Archibus Asset Management & Move Management Training Manual

Transcription

1 Archibus Asset Management & Move Management Training Manual Inventory Control Contacts: February 19,2013 1

2 Asset Management Asset Management: Capable of viewing the equipment by building code. Capable of viewing equipment by department. Capable of viewing equipment by (Bldg) and floor. Capable of viewing and limited editing equipment (assigning personnel to equipment, adding warranty or service information and adding comments). Who will have access to Asset Management and Move Management? Only employees assigned to the following roles: Division Role - will have access to all of their departments and will be able to view & edit equipment; and will also be able to request surplus, ELA and equipment/asset moves. Department Role will have access only to their department and will be able to view & edit equipment; and will also be able to request surplus, ELA and equipment/asset moves. February 19,2013 2

3 Move Management Move Management: Request a Surplus Equipment Move This is required to surplus any equipment and assets to the Surplus Warehouse. Departments are responsible for coordinating transportation of equipment to the surplus warehouse. Replaces Inventory Control s Property Movement Request (PMR) Edit a Surplus Equipment Move Capable of making changes to a surplus move, prior to requesting the move. Once a move is requested, no change(s) will be allowed. Examine Surplus Moves - Capable of viewing all surplus moves created. Request an (ELA) Equipment Loan Agreement Move Requesting and completing an ELA move will authorize the individual to remove the equipment from campus. The ELA is valid for one year from the start of the loan date. Replaces the Equipment Loan Agreement (ELA) Examine ELA Moves - Capable of viewing all ELA moves created. Request an Equipment/Asset Move This is required when changing the location of a piece of equipment (building & room number). Replaces PMR Edit an Equipment/Asset Move - Capable of making changes to equipment/asset move, prior to requesting the move. Once a move is requested, no changes will be allowed. Examine Equipment/Asset Moves - Capable of viewing all Equipment/Asset moves created. February 19,2013 3

4 General Information Equipment information (asset number, description, price, etc - same information found in Datawarehouse) will be downloaded from Advantage into Archibus every night. Equipment Move Requests and ELA Move Requests (asset number, building and room number)will be exported from Archibus into Advantage every evening. Surplus Move Request will be processed manually through the Surplus Property Software Program. Each Division will only have access to the equipment belonging to their departments. They will be allowed to view the equipment, assign an employee to equipment, make equipment location moves, ELA moves and surplus equipment moves. Division is allowed to change the custody of an equipment to a departments (within their division). Create a Equipment/Asset Move Request and enter the transfer information in the Description field. Inventory Control will verify with the gaining department. If a Division wants to transfer equipment to a department not in their division, send an to Inventory Control with the transfer information (asset number, gaining department and point of contact). Inventory Control will verify with the gaining department and manually change the department code for the equipment. If gaining department refuses custody, Inventory Control will not make the department change and will notify the originating requestor. Each Department will only have access to the equipment belonging to their department. They will be allowed to view the equipment, assign an employee to equipment, make equipment location moves, ELA moves and surplus equipment moves. If a Department wants to transfer equipment to a another department (within their division), notify their Division and they will create the Equipment/Asset Move Request. If the department is not in their Division, send an to Inventory Control with the transfer information (asset number, gaining department and point of contact). Inventory Control will verify with the gaining department and manually change the department code for the equipment. If gaining department refuses custody, Inventory Control will not make the department change and will notify the originating requestor. Annual Equipment Inventory transition the current annual equipment inventory requirement into the Archibus software. February 19,2013 4

5 Log-in to Web Central Username is your ACE ID. Contact OIT if you do not have one. Password is your ACE ID password. Information about the Data in Web Central. February 19,2013 5

6 After you log-in, decide where to go 1. Move equipment to a different location or move equipment to surplus. (replaces PMR). Taking equipment off campus, create an Equipment Loan Agreement (replaces ELA) 2. Looking for a particular piece of equipment, a department s equipment inventory or the various departments inventory within a division. Assign personnel to a specific piece of equipment. February 19,2013 6

7 Asset Management 1. Select View and Edit Equipment 2. Select View Equipment by Department 3. Select View Equipment by Floor 1. To check a specific piece of equipment and to add limited information, such as Employee Name, Service Contract information, Warranty information or additional comments 2. To check all equipment for a specific division or department (depending on the individual s assigned security role) 3. To check all equipment for a specific division or department assigned to a specific Building and Floor February 19,2013 7

8 View and Edit Equipment Information 2. Enter equipment code, then click the Enter tab or choose from the equipment list to find a specific piece of equipment. 1. Enter equipment code or P.O. number or choose from a specific list, then click Show February 19,2013 8

9 1 - Search for Equipment Code Using Filter 1. Enter equipment code, then click Show February 19,2013 9

10 1a Equipment Code 1. Click on the equipment code or any other field, to see equipment record February 19,

11 1b Equipment Information 1. Add employee name, service contract, warranty and additional comments (as needed). 2. Click Save. HINT: This added information is for the department s use only, it will not be reflected in Advantage February 19,

12 2 - Search for Equipment Code Using Purchase Order 1. Enter purchase order, then click Show February 19,

13 2a Equipment Code to Purchase Order Equipment Code assigned to this purchase order February 19,

14 View Equipment by Department. 1. Select applicable Department HINT: Date Last Inventory From & To is for Inventory Control s Use. February 19,

15 1a Department Equipment List HINT: Refresh clears department(s) and returns to Division level. 1. View equipment list or Click XLS, to export equipment list to Excel. HINT: Only 150 assets numbers will be viewed. HINT: Deleted asset numbers for the current month will be included. They will drop off the following month, February 19,

16 1b Department Equipment List (Excel Format) February 19,

17 2 View Equipment by Department Code 1. Enter Department Code, then click Show February 19,

18 2a View Department Code 1. Click Department February 19,

19 2b View Equipment List 1. View equipment list or Click XLS, to export equipment list to Excel. February 19,

20 View Equipment by Floor HINT: Partial building list 1. Enter Building Code, then click Show 2. Click on 3 dots to show building code list 3. If building is viewed, click applicable floor February 19,

21 1 - View Equipment by Building Code 1. Enter Building Code, then click Show February 19,

22 1a - View Equipment by Building Code & Floor HINT: Ext Exterior indicates any equipment codes located outside of the building (carts, vehicles, ect). 1. Select applicable floor February 19,

23 1b - Equipment by Building Code & Floor HINT: View departments within the division. February 19,

24 1c - Equipment by Building Code & Floor 1. Click XLS, to export equipment list to Excel. February 19,

25 View Equipment by Building Code List 1. Click applicable floor February 19,

26 1 - Equipment by Building Code & Floor 1. View equipment list or click XLS, to export equipment list to Excel. February 19,

27 Move Management 1. Request to Surplus Equipment- request this move to dispose of any surplus equipment and/or assets. Edit a surplus move and view all surplus moves created. 2. Request an ELA Move - request this move to create an Equipment Loan Agreement (ELA). View all ELA(s) created. 3. Request an Equipment/Asset Move request this move to relocate equipment/asset to a different location (bldg and room). Edit an equipment/asset move and view all equipment/asset moves created. February 19,

28 Request to Surplus Equipment HINT: Requirements are the same as the PMR. 1. Enter Project Description. 2. Enter Building Code 3. Enter Department Contact 4. Enter Requested End Date HINT: Click on tab to show calendar or enter the date February 19,

29 1 - Surplus Equipment Move 1. Enter all required information. 2. Click Go to Next Step. February 19,

30 2 Surplus Equipment Move 5. Equipment barcoded asset. 6. Asset non-barcoded items (tables, chairs, etc.) selected. 1. Save saves the move. 2. Request request a move. 3. Cancel cancel a move 4. Report print move report 7. ADD Move add equipment or asset. 8. Edit Multiple - the items selected 9. Delete the item selected 10. Data Transfer exports data to edit, then imports data. (option to be removed) February 19,

31 3 Add Surplus Equipment 1. Click Add Move February 19,

32 4 Add Surplus Equipment 1. Enter all required information. 2. Click Save. HINT: Click to see list of conditions. HINT: Grant account is required for equipment purchased by a grant. HINT: Floor will be EXT for all EXT locations. February 19,

33 5 Surplus Equipment Condition Codes HINT: List of Equipment Conditions Codes. February 19,

34 6 Add Surplus Asset 1. Click Assets tab - to change to asset. 2. Click Add Move to add asset. HINT: Click Add Move to add additional equipment. February 19,

35 7 Add Surplus Asset 1. Enter all required information. 2. Click Save. February 19,

36 8 Add Surplus Asset HINT: Click Equipment or Asset tab to switch between items 1. Click Save, to make future changes. 2. Click Request, to submit the move. 3. Click Cancel, to cancel the move. 4. Click Report, to print surplus move report. HINT: Click Add Move to add additional asset. HINT: Print the Surplus Equipment Move Report to accompany equipment to surplus warehouse. February 19,

37 9 Surplus Equipment Move Report 1. Surplus Equipment Move Report to accompany equipment to the surplus warehouse. February 19,

38 10 to Requestor HINT: Grant equipment $5000 or greater will need to notify OSP February 19,

39 11 to Office of Sponsored Programs (OSP) HINT: Grant equipment $5000 or greater will need to notify OSP February 19,

40 Edit Surplus Equipment Move (Request has been saved) 1. Click applicable field for surplus move to edit February 19,

41 1- Edit Surplus Equipment Move HINT: Click Add Move to add additional equipment or asset. 1. Check box for the applicable item, then click Edit. February 19,

42 2- Edit Surplus Equipment Move 1. Make applicable changes, click Save, then Close. HINT: Close will close screen without saving any information February 19,

43 3- Request Surplus Equipment Move 1. Click Save, to make future changes. 2. Click Request, to submit the move. 3. Click Cancel, to cancel the move. 4. Click Report, to print surplus move report. HINT: Verify change(s) were completed. February 19,

44 Examine Surplus Equipment Move HINT: Search is available through the filter fields. 1. Click applicable field for surplus move to examine. February 19,

45 1 View Surplus Equipment Move 1. View information or click Report to export surplus move to Word. February 19,

46 2 Surplus Equipment Move 1. Click Link to print surplus move. February 19,

47 3 Surplus Equipment Move 1. Surplus Equipment Move Report to accompany equipment surplus warehouse. February 19,

48 Request an Equipment Loan Agreement (ELA) Move 1. Enter Equipment code. 2. Move Description (optional) 2. Enter Borrower s Name 3. Enter Home Address 4. Enter Home Phone 5. Enter Approved By HINT: Use 3 dot option, to view entire list. HINT: ELA is valid for 1 year. February 19,

49 1- ELA Move 1. Enter all required information. 2. Click Request. February 19,

50 2- ELA Move 1. Click Yes to proceed; 2. No to cancel February 19,

51 3- ELA Move 1. Click Report to print ELA report. (Optional for departments) February 19,

52 4- ELA Move 1. Click Link to print ELA report. February 19,

53 5- ELA Move Report HINT: Report is optional. Department may use as needed. HINT: Same requirements as the ELA February 19,

54 6 to Requestor 1. is sent to the requestor, once the ELA has been completed by Inventory Control. February 19,

55 Examine ELA Move 1. Click on any field to view the applicable ELA record. February 19,

56 1 - ELA Move Record 1. Click on Report - to print ELA report. February 19,

57 Request an Equipment/Asset Move 1. Enter Project Description 2. Enter Building Code 3. Enter Department Code February 19,

58 1 - Equipment/Asset Move 1. Enter all required information, then click Go to Next Step. February 19,

59 2 - Equipment/Asset Move 5. Equipment barcoded asset. 6. Asset non-barcoded items (tables, chairs, etc.) selected. 1. Save saves the move. 2. Request request a move. 3. Cancel cancel a move 4. Report print move report (Optional) 7. ADD Move add equipment or asset. 8. Edit Multiple - the items selected 9. Delete the item selected 10. Data Transfer exports data to edit, then imports data. (option to be removed) February 19,

60 3 Add an Equipment 1. Click Add Move February 19,

61 4 Add an Equipment 1. Enter all required information. 2. Click Save. HINT: Close will close screen without saving any information February 19,

62 5 Add an Asset HINT: Change Dept Code; Inventory Control will verify transfer 1. Click Assets tab - to change to asset. 2. Click Add Move to add asset. February 19,

63 6 Add an Asset 1. Enter all required information. 2. Click Save. February 19,

64 7 Add an Asset 1. Click Request to submit the Equipment/asset move. 2. Click Report, to print report (optional for department use) Hint: Click Add Move to add additional assets. February 19,

65 8 Edit an Asset 1. Check box(s) on asset that needs to be edited. 2. Click Edit. February 19,

66 9 Edit an Asset 1. Make changes, click Save, then click Close. February 19,

67 10 Delete an Asset 1. Check box on asset that needs to be deleted. 2. Click Delete. February 19,

68 11 Request an Equipment/Asset Move HINT: There is 1 each Equipment and 2each Assets 1. Click Request to submit the Equipment/asset move. 2. Click Report, to print report (optional for department use) HINT: Click on Equipment or Asset tabs to view each type of items. February 19,

69 12 Print Equipment/Asset Move 1. Click Link, to print report February 19,

70 13 Equipment/Asset Move Report HINT: Report is optional for department. February 19,

71 14 sent to Requestor February 19,

72 Edit Equipment Moves 1. Click on any field to view the applicable Equipment/Asset Move. HINT: Only moves that have been created will be shown. February 19,

73 1 - Edit Equipment Moves 1. Check box for the applicable item, then click Edit. February 19,

74 2 - Edit Equipment Moves 1. Make applicable changes, click Save, then Close. February 19,

75 3 - Edit Equipment Moves 1. Click Save, to make future changes. 2. Click Request, to submit the move. 3. Click Cancel, to cancel the move. February 19,

76 Examine Equipment/Asset Moves 1. Click on any field to view the applicable Equipment/Asset Move. February 19,

77 1 - View Equipment/Asset Moves 1. Click Report to export equipment/asset move to Word. (optional for department) February 19,

78 2 - Equipment/Asset Move 1. Click Link to print equipment/asset move. February 19,

79 3 - Equipment/Asset Move HINT: Report is optional for department. February 19,