Accessing the Asset Management System (AMS)

Transcription

1 Accessing the Asset Management System (AMS) 1) Sign into MyLSU Page 1 of 31

2 2) Under Financial Services click on Asset Management 3) When you see the SSO Welcome screen (above), click OK. Page 2 of 31

3 4) Wait for the AssetWorks/AMS home page (pictured below) to appear. Page 3 of 31

4 Property Custodians will primarily use the Home, Assets, and Transfers tabs. From the Home tab you can do a Quick Search of an Asset or Transfer. Page 4 of 31

5 From the Assets tab an expanded Quick Search can be done by Asset # and/or Description, and Asset Status. Page 5 of 31

6 Clicking Advanced Search takes you to the Reports module for an adhoc report based on any field: Page 6 of 31

7 Select which field to filter based on. You can choose from any field on the Asset Detail Screen. Filter Operator can be Equals, Does Not Equal, Contains, etc. Filter Expression is the value you are searching for (ownership account number, serial number, building, etc.) Note: Additional filter rows may be added to narrow the search. Page 7 of 31

8 Once all filters are selected, click Display and select the fields you want to pull into the report (see next page). Page 8 of 31

9 From the box on the left ( Available ), identify all fields you want to appear in your report and use the > to move them to the box on the right ( Selected ). When finished, click View under Edit Report. You will be given to option to export to Excel. Page 9 of 31

10 Quick Search by Asset Number: Click on View to see details. (See Asset Detail screen on next page) Page 10 of 31

11 Property Custodian-Editable Fields Page 11 of 31

12 Property Custodian-Editable Fields (cont d) Page 12 of 31

13 Creating an Elective Asset From the Assets tab, click either Create or Create New Asset Property Custodians cannot create inventory (white tag) assets, only Elective (yellow tag) assets, which have an acquisition cost of less than $1,000. IMPORTANT: If a Property Custodian selects an Asset Type other than Elective he/she will receive an ERROR after clicking Save. All information entered will be lost and will have to be re-entered. Page 13 of 31

14 Page 14 of 31 Asset Management System (AMS) for Property Custodians Quick Reference Guide

15 Elective Asset Insert Screen Page 15 of 31

16 Helpful Tips: Asset Management System (AMS) for Property Custodians Quick Reference Guide All fields with an asterisk are required. The system will enforce a valid Parish/Building combination Room numbers must be entered as a 4-digit (Rm. 201 = 0201) Ownership Account must be within your scope in order to select If adding only one asset, click Save & View If adding several similar assets, click Save & Same, change only the fields that are different (S/N, location, person responsible, etc.), then click Save & Same again, and repeat. If adding several non-similar assets, click Save & New for a blank entry screen. Page 16 of 31

17 Creating a Departmental Transfer From the Transfers tab, click the + sign next to Create Transfer Page 17 of 31

18 Set up the transfer: Asset Management System (AMS) for Property Custodians Quick Reference Guide Enter From Ownership Account by typing account number or clicking on the magnifying glass and searching. Only accounts over which you have control (Scope) are allowed in this field. Enter To Ownership Account same as above. Enter any relevant details regarding the nature of the transfer. Click Create. Page 18 of 31

19 Once the transfer is created, the next step is to add assets to the transfer by entering the asset number or using the lookup (magnifying glass). Page 19 of 31

20 Once an asset has been selected, click Add Asset to add it to the transfer. Repeat until all assets being transferred are added. Page 20 of 31

21 Page 21 of 31 Asset Management System (AMS) for Property Custodians Quick Reference Guide

22 Once assets are added to the transfer, the NEXT STEPS are: Asset(s) approved for transfer by Department Head (or a SIGAUTH) in From department Asset(s) received by Property Custodian in To department A notification will be sent to the appropriate DH or Property Custodian nightly until all assets on the transfer are approved/rejected or received/voided. ** Notification s are sent to inbox, not MyLSU Workspace ** Page 22 of 31

23 Approval by From Department Head: then for each asset, change Approval Status to either Approved or Rejected. Page 23 of 31

24 Page 24 of 31 Asset Management System (AMS) for Property Custodians Quick Reference Guide

25 Receiving Assets by To Property Custodian: Page 25 of 31

26 The Property Custodian receiving the assets marks each asset either Received or Void, and the quantity and date, then clicks Save. Page 26 of 31

27 Once received, there is an option of Print Detail. Whether you print or not will depend on your department s processes. An electronic history of the ownership of all assets is maintained in AMS, including transfers between departments. Page 27 of 31

28 Creating a Transfer to Surplus or Disposal Each campus has a dedicated Surplus account and Disposal account (see below) CAMPUS ACCOUNT NUMBER ACCOUNT DESCRIPTION System SYSTEM DISPOSAL-PROPERTY MANAGEMENT System SYSTEM SURPLUS-PROPERTY MANAGEMENT LSU LSU DISPOSAL-PROPERTY MANAGEMENT LSU LSU SURPLUS-PROPERTY MANAGEMENT Alexandria ALEXANDRIA DISPOSAL-PROPERTY MANAGEMENT Alexandria ALEXANDRIA SURPLUS-PROPERTY MANAGEMENT Eunice EUNICE DISPOSAL-PROPERTY MANAGEMENT Eunice EUNICE SURPLUS-PROPERTY MANAGEMENT Law Center LAW CENTER DISPOSAL-PROPERTY MANAGEMENT Law Center LAW CENTER SURPLUS-PROPERTY MANAGEMENT Ag Center AG CENTER DISPOSAL-PROPERTY MANAGEMENT Ag Center AG CENTER SURPLUS-PROPERTY MANAGEMENT Follow the same steps as for a Departmental Transfer, and select the appropriate account above as the To Ownership Account. Page 28 of 31

29 Disposals include all requests for: o Scrap o Dismantle o Trade-in o Inter-Agency Transfer o Remove from inventory due to theft (Forced Entry) Note regarding Transfers to Disposal Account: Once assets are received in the Disposal Account, they will no longer be on the department s inventory. However, you will receive disposal approval by from Property Management. Disposal of any assets (regardless of method) is not authorized until you receive this notification. We recommend the Property Custodian keep a copy of all disposal approval notifications in their files. Page 29 of 31

30 Scheduling Your Pick Up (with Property Management-BR area only) Submit a Scheduling Request via to property@lsu.edu for any transfers (to Surplus or Disposal) which involve a pickup by our surplus crew. This includes: o All transfers to Surplus o All transfers to Disposal for scrap request involving E-waste (electronic equipment such as computers, monitors, printers, TVs, phones, etc.) We recommend that Scheduling Requests be submitted as far in advance as possible so we can accommodate requests efficiently. This means you will not necessarily have the Transfer # when initially submitting the Scheduling Request. However, we will require all Transfers to be created and approved prior to our scheduled pickup. It is critical that the Scheduling Request accurately convey the size/scope of the pickup for planning purposes. We do not expect an actual listing of assets on the Request, but do rely on you to give us a clear picture of the approximate number of items, how big/heavy are the largest pieces, etc. Page 30 of 31

31 Other Process Changes Web Surplus All taggable surplus inventory in our warehouse will be available for review via a separate link within MyLSU. Pictures will be attached to most. Redistributed surplus items will be transferred via a Departmental Transfer to a 9-digit Ownership Account. Employees coming to the Surplus Warehouse will need to be authorized to shop (current policy) and provide a 9-digit account and have the assets received in AMS prior to removing. Page 31 of 31