This document describes the Asset Inventory Certification Document (AICD) process implemented at the University of California, Irvine. The AICD allows custodians to complete annual equipment inventories online as required by regulations. It automates the previous paper-based process. Key benefits include reduced paper use, easy updating and tracking of inventory status, and automatic updating of asset records. Customizations were required to the roles, batch process, and documents to implement the AICD within the university's system. Future plans include implementing similar certification processes in KFS.

1. Asset Inventory
Certification Document
University of California, Irvine
Helen Chang, Equipment Manager
Marc Guerra, Associate Controller
Warren Liang, KFS Manager

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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

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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)

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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.

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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

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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

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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

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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

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Administration
 Custodial code Maintenance
 Custodial Code reviewer maintenance
 Reviewing status report (auto emailed to Equipment Manager)

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How Did We Do?

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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

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Feature – Action List

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Features - Tabs

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Feature – Custodian Tab

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Feature – Asset Inventory Tab

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Feature – Certification Tab

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Feature – EXCEL Snapshot Report

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Admin - AICD Recreate Document

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Admin – Custodian Maintenance

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Admin - Reassign
 After changing custodian in the Custodial Code Table, Asset Manager can reassign the
document to a new custodian by clicking reassign

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Quick Demo
Only if connection works….

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Technical Stories
What we had to customize…
• Custom components
• Roles
• Batch Process
• Document

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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

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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

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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

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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

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Parameters
 Parameters

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AICD Document
 Workflow

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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

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AICD Custom Search

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Management Stories
What’s next?

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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

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