ASSET MANAGEMENT AND PROPERTY DASHBOARDS

Transcription

1 ASSET MANAGEMENT AND PROPERTY DASHBOARDS AT CAL POLY SLO Dee Louie Accountant, Cal Poly 4/1/2015 1

2 CAMPUS INFORMATION Main Campus located in Fall 2014 undergraduate enrollment 19,246 Six colleges 64 Baccalaureate degrees/68 minors 14 Credentials 31 Master s degrees 1 Doctorate of Education in association with UC Santa Barbara Three Auxiliary Organizations 4/1/2015 2

3 CAMPUS INFORMATION Main Campus is set on a hill in San Luis Obispo Campus size 9,678 acres Main Campus San Luis Creek Ranches Western Ranches Swanton Ranch Valencia Property Cal Poly Pier Second largest land holding university in California Over 38,000 equipment assets 4/1/2015 3

4 MAIN CAMPUS AND PIER 4/1/2015 4

5 PROPERTY ACCOUNTING Responsible for tagging, tracking and surveying of State property Maintain perpetual inventory records in a centralized database including property acquisitions, relocations, transfers and dispositions Conduct periodic physical inventories across campus Support departments in meeting mandated State and CSU policy via the Property Control Procedures 4/1/2015 5

6 ASSET MANAGEMENT PeopleSoft (PS) Asset Management Centralized property database Physical Inventory Access limited to those with PeopleSoft Finance role 4/1/2015 6

7 Property Dashboard Collaborative effort by IT Services and Finance Uses Asset Management data tables 2 Dashboard Tabs Property Tab Summary view Download view Asset Search Tab Security access limited to designated personnel Department Inventory Coordinator Authorized Approvers Department Heads Deans 4/1/2015 7

8 Where is it? Where can I find it? Go to Portal Click on PolyData Dashboards 4/1/2015 8

9 Select Property Dashboard from Dropdown 4/1/2015 9

10 Property Dashboard Using Property Tab Enter or Search for Dept ID/Name 4/1/

11 Select Value from dropdown list More/Search option 4/1/

12 Search Filters Starts Contains Ends 4/1/

13 Search Filters continued 4/1/

14 Summary view results Department ID from Property Tab Ability to drill down into additional details of an asset, click on the blue hyperlinks Asset ID, Tag Number, Current Custodian, Last Inventory Date, Current Location 4/1/

15 Individual Asset Detail from inventory retrieved under Department search Provides a history of an asset s Location, Custodian and Inventory Dates 4/1/

16 Location History for selected asset 4/1/

17 Download View Ability to drill down into additional details of an asset, click on the blue hyperlinks - Asset ID, Tag Number, Current Custodian, Last Inventory Date, Current Location 4/1/

18 Using Asset Search Tab Search by Asset ID, Tag Number, Serial ID, or Asset Description 4/1/

19 Search Results under Asset Search Tab 4/1/

20 Live Demonstration! 4/1/

21 Questions? 4/1/