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Asset Inventory Certification Document v 1 2 2015-11-06

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Asset Inventory Certification Document v 1 2 2015-11-06

  1. 1. Asset Inventory Certification Document University of California, Irvine Helen Chang, Equipment Manager Marc Guerra, Associate Controller Warren Liang, KFS Manager
  2. 2. 2 Functional Stories Why, how, and the results • What is Asset Inventory Certification Document • Facts about UCI Equipment Management Office • Background • Old Process and New Process • Advantages and Savings • Custodian Feedback • AICD Features • Demonstration
  3. 3. 33 What is Asset Inventory Certification Document?  A document to allow custodians to complete equipment inventory as required by Federal Uniform Guidance and university  A document is automatically spawned to custodian’s action list after fiscal year end closing so that they can certify location (building and room), condition, serial number, and utilization ratio  After custodian completes certification and approves the document (first signature), the document will route to department head for acknowledgement (second signature)
  4. 4. 44 Background – why inventory? BUS-29  Any property identified as not needed should be processed for disposal. In addition, every two years, the head of the custodial department shall review the use of University property in the custody of that department. Any equipment with a fair market value greater than $10,000 which is available for shared use or is temporarily or permanently not needed shall be reported to the Equipment Management Department for inclusion in a list of excess material. This list shall be screened by the Equipment Management Department and the Materiel Management Department against local campus needs prior to being circulated to all campuses for the purpose of utilizing University property to the fullest extent.
  5. 5. 55 UCI Equipment Management  UCI Equipment Management  Size of Equipment Management Office  Campus: 3.5 FTE  Medical Center: 3.5 FTE  Number of assets in the system: Near 20,000 for both Campus and Med Center  Number of custodians: 652
  6. 6. 6 Old Process  Equipment Management annually (July after fiscal year- end) printed paper report and distributed individual pages to custodians of the equipment for inventorial purpose  User could update through legacy Equipment System (EQS) on-line or update on paper report with manual signatures and send it back to Equipment Management for update  The completed paper document was then saved in the master binder for audit  Inventory status was manually tracked and delinquent notification was manually sent out
  7. 7. 7 New Process  Asset Inventory Certification Document is automatically spawned to custodians of asset in July  Custodians may update  Serial number  Building Code  Room  Condition Code  Utilization Ratio  Custodian will certify inventory on-line  The document routes to Custodial Code Reviewer (department head) for acknowledgment and updates the asset table when a custodian submits ACID
  8. 8. 88 Advantages and Savings  Paper reduction  Ability to discover inventory status from the doc search or a report  Multiple custodians may work on inventory  Easy reassignment – Equipment Manager can reassign custodian and reroute the document in the case of turnover  Ability to recreate AICD for missing inventory document  AICD updates asset attributes and inventory date upon document being approved  AICD lets custodians know if there are other CAM documents impacting the same asset  Placed barcode inventory on the back burner
  9. 9. 9 Administration  Custodial code Maintenance  Custodial Code reviewer maintenance  Reviewing status report (auto emailed to Equipment Manager)
  10. 10. 10 How Did We Do?
  11. 11. 1111 Feedback from Custodians  Inventory instruction linked to AICD documents is helpful  It is to very easy to complete  It is convenient to update and save AICD at their own pace  Custodian can generate an EXCEL spreadsheet from ACID and email it to PI for annotation. The annotated report can be scanned and attached to AICD Notes & Attachment  Document can be easily assigned to a different custodian, if the original custodian has left  Custodian can ad hoc ACID  Document can never be lost and can always be retrieved
  12. 12. 12 Feature – Action List
  13. 13. 13 Features - Tabs
  14. 14. 14 Feature – Custodian Tab
  15. 15. 15 Feature – Asset Inventory Tab
  16. 16. 16 Feature – Certification Tab
  17. 17. 17 Feature – EXCEL Snapshot Report
  18. 18. 18 Admin - AICD Recreate Document
  19. 19. 19 Admin – Custodian Maintenance
  20. 20. 2020 Admin - Reassign  After changing custodian in the Custodial Code Table, Asset Manager can reassign the document to a new custodian by clicking reassign
  21. 21. 21 Quick Demo Only if connection works….
  22. 22. 22 Technical Stories What we had to customize… • Custom components • Roles • Batch Process • Document
  23. 23. 2323 Technical Stories – Custom components  Roles  Custodian Role  Custodial Code Reviewer Role  Batch Process  assetInventoryCertificationJob  Maintenance Document  Custodial Code Maintenance Document  Transactional Documents  Asset Inventory Certification Document  Asset Inventory Certification Recreate Document
  24. 24. 24 Custodian Role  Custodian role breaks down CAM Processor into smaller units  UCI was not able to align org codes to granular level as intended by baseline (conflict with Budget Office’s desire to reduce the number of organization codes)  CAM access was changed to custodial code vs. organization code  Concept of Primary Asset Rep and Secondary Asset Reps (custodians)  Primary Asset Rep is a derived role from the custodial code table  Secondary Asset Reps are role members qualified by custodial code Org Code Custodial Code Primary Asset Rep Secondary Asset Rep Secondary Asset Rep Custodial Code Primary Asset Rep
  25. 25. 2525 Custodial Code Reviewer Role  Custodial Code Reviewer acknowledges AICD document  Role is qualified by Custodial Code  At UCI, Custodial Code Reviewer is set up by automated role member request process (Kuali Security Management System) where Asset Manager approves membership
  26. 26. 2626 Batch Process  assetInventoryCertificationStep  Filtering criteria  Capital equipment based on object sub-type code (baseline parameter)  Active assets only (new parameter)  Exception asset type (new parameter)  Exclude retired asset (new parameter)  Asset received up to 6/30 of the calendar year (new parameter)  Batch Process  Submits and routes the document to custodian’s action list  Attaches csv file to each document for snapshot report
  27. 27. 2727 Parameters  Parameters
  28. 28. 2828 AICD Document  Workflow
  29. 29. 2929 AICD Document  Custodian (Primary Asset Rep) can certify and approve the document  Secondary asset rep(s) can change the values and save the document  For a large unit, this will allow multiple custodians to divide up inventory responsibilities  Users may download csv file directly from the AICD document as a snapshot report  Custodians might choose to walk around with the report and take an inventory, and then update AICD with the result  When AICD document is approved inventory date, serial number, building, and room number, condition, and utility ratio are updated
  30. 30. 3030 AICD Custom Search
  31. 31. 31 Management Stories What’s next?
  32. 32. 3232 Certification Process in KFS  With success of AICD rollout, UCI plans to roll out similar type of certification processes  Access control certification  Ledger reconciliation  Payroll certification
  33. 33. 33

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