PST125 - Inventory at UF In partnership with


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PST125 - Inventory at UF In partnership with

  1. 1. PST125 - Inventory at UF In partnership with Asset Management Office November 16, 2007
  2. 2. <ul><li>Introduction of instructor </li></ul><ul><li>Materials </li></ul><ul><ul><li>Training guide </li></ul></ul><ul><ul><li>Supplemental materials </li></ul></ul><ul><li>Please turn off </li></ul><ul><ul><li>Electronic devices (cell phones, pagers) </li></ul></ul><ul><ul><li>Instant messenger and email </li></ul></ul><ul><li>Break </li></ul><ul><li>Restrooms </li></ul>Welcome
  3. 3. Today's Agenda <ul><li>Understanding inventory information </li></ul><ul><ul><li>Why do we inventory? </li></ul></ul><ul><ul><li>Inventory information in myUFL </li></ul></ul><ul><li>Conducting inventory </li></ul><ul><ul><li>Campus-wide </li></ul></ul><ul><ul><li>Department level </li></ul></ul><ul><ul><li>Tools for researching assets </li></ul></ul>
  4. 4. Today's Agenda <ul><li>Maintaining inventory </li></ul><ul><ul><li>Status of assets </li></ul></ul><ul><ul><li>Changes in asset information </li></ul></ul><ul><ul><li>How to report changes/updates </li></ul></ul><ul><li>Sustainability </li></ul><ul><ul><li>Surplus property </li></ul></ul><ul><ul><li>Disposition of property </li></ul></ul>
  5. 5. Questions We Will Answer Today <ul><li>What is an asset? </li></ul><ul><li>Where do I get a list of assets purchased by my department? </li></ul><ul><li>Where do I get a list of my department’s buildings and rooms? </li></ul>
  6. 6. Why Inventory at UF? <ul><li>UF maintains inventory to: </li></ul><ul><ul><li>Comply with the responsibility of owning assets </li></ul></ul><ul><ul><li>Protect the university from theft and destruction of property </li></ul></ul><ul><ul><li>Promote conservation of resources </li></ul></ul><ul><ul><li>Account for expenditures </li></ul></ul><ul><ul><li>Measure the net worth and financial condition of the university </li></ul></ul>
  7. 7. Why do Departments Take Inventory? <ul><li>To determine what needs to be purchased and what they already have </li></ul><ul><li>To be able to supply equipment, software and books efficiently to support their missions </li></ul><ul><li>To act in accordance with university-wide inventory </li></ul><ul><li>To fulfill accountability as stewards of UF assets </li></ul>
  8. 8. Section A Inventory Information in myUFL
  9. 9. Inventory in myUFL <ul><li>Inventory files at UF are held in the myUFL system </li></ul><ul><li>This is maintained and updated by the UF Asset Management Office </li></ul><ul><li>Departments </li></ul><ul><ul><li>Make initial entries into myUFL inventory when entering a requisition for purchase </li></ul></ul><ul><ul><li>Conduct inventory </li></ul></ul><ul><ul><li>Submit update forms to the UF Asset Management Office </li></ul></ul>
  10. 10. Assets <ul><li>It is important to understand </li></ul><ul><ul><li>Only assets are considered part of UF inventory </li></ul></ul><ul><ul><li>Initial entries of assets into the myUFL system at the department level affect inventory later </li></ul></ul>
  11. 11. What is an Asset? Equipment <ul><li>Equipment, fixtures, and other tangible personal property </li></ul><ul><ul><li>Non-consumable and non-expendable </li></ul></ul><ul><ul><li>Value or cost of which is $1,000 or more </li></ul></ul><ul><ul><li>Normal expected life of which is 1 year or more </li></ul></ul>
  12. 12. What is an Asset? Bound Books <ul><li>Hardback-covered bound books </li></ul><ul><ul><li>Not circulated to students or the general public </li></ul></ul><ul><ul><li>Value or cost of which is $250 or more </li></ul></ul><ul><ul><li>Private collections </li></ul></ul>
  13. 13. What is an Asset? Artwork <ul><li>Artwork depreciable and non-depreciable </li></ul><ul><ul><li>Purchased by a department (not the Harn Museum or the University Gallery) </li></ul></ul><ul><ul><li>Value or cost of which is $1,000 or more </li></ul></ul><ul><ul><li>Normal expected life of which is one year or more </li></ul></ul>
  14. 14. What is an Asset? Software <ul><li>Individual software licenses </li></ul><ul><ul><li>Cost is $1,000 or more </li></ul></ul><ul><ul><li>Life is one year or more </li></ul></ul><ul><ul><li>Does not have a time-limited license for current or future use (does not require payment or return each year) </li></ul></ul><ul><li>Computer software no longer in service will be removed from the Asset Management tracking system </li></ul>
  15. 15. Calculating the Cost of an Asset <ul><li>Part of the cost of an asset includes: </li></ul><ul><ul><li>Freight </li></ul></ul><ul><ul><li>Installation </li></ul></ul><ul><ul><li>Trade-in value </li></ul></ul><ul><ul><li>Add-values or upgrades </li></ul></ul><ul><ul><li>Cost of asset itself </li></ul></ul>
  16. 16. Calculating the Cost of an Asset <ul><li>Costs that are not part of an asset’s cost: </li></ul><ul><ul><li>Extended warranty </li></ul></ul><ul><ul><li>Repair or replacement cost </li></ul></ul><ul><ul><li>Rent </li></ul></ul><ul><ul><li>Items permanently attached to a building </li></ul></ul>
  17. 17. Example of Calculating the Cost <ul><li>Example </li></ul><ul><ul><li>A computer costs $989.00 </li></ul></ul><ul><ul><li>Cost of freight is $59.00 </li></ul></ul><ul><ul><li>Extended warranty is $60.00 </li></ul></ul><ul><ul><li>Is it considered an asset? </li></ul></ul><ul><li>Answer: </li></ul><ul><ul><li>This computer is considered an asset because freight plus cost > $1000! </li></ul></ul><ul><ul><li>Warranty is not part of the asset cost </li></ul></ul>
  18. 18. Keeping Track of an Asset <ul><li>It is important to understand </li></ul><ul><ul><li>Why an asset has several IDs </li></ul></ul><ul><ul><li>Where they are initially entered in the system </li></ul></ul><ul><li>Recognize that </li></ul><ul><ul><li>IDs help re-identify an asset if it is moved </li></ul></ul><ul><ul><li>Asset IDs can help find the asset in the myUFL system </li></ul></ul>
  19. 19. Keeping Track of an Asset <ul><li>As an asset is purchased, the following information is entered into myUFL: </li></ul><ul><ul><li>Asset ID or Asset tag number (decal) </li></ul></ul><ul><ul><li>Location, such as building and room </li></ul></ul><ul><ul><li>Status of the asset </li></ul></ul><ul><ul><li>Persons who use it and who are responsible for it </li></ul></ul><ul><li>This information becomes part of UF's inventory file </li></ul><ul><li>Let's look at an example </li></ul>
  20. 20. Example – Tracking a Laptop <ul><li>Let’s track a laptop computer as it becomes part of inventory at UF! </li></ul>
  21. 21. Profile ID <ul><li>The Profile ID assigned to the asset displays in the Distribution Information section of a purchasing requisition </li></ul>
  22. 22. Serial ID <ul><li>The Serial ID on the laptop is entered into myUFL in a receipt </li></ul>
  23. 23. Asset ID and Tag ID <ul><li>Asset ID number </li></ul><ul><ul><li>Unique 12-digit number </li></ul></ul><ul><ul><li>Assigned by the myUFL system for each asset </li></ul></ul><ul><li>Tag ID Number </li></ul><ul><ul><li>Unique 12-digit number </li></ul></ul><ul><ul><li>Number on the decal placed on the asset </li></ul></ul><ul><ul><li>For most items purchased on or after July 1, 2004, same as the Asset ID number </li></ul></ul>
  24. 24. After the Invoice is Paid <ul><li>Once invoices are paid for an asset, or donations are received in full </li></ul><ul><ul><li>Assets become UF capitalized assets </li></ul></ul><ul><ul><ul><li>Set up for depreciation </li></ul></ul></ul><ul><ul><ul><li>Moved to ownership funds </li></ul></ul></ul>
  25. 25. What is a Reporting Fund? <ul><li>All assets are transferred from the fund used to purchase the items to a reporting fund </li></ul><ul><li>There are 4 reporting funds: </li></ul><ul><ul><li>Fund 801 </li></ul></ul><ul><ul><ul><li>All UF-owned assets not purchased with contract and grant dollars </li></ul></ul></ul><ul><ul><li>Fund 802 </li></ul></ul><ul><ul><ul><li>All UF-owned assets purchased with contract and grant dollars </li></ul></ul></ul>
  26. 26. What is a Reporting Fund? <ul><li>Reporting funds, continued... </li></ul><ul><ul><li>Fund 891 </li></ul></ul><ul><ul><ul><li>All UF-owned assets not purchased through UF’s accounting system (donations) </li></ul></ul></ul><ul><ul><li>Fund 899 </li></ul></ul><ul><ul><ul><li>For assets not owned by UF, but the university is required to track or inventory </li></ul></ul></ul><ul><ul><ul><li>Special decals </li></ul></ul></ul>
  27. 27. Adding the Decal to the Asset <ul><li>Every asset gets affixed with a UF Decal </li></ul><ul><li>How does an asset get decaled? </li></ul><ul><ul><li>Property staff brings decals to your department or mails them if STAR department </li></ul></ul><ul><ul><ul><li>We’ll talk about STAR in a moment… </li></ul></ul></ul>
  28. 28. Researching Asset Information <ul><li>Once an asset is in the system, updates and changes to an asset must be done by paper form and sent in or e-mailed to the Asset Management Office at </li></ul><ul><li>Research assets in myUFL to </li></ul><ul><ul><li>Help complete paper forms to update asset information </li></ul></ul><ul><ul><li>Complete or assist in the regular inventory process </li></ul></ul>
  29. 29. Researching Asset Information <ul><li>In myUFL, use: </li></ul><ul><ul><li>“ Search for an Asset” page </li></ul></ul><ul><ul><li>“ Basic Add” page </li></ul></ul><ul><li>For the most search options use “Search for an Asset” screen </li></ul><ul><li>For the most extensive information on an asset use the “Basic Add” screen </li></ul>
  30. 30. Search for an Asset Screen <ul><li>Using the “Search for an Asset” screen in myUFL </li></ul><ul><ul><li>Navigate to: Asset Management > Search for an Asset </li></ul></ul>
  31. 31. Search for an Asset Screen
  32. 32. Search for an Asset Screen <ul><li>Research an asset using acquisition information such as: </li></ul><ul><ul><li>Purchase Order ID number </li></ul></ul><ul><ul><li>Receipt ID Number </li></ul></ul><ul><ul><li>Voucher ID number </li></ul></ul><ul><ul><li>ChartField information including Department </li></ul></ul>
  33. 33. Search by Purchase Order ID Search by Purchase Order ID: Pre PeopleSoft PO Does Not Need Unit ID = %PO Number Post PeopleSoft PO Enter Purchasing Unit ID = PO Number
  34. 34. Search by Receipt ID Search by Receipt ID: Pre PeopleSoft Receipt Does Not Need Unit ID = %Receipt Number Post PeopleSoft Receipt Enter Receiving Unit ID = Receipt Number
  35. 35. Search by Voucher ID Search by Voucher ID: Pre PeopleSoft Voucher Does Not Need Unit ID = Voucher Number After PeopleSoft voucher Unit = UFLOR ID = Voucher Number
  36. 36. Search by ChartFields Search by ChartFields: Use the ChartField Search Criteria link.
  37. 37. ChartField Search Criteria ChartField Search Criteria: Enter full 8-digit Department ID. If using Fund Code, remember Reporting funds 801,802, 891 or 899. Enter any other ChartFields needed and click on OK to return to the Search screen.
  38. 38. Search by ChartFields You may use ChartFields in combination with any search fields on this screen.
  39. 39. Search Button Click the Search button.
  40. 40. View the Results of the Search Results display asset by row with IDs and description.
  41. 41. View the Results of the Search Notice the Asset IDs.
  42. 42. View Results of Search Notice the Tag Numbers.
  43. 43. View Results of Search Notice the Serial ID Numbers.
  44. 44. View the Results of the Search Use the Tabs to view more information.
  45. 45. View the Results of the Search Asset Cost Information tab provides Department and Fund code.
  46. 46. View the Results of the Search Notice the fund codes are ownership funds. Do you remember what Fund 801 is?
  47. 47. Download Button To download ALL the asset information, click on the expansion icon first to display ALL the data, then click the download button. NOTE: Hold down the Control key to override popup blockers. The download button can be used to download the information as displayed on this screen into a spreadsheet.
  48. 48. Excel Download What does it mean if the same item is listed more than once?
  49. 49. To Print An Asset <ul><li>Navigate to: Asset Management > Print an Asset </li></ul><ul><li>Enter Tag or Decal Number including “4910XX” Prefix and click Search – for example, “4910AA” </li></ul>
  50. 50. Print an Asset Screen Model Acquisition Date Location Asset ID & Tag Number
  51. 51. Print an Asset Screen Cost Ownership Fund Reporting Fund
  52. 52. Demonstration <ul><li>We’re going to do some exercises in just a moment </li></ul><ul><li>First, watch as I do a demonstration </li></ul><ul><li>Demonstration </li></ul>
  53. 53. Exercises <ul><li>Now we’ll do the exercises </li></ul><ul><li>Go to Page 17 of your handout and follow along with me to start the exercise </li></ul><ul><li>Look on the blue screen on your computer </li></ul><ul><li>Blue Screen </li></ul>
  54. 54. Section B Conducting Inventory
  55. 55. Levels of Inventory <ul><li>Inventory at UF involves several levels: </li></ul><ul><ul><li>University-wide inventory </li></ul></ul><ul><ul><li>Department monitoring of records </li></ul></ul><ul><ul><ul><li>Updates reported to the Asset Management Office and entered by the Property staff </li></ul></ul></ul>
  56. 56. University Responsibility <ul><li>Let’s start with university-wide inventory </li></ul><ul><li>The University President has final responsibility for all capital assets that are in possession of the University </li></ul><ul><li>Inventory is conducted at the University of Florida on an annual basis </li></ul><ul><li>Every capital asset must be inventoried </li></ul>
  57. 57. University-wide Inventory <ul><li>University-wide inventory is taken once each year, starting July 1 st </li></ul><ul><li>Tools used for inventory are: </li></ul><ul><ul><li>Barcode Scanners for Inventory </li></ul></ul><ul><ul><li>Home or Off-Campus Certification Letters </li></ul></ul><ul><ul><li>Book Inventory Letters </li></ul></ul><ul><ul><li>Software Inventory Letters </li></ul></ul><ul><li>Let’s discuss these! </li></ul>
  58. 58. Barcode Scanners for Inventory <ul><li>The campus-wide inventory process includes barcode scanners </li></ul><ul><li>Various times a year the Property Staff visits campus departments with a barcode scanner </li></ul><ul><ul><li>First Pass </li></ul></ul><ul><ul><ul><li>July 1st until approximately October 31st </li></ul></ul></ul><ul><ul><li>Second Pass </li></ul></ul><ul><ul><ul><li>November 1st until March 31st </li></ul></ul></ul>
  59. 59. Barcode Scanners for Inventory <ul><li>Information from scanners uploads to myUFL and updates Asset Management records such as: </li></ul><ul><ul><li>Location </li></ul></ul><ul><ul><ul><li>From scanning decal on door jamb </li></ul></ul></ul><ul><ul><li>Inventory Date </li></ul></ul><ul><ul><ul><li>Automatically generated by the system </li></ul></ul></ul>
  60. 60. Barcode Scanners for Inventory Department Department Collectors/Mobile Computer-Intermec 700c Department
  61. 61. Laptop Example with Scanner <ul><li>Scanner scans the decal on the laptop </li></ul><ul><li>Uploads information in myUFL </li></ul>
  62. 62. Barcodes <ul><li>Let’s take a closer look at barcodes </li></ul><ul><li>The one below is on the asset </li></ul><ul><ul><li>Displays the Tag or Decal ID# </li></ul></ul>
  63. 63. Barcodes <ul><li>This decal is for the room and building </li></ul><ul><ul><li>Will be found on the door jamb </li></ul></ul><ul><ul><li>The myUFL room code starts with “R” </li></ul></ul>Room # or Sector Building # Floor
  64. 64. STAR Program for Departments <ul><li>STAR Program for Departments </li></ul><ul><ul><li>Scanning Targeted Auditable Resources </li></ul></ul><ul><li>Departments interested in participating </li></ul><ul><ul><li>Submit a formal request to the Asset Management Office to be approved by the University Controller </li></ul></ul><ul><li>Benefit </li></ul><ul><ul><li>May scan internally at department’s convenience using scanners assigned to the department! </li></ul></ul>
  65. 65. Departments in STAR Program <ul><li>Departments currently in STAR program </li></ul><ul><ul><li>Vet Med </li></ul></ul><ul><ul><li>Pediatrics </li></ul></ul><ul><ul><li>Pharmacy </li></ul></ul><ul><ul><li>Pharmacology </li></ul></ul><ul><ul><li>Department of Medicine </li></ul></ul><ul><ul><li>and more… </li></ul></ul><ul><li>Yours can participate! </li></ul>
  66. 66. Approval for STAR Program <ul><li>Approval of the request based on the following criteria: </li></ul><ul><ul><li>Department has historically completed their inventory on time </li></ul></ul><ul><ul><li>Department has been proactive in reporting equipment relocations to the Asset Management Office </li></ul></ul><ul><ul><li>Department has staff that is knowledgeable in University procedures for the proper handling of owned capital assets </li></ul></ul>
  67. 67. Approval into STAR Program <ul><li>Approval for STAR program, continued... </li></ul><ul><ul><li>Department submits changes in ownership of assets in a timely manner </li></ul></ul><ul><ul><li>Department has historically safeguarded their equipment against theft or destruction </li></ul></ul><ul><ul><li>Department must have submitted Serial ID numbers for all capital assets </li></ul></ul><ul><li>Contact Asset Management, 392-2556 </li></ul>
  68. 68. Inventory Deadlines <ul><li>Inventory deadlines: </li></ul><ul><ul><li>Deadlines at the University of Florida for inventory completion as set by the Controller’s office are: </li></ul></ul><ul><ul><ul><li>March 31 for Health Center, Campus and IFAS departments </li></ul></ul></ul><ul><ul><ul><li>December 31 for STAR Program members </li></ul></ul></ul><ul><li>Let’s look at how each department runs inventory! </li></ul>
  69. 69. Department Responsibility <ul><li>Conducting inventory at the department level is a specific responsibility assigned to a specific person </li></ul><ul><ul><li>Each department has an “Asset Custodian” or Accountable officer who is held accountable for ALL department assets </li></ul></ul><ul><li>A Department Contact assigned assists the Accountable Officer with inventory </li></ul>
  70. 70. Accountable Officers / Asset Custodians <ul><li>All Accountable Officers must </li></ul><ul><ul><li>Be full-time employees </li></ul></ul><ul><ul><li>Have direct knowledge of the operations of the department </li></ul></ul><ul><ul><li>Are usually a Vice President, Dean, Director, Chairperson or a Designee </li></ul></ul><ul><li>Current listing of department Accountable Officers and Department Contacts http:// </li></ul>
  71. 71. Becoming an Accountable Officer <ul><li>For the Accountable Officer, submit this form to Asset Management Office </li></ul><ul><ul><li>“ Accountable Officer Signature Authorization Form” </li></ul></ul><ul><ul><ul><li> </li></ul></ul></ul><ul><ul><ul><li>Class handout - Appendix B </li></ul></ul></ul>
  72. 74. Becoming a Department Contact <ul><li>For the Department Contact, submit this form </li></ul><ul><ul><li>“ Authorization to Direct Property Mailouts to Department Contact Personnel” </li></ul></ul><ul><ul><ul><li> </li></ul></ul></ul><ul><ul><ul><li>Class handout - Appendix B </li></ul></ul></ul><ul><li>Update these forms to reflect any personnel changes </li></ul>
  73. 77. Accountable Officers in myUFL <ul><li>The Accountable Officer’s name is entered in myUFL when receiving the asset in the “Custodian” field </li></ul>
  74. 78. Change of Accountable Officer <ul><li>Whenever there is a change of custodian, it is suggested that the new custodian take inventory </li></ul><ul><li>Any questions? </li></ul><ul><li>Let’s look at some of the inventory documentation for which an Accountable Officer is responsible </li></ul>
  75. 79. Letters of Certification <ul><li>Accountable Officers complete Letters of Certification for annual inventory of </li></ul><ul><ul><li>Books </li></ul></ul><ul><ul><li>Software </li></ul></ul>
  76. 80. OCO Books Letter <ul><li>“ Annual Inventory of OCO Books” letter </li></ul><ul><ul><li>Delivered to the Accountable Officer (Custodian) and or Department Contact </li></ul></ul><ul><ul><li>At the beginning of each fiscal year </li></ul></ul><ul><li>Accountable Officers must indicate </li></ul><ul><ul><li>“ Y” for &quot;Yes still in service&quot; or </li></ul></ul><ul><ul><li>“ N” for &quot;No longer in service&quot; </li></ul></ul><ul><ul><li>Return letter to the Asset Management Office </li></ul></ul>
  77. 81. OCO Books Letter <ul><li>OCO Books letter, continued... </li></ul><ul><li>Books no longer in service will be removed from the Asset Management tracking system </li></ul><ul><li>Class handout - Appendix B </li></ul>
  78. 83. Software Letter <ul><li>“ Annual Inventory of Computer Software” inventory letter </li></ul><ul><ul><li>Delivered to the Accountable Officer (Custodian) and or Department Contact </li></ul></ul><ul><li>Accountable Officers must indicate </li></ul><ul><ul><li>“ Y” for Yes still in service or </li></ul></ul><ul><ul><li>“ N” for no longer in service and </li></ul></ul><ul><ul><li>Return to Asset Management Office </li></ul></ul><ul><li>Class handout - Appendix B </li></ul>
  79. 85. Inventory Resources and Tools <ul><li>Resources and tools to conduct inventory </li></ul><ul><ul><li>UF STARS Facilities Database </li></ul></ul><ul><ul><li>myUFL Queries </li></ul></ul><ul><li>Let’s start with the UF STARS database </li></ul>
  80. 86. UF STARS Facilities Database <ul><li>Would you like to get a list of all the rooms in your department? </li></ul><ul><li>Use the UF Facilities, Planning, and Construction's Space Tracking and Reporting System - “UF STARS” website </li></ul><ul><ul><li>Keeps track of space UF uses worldwide </li></ul></ul><ul><ul><li>Use to check location, get a list of building and room codes, and find corresponding information </li></ul></ul>
  81. 87. Location, Location, Location <ul><li>This is important because assets are tied to a physical location by buildings and people </li></ul><ul><ul><li>Location code and name </li></ul></ul><ul><ul><ul><li>Building number and room number </li></ul></ul></ul><ul><ul><li>Employee using asset </li></ul></ul><ul><ul><li>Accountable Officer in department </li></ul></ul><ul><li>If any of these change, inventory needs updating </li></ul>
  82. 88. Location, Location, Location Researching an Asset in myUFL
  83. 89. Sign-on Information to UF STARS <ul><li>Contact Jodi Chase in Facilities </li></ul><ul><ul><li>To get your GatorLink accepted as signon </li></ul></ul><ul><ul><li>To answer questions about the UF STARS website or location numbering system </li></ul></ul><ul><ul><li>[email_address] </li></ul></ul><ul><li>Door Decals for locations - not all spaces have a door decal </li></ul><ul><li>Old locations versus PeopleSoft locations </li></ul>
  84. 90. Using UF Stars Sign In Go to
  85. 91. Using UF Stars Click on “Department Reports”
  86. 92. Using UF Stars Enter your Department to get a list of Room Codes.
  87. 93. Using UF Stars Lists ALL room codes and room numbers for your department.
  88. 94. Using UF Stars Location Code R00001157 = Room Number 418
  89. 95. Inventory Resources and Tools <ul><li>Resources and tools to conduct inventory </li></ul><ul><ul><li>UF STARS Facilities Database </li></ul></ul><ul><ul><li>myUFL Queries </li></ul></ul><ul><li>Now let’s look at using queries! </li></ul>
  90. 96. Roles for Query Viewer <ul><li>Use Query Viewer in myUFL to view queries </li></ul><ul><li>Steps for Using Query Viewer: </li></ul><ul><ul><li>Test the following navigation first; several security roles already include access to Query Viewer, so you may already be able to view queries: </li></ul></ul><ul><li>PeopleSoft > Financials PeopleTools > Reporting Tools > Query > Query Viewer </li></ul>
  91. 97. Roles for Query Viewer <ul><li>If this navigation does not give you access to Query Viewer, please request the following roles from your DSA: </li></ul><ul><ul><li>UF_GL_Research_Reporting </li></ul></ul><ul><li> UF_FI_FUNC_User </li></ul><ul><li>View pre-built queries for asset information </li></ul>
  92. 98. Query Viewer <ul><li>Example of some Asset Management Queries: </li></ul><ul><ul><li>UF_AM_ALL_ASSETS_BUILD </li></ul></ul><ul><ul><li>UF_AM_ALL_ASSETS_DEPT_02 </li></ul></ul><ul><ul><li>UF_AM_BUILDING_MISSING (History Table) </li></ul></ul><ul><ul><li>UF_AM_DEPARTMENT_MISSING (History Table) </li></ul></ul>
  93. 99. Using Query Viewer <ul><li>Using Query Viewer </li></ul><ul><li>Navigate to PeopleSoft > Financials PeopleTools </li></ul>
  94. 100. Using Query Viewer <ul><li>Then click on Reporting Tools > Query Viewer </li></ul>
  95. 101. Using Query Viewer <ul><li>Today we will use this query: </li></ul><ul><ul><li>UF_AM_DEPT_MISSING_FY08 </li></ul></ul><ul><li>Click on Run to HTML </li></ul>
  96. 102. Using Query Viewer <ul><li>Enter each prompt </li></ul><ul><li>Asset Category Like uses </li></ul><ul><ul><li>“ F&E” for “Furniture and Equipment” </li></ul></ul><ul><ul><li>“ SOFT” for Software </li></ul></ul><ul><ul><li>&quot;LIVES&quot; for Livestock </li></ul></ul>
  97. 103. Using Query Viewer <ul><li>Asset Category Like uses </li></ul><ul><ul><li>&quot;ARTD&quot; for Art Depreciable </li></ul></ul><ul><ul><li>&quot;ARTN&quot; for Art Non-depreciable </li></ul></ul><ul><ul><li>&quot;LIB&quot; for Library </li></ul></ul>
  98. 104. Using Query Viewer <ul><li>Status will be &quot;I&quot; for In Service </li></ul><ul><li>Department IDs must be entered in the format: 64%, 6460% or 64602002 </li></ul><ul><li>Click on the &quot;View Results&quot; button </li></ul>
  99. 105. Using Query Viewer The Query Results include the Building and Acquisition Date.
  100. 106. Demonstration <ul><li>We’re going to do some exercises in just a moment </li></ul><ul><li>First, watch as I do the demonstration </li></ul><ul><li>Demonstration </li></ul>
  101. 107. Exercises <ul><li>Now we’ll do exercises for using queries </li></ul><ul><li>Look on Page 34 of the Training Guide and follow along with me </li></ul><ul><li>Look at the blue screen on your computer </li></ul><ul><li>Blue Screen </li></ul>
  102. 108. Section C Maintaining Inventory
  103. 109. Updating Asset Information <ul><li>Maintain inventory by properly reporting changes </li></ul><ul><li>to assets to the Asset Management Office </li></ul><ul><li>There are many kinds of changes: </li></ul><ul><ul><li>Add Values </li></ul></ul><ul><ul><li>Location Changes </li></ul></ul><ul><ul><li>Possession Changes </li></ul></ul><ul><ul><li>Description changes or serial number updates </li></ul></ul><ul><ul><li>Miscellaneous changes or identifications such as network addresses for computers </li></ul></ul>
  104. 110. Updating Asset Information <ul><li>Updating Asset Information, continued... </li></ul><ul><ul><li>Disposing of property </li></ul></ul><ul><ul><ul><li>Property becomes surplus </li></ul></ul></ul><ul><ul><ul><li>Cannibalized </li></ul></ul></ul><ul><ul><ul><li>Warehouse pick-ups </li></ul></ul></ul><ul><ul><li>Lost/stolen property </li></ul></ul>
  105. 111. Updating Asset Information <ul><li>All updates are submitted by form to the Asset Management Office </li></ul><ul><ul><li>Go to http:// /forms for all Finance and Accounting Forms </li></ul></ul><ul><ul><li>Go to the section “Asset Management Services” </li></ul></ul><ul><li>Use myUFL to review changes entered by the Asset Management Office </li></ul>
  106. 112. Finding the Correct F&A Form Asset Management Forms
  107. 113. Finding the Correct F&A Form Click on the PDF icon to print it.
  108. 114. Changes to Assets <ul><li>Let’s look at some of the changes that occur </li></ul><ul><li>to an asset and which form to use for each </li></ul><ul><li>change </li></ul>
  109. 115. Changes to Assets Moving Property Between Inventories/ Departments Use: “Report of Transfer of Property” form
  110. 116. Reporting Moved Property <ul><li>Property moved between inventories (departments) must be reported to the Asset Management Office </li></ul><ul><li>To obtain the “Report of Transfer of Property” form go to: http :// and see Appendix B in your handout </li></ul><ul><li>Surveys are mailed to PO Box 115300 or </li></ul><ul><li>faxed to 2-4687 and then followed by the hard </li></ul><ul><li>copy </li></ul>
  111. 117. Report of Transfer of Property This information must be completed.
  112. 118. Report of Transfer of Property
  113. 119. Changes to Assets Moved Property Off-Campus Use: “Off-Campus Property Certification” form
  114. 120. Moving Property Off-Campus <ul><li>A faculty member needs to move a computer out of her office to use at home </li></ul><ul><li>What does an Accountable Officer do? </li></ul>
  115. 121. Property Moved Off-Campus <ul><li>Some items are frequently moved or taken off campus, such as laptops </li></ul><ul><li>These assets require an “Off-Campus Property Certification” form </li></ul><ul><li>Go to http :// </li></ul><ul><li>Please note that when transporting it is not acceptable to &quot;check&quot; laptop computers and other high-theft electronic devices at airports </li></ul>
  116. 122. Off-Campus Property Certification
  117. 123. Off-Campus Property Certification
  118. 124. Changes to Assets Disposition of Assets Use: “Report of Survey” form
  119. 125. Disposition of Assets <ul><li>To dispose of an asset </li></ul><ul><ul><li>Refer to your handout, p.40, for the conditions and terms for disposition of an asset </li></ul></ul><ul><ul><li>Fill out the “Report of Survey” form at </li></ul></ul><ul><ul><li>Check the appropriate reason for disposition and for no longer being accountable for the asset </li></ul></ul>
  120. 126. Report of Survey
  121. 127. Report of Survey
  122. 128. Dispositions on the Survey <ul><li>Dispositions on the Survey form </li></ul><ul><ul><li>Destroyed </li></ul></ul><ul><ul><li>Worn out </li></ul></ul><ul><ul><li>Obsolete </li></ul></ul><ul><ul><li>Operative but unneeded </li></ul></ul><ul><ul><li>Cannibalization </li></ul></ul>
  123. 129. Dispositions on the Survey <ul><li>More Dispositions… </li></ul><ul><ul><li>Return to vendor </li></ul></ul><ul><ul><li>Trade in </li></ul></ul><ul><ul><li>Casualty loss </li></ul></ul><ul><ul><li>Improperly disposed of </li></ul></ul><ul><ul><li>Scrapped </li></ul></ul><ul><ul><li>Abandonment </li></ul></ul><ul><ul><li>Other </li></ul></ul><ul><li>Let’s take a look at Survey status… </li></ul>
  124. 130. Status of Assets <ul><li>The status of assets reported on a Report of Survey form can be viewed for pick-up scheduling at: </li></ul><ul><ul><li> </li></ul></ul><ul><li>Asset Management Office has 14 calendar days from receipt of survey to pick up equipment </li></ul><ul><li>Any UF employee who violates any provision of any rule prescribed pursuant to its authority shall be guilty of a misdemeanor of the second degree, punishable as provided in s. 775.082 or s. 775.083 </li></ul>
  125. 131. Three Important Questions <ul><li>Remember those three questions on the form: </li></ul><ul><ul><li>Is the equipment covered by the equipment maintenance insurance program? </li></ul></ul><ul><ul><li>Does the equipment need to be picked up by UF Warehouse personnel? </li></ul></ul><ul><ul><li>Has the software/data on all electronic devices/media been properly destroyed/wiped? </li></ul></ul>
  126. 132. Software Security <ul><li>Use the university’s Information Technology security manual when disposing of software </li></ul><ul><ul><li>Go to: </li></ul></ul>
  127. 133. Equipment Maintenance Program <ul><li>Current Vendor Thermo Asset Management Office: </li></ul><ul><ul><li>Tami Webb, 372-3265 </li></ul></ul><ul><ul><li>http:// </li></ul></ul><ul><li>Contact information : </li></ul><ul><ul><li>Asset Management, 392-2556 </li></ul></ul>
  128. 134. Refrigerant Removal <ul><li>For refrigerant removal, refer to the Asset Management Office website </li></ul><ul><li>Safe Disposal Requirements </li></ul><ul><ul><li>Under EPA's rule, equipment that is typically dismantled on site before disposal </li></ul></ul><ul><ul><ul><li>Retail food refrigeration </li></ul></ul></ul><ul><ul><ul><li>Cold storage warehouse refrigeration </li></ul></ul></ul><ul><ul><ul><li>Chillers </li></ul></ul></ul><ul><ul><ul><li>Industrial process refrigeration </li></ul></ul></ul><ul><ul><li>Contact Bill Coughlin, EHS for questions </li></ul></ul>
  129. 135. Refrigerant Removal <ul><li>This equipment has to have the refrigerant recovered in accordance with EPA's requirements for servicing </li></ul><ul><ul><li>Contact Dallas Mattox at Mattox Heating and Air </li></ul></ul><ul><ul><ul><li>352-494-1877 </li></ul></ul></ul><ul><ul><li>Print out the “Refrigerant Recovery” form at </li></ul></ul><ul><ul><li>See Appendix B for a copy of this form </li></ul></ul>
  130. 136. Refrigerant Recovery Form
  131. 137. Refrigerant Recovery Form
  132. 138. Changes to Assets Lost or Stolen Property Use: “Report of Survey Lost/Stolen” form
  133. 139. Lost or Stolen Equipment <ul><li>Police Reports are required for thefts and requested for lost electronics such as laptop computers </li></ul><ul><li>Complete a “Report of Survey – Lost/Stolen” form </li></ul><ul><ul><li> </li></ul></ul><ul><li>Send both reports to Asset Management Office </li></ul>
  134. 140. Lost or Stolen Equipment <ul><li>If you are traveling and a theft occurs </li></ul><ul><ul><li>Report to local law enforcement </li></ul></ul><ul><ul><li>Obtain a case number </li></ul></ul><ul><li>Upon return to the university </li></ul><ul><ul><li>Report the case number to UPD </li></ul></ul><ul><ul><li>Send a copy of the report to the Asset Management Office along with the Report of Survey Form </li></ul></ul><ul><li>Lost and Stolen dispositions are reviewed by the Property Survey Board </li></ul><ul><li>See Appendix B for a copy of this form </li></ul>
  135. 141. Report of Survey – Lost/Stolen Form
  136. 142. Report of Survey – Lost/Stolen Form
  137. 143. Location Change <ul><li>Asset Management Office provides a web form to submit location changes: </li></ul><ul><ul><li> </li></ul></ul><ul><ul><li>Or contact the Asset Management Office at </li></ul></ul><ul><ul><li> </li></ul></ul>
  138. 144. Web Form for Moved Property
  139. 145. Web Form for Moved Property
  140. 146. Summary <ul><li>Use myUFL to research an asset or complete the following forms: </li></ul><ul><ul><li>“ Off-Campus Property Certification” form </li></ul></ul><ul><ul><li>“ Report of Survey” form </li></ul></ul><ul><ul><li>“ Report of Survey Lost/Stolen” form </li></ul></ul><ul><ul><li>“ Report of Transfer of Property” form </li></ul></ul>
  141. 147. Completing Forms <ul><li>It is important that these forms be completed accurately and completely </li></ul><ul><li>Use the myUFL system to help complete the forms </li></ul><ul><li>For the most extensive information on an asset use the Basic Add screen </li></ul><ul><li>Let’s take a look! </li></ul>
  142. 148. Basic Add Screen Inquiry <ul><li>Role needed for access to the Basic Add screen for inquiry </li></ul><ul><ul><li>UF_AM_Inquiry </li></ul></ul>
  143. 149. Basic Add Screen Inquiry Asset Management > Owned Assets > Basic Add
  144. 150. Basic Add Screen Inquiry Use the wildcard % to enter part of an ID number.
  145. 151. Basic Add Screen Inquiry Click on the link of the asset to view its information in the system.
  146. 152. Basic Add Screen Inquiry Asset Information includes Asset Status.
  147. 153. Basic Add Screen Inquiry <ul><li>Use the tabs to view all the information on this asset – Asset Acquisition Detail displays </li></ul><ul><li>Amounts </li></ul><ul><li>Category and </li></ul><ul><li>Asset is capitalized? </li></ul>
  148. 154. Basic Add Screen Inquiry <ul><li>Location/Comments/Attributes tab displays: </li></ul><ul><li>Inventory Date </li></ul><ul><li>Location </li></ul><ul><li>Physical Attributes </li></ul>
  149. 155. Basic Add Screen Inquiry <ul><li>Custodian/License/Manufacturer tab displays: </li></ul><ul><li>Who is using the item </li></ul><ul><li>Manufacturer </li></ul><ul><li>License Information </li></ul><ul><li>Custodian Information </li></ul>
  150. 156. Demonstration <ul><li>We’re going to do some exercises in just a moment </li></ul><ul><li>First, watch as I do the demonstration </li></ul><ul><li>Demonstration </li></ul>
  151. 157. Exercises <ul><li>Now we’ll do the exercises </li></ul><ul><li>Look on Page 47 of your handout and follow along with me </li></ul><ul><li>Look on the blue screen on your computer </li></ul><ul><li>Blue Screen </li></ul>
  152. 158. Section D Sustainability
  153. 159. Sustainability <ul><li>What is sustainability? </li></ul><ul><ul><li>Being aware that our use of resources affects our future and the future of our environment </li></ul></ul><ul><ul><li>The University of Florida promotes efforts in sustainability </li></ul></ul><ul><li>In conjunction with the university’s sustainability efforts, recycle and re-use! </li></ul>
  154. 160. Surplus Property <ul><li>Departments that no longer need or use property </li></ul><ul><ul><li>Can designate it as “surplus” </li></ul></ul><ul><ul><li>Transfer it to the UF Property Warehouse to make this property available to other departments </li></ul></ul><ul><ul><li>Join the CCC (Campus Computer Coordinators) listserv - postings of equipment available for use by other departments </li></ul></ul><ul><li>By working together, we can all contribute to the University’s sustainability goals! </li></ul>
  155. 161. Use Surplus Property! <ul><li>Check the list of surplus property at UF before purchasing new equipment </li></ul><ul><ul><li> </li></ul></ul>
  156. 162. Obtaining Surplus Property <ul><li>All working surplus equipment entering the UF </li></ul><ul><li>Surplus Property Warehouse </li></ul><ul><ul><li>Held and viewable at the warehouse </li></ul></ul><ul><ul><li>For a 14-day period including non-profit donations </li></ul></ul><ul><ul><li>Then will be posted for auction or other disposition </li></ul></ul><ul><li>To claim or hold an item, email [email_address] </li></ul><ul><li>Then visit the warehouse to see item </li></ul><ul><ul><li>On Radio Road behind University Motor Pool </li></ul></ul>
  157. 163. UF Warehouse Surplus Property List
  158. 164. Auctions <ul><li>Anyone can purchase surplus equipment at auctions as well </li></ul><ul><ul><li>http:// or </li></ul></ul><ul><li>Recycling </li></ul>
  159. 165. Federal Warehouse in Starke <ul><li>A department may also acquire items through the Federal Surplus Division </li></ul><ul><ul><li>A nominal service charge is applied to cover handling costs and that is all you pay! </li></ul></ul><ul><ul><li>View information about the Starke Surplus Warehouse and a list of available equipment </li></ul></ul><ul><ul><ul><li>http:// /am/surplus/federal/ </li></ul></ul></ul>
  160. 166. Federal Warehouse in Starke
  161. 167. Federal Warehouse in Starke <ul><li>Requests from Dean, Director or Department Chair for Starke Warehouse </li></ul><ul><ul><li>Letter to Mildred Stroud or Amanda Jobes in the Asset Management Office </li></ul></ul><ul><li>Information required for request </li></ul><ul><ul><li>Name of person(s) going to the warehouse </li></ul></ul><ul><ul><li>UFID of person(s) going to the warehouse </li></ul></ul><ul><li>Letters will be processed and sent to department </li></ul>
  162. 168. Demonstration <ul><li>We’re going to do some exercises in just a moment </li></ul><ul><li>First, watch as I do the demonstration </li></ul><ul><li>Demonstration </li></ul>
  163. 169. Exercises <ul><li>Now we’ll do the exercises </li></ul><ul><li>Refer to Page 54 of your Training Guide and follow along with me </li></ul><ul><li>Look on the blue screen on your computer </li></ul><ul><li>Blue Screen </li></ul>
  164. 170. Questions <ul><li>Question time </li></ul><ul><ul><li>What are your questions today? </li></ul></ul>
  165. 171. Additional Resources <ul><li>UF Asset Management Office </li></ul><ul><ul><li>392-2556 </li></ul></ul><ul><li>Asset Management Office website </li></ul><ul><ul><li>http :// </li></ul></ul><ul><li>Subscribe to UF-Property-L listserv </li></ul><ul><ul><li>UF Help Desk </li></ul></ul><ul><ul><ul><li>392-HELP </li></ul></ul></ul>
  166. 172. New Resource <ul><li>myUFL Toolkits </li></ul><ul><ul><li>Web Simulations </li></ul></ul><ul><ul><li>Instruction Guides </li></ul></ul><ul><ul><li>Security Roles </li></ul></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>Contact Information </li></ul></ul><ul><ul><li>Other Helpful Information </li></ul></ul><ul><li>Go to: </li></ul><ul><ul><li> </li></ul></ul>
  167. 173. Department Visits Are Available <ul><li>Finance & Accounting can cover: </li></ul><ul><ul><li>Purchasing </li></ul></ul><ul><ul><li>PCard </li></ul></ul><ul><ul><li>Vouchers </li></ul></ul><ul><ul><li>Corrections </li></ul></ul><ul><ul><li>Travel </li></ul></ul><ul><ul><li>Payroll </li></ul></ul><ul><ul><li>Tax Service </li></ul></ul><ul><ul><li>Deposits </li></ul></ul><ul><ul><li>Any other areas with questions </li></ul></ul><ul><li>Please contact: </li></ul>Brenda Harrell 392-1321 x627 [email_address]
  168. 174. Thank You! <ul><li>Evaluations </li></ul><ul><ul><li>Help UF by helping us improve this class! We appreciate your feedback </li></ul></ul><ul><ul><ul><li>Evaluations at the bottom of the blue screen! </li></ul></ul></ul><ul><li>Thank you for attending! </li></ul>