PeopleSoft Financials Asset Management Users Guide

Transcription

1 PeopleSoft Financials Asset Management Users Guide 1

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3 Asset Management Explained... 4 Tagging an Asset... 4 How to Determine What is an Asset... 5 Requisition Asset Information Entry... 6 Receiving Asset Information Entry... 8 Modifying Receiving Asset Information Reviewing Asset Information Adjustments Change Price Change Budget Code Modifying the Location of an Asset (Transfer) Modifying the Custodian of an Asset (Transfer Continued) Disposal Approval Request Approving Disposal Requests Asset Disposal Page Features Notify Feature Disposals/Retirement Disposal/Retirement of Non-Capital Assets Asset Retirement Notifications Moving Voucher information to Asset Management Automated Correcting wrongly classified Assets (Capital vs Non-capital) Asset Warranties Asset License Asset Meters Entering Meter Readings Asset Reports Appendix A Authorized Users Approval Route as of 4/8/ Asset Disposal Quick Reference Guide

4 Asset Management Explained An Asset is an owned item of value. An asset is determined by its cost and physical properties. Asset Management is a PeopleSoft Module that stores required asset information in our Oracle database. It is comprised of converted assets and now automatically adds new assets obtained through our online purchasing system at Nassau BOCES. Asset Management stores the following types of asset information: Financial information includes details about cost, books, depreciation method and convention, and useful life. Physical information includes asset tag numbers, specifications, location, custodian, and manufacturer. The following guidelines have been established here at Nassau BOCES. There will be 2 groups of Assets that will be tracked: 1. Non-Cap Asset Any item who s unit cost is between the dollar amount of $ $ is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture desks, bookcases, file cabinets etc, televisions, washers, dryers, Tools sanders, drill press, etc. 2. Capitalized Asset Any item who s unit cost is $1, or more and is coded to account code 0200 and is located or used for any BOCES location. We DO NOT track items in these categories that are purchased by us for school districts. Reminder equipment purchased for school districts should be coded to account code Tagging an Asset Tags will be supplied to all the contact people who receive petty cash for each BOCES location. Departments who do the most tagging will also be supplied with tags. Tags can be obtained from the main office where petty cash is kept for your location. Note: If you are in need of tags contact the Asset management staff in the Auditors Office at ext

5 How to Determine What is an Asset Non-Capitalized Asset Any item who s unit cost is between the dollar amount of $ $ is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture (desks, bookcases, file cabinets etc), televisions, washers, dryers, Tools (sanders, drill press, etc). These items are tracked but are not computed in the Asset Calculations. Use Profile id NONCAPASST for all Non capitalized assets. Capitalized Asset Any item who s unit cost is $1, or more and is coded to account code 0200 and is located or used for any BOCES location. These items are tracked and computed as the Assets of Nassau BOCES. Use proper Profile ID below for all Capitalized Assets see choices below Any questions regarding Assets should be addressed with the Auditors Office Staff at ext

6 Requisition Asset Information Entry When entering a requisition you must determine if any of the items you are ordering are an asset by using the guidelines in this manual. If you are ordering an asset here are the steps you must take when you enter your requisition. Note: You must only enter this information to the appropriate line on the requisition not all the lines on the requisition if you have a mix of supply items and asset items. If every item on the requisition is an Asset you can enter the Asset information on the Requisition Default Page: See Below Click on the Asset Information Tab and enter the following: Business Unit = NCBOC Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice. If only some lines on the requisition are an Asset see the following steps for entering the Asset Information: 6

7 Go to the line on the requisition that is the Asset and Click on the schedule icon This will bring you to the Schedule Page Click on the distribution icon This will bring you to the Distribution Page Click on the Asset Information Tab Enter the following information: Business Unit = NCBOC Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice. 7

8 Receiving Asset Information Entry Tags can be obtained from the main office where petty cash is kept for your location. Enter the Tag number and attach the tag to the item. Note: When adding a receipt related to Assets all required Information must be entered or you will not be able to save the receipt. The Required Information is : Tag number, Serial ID, Custodian, Model and Manufacturer Note: If no Serial Id # is available for an item you will enter the Tag number. Navigate: Select Main menu Choose Purchasing -> Receipts -> Add/Update Receipts The screen below will appear click the ADD button. The screen below will appear enter PO # in the ID: box then click search button. The search results will appear below the search button. Click select all then click the OK button. 8

9 When clicking OK you are brought to the Maintain Receipts screen To enter the Asset information: Click on the Pending link to enter the required receipt information: Remember the required information must be completed or you will not be able to save the receipt. Required Information: Tag number, Serial ID, Model and Manufacturer The custodian field should be used when further instructions other than room location would help someone to find the asset or person whom uses the asset. (The custodian can be anyone not the necessarily the Custodian in the building.) Note: You can leave the Custodian field blank but you will receive a warning for each individual asset. Just click ok to the warning message(s) to save the receipt. You must also change the location to a designated Asset location, in your building, refer to your buildings Asset Location List. If you are not sure what room the Asset will be in you can leave the purchasing ship to location but you are responsible to update the location once the Asset is place in its permanent location. When you are ordering a quantity greater than 1 separate detail lines will be provided for each asset, complete the information for each individual item. 9

10 Click the More Details tab to enter the remaining required information. Once all required information is entered and you save the receipt you will receive the following message: Simply click on the OK button and your receipt is complete. The asset will be moved into the Asset Management module with the status of To be Capitalized and Received. 10

11 Modifying Receiving Asset Information Modifying Receipt information for an Asset can be changed by the Receipt Entry person only at the time the receipt is being entered and prior to it being saved. If the receipt has been saved and the AM Status is moved you will have to contact the Asset management staff in the Auditors Office at ext to make the necessary corrections. Note: Unless you fill in all required information for an asset you will not be able to save your receipt. 11

12 Reviewing Asset Information Navigation: Main Menu ->Asset Management -> Search for an Asset Enter appropriate criteria then click the SEARCH button. The screen will display the Asset you requested below the SEARCH button, see below: Note: the Asset Status: defaults to In Service, Remove this criteria to search for new assets that have not been paid yet or for Disposed assets. A Drill down feature also becomes available to navigate you through different views and depending on your security access to modify information related to an asset. Let s look at these Drill-Down features in detail. 12

13 Note: When clicking the GO! Button a new window will open. Remember to close the window when you have completed your task. Select Asset Accounting Entries then click on the GO button. ASSET ACCOUNTING ENTRIES VIEW allows you to review the accounting lines related to an asset. Select Asset Basic Information then click on the GO button. ASSET BASIC INFORMATION depending on your security access allows you to view or update the Physical information related to the asset. 13

14 ASSET COST HISTORY depending on your security access allows you to view the cost history of an asset. ASSET DEPRECIATION depending on your security access allows you to view the depreciation schedule for an asset. PRINT AN ASSET depending on your security access allows you to print detailed information for an asset. 14

15 Adjustments/Transfer/Disposals of Fixed Asset Adjustments Follow these steps if you need to change price information or budget code for an asset: Navigate: Main Menu -> Asset Management -> Search for an asset Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Cost Adjust/Transfers from the Drill-down menu and click on GO! A new window will open for you to do the adjustment. 15

16 Change Price Select action Adjustment and click the GO! Button: Enter the change in price in the Adjust Current Row by: box and click the Apply Button then click the Save button. Note: The original asset previewed in Asset basics will not reflect these changes. To review these adjustments you must look at the Asset Cost History. Navigate: Main Menu -> Asset Management -> Search for an asset Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open. 16

17 Change Budget Code Select action Transfer and click the GO! Button: Enter the change in budget code in the fields above and click the Apply Button then click the Save button. Note: The original asset previewed in Asset basics will not reflect these changes. To review these adjustments you must look at the Asset Cost History. Navigate: Main Menu -> Asset Management -> Search for an asset 17

18 Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open. If you click on the detail link you can see the details of the transfer of the budget code. You will have to click on the multiple screens to review the changes. See below 4 of 4 that s how you would view the multiple screens to view the history of the budget code changes. 18

19 Modifying the Location of an Asset (Transfer) NOTE: When changing the location of an asset the custodian information must be updated too. Make sure to update the custodian information by following the instructions on the next page. Navigate: Main Menu -> Asset Management -> Search for an asset Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Basic Information from the Drill-down menu and click on GO! A new window will open for you to do the transfer to new location. Click on the Location/ comments/attributes tab Click on the + button to insert a new effective date row which will have today s date see screen: Then change the Location to the new location code. Note: all Asset Location begin with a # use those only. When change has been completed click Save button. Review if custodian info must be corrected too. 19

20 Modifying the Custodian of an Asset (Transfer Continued) Navigate: Asset Management -> Search for an asset Note: Custodian is the primary user of the asset not the Custodian of the building! Enter the Tag Number or whatever information you have to retrieve the asset, then, click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Basic Information from the Drill-down menu and click on GO! A new window will open for you to add the new custodian info. Click on the Manufacture/License/Custodian tab Click on the + button to insert a new effective date row which will have the current date: Then change the Custodian information. When change has been completed click the SAVE button. 20

21 Disposal Approval Request Navigate: Main Menu -> BOCES Options -> Asset Disposal Approval Page Enter the Tag #, then, click the search button. Once in the Approve Asset Disposal page. Select your Requester to determine your requester see Appendix at end. Select Disposal Qualification(s) that apply. If necessary enter any comment you need to communicate with those involved in the approval process. When finished click 21

22 When you click save this Warning box will appear to indicate that the request is being submitted for approval to the next approver in the process. Click to confirm. Each disposal request follows this approval path. Disposal Approval Request is Entered Step 1 Requester Step 2 Inspector Step 3 Department Approver Step 4 Auditor If you would like to check on the status of this request you can return to the Asset Disposal Approval page and click on the Approval History link to review where the approval trail leads. In this example the request is waiting for the Inspector to approve the request. 22

23 Approving Disposal Requests Click on the Worklist link. The Worklist will appear. Note: All types of approvals will be on your worklist. In the example below there are Disposal Worklist requests and Chartfield (Requisition) approval requests. Click on the Disposal Request link to review and approve the request. Approval Action Options Approve Forwards the disposal request along in the approval process. Deny Cancels the request for disposal. Recycle Returns the request to the previous person in the approval process. Consider sending an if you want to keep the request on your worklist but simply want to ask a question. See Notify feature or use Microsoft Outlook. To approve the request click save. When you click save this Warning box will appear to indicate that the request is being submitted for approval to the next approver in the process. Click to confirm. 23

24 Asset Disposal Page Features Disposal Code The Disposal Code will default to scrap which is the setting used 98% of the time. In the example above THEFT was selected which opened the Police Info Section of the request form to record required information when a theft occurs. Comment Section The comment section is to be used to communicate to the other approvers in the path of approval. Do not delete comments simply add to them. PO Info Section This section will appear only if there is a corresponding Purchase Order number associated with the asset. The PO # is a link that will allow you to view the details of the Purchase Order. Net Book Value Assets have varying years of useful life. If a value appears it is because useful life remains for this Asset which should cause you to question the disposal. Approval History This link will show the stages of approval for the disposal request. Worklist Export This link will process a request for the Asset disposals on your worklist to open in an Excel Spreadsheet. 24

25 Notify Feature Note: You can choose to use this Notify feature or use your Microsoft Outlook mail. If you use the Notify feature make sure to CC yourself to keep a copy of the correspondence. The notify button can be found at the bottom of many pages in PeopleSoft usually near the Save or Return to Search buttons at the bottom left of the screen. This feature allows you to anyone who has an account in the PeopleSoft Financial System. This is how it works. Click on the Notify button and the Send Notification page will appear. Complete sections indicated. Look up Recipient link allows you to search and select users in the system by using the-> Delivery Options allow you to send either/or / worklist notifications. 25

26 Disposals/Retirement Note: Disposals are handled by using the retirement process. Navigate: Main Menu -> Asset Management -> Search for an asset Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Retirements from the Drill-down menu and click on GO! A new window will open for you to process the Retirement (Disposal of the asset). Select the Retire As: option that applies to this disposal. Then click the GO! Button. UPDATE the Trans Date: and Acctg Date: to the BOARD APPROVAL date. Then Click the SAVE button. See options disposal codes explained below 26

27 Disposal codes reflect the Retire As action that is selected to initiate the retirement transaction. Asset Management calculates gain or loss amounts depending, in part, on the disposal code that you select. This table describes the available options in the Retire As field: Code Usage Gain/Loss Abandonment Select when the asset has no resale value and it is left behind. Gain/loss calculations are based on the asset net book value. Cannibalize for Other Assets Casualty Loss Disappeared Assets Disposal Due to Theft Donated to External Group Like Kind Exchange Missing Asset Retirement by Sale Returned to Inventory Select when the asset has been dismantled and the parts are reused within the organization. Select when an asset is unintentionally destroyed. If the asset cannot be sold, you may incur removal costs disposing of it. Retiring an asset as a casualty may have tax consequences if you have tax credits and the asset is not fully depreciated. Select when an asset cannot be located and you are not sure whether the asset was abandoned or stolen. Disappeared assets have no proceeds or removal costs. Select when an asset has been stolen. Select when an asset is donated. You typically use this option when assets are donated to nonprofit organizations for tax purposes. Select to process like-kind exchanges under U.S. federal tax code. Select when an asset is missing. Missing assets have no proceeds and no removal costs. Select if you sell an asset. (If you sell the entity that owns the asset, you must retire all assets that are owned by the entity.) You can use the interface with Billing to generate the bill. Select when the asset is returned to a common internal pool where it is available for others to use. Gain/loss calculations are based on the asset net book value. Asset Management deducts the accumulated depreciation from the retirement amount and adds the removal costs to determine the amount of the casualty loss. Gain/loss calculations are based on the asset net book value. Stolen assets have no proceeds and no removal costs. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss. See Like-Kind Exchange Processing later in this section. Gain/loss calculations are based on the asset net book value. The proceeds and removal cost from the sale, less the net book value of the asset, determines the gain or loss. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss. Scrapped Assets Select when the asset is no longer useful and has no resale value. The gain/loss calculations include removal costs; accumulated depreciation is deducted and then the removal costs are added to derive the amount of the gain or loss. Traded In for Another Asset Use when you are trading one asset for another. See Processing Trade-Ins in this section. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss. 27

28 To review retirement information you must look at the Asset Cost History. Navigate: Main Menu -> Asset Management -> Search for an asset Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open so you can view the cost history of the asset. Detail links are available to see greater details of the transaction. 28

29 Disposal/Retirement of Non-Capital Assets Navigation: Main Menu-> Asset Management ->Asset Transactions-> Asset Disposal -> Retire/Reinstate Non-Fin Asset Change Trans Date: to the BOARD APPROVED DATE Select Ret Type: Click on Retire. Click on the Save button. 29

30 Asset Retirement Notifications When a Disposal/ Retirement is performed for a Capital or Non-Capital asset when it is saved an automated messages will be sent to the Requester on the disposal page and the Inspector or Custodian as indicated. 30

31 Add an Asset that did not come from the Purchasing Module Navigation: Asset Management -> Asset Transactions -> Owned Assets -> Basic Add Click the ADD button Fill in the appropriate information about the Asset on all the related tabs. STEP 1 ASSET ADD GENERAL INFORMATION TAB 31

32 The Following fields must be completed: Description Describe the item Short Description Describe the item in 10 characters Tag Number - Official Nassau BOCES tag number Asset Type select appropriate type Asset Subtype select appropriate sub-type Acquisition Date will default to current date unless you change it Index Name select CPI Subindex Name select ALL Profile ID Select appropriate profile this # should match the Asset Subtype #. 32

33 STEP 2 ASSET ADD LOCATION/COMMENTS/ATTRIBUTES TAB The Following fields must be completed: Location Select the appropriate location To search for a specific location click on the Look up Icon next to the Location field If you enter the building number in the Location Code field it will bring up a listing with all the valid rooms in that building. If you need to add a new location or room fill out a Ship-to location form which you can get on the Nassau BOCES website Url

34 STEP 3 ASSET ADD MANUFACTURE/LICENSE/CUSTODIAN TAB The Following fields must be completed: Serial ID: Enter Serial # if no serial # exists use the Tag number as the Serial Id. Manufacturer Name: Enter the Manufacturer name of the product. Model: Enter the Model # of the product. Custodian Information: this represents the person using the item. Fund Code: Enter appropriate chartfield value. Department: Enter appropriate chartfield value. Program Code: Enter appropriate chartfield value. Project: Enter appropriate chartfield value. Product: Enter appropriate chartfield value. 34

35 STEP 4 ASSET ADD ASSET ACQUISITION DETAIL TAB Click on the Acquisition Detail Chartfields link to enter budget information The Following fields must be completed: System Source: select AM Online Entry Page. Quantity: Enter the Manufacturer name of the product. Amount: Cost of the Asset. Click on the Acquisition Detail Chartfields link and enter the following Information. Fund Code: Enter appropriate chartfield value. Department: Enter appropriate chartfield value. Program Code: Enter appropriate chartfield value. Project: Enter appropriate chartfield value. Product: Enter appropriate chartfield value. Then Click OK. Click on Capitalize button verify information that appears is correct then save the asset. Congratulations you have successfully added a new asset. 35

36 Moving Voucher info to Asset Management THE STEPS BELOW EXPLAIN THE DELIVERED PROCESS THAT NEED TO RUN. WE CREATED A JOB THAT RUNS ALL THREE PROCESSES AUTOMATICALLY. SEE NEXT SECTION FOR ACTUAL PROCESSING INSTRUCTIONS. Navigate: Main Menu -> Accounts Payable -> Batch Processes -> Extracts and Loads -> Load Assets Request Voucher information will be loaded to the Pre-Interface table. Process name is INTFAPAM This process will be run manually by the PeopleSoft Staff after Accounts Payable runs the Voucher post and Payment post after every check run. Each process must be completed prior to starting the next process. Navigate: Main Menu -> Asset Management -> Send/Receive Information -> Retrieve Info from AP/PO Voucher information will be taken from the Pre-Interface table to the Financial Interface table. Process name is AMPS1000 This process will be run manually by the PeopleSoft Staff after they run Voucher post, Payment post, INTFAPAM. Navigate: Main Menu -> Asset Management -> Send/Receive Information -> Load Transactions -> Load Transactions into AM Voucher information be loaded from the Financial interface table to Asset Managements. Process name is AMIF This process will be run manually by the PeopleSoft Staff after Accounts Payable runs Voucher post, Payment post, INTFAPAM, AMPS1000. The asset related items that are added will cause the status of the Asset to be Already Capitalized and In Service. This now makes the Asset eligible for depreciation processing. 36

37 Business Rule: Create job that can be run after every paycycle to process posted voucher assets. In order to create job we had to create runcontrols all with the same name B_AM_VCH with the specified parameters so that the job could sequentially run. These run controls were setup for the following operators. DSOTO, DRAMOS,VP1. CUSTOM JOB B_AM_VCH Asset Managment Vchr Process 37

38 Moving Voucher information to Asset Management Automated TO BE RUN BY PEOPLESOFT STAFF AFTER THE VOUCHER POST AND PAYMENT POST PROCESSES HAVE BEEN RUN SUCCESSFULLY AFTER EACH PAYCYCLE. Navigate: Main Menu -> Accounts Payable -> Batch Processes -> Extracts and Loads -> Load Assets Request Select Run Control ID: B_AM_VCH Click Run button Select Asset Management Vchr Process then click the OK button. Click on the Description to review process detail. 38

39 Correcting wrongly classified Assets (Capital vs Non-capital) Assets obtain there classifications from the profile they are entered with. The profile cannot be changed once an asset is added to the system. The reason being is that the profile determines and causes all accounting transactions that are to occur when the asset is added to the system. In addition a tag is already assigned. To correct these situations this is the process that should be followed. 1. Dispose of the original Asset select abandonment. See Disposals on pages 25 for instructions. Once the Disposal is complete continue. 2. Add the Asset with the proper classification and information. See Add an Asset on page 28 for instructions. Note: you will not be able to enter the same tag number so add the tag number and put a capital R after the asset number. 39

40 Asset Warranties Many assets are acquired with a standard manufacturer's warranty that the asset is free of defects and what remedies are available to you if the asset manifests a warranted defect during normal use, such as eligibility for a replacement asset, or a loaner while the warranted asset is repaired. The warranty often defines the period for which the asset is warranted, the maintenance and repair responsibilities of the owner, and the procedures for making a claim in the event a defect in the asset is discovered. Warranties are sometimes available for extension. This may involve the issuance of a separate warranty that becomes active when the original warranty expires. Or it may warrant components of the asset that the standard warranty excludes. A warranty may contain different expiry dates for different components of the asset. It may provide for on-site repairs, may require return material authorizations (RMA), and may or may not be transferable. Navigate: Main Menu -> Asset Management -> Service and Maintenance -> Asset Warranties Enter the tag number of the Asset then click the search button. 40

41 In the Asset Warranties screen fill out the following information: Effective date: <The date the receipt was entered into PeopleSoft> Warranty End Date: <The end date of the period of time when the warranty expires> Coverage: <The details of the warranty> Example above is for a 3 year warranty for the period of 4/17/2013 4/16/2016. Note: Standard Warranties for common warranties can be setup and Standard Templates. Contact the System Administrator at ext

42 Asset Insurance The Asset insurance page captures all the information necessary to tract the insurance coverage for an asset. You need to contact the System Administrator at ext to setup Asset Insurance vendors and Insurance Types to complete the screen. Navigate: Main Menu -> Asset Management -> Service and Maintenance -> Asset Insurance - ADD Complete the Fields indicated above. 42

43 Asset License This section in Basic Add allows you to track License/Certificate information related to an asset. For example: the registration for vehicles. Navigation: Main Menu -> Asset Information-> Asset Transactions-> Owned Assets -> Basic Add Enter Asset Tag then click search. When screen appears click on the Manufacture/License/Custodian Tab. Then expand the License information section by clicking the arrow before the section. Click on the Address button to enter the address information for the registration. Contact the system administrator at ext to create expiration reports and alerts. 43

44 Asset Meters Meters associated with assets are used to monitor asset usage and can trigger maintenance tasks based on the statistical units, such as mileage, measured by the meter. For example, a common asset meter is the odometer installed in a company vehicle that measures the number of miles the vehicle has traveled. For this type of asset, it is common for certain maintenance activities to be performed on it based on the number of miles traveled by the vehicle since the last maintenance event. A less common, but familiar application, involves public utilities. State and local agencies use asset monitoring devices such as a water or electric meters attached to a home or commercial entity to measure the amount of water or electricity consumed by the entity. The units consumed are measured on a routine basis and the occupant is usually billed for the units consumed. The maintenance events associated with these types of meters may not have anything to do with the number of units measured since the meter was last read and other maintenance plans will have to be affected. PeopleSoft uses meters to both measure asset usage and to trigger preventive maintenance tasks. Asset meter activities are performed within PeopleSoft Asset Management and PeopleSoft Maintenance Management applications. To enable meters, you must first define asset meter types. The meter types are associated with specific asset IDs. To enable this feature contact the system adminstrator at ext Once configuration has been completed meter readings can be tracked. See the following screens for example. 44

45 Entering Meter Readings 45

46 Asset Maintenance All assets usually require some level of maintenance service or repair. Many are also acquired with accompanying insurance or warranties. PeopleSoft Asset Management provides features enabling you to manage and track these asset attributes. To enable this feature contact the system adminstrator at ext Asset Maintenance, Service, and Inspection Management At various intervals, all assets require some degree of maintenance, such as routine mechanics for company vehicles or repainting an office or building. Scheduling and tracking this type of maintenance provides a more complete picture of the true costs and revenues associated with these assets. PeopleSoft Asset Management provides features to track the details of individual maintenance events by date and time, the person responsible for the maintenance, the vendor who issued the maintenance contract or warranty, and the cost. Whenever an asset requires maintenance, you can track exactly when the maintenance takes place, how long it will take, and how it will affect cost and performance. Annual tune-ups may require that some automobiles are unavailable at certain times. Damages to machinery can result in large expenses due to unavailable equipment, as well as replacement and repair costs. PeopleSoft Asset Management additionally provides the tools to view the maintenance history by type of maintenance performed or by the date that the maintenance was performed. Using inquiry pages, you can determine if any asset, or group of assets, requires a particular type of maintenance too often. For example, a vehicle that requires several quarts of oil more often than every 1,000 miles may have more severe underlying problems. Similarly, a piece of equipment that requires repeated repair or replacement of a particular part may be defective and should be replaced. Keeping detailed records of maintenance events helps manage the physical aspects of your assets. You can compare detailed repair estimates to actual costs and evaluate whether a warranty or maintenance contract on the asset can lower the costs that you may incur. Or a review of an asset maintenance history can help you make decisions about addressing underlying costs that are driving up the cost of production. Some assets additionally require routine inspections related to licensing or other validations or certifications. PeopleSoft Asset Management provides inspection and license tracking. Defining Maintenance Types Maintenance types identify the type of maintenance and maintenance procedures to follow for a particular asset. 46

47 Defining Parts associated with maintenance Asset equipment parts lists (EPL) are maintained by setid. You can establish a parts list to correspond to asset classes, groups, categories, types, and subtypes, or to any asset definition. The EPL can then be associated with a specific asset ID. 47

48 Asset Reports Navigate: Main Menu -> BOCES Options -> Asset Reports (General) Building # - Enter the first 4 digits of the location code to printout the asset listing for that building/program. If multiple buildings enter first 3 numbers and a percent sign. (i.e. 017%) Location Code - Enter a complete location code to printout the items in a particular room. Asset Category Select Category to limit list to Depreciable vs. Non Depreciable assets. Profile ID Enter profile ID to printout a particular group of assets. Tag Number Enter specific tag number to printout a report related to that tag number only. PO Number Enter specific purchase order number to printout a report related to that PO number only. Acq. Date Range Either leave default range to include all or enter a date range to view assets acquired during a specific time period. Report Descriptions Asset Verification Listing This report contains a listing of Assets with particular information necessary to complete verification. This report also has a page break by room version. Asset Detail by Location This report contains a detailed listing of Assets with all the detailed information for that asset. Asset Location Listing This report contains a list of the asset location codes for the agency. 48

49 Running Asset Reports Step 1:Navigation: Main Menu -> BOCES OPTIONS-> Select Asset Reports (General) The run control id page for the report will appear. Step 2: CLICK SEARCH Step 3: SELECT REPORT other wise ENTER THE CRITERIA for the report you are running. Step 4: Click RUN button Process Scheduler Request Page will appear. Step 5: Select Appropriate Report. Step 6: Change Type to Window and Format to PDF Step 7: Click Processing Window will appear, once the process changes from Queued to Success Adobe Reader will launch and display the report. Use the Adobe features to print, or save the report. 49

50 Appendix A Authorized Users Approval Route as of 4/8/13 Disposal Approval Request is Entered Step 1 Requester Step 2 Inspector Step 3 Department Approver Step 4 Auditor ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER AUDITOR APPROVER ANDREIUOLO, GAIL TROCCANO JMUIR AFIERRO BGOLEMME BATTAGLIA, IRIS MFLOOD JMUIR AFIERRO BGOLEMME BAUM, ROSEMARY RBAUM JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME BERTRAND, MARC MBERTRAND JMUIR GSILVERMAN BGOLEMME BIRD, ANN M. CKOROLCZ JMUIR KELLIS BGOLEMME BOHAN,KAREN RLOMBARD JMUIR KELLIS BGOLEMME BRUNO,EILEEN KSCHAROF JMUIR KELLIS BGOLEMME BUSSET,PATRICIA PBUSSET JMUIR JSIEGEL BGOLEMME CAMPBELL, BARBARA PCARMAN JMUIR KELLIS BGOLEMME CANCELLIERI, GERRI SKESSLER JMUIR KELLIS BGOLEMME CARMAN,PATRICIA PCARMAN JMUIR KELLIS BGOLEMME CHRISTENSEN,PAMELA PCHRISTE JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME CLARK, JAMES JCLARK JMUIR GSILVERMAN BGOLEMME CRONK,RICK RCRONK JMUIR KELLIS BGOLEMME DELMONACO,BARBARA AFAVARA JMUIR GSILVERMAN BGOLEMME DIAMOND, ROXANNE NGERSHMA JMUIR KELLIS BGOLEMME DOLAN, DARLENE MBERTRAND JMUIR GSILVERMAN BGOLEMME DOLINER,PAUL AGOLDSTE JMUIR KELLIS BGOLEMME DOMANICO,ALEX MFRANZES JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME EDWARDS, JERVEY JEDWARDS JMUIR KELLIS BGOLEMME EGAN,SUSAN LMANCZ JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME ERNEY, ISABEL JMASONE JMUIR KELLIS BGOLEMME FAUCI,MARIA PKOEHLER JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME FAVARA,AVA AFAVARA JMUIR GSILVERMAN BGOLEMME FENNELL,BARBARA BFENNEL JMUIR CARFORA/ 50 REINERTSEN/ D'AGUANNO BGOLEMME

51 ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER AUDITOR APPROVER FILLINGER, EILEEN CMACK JMUIR KELLIS BGOLEMME FLOOD,MICHAEL MFLOOD JMUIR AFIERRO BGOLEMME FLYNN, LOUISE LRICE JMUIR JSIEGEL BGOLEMME FORTUNATO,LESLIE LFORTUNA JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME FOX,DIANE LROWE JMUIR KELLIS BGOLEMME FRANZESE, MARY ELLEN MFRANZES JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME FURCHT,ARLAINE AFURCHT JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME GASKOWITZ,MARGARET RBAUM JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME GELFAND,SANDY RLOMBARD JMUIR KELLIS BGOLEMME GERSHMAN,NAOMI NGERSHMA JMUIR KELLIS BGOLEMME GOLDSTEIN,AMY AGOLDSTE JMUIR KELLIS BGOLEMME HALPRIN,PAULA PLADUCA JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME HEANY,PATRICIA NVANERK JMUIR RHANNA BGOLEMME HELLER,BONNIE BHELLER JMUIR KELLIS BGOLEMME HENDEL,ANTHONY THENDEL JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME HOLAHAN,TIMOTHY THOLAHAN JMUIR JSIEGEL BGOLEMME HOPPER,TERESA JSOOD JMUIR GSILVERMAN BGOLEMME ILARDI,TANYA TILARDI JMUIR KELLIS BGOLEMME JAMES,CAROL ANN CJAMES JMUIR JSIEGEL BGOLEMME JORIF, DARIEN JEDWARDS JMUIR KELLIS BGOLEMME KAUFMAN,ELLEN CMACK JMUIR KELLIS BGOLEMME KESSLER,STEVEN SKESSLER JMUIR KELLIS BGOLEMME KOEHLER,PAT PKOEHLER JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME KOROLCZ,CHRISTOPHER CKOROLCZ JMUIR KELLIS BGOLEMME LADUCA,PETER PLADUCA JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME LEYLAND,TAMMY PPISANO JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME LOMBARDI,ROBERT RLOMBARD JMUIR KELLIS BGOLEMME MACK,CHRISTINE CMACK JMUIR KELLIS BGOLEMME MANCZ,LINDA LMANCZ JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME MANISCALCO, LISA RLOMBARD JMUIR KELLIS BGOLEMME 51

52 ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER AUDITOR APPROVER MARTINEZ,RICHIE JEDWARDS JMUIR KELLIS BGOLEMME MASONE,JUDY JMASONE JMUIR KELLIS BGOLEMME MCCANN, MAUREEN JCLARK JMUIR GSILVERMAN BGOLEMME MCGRATH,CHRIS CMCGRATH JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME MCLOUGHLIN,THERESA CVITEVICH JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME MOELLER,CHRISTINE CMOELLER JMUIR AFIERRO BGOLEMME NEIST,BARBARA CVITEVICH JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME NOBILE,CHERYL CNOBILE JMUIR KELLIS BGOLEMME PACHUCKI,ELEANOR MSCARNAT JMUIR AFIERRO BGOLEMME PALMESE,LAURIE TILARDI JMUIR KELLIS BGOLEMME PENDERGAST,LORRAINE JWIDMER,PBUSSET,CJAMES,MSTEPHEN JMUIR JSIEGEL BGOLEMME PICARELLO,JOHN JPICAREL JMUIR KELLIS BGOLEMME PISANO,PAULA PPISANO JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME PORCARO,CAROL LYNN JMASONE JMUIR KELLIS BGOLEMME POTENZA,DOMINIC PCHRISTE JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME QUACKENBUSH,NANCY BFENNEL JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME REILLY,KATHRYN KREILLY JMUIR JDRUCKER BGOLEMME RICE,LISA LRICE JMUIR JSIEGEL BGOLEMME ROCCANOVA,TOM TROCCANO JMUIR AFIERRO BGOLEMME ROWE,LORRAINE LROWE JMUIR KELLIS BGOLEMME SANDERS, LORI AFIERRO JMUIR AFIERRO BGOLEMME SANTAGATO, MAGGIE BHELLER JMUIR KELLIS BGOLEMME SCARNATI,MICHAEL MSCARNAT JMUIR AFIERRO BGOLEMME SCHAROFF,KAREN KSCHAROF JMUIR KELLIS BGOLEMME SCHILLING,LORRAINE RHANNA, TROGERS, LBEGLEY JMUIR RHANNA BGOLEMME SCHINN,PAT JCLARK JMUIR GSILVERMAN BGOLEMME SCHMITT, SUSAN PCARMAN JMUIR KELLIS BGOLEMME SICA,TERRY THENDEL, MCCGRATH, CSTEINBE JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME SILVEIRA,KATHY JCLARK JMUIR GSILVERMAN BGOLEMME SIRIGNA,VERONICA SSITKOFF JMUIR KELLIS BGOLEMME SITKOFF,STEVE SSITKOFF JMUIR KELLIS BGOLEMME SNYDER,MARIE MSNYDER JMUIR GSILVERMAN BGOLEMME SOOD, JYOTI JSOOD JMUIR GSILVERMAN BGOLEMME SPIEGEL,FLORA JCLARK JMUIR GSILVERMAN BGOLEMME 52

53 ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER STEINBERG,CLIFF CSTEINBE JMUIR CARFORA/ REINERTSEN/ AUDITOR APPROVER D'AGUANNO BGOLEMME STEPHENS,MARY MSTEPHEN JMUIR JSIEGEL BGOLEMME VAN ERK, NINA NVANERK JMUIR RHANNA BGOLEMME VILLAZON,HELEN PBUSSET, CJAMES JMUIR JSIEGEL BGOLEMME VITEVICH,CARL CVITEVICH JMUIR CARFORA/ REINERTSEN/ D'AGUANNO BGOLEMME WIDMER,JAMES JWIDMER JMUIR JSIEGEL BGOLEMME WITTSCHIEBE,MATT PCARMAN JMUIR KELLIS BGOLEMME 53

54 Asset Disposal Quick Reference Guide For PS Financials Asset Management Manual go to I have something with a BOCES tag that needs to be disposed, what do I do? Each building Principal and/or Program Manager has designated staff (refer to manual page 50) to complete the Asset Disposal Form in PeopleSoft, to begin the process (refer to manual page 21). Once the Board approves the disposal a notification will be made to the appropriate person to discard the item in about one month. What if the tag # is not found in PeopleSoft? Send to Barbara Golemme Internal Auditor, cc. Program Manager/Principal, and James Muir, with the tag #, description, manufacturer, model #, serial #, location and any other information you have about the asset. Include the reason for disposal and your contact information. Once the Board approves the disposal a notification will be made to the appropriate person to discard the item in about one month. How do I Transfer an Asset? Transfers are handled between the parties relocating the Asset. The originator of the request should initiate a work order or Customer Care Center call depending on the type of equipment for relocation. The receiving party is responsible to update PeopleSoft with the new location and room # information of the Asset by following the instructions on page 19 of the Asset manual. For Computer Equipment call the Customer Care Center ext for just Transport call Facilities ext after completing a work order. How can I check the status of my disposal? In PeopleSoft bring up the Approval Disposal page and click on the Approval History link (refer to manual page 22) if necessary you can contact the last person in the approval process for further details. Note if Barbara Golemme has approved the asset it might be waiting for board approval and the Approval Status will show Complete. If the Status shows Disposed, an notification would have been sent to the Requester and appropriate staff to discard the item. The complete process takes approximately one month. When should the Asset Tag be removed? After the asset disposal has been approved by the board, the Custodian or the Inspector should have the tag removed and destroyed. Once the tag is removed then the item should be discarded properly. ** For warranty swap remove tag on broken item, place on new item have serial # info updated. What if the Asset was sent for repair and cannot be fixed? The Requester will be informed and he/she must start the disposal process (refer to manual page 21). What is the Asset Acquisition date? This is the date that the Asset was received at BOCES. Note: There is a group of Assets which have the Acquisition date 06/30/2007 which is incorrect due to a data conversion issue. If you need to dispose of an asset with the Acquisition date 06/30/2007 try to determine the proper acquisition date for the Auditor when submitting the request. Who do I call for questions about an asset? Auditor Ext Who do I call for questions about using the PeopleSoft Electronic disposal form? Ext