real property and improvements, including: section Ability to maintain information required to identify and account for real property and improvements, including: acquisition date Ability to maintain information required to identify and account for real property and improvements, including: acquisition cost Ability to maintain information required to identify and account for real property and improvements, including: district Ability to maintain information required to identify and account for real property and improvements, including: easements and restrictions Ability to maintain information required to identify and account for real property and improvements, including: previous owner and previous owner's address Ability to maintain information required to identify and account for real property and improvements, including: utilities on site Ability to maintain information required to identify and account for real property and improvements, including: age of building Ability to maintain information required to identify and account for real property and improvements, including: square feet Ability to maintain information required to identify and account for real property and improvements, including: street address Ability to maintain information required to identify and account for real property and improvements, including: building use

90 Ability to maintain information required to identify and account for real property and improvements, including: space utilization (billable/nonbillable floor space usage) Ability to maintain information required to identify and account for real property and improvements, including: owner, if other than agency Ability to track land improvements in the following unit of measure: tons Ability to track land improvements in the following unit of measure: gallons Ability to track land improvements in the following unit of measure: feet (linear and square, etc) Ability to track land improvements in the following unit of measure: lane miles Ability to track ownership information (i.e. communications equipment on top of a tower owned by another entity) Ability to track warranty periods and maintenance dates (start and stop date) Ability to record and track regular/preventive maintenance performed Ability to track replacement date Ability to track replacement needs for assets Ability to report assets by disposal reason, disposal transaction code and disposal method Ability to track and report on capital/operating leases and determine the type of lease based on GASB requirements Ability to generate lists for physical inventory by: Asset Number

91 Ability to generate lists for physical inventory by: Property Tag Number (inventory control number) Ability to generate lists for physical inventory by: Property Officer or Custodian Ability to generate lists for physical inventory by: Address Number Ability to generate lists for physical inventory by: Address Prefix Ability to generate lists for physical inventory by: Address Name Ability to generate lists for physical inventory by: Street Type Ability to generate lists for physical inventory by: Address Suffix Ability to generate lists for physical inventory by: City Ability to generate lists for physical inventory by: City Code Ability to generate lists for physical inventory by: State Ability to generate lists for physical inventory by: County Code/Name Ability to generate lists for physical inventory by: Zip Code Ability to generate lists for physical inventory by: Parcel Id Ability to generate lists for physical inventory by: Building

92 Ability to generate lists for physical inventory by: Floor Ability to generate lists for physical inventory by: Section Ability to generate lists for physical inventory by: Room Ability to generate lists for physical inventory by: Cubicle Number Ability to generate lists for physical inventory by: Location / Program code Ability to generate lists for physical inventory by: Location / Program code description Ability to generate lists for physical inventory by: Sublocation Ability to generate lists for physical inventory by: Geographic Information System technology location (latitude and longitude) Ability to generate a property listing for incoming/outgoing Agency/Department Director to review and approve capital assets assigned to their agency. Ability for agencies to scan bar code tags and automatically upload the physical inventory for review, reconciliation, and approval. Ability to allow agencies to provide a 'condition of the asset' (new, good/clean, average, poor/rough, and inoperative/broken) at the date of physical inventory Ability to mass update physical inventory date Ability to track assets that have been assigned to offsite locations Ability to report on assets for financial reporting purposes.

93 Ability to generate standard governmental fixed asset reports and user-defined fixed asset reports Ability to generate a capital assets reports Ability to query individual asset from a group of assets Ability to print a listing of all table structures that are established for asset management Ability to display or print subsidiary ledgers of fixed asset balances Ability to produce a transaction register audit trail of all acquisitions, transfers, change and retirements during a user-defined time period by asset type, agency, transaction date or purchase amount Ability to report asset transfers Ability to report a total amount of fixed asset purchases by their funding source and agency/organization Ability to report assets due for disposal, based on the scheduled disposal date and type Ability to generate a vendor/po listing of assets by vendor or in purchase order number sequence Ability to produce a listing of all inactive/idle or retired assets by location and asset category Ability to produce a listing of all disposed assets showing any gains or losses Ability to report or query on replacement costs Ability to report assets scheduled for replacement.

94 Ability to produce depreciation reports by multiple levels Ability to produce a depreciation report by balance sheet category Ability to produce an asset report using the state's Chart of Accounts and the asset detail information Ability to produce a asset inventory worksheet Ability to report all property changes as of a user defined date Ability to report on property value and insured amount Ability to report the disposition of property by user defined period Ability to report the transfer of property by user defined period Ability to print reports Ability to report all fixed asset balances in the standard CAFR format Ability to generate a report for assets purchased by funding source by year Ability to generate a report that forecasts depreciation by individual asset, groups of assets, or total assets Ability to identify and sort assets ordered and received Ability to capture/report the parent/child relationships of an asset and their location.

95 Ability to generate exception reports as defined by users Ability to report on building contents and values by Chart of Accounts and manufacturer/supplier Ability to produce a summary report that displays current and previous building and content values combined totals by agency level Ability to report, by employee, property assigned to each Ability to track assets using agency-specified codes with the ability to roll up to the state level Ability to provide a schedule of assets grouped by CAFR function and/or agencies Ability to support all queries and reports as flat file portable Ability to report assets with multiple funding sources Ability to report statistical information (i.e.. mileage and hours of use) concerning the asset cost and depreciation Ability to report 'special situations' (i.e.. change in acquisition cost, late addition, lost assets) Ability to create reports across state agencies by asset classification Ability to report asset activity on a monthly basis Ability to report assets by useful life Ability to generate Ad Hoc reports/queries.

96 Ability to save/share reports between agencies Ability to run insurance reporting for risk management (i.e. reporting insurance values by agency and by building) Ability to support federal reporting requirements Ability to provide asset reporting at multiple levels: by statewide Ability to provide asset reporting at multiple levels: by agency Ability to provide asset reporting at multiple levels: by department Ability to provide asset reporting at multiple levels: by division Ability to provide asset reporting at multiple levels: by location Ability to provide asset reporting at multiple levels: by responsible party Ability to provide asset reporting at multiple levels: by sublocation Ability to provide asset reporting at multiple levels: user defined Ability to provide asset reporting at multiple levels: by function Ability to provide asset reporting at multiple levels: at the transaction level Ability to run a report to track acquisitions from the date received or date paid.

97 Ability to generate projected annual depreciation for all assets at a user defined level Ability to generate a report of all capital leases by agency, including terms of the lease Ability to provide reporting of changes to asset master record costs in the current accounting year for records acquired in a previous accounting year.