2015 Biennial Capital Physical Inventory Mobile Asset Tracking Kick-Off Meeting

2015 Biennial Capital Physical Inventory Mobile Asset Tracking Kick-Off Meeting

PURPOSE OF INVENTORY- EXTERNAL State of Arizona Requirements Each agency must annually perform a physical inventory of its capital assets to ensure that adequate care is being used in the control and accountability of State resources (State of Arizona Accounting Manual, Section II-G-1, Page 29) Authority: A.R.S. 35-131 Federal Requirements Periodic physical inventory of all Government Property Title 48 Code of Federal Regulations (CFR) Part 45

PURPOSE OF INVENTORY - INTERNAL Maintain Accurate Financial Records Depreciation ($ 116,781,000) University Capital Assets ($1,780,911,000) Equipment Audits Maintain Tagged Status of Assets Tracking System (current inventoriable assets 15,088) Disposal Reasons Surplus Trade-Ins

2015 INVENTORY TIMELINE February 2 nd - April 24 th Departments conduct Capital Physical Inventory April 24 th Mobile Asset Tracking (MAT) scanners along with the Inventory Certification Statement (ICS) must be submitted to Property Management February - July Property Management inputs submitted changes into UAccess Financials June July Property Management conducts limited on-site verification of equipment and accuracy of recorded UAccess Financials information

WHAT IS CONSIDERED CAPITAL EQUIPMENT? Equipment must meet all of the following criteria to be considered capital equipment: Acquisition cost of $5,000 or more, Useful Life greater than one year, Free Standing, Movable or Portable, Complete in Itself, and Will not lose Identity when affixed to or installed in another asset Note: Sponsor Titled non-capital equipment (acquisition cost between $1000-$4999) will be inventoried as well.

INVENTORIABLE ASSETS University Titled capital assets A-tags D-tags Federal / Sponsor Titled assets S-tags Some A-tags and N-tags

NEW S-TAGS New tagging convention for all Federal / Sponsor Titled assets Both capital and non-capital non-ua owned assets will now have orange S-tags An envelope with S-tags is included in your inventory resource folder along with a spreadsheet listing the old tag and new tag Old tags must be removed and replaced with the new S- tags during inventory These assets will be subject to validation at the end of inventory

INVENTORY RESOURCE FOLDER Left Side: Inventory Distribution Memo Contact Sheet Request for Authorization to Dispose of Property (RADP) form Off-Campus form Right Side: ICS Copy of MAT User Agreement S-tags* Inventory Process Procedures Inventory FAQs Sponsored Projects FAQs Return Envelope *Only departments with Federal or Sponsor Titled assets will have S-tags

UA BARCODE SCANNING

MOBILE ASSET TRACKING DEVELOPMENT MAT Application and Titan developed In-House by UA Financial Services Office ITS/Financial Application Support Team (FAST) Mobile Asset Tracking (MAT) device is used to scan University assets Purpose: to keep track of inventory in a timely manner Device is used to scan assets which are then uploaded to an online application referred to as Titan Application output can be batched into UAccess Financials by Property Management 10

MULTIPLE DEPARTMENTS Asset Custodians Responsible for Multiple Departments: Scanners are now assigned to the Asset Custodian instead of to a single Department Asset Custodians can now see ALL their assets at once in Titan You are able to scan ALL of your assets on one scanner and they will upload correctly in Titan

MAT SCANNERS: LET S GET STARTED Home Screen On Switch Menu Button

POWER BUTTON Some scanners have the older version of Linea-Pro (scanning system) with the power button that does not line up with the ipod Touch To power on an older device with dead battery, the top portion of the Linea-Pro scanner must be removed to reach the power button Scanners must be kept charged at all times To use the scanner, press the menu button

GETTING STARTED Input Four digit pin - 3220

DEVICE SETTINGS AirWatch Application must be running in background at all times! Pushes updates to scanning device Locates device if lost or misplaced Internet connection is required When logging into MAT application When uploading to Titan Note: internet is not required while scanning

DEVICE SETTINGS Please DO NOT change settings on the ipod scanners or Download anything extra Brightness settings are OK to change if you are having problems viewing the screen ipod scanner should be used for the purpose of Inventory Tracking only!

APPLICATION PREVIEW Barcode (MAT) Application

LOG INTO MAT APP Scanners are assigned to Asset Custodians, so only they can log in using NetID & password

CHOOSE DEPARTMENT MAT App opens to Departments screen Shows all departments Asset Custodian responsible for Select Department by tapping it on screen Department Number Department Name

ASSETS SCREEN Shows all assets in selected department All capital assets All non-capital federal/sponsor titled assets Required only to scan assets displayed on scanner Asset Description Room Building Name Change Location

CHANGE LOCATION You MUST select Change Location to set current location before scanning It is critical that you select the appropriate location prior to scanning an asset Building Name Building Number Change Location Building Address Room Number

CHANGE LOCATION Click Change Location, which will open up the Buildings Screen. Select the correct building, which will open the Rooms Screen and select the correct room. You can Search by Building Number or Name using the search feature If a building or room is missing from the list, first try to refresh the list by pulling down on the list of building while connected to UA Wi-Fi If a building or room is STILL missing from the list OR listed when it should not be, please enter a support request (Support request) to have the list updated

SEARCH FEATURE Pull down the search feature by touching the screen and sliding it down to open the Search Bar. Search for Assets, Building, or Rooms Search by partial information, like part of a description, model, or serial number. Close search feature by hitting Cancel.

BARCODE SCANNING Barcode Laser *DO NOT Stare into Beam* Scan Button

SCANNING Assets Screen Start scanning Property Tags Successfully scanned tags will beep and will appear next to it like example shown Scanned Asset Problems scanning a barcode or asset does not have a tag? Contact Kelsey Haight 626-5592 kjhaight@email.arizona.edu Note: after a scan is uploaded the same asset cannot be scanned and uploaded again until the next day.

SCANNING SITUATIONS Responsible for Multiple Departments If scan asset for different department not currently selected, information will appear on asset listing for department asset is assigned to Verify asset scanned by going back to Department screen and selecting appropriate department to view asset Not Responsible for a Department If scan asset for department not responsible for, you won t see acknowledgement but device will still beep When you upload to Titan, asset will be updated and the owning department will see it has been scanned Titan will show NetID of person who uploaded the asset scan

ASSIGN OR CHANGE BLDG/ROOM FOR ON CAMPUS ASSET Building and Room Number are selected prior to scanning assets If need changing after asset is scanned, click on the Asset This will bring up the Asset Details screen Only three areas you can change are Building, Room or Comments

ASSIGN OR CHANGE BLDG/ROOM FOR ON CAMPUS ASSET Click to go back to Assets Screen Select to Edit Building Select to Edit Building Optional

ASSIGN OR CHANGE BLDG/ROOM FOR OFF CAMPUS ASSET Off Campus assets can be scanned using the scanning device but the Off Campus information cannot be modified on the scanner Add Off Campus or the address to the Comments field for the asset Comments will upload to Titan along with asset scan Department Custodians must complete the Off Campus information for an asset in Titan by modifying the asset (which will be described later)

COMMENTS Click to go back to Assets Screen Tap here to enter comment

UPLOADING ASSETS TO TITAN DO NOT LOG OUT OF MAT APPLICATION ON SCANNING DEVICE BEFORE UPLOADING! If you log out of MAT App before uploading, all scanned data on device from the session will be deleted To upload assets to Titan return to the Departments screen Select Upload button Device will prompt user to swipe their CatCard through slot on the back of device Upload button Should see message Scan Load Completed

UPLOADING We recommend uploading to Titan frequently This is your Save button The larger the upload the longer the upload will take This allows Property Management to upload the updated assets from Titan into UAccess Financials Once the data flows back through to Titan (1-2 days), scanned/modified assets will be removed from the scanning device

TITAN APPLICATION https://titan.fso.arizona.edu/ Use Chrome web browser Titan Dashboard Click Barcode (MAT) For those of you who have not requested access, you MUST do so in order to get into the Barcode (MAT) application.

MAT HOME PAGE Mobile Asset Tracking (MAT) Home Page

Search/Filter MAT HOME PAGE Asset List View Asset Detail View

FILTER SIDE BAR Default Asset List Any assets not scanned as of 01/25/2015 Which would be all inventoriable* assets Only assets for your department(s) will appear Search Function Very robust! Can search by a word or even part of a word Filters Many filters to narrow down your asset list to be more manageable Displays assets with pending scans that have been uploaded into Titan, but not yet updated in UAccess Financials Search criteria can be entered into one or more fields to narrow the results By default, only assets that need to be inventoried* will appear. Change this date range to see all assets (including assets that have been updated and no longer appear on the default list). Displays assets that have not been scanned Selecting Clear Filters will remove the filters and will display all assets that have not yet been scanned or have been scanned/modified but not uploaded to UAccess Financials.

DATA FLOW PROCESS Assets scanned on MAT device or assets modified in Titan Scanned assets uploaded to Titan Property Management uploads scanned / modified assets to UAccess Financials After 1-2 business days, assets no longer highlighted or appear on Default Asset List Scanned or modified assets will be highlighted in Titan Scanned = Green Modified = Orange Assets not scanned or modified will appear without any highlighted color

HIGHLIGHTING IN MAT Scanned assets will turn Green Modified assets in Titan will turn Orange Selecting an asset will highlight Blue

ASSET LIST VS ASSET DETAIL VIEW Click to sort a field Asset List View Limited asset information Only the essentials Dept IU Tag # Status Building Room Owner Can sort any column

ASSET LIST VS ASSET DETAIL VIEW Asset Detail View Detailed asset information Extra fields Asset # Description Manufacturer Model # Serial # Off-Campus information Notes / Comments Scans To open, select asset in Asset List View

PENDING SCANS & COMMENTS Pending Scans Seen in Asset Detail View Shows ALL scans Bldg User s NetID Date Comments Seen in Asset Detail View and on the MAT scanners Shows ALL comments Use to request a new Property Tag, note an off campus address, etc. Building Number NetID of user that uploaded scan Press Enter on keyboard or click the Checkmark to add comment Date scan was uploaded

MODIFY ASSETS IN TITAN Certain information can ONLY be modified in Titan Manufacturer Model # Serial # Off Campus information Inventory Unit (IU) Exception Reason Select asset Click Modify Selected Then click Modify Selected to bring up the modify screen. Select desired asset. This will reveal the Modify Selected button.

MODIFY SCREEN Cancel changes or return to asset list. Right side allows asset information to be modified. Left side shows current asset information. In order for changes to be submitted, you must click Modify Asset You will then see an Asset Updated message Information that needs to be removed/ deleted must be replaced with a dash symbol ( - ). If the field is just left blank, the original information will be repopulated. Then click Cancel to return to the asset list Click to modify asset.

OFF CAMPUS CHANGES Only needs to be filled out if the asset is Off Campus Fill in all applicable fields Some Off Campus buildings are owned or leased by UofA and have a building code Check Real Estate Admin s website http://www.space.arizona.edu/buildings/b uilding-info.shtm

EXCEPTION REASONS Exception reasons must be given if an asset cannot be located Supporting documentation must also be sent to Property Management for each asset with an exception reason listed

EXPORTING IN TITAN Click Export Table As to download a list of your assets Choose from CSV (spreadsheet) or PDF If any filters or sort functionality are being used, only that data will be exported Click to Export Choose a file type

MAT SUPPORT REQUEST If you have questions, need help or something is wrong with the scanners, submit a MAT Support Request Go to http://www.fso.arizona.edu/capitalfinance/inventory/support Please make sure to fill in all the appropriate fields and be as descriptive as possible Someone will contact you within 48 hours to resolve your issue. If something is urgent you can call our FSO-IT at 520-626-3072

SUBMISSION OF INVENTORY Please Notify Property Management when Inventory is complete Each department MUST SUBMIT each of the following: Signed Inventory Certification Statement Any Back-up and completed Forms RADP form, Surplus, Off campus location, etc. Deadline: Friday, April 24 th, 2015

APPRECIATION LUNCHES Requirements Attend Kick-Off Meeting Turn in Inventory Reports by Deadline Pass Validation Provide Signed ICS Give Necessary back-up on Exception Assets

APPRECIATION LUNCHES Who get Incentives? First 5 Departments in each Category that Meet Requirements 5 People per Department Categories 1. >176 Assets 20 Departments 2. 56-175 Assets 48 Departments 3. 21-55 Assets 40 Departments 4. 9-20 Assets 53 Departments 5. 4-8 Assets 43 Departments 6. 1-3 Assets 102 Departments

UA TITLED AND SPONSOR TITLED ASSETS Both University and Sponsor titled assets are included in the biennial inventory A-110 - A physical inventory of equipment shall be taken and the results reconciled with the equipment records at least once every two years. Uniform Guidance A physical inventory of the property must be taken and the results reconciled with the property records at least once every two years. FAR 52.245-1 - The Contractor shall periodically perform, record, and disclose physical inventory results.

EQUIPMENT PURCHASED ON SPONSORED ACCOUNTS The University Property System is regularly audited to ensure compliance, control, and management of state, University, and Federally funded equipment Biennial audit by Office of Naval Research (ONR) Annual by the Office of the Arizona Auditor General - Financial Statement Audit Annual audit of federal grant and contract transactions by the Office of the Arizona Auditor General Sponsor Audit

FEDERALLY TITLED ASSETS AND THE ONR AUDIT The ONR audit is performed to determine whether or not the University Property System is compliant as required by FAR 52.245-1(f)(3) If the UA Property System is deemed unsatisfactory, the University will NOT maintain eligibility to receive government funding for the acquisition of equipment In other words, the University will lose a significant amount of Federal funding if the system is found to be unsatisfactory

PHYSICAL INSPECTION The ONR audit involves physical inspection and verification of the accuracy and completeness of University property records Auditors will check for the following: Physical existence of equipment Equipment is in use and functional The off-campus form is complete for off campus equipment University records match the property tag number, serial number, model number, location and manufacturer to the asset and its location Federal property has a Property of the Federal Government label and UA Property does not

UA TITLED ASSETS PURCHASED ON SPONSORED ACCOUNTS Even when title vests with the University, we still have an obligation to adhere to award property provisions, i.e. A-110, FDP, PHS Grant Policy Statement, FAR Property is properly identified Hierarchy for use is adhered to Disposition is requested when needed Sales/Surplus is appropriate Assets meet transfer eligibility

INVENTORY OF FEDERALLY FUNDED ASSETS While you are performing your inventory, think about the ONR audit If a UA Funded/Titled asset has a Property of Federal Government label, remove it If a Federally titled item is no longer in use or broken, contact SPS Property so disposition instructions can be requested If an asset has been delivered to the sponsor, send the shipping documents to the SPS Property Manager so it can be removed from inventory If we can resolve potential issues now, the audit will go smoothly

FINAL THOUGHTS Information and Materials discussed at this meeting can be found on FSO Capital Finance Website and on Titan: http://www.fso.arizona.edu/capital-finance https://titan.fso.arizona.edu/dashboard/ Please feel free to contact any of the Property Management team members or Sponsored Property members. We are here to HELP you!!!

PROPERTY MANAGEMENT TRAINING The next Property Management Training session will be held on Tuesday February 24 th, 2015 at 2:00 pm in University Services Building Room 214. Please visit the UAccess Learning website and register for this class using the Class Code UA1023-2.

QUESTIONS?