MAGIC PROJECT
WORKSHOP AGENDA
P
ROJECTI
DENTIFICATIONProject Name CPI/Project Number Project Type (CBI, Implementation, CSS, Upgrade, Internal, other)
MAGIC Implementation
Customer Name Customer Number Planned Start/Finish
State of Mississippi 600260
SAP Customer Partner Project Sponsor Program Manager
SAP Project Director Customer Project Director Partner Project Manager
Bill Bevil Becky Thompson
W
ORKSHOPD
ESCRIPTIONWorkshop Name
MAGIC Blueprinting Session - FIN_FA_03 Fixed Asset Inventory Process
Workshop Purpose / Focus
Date Time Location
January 20, 2012 8:30-12:30 Woolfolk Building, Room 145
W
ORKSHOPP
ARTICIPANTSFacilitators Scribe
Zacharias Ang/ Tricia Harmout Kay Martin
Invitees Alison Brown Angie Moak Ann White Bettye Rimmer Beverly Hinson Billy Beard Billy Thompson Bob Lowery Brenda Benson Krisit Mullen Lance Fulcher Leah Chittom Lena Patterson Logan Litchliter Mandy Grahm Margaret Jordan Mark Valentine Marsha Mallette
W
ORKSHOPP
ARTICIPANTS Carlos Galloway Carol Allgood Carol Wilson Catherine Willis Cheryl Mowdy Cille Litchfield Curtis Jones Darryl Burse David Johnson Diane Langham Dianne Hackett Donna McFarland Donna Smith Frances Davis Gina Eady Glenn Kornbrek Greg Hoggart Guy Martin Herbert Scott Jack Ladhur Jackie Robinson Jackie Turner James A Hart Janet Lee Janice Begin Jeanna Stafford Jeff Sanders Jessica Morris Jim Hurst Joey Roberts John Carroll John Cunningham John McGahey Johnny Nelson Jon Sanford Josh Tillman Judy Henly Kay Martin Mary Bourdine MDOT Project Melissa Womack Michael Martin Mike Palvaski Mike Swofford Milo Crabtree Nancy Jennings Preston Ware Rene Montes Retha Gregory Robbie Coleman Ron Loggans Ross Campbell Sarah Prewitt Scott Rhodes Sharetha Batts Shauna White Shelley Walker Stan Evans Stephen Smith Steven Sills Sue Jones Tamara Hillary Tamara Rankin Teresa Hayes Terrance Jones Terry Heinze Tessa Turner Tom McDonald Tommy Browning Tricia Harmount Valerie Hill Vamshi Cheraku Wayne Crandford Wayne Liu Wendy Floyd Willie McAfeeW
ORKSHOPP
ARTICIPANTS Kelvin McCree Kenneth Dixon Kenya Gardner Yolanda Tillman Zach AngW
ORKSHOPA
GENDATime Agenda Item Presenter/Facilitator
15 min Introduction and BOS slides Tricia Harmount 45 min Introduction to Asset Classes Zach Ang 30 min Review Asset Numbering Convention Zach Ang 15 min Break
30 min Asset Reporting Zach Ang
45 min Asset Reporting Demo Zach Ang
30 min Inventory Zach Ang
15 min Wrap Up Zach Ang
A
CTIONI
TEMS From previous workshopsAction Item Assigned to… Due Date
P
RELIMINARYP
ROCESSI
NFORMATIONW
ORKSHOP DOCUMENTATIONA
TTACHMENTSDepartment of Finance and Administration
Office of the Mississippi Management and Reporting System
Workshop Presentation – FIN-FA 03
Asset Reporting & Inventory
1. Workshop Ground Rules
2. Workshop Guiding Principles
3. Workshop Objectives
4. Workshop Agenda in Detail
5. Workshop Roles
6. Workshop Content
7. Workshop Wrap-up
•
All participants should be familiar with the requirements and the
topics to be covered;
•
The workshop scribe is responsible for documenting the parking lot
issues and follow up questions;
•
The workshop facilitators are responsible for keeping the discussion
centered on the topic being discussed. If an issue is determined
that cannot be resolved during the workshop, the facilitator will
note the issue for future resolution and enter it into the workshop
output document; and
•
Parking of discussion item if the required knowledge is not in the
room.
Workshop Guiding Principles
Workshop
Participant
–
Demonstrate how requirements are met
using Standard SAP functionality
–
Utilize standard SAP functionality (80/20
rule)
–
Avoid the “what won’t work” mindset
–
Be attentive and open minded
–
Explore questions and answers
–
Encourage input from other participants
–
Refrain from absolutes and mandates
–
Focus on current issue being discussed
–
Avoid “war stories”
–
Manage cell phone, pagers &
interruptions
–
Keep the conversations to one at a time
Essential to dos:
•
Review Business Process Model
•Update/Create process Flow
Diagrams
•
WS Output Documents
•Identify RICEFW Objects
•
Document process
changes/implications
•
Solution Manager:
Workshop Objectives
Review asset classes and numbering convention
Review standard delivered reports
Workshop Agenda
Date
Topics
Deliverables
Team
Financials
January 20, 2012
1.
Review Asset Classes
2.
Review Asset Numbering Convention
3.
Review Standard SAP Asset Reports
4.
Review Physical Inventory Process
5.
Wrap - Up
Blueprint Workshop - Roles
SAP Facilitator
Zacharias Ang
Customer Facilitator
Tricia Harmount
Scribe
Kay Martin
OCM
Joshua Tillman
Business Area, Fund, Functional Area
Fund
The Fund has the same meaning as the SAAS Fund
New fund numbers will be assigned by funding sources
The field is 10 digits and the appropriation number will be linked
Functional Area
The Functional Area contains the Appropriation Unit & future use is Program Budgeting
The field length is a maximum of 16 digits and will consist of AU (4)/ Program (8)/
Activity (4)
Business Area
The Business Area will be used for the Agency Number
The field is 4 digits and new numbers will be assigned
General Ledger Account, Cost Center
General Ledger Account
General Ledger (G/L) accounts will include Assets, Liabilities, Fund Balance,
Revenue and Expenditure
The field is 8 digits and the Major Object Code will be built into the number
Cost Center
The Cost Center represents a division or area within an agency for recording and
reporting budgets, revenues and expenditures
The field is 10 digits and may be set up as Agency/Bureau/Agency Discretion
Project & WBS Element, Internal Order
Projects
Projects are made up of Work Breakdown Structure (WBS) Elements- 24 digits
Funded Program – Could be used to control budget at the project or WBS level
WBS Elements will be used for:
•
Capital Projects
•
ITS Services
•
MDOT Projects
•
State Aid Road Maintenance
Internal Order
This is a flexible cost collector that can be defined by the agency to meet a variety of
agency needs 10 digits
Internal Orders may be used for:
•
Internal Services
•
Events
Grants
Grants
Grant – Used to maintain the terms and conditions of the funding and
administration of a sponsor‘s award
Sponsored Class – Used with grants to summarize expenses based on the sponsor‘s
cost categories
Sponsored Class is generally aligned with the existing major expense codes
Sponsored Program – Used with grants to track expenses based on the sponsor‘s
programs.
Asset Class: A grouping of like items that share similar
characteristics. This allows for values of assets within
the same class to share similar data values and follow
the same accounting principle. Examples are:
•
Useful Life
•
Depreciation Method
•
Salvage/Replacement Values
•
Authorizations
•
Accounting Rules
1.1 Asset Classes
The proposal is to consolidate assets classes and
provide the description detail within the asset
record. Details that can be maintained in the asset
master are:
•
Equipment Type
•
Acquisition Code
•
Disposal Code
•
Other State required data
GL Account
Description
63000000
Capital Outlay - GAAP Package Adjustment
63110000
Land for Buildings
63120000
Land for Right-of-Way
63121000
Right-of-Way Property Taxes
63140000
Improvements on Land not for Right-of-Way
63141000
Engineer Fees - Land Improvements
63142000
Architecture Fees - Land Improvements
1.1 Asset Classes
Capital Outlay Land
GL Account
Description
63150000
Improvements on Land for Right-of-Way
63160000
Excess Right-of-Way Purchases
63170000
Land Purchased for Other Purposes
63175000
Land Improvements (Non-State Property)
63180000
Damages in Taking Right-of-Way Property
63190000
Land for Right-of-Way in Litigation
Capital Outlay Land
1.1 Asset Classes
1.1 Proposed Asset Class - Land
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Land
1000
Land
0000
10000000
Land for
Buildings
1000
10001000
Right of Way
2000
10002000
Land in
Litigation
3000
10003000
1.1 Proposed Asset Class – Land Improvements
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Land
Improvements
2000
Land
Improvements
0000
20000000
Fencing
1000
20001000
Paving
2000
20002000
GL Account
Description
63210000
Payments to Contractors (MDOT only)
63220000
Additions and Betterments (MDOT only)
63230000
Additions and Betterments (all other agencies)
63240000
Bureau of Buildings - Construction and Repair & Re
63250000
"Buildings (purchased, constructed or remodeled)"
63251000
Engineer Fees - Buildings
1.1 Asset Classes
GL Account
Description
63252000
Architecture Fees - Buildings
63260000
Lease Purchase - Buildings and
Improvements
63275000
Buildings (Non-State Property)
63295000
Prior Year Expense - Land
63297000
Prior Year Expense - Buildings
63298000
Prior Year Expense - Capital Outlay
Capital Outlay Building
1.1 Asset Classes
1.1 Proposed Asset Class - Buildings
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Buildings
3000
Buildings
0000
30000000
GL Account
Description
63310000
Automobiles and Station Wagons
63320000
Road Machinery
63330000
"Office Machines, Furniture, Fixtures and Equipmen
63340000
Engineering Equipment
63350000
"Laboratory, Medical and Testing Equipment"
63360000
Shop Equipment
63370000
Radio and Television Equipment
63380000
Photographic and Reproduction Equipment
1.1 Asset Classes
GL Account
Description
63390000
Light/Medium Duty Trucks
63391000
Heavy Duty Trucks
63392000
Sport Utility Vehicles
63393000
Vans
63395000
Betterments or Accessories for Vehicles
63396000
Betterments or Accessories for Vehicles
63400000
Other Vehicles
63405000
Lawn and Garden Equipment
Capital Outlay Equipment
1.1 Asset Classes
GL Account
Description
63410000
Farm Equipment
63421000
IT Equipment
63423000
Video Surveillance Equipment
63434000
Paging Equipment
63435000
Cellular Service Plan Devices
63460000
Lease-Purchase - Copy Machines
63462000
Lease-Purchase - IT Equipment
63476000
Lease-Purchase - Other Equipment
Capital Outlay Equipment
1.1 Asset Classes
GL Account
Description
63477000
Lease-Purchase - Other Equipment
63490000
Other Equipment
63492000
Discounts – Equipment
63495000
Betterments or Accessories for Other than Vehicles
63496000
Prior Year Expense - Capital Outlay Vehicles
63497000
Prior Year Expense - Capital Outlay Wireless
Commu
63498000
Prior Year Expense - Capital Outlay Equipment
Capital Outlay Equipment
1.1 Asset Classes
1.1 Proposed Asset Class - Vehicles
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Vehicles
4000
Vehicles
0000
40000000
Automobiles
1000
40001000
Trucks
2000
40002000
Heavy Duty
Trucks
2010
40002010
Sport Utility
3000
40003000
Vans
4000
40004000
Other Vehicles
5000
40005000
1.1 Proposed Asset Class – F & E
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Furniture &
Equipment
5000
Furniture
0000
50000000
Road
Machinery
1000
50001000
Office
Machines
2000
50002000
Engineering
3000
50003000
Laboratory &
Medical
4000
50004000
Shop
5000
50005000
Radio &
6000
50006000
1.1 Proposed Asset Class – F & E
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Furniture &
Eqpt
5000
Video
Surveillance
6010
50006010
Photo
6020
50006020
Lawn & Garden 7000
50007000
Farm
7010
50007010
IT
8000
50008000
Paging Eqpt
8010
50008010
Cellular
Devices
8020
50008020
GL Account
Description
63505000
Other Infrastructure Assets
63510000
Contractors (construction) (MDOT only)
63520000
Contractor's Liquidated Damages (MDOT
only)
63530000
Retainage on Contracts (MDOT only)
63550000
Highways and Bridges (other than MDOT)
63575000
Infrastructure (Non-State Property)
Capital Outlay Infrastructure
1.1 Asset Classes
1.1 Proposed Asset Class – Infrastructure
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Infrastructure
6000
Infrastructure
0000
60000000
Highways
1000
60001000
1.1 Proposed Asset Class – Software
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Software
7000
Off the Shelf
0000
70000000
Developed
‘In-House’
1.1 Proposed Asset Class – CIP
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Construction In
Progress
1.1 Proposed Asset Class – LVA
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Low Value
Assets
9000
Furniture
1000
90001000
Equipment
2000
90002000
Special Items
3000
90003000
1.1 Proposed Asset Class – Art & Historical Treasures
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Art & Historical
Treasures
9100
Paintings
1000
91001000
Sculptures
2000
91002000
1.1 Proposed Asset Class – Non OSA Assets
Asset Class
Asset Class No. Asset Subclass
Asset Sub-Class
No.
Full Asset Class
No.
Non OSA
9200
Equipment
1000
92001000
1.2 Proposed Asset Numbering
Asset Class
Number Range
Land
100000000000
109999999999
Land for Buildings
110000000000
119999999999
Right of Way
120000000000
129999999999
Land in Litigation
130000000000
139999999999
Land Improvements
200000000000
209999999999
Fencing
210000000000
219999999999
Paving
220000000000
229999999999
Buildings
300000000000
309999999999
Trailers
310000000000
319999999999
Vehicles
400000000000
409999999999
1.2 Proposed Asset Numbering
Asset Class
Number Range
Trucks
420000000000
420099999999
Heavy Duty Trucks
420100000000
420199999999
Sport Utility
430000000000
439999999999
Vans
440000000000
449999999999
Other Vehicles
450000000000
459999999999
Furniture
500000000000
509999999999
Road Machinery
510000000000
519999999999
Office Machines
520000000000
529999999999
Engineering
530000000000
539999999999
1.2 Proposed Asset Numbering
Asset Class
Number Range
Shop
550000000000
569999999999
Radio & Television
560000000000
569999999999
Video Surveillance
560100000000
560199999999
Photo
560200000000
560299999999
Lawn & Garden
570000000000
570099999999
Farm
570100000000
570199999999
IT
580000000000
580099999999
Paging Eqpt
580100000000
580199999999
Cellular Devices
580200000000
580299999999
1.2 Proposed Asset Numbering
Asset Class
Number Range
Highways
610000000000
619999999999
Bridges
620000000000
629999999999
Software - Off the Shelf
700000000000
709999999999
Software - Developed
‘In-House’
710000000000
710099999999
Construction In Progress
800000000000
899999999999
Low Value Assets
900000000000
909999999999
LVA – Furniture
901000000000
901999999999
LVA – Equipment
902000000000
902999999999
LVA – Special Items
903000000000
903999999999
Art & Historical Treasures
910000000000
919999999999
1.2 Proposed Asset Numbering
Asset Class
Number Range
Paintings
911000000000
911999999999
Sculptures
912000000000
912999999999
Monuments
913000000000
913999999999
Non OSA – Furniture
920000000000
920999999999
Non OSA – Equipment
921000000000
921999999999
•
Master Data Reports
•
Asset Explorer
•
Master Data Display
•
Un-posted Assets
•
Asset Balances by:
•
Asset Number
•
Asset Class
•
Business Area
•
Cost Center
•
Location
•
Day to Day Activity:
•
Asset Transactions
•
Asset Acquisitions
•
Asset Retirements
•
Asset Analysis:
•
Postings
•
Incomplete Assets
•
Depreciation:
•
Depreciation Logs
•
Depreciation Simulation
•
Inventory List By:
•
Cost Center
•
Asset Class
•
Asset Location
•
Business Area/Plant
3.1 Physical Inventory
Download
Inventory List
Upload to
Barcode
Application
Perform
Physical
Counts
Reconcile
Counts
A/D
Perform
Acquisition
Perform
Disposition
Transfer
Sale
Disposal
Update
Inventory
4.1 RICEFW Checklist
•
Reports
– are there any non-standard reports ?
•
Many standard reports have flexible selection and layouts
•
Interfaces
– Barcoding
•
Conversions
•
Field by field mapping
•
Data clean up for consolidation of asset classes
•
Remove duplications and disposed assets
•
Enhancements
– any custom fields required?
•
Forms
– review Form F for changes.
•
Workflows
– for acquisition
4.2 Interfaces
•
Interface of barcoding/scanning system for inventory data
•
Upload Interface for Agency and Non Agency assets
4.3 Conversions
•
Conversion of Protege Records
•
Associated depreciation and book values from DFA mainframe
•
Assumption is that assets on record are all valid at time of
conversion
•
There will be a process for new acquisitions to be entered in
the new system and held back from existing system
4.4 Forms
•
Review OSA Form F for changes and updates
•
Form F may no longer be needed for agencies
•
Review existing forms for:
•
Request to reclassify asset from expense
•
Request to transfer
•
Request to change master record
•
Request to dispose
4.5 Workflow
•
Acquisition approval process
•
Existing pre-approval required from OPTFM, Bureau of
Buildings, etc.
•
Grant asset considerations
5 RTM Remaining items
Let’s verify that we are on the same page…
Clarify any Strange Jargon
Validate Parking Lot Items
Record Key Decisions
+’
s
What worked well today?
•
∆’s
What can we improve for future meetings and project activities?
MAGIC Project
WORKSHOP MINUTES/ OUTPUT DOCUMENT
P
ROJECTI
DENTIFICATIONProject Name CPI/Project Number Project Type
(CBI, Implementation, CSS, Upgrade, Internal, other)
MAGIC Implementation
Customer Name Customer Number Planned Start/Finish
State of Mississippi 600260 January 20, 2012
SAP Customer Partner Project Sponsor Program Manager
SAP Project Director Customer Project Director Partner Project Manager
Bill Bevil Becky Thompson
G
ENERALI
NFORMATIONWorkshop Title MAGIC Blueprinting Session – FIN_FA_03 Fixed Asset Inventory Process Workshop Facilitators Zach Ang; Tricia Harmount
Process Owner
Scribe Robbie Coleman
Name (including Role/Organization)
Alison Brown-MDOT Ann White -DFA - MMRS Betty Smith-DFA-BFR Bettye Rimmer-DFA - MMRS Billy Thompson-DPS Brenda Benson-DFA - MMRS Carol Wilson-DFA - MMRS Cindy Ogletree-DFA-BFR Dixon Kennethn-MSH Donny Davis-MSDH Jackie Robinson-EMSH Judy Raney-MDOT Julie Ethridge-MDOT Kathy Howard-MDOT Kathy Piazza -DFA-BFR
Melissa Womack-DFA-BFR Michael Cooley-MDWFP Michael Martin-DFA - MMRS Michael Swofford-MDE Nekeia McSwain-DFA-BFR Preston Ware-MSH Rene Montes-STA Robbie Coleman-DFA - MMRS Robert Johnson-DFA-BFR Roh Loggans-DFA - MMRS Ross Campbell-OPTFM Sarah Prewitt-DFA-BFR Scott Rhores-OSA Sharetha Batts-DFA - MMRS Susan Thames-MDOT
Name (including Role/Organization)
Kenya Gardner-MDE Leah Chittom -DFA - MMRS Lena Patterson-EMSH Logan Litchliter-DFA - MMRS Mark W Hayden-MDOT Tammy Rankin-DFA - MMRS Tangela Beddingfield-MDOT Teresa Hayes-DFA - MMRS Tricia Harmount-DFA - MMRS Wayne Crawford-OPTFM
SUMMARY OF THE MEETING
Asset Class
• Organization of agencies asset hierarchies-asset classes• In SAP system, the Asset Number is 8 characters
o Proposed number scheme is the first 4 numbers would be major asset grouping and the last 4 numbers would be further subdivided for subclass accounts.
o The first 4 numbers would roll up for CAFR reporting
o The last 4 numbers would point to various Capital Outlay expenditure accounts
• OCM item-Budget can reside in different accounts. Budget accounts can be different in numbering than asset
classes. Different asset subclasses can point to different accounts regardless of their main asset class grouping.
• OCM item-LVA subclass take care of items that OSA tracks within their thresholds but don’t meet capitalization
threshold of $5000
• OCM item-The class of Non-OSA items would provide agencies a way to track items that are not required to be
tracked by OSA.
o From expenditure stand point these items are being charged to commodities currently.
o These items would not create a record until after the fact because they are not capitalized. This process will be defined in detail later.
o It was determined that this happens in heavy volumes.
o Q: Why are Non-OSA assets excluded from the procurement process? A: These assets are not
capitalized and will be pointing to different expenditure accounts. This would require asset classes for commodity accounts which is not desirable.
• Commodity vs. Capital Outlay Accounts
o Budgets for commodities and capital outlay accounts are separate. Each asset class can only check budget based on the account it is assigned which is generally a capital outlay account. It may be assigned to a commodity account, or check against a commodity budget, but that is not desirable.
SUMMARY OF THE MEETING
o The way Asset Class is organized it will allow us to point to only one expenditure GL account, and only one balance sheet GL account for Capitalize assets
Example: F&E 5000: can point all 5000s to one Balance Sheet account but from expense side each Asset Class points to an individual expenditure account.
o Comment made that a commodity expense goes against a commodity budget o There is a lot of flexibility to point asset classes toward different budgets
• Number ranges will relate to the proposed Asset Class
o Note: Asset Numbers do not have to be related to Asset Class
• SAP can create as many fields as needed for special items – they can be specific to each type of asset class o These fields can be used for standard reporting and to run various queries from the Data Warehouse
Fixed Asset Reporting
• There are standard reports that come pre-delivered with SAPo Q: How will SAP address GAAP reporting? A: GAAP reporting will be addressed as part of the GL team financial reporting requirements. The SAP asset module integrates fully with FI and can address GAAP reporting needs.
• Master Data Reports
o Asset Explorer: To be used if you are wanting report on an individual asset
o Asset Balance: This report can be ran on an individual asset or by a range of assets • OCM item: SAP standard reporting uses personnel number.
o It is currently not possible to report on assets by a person’s name. Assets assigned to employees are linked through the HR master record and a listing of a person’s assets is reported through HR. This can related for asset reporting in the data warehouse.
• Q: Are reports display only or can they be printed? A: Reports can be run at anytime and you have the option to display, print hard copy, export to PDF file, or export to spreadsheet.
• Q: Can you save filtered criteria on a standard report? A: Yes, but you would save and name new report (i.e. Cameras).
• Q: Can you run report by dates (i.e. Last month’s acquisitions)? A: Standard reporting in SAP is “up to a date”. You can run date range reports from the Data Warehouse. SAP will do a daily data extract to Data Warehouse.
SUMMARY OF THE MEETING
• Q: Do agencies feel that the buyer or requisitioner would be best to create asset shell? A: This will be determined at the agency level and based on user defined roles in SAP.
o As of right now, the solution is to make the creating of the Asset Shell optional at the requisition level but required at the Purchase Order level.
• Q: What happens if the requisition is rejected? A: The Asset Shells assigned to requisitions that do not get converted to a purchase order would be purged or deleted at month end.
• Parking Lot item: Do we have the ability to freeze an asset record while it is in the inventory audit process to
prevent a transfer or disposal? A: No.
Physical Inventory Process
• Physical Inventory Process is not completely defined currently for SAP.o At this point, we don’t have the software to take asset information in SAP and match it to hardware (scanners) for inventory audits.
o See slide 61 for proposed process.
CHANGE IMPACT ITEM AREA IMPACTED
Budget can reside in different accounts. Budget accounts can be different in numbering than asset classes. Different asset subclasses can point to different accounts regardless of their main asset class grouping.
Budget process
LVA subclass take care of items that OSA tracks within their thresholds but don’t meet capitalization threshold of $5000
Asset Class The class of Non-OSA items would provide agencies a way to track items
that are not required to be tracked by OSA.
Asset Class SAP standard reporting uses personnel number. Reports
ID ACTION/PARKING LOT ITEM OWNER DUE DATE
1 Q: Do we have the ability to freeze an asset record while it is in the
inventory audit process to prevent a transfer or disposal? A: No.
REQID Requirement
629573 Ability to track the following category of asset: Land
629574 Ability to track the following category of asset: Buildings
629575 Ability to track the following category of asset: Building Improvements
629576 Ability to track the following category of asset: Leasehold improvements
629577 Ability to track the following category of asset: Equipment
629578 Ability to track the following category of asset: Communication equipment
629579 Ability to track the following category of asset: Furniture and fixtures
629580 Ability to track the following category of asset: Vehicles
629581 Ability to track the following category of asset: Trailers
629582 Ability to track the following category of asset: Capitalized leases
629583 Ability to track the following category of asset: Construction in Progress
629584 Ability to track the following category of asset: Infrastructure
629586 Ability to track the following category of asset: Rentals/Leases
629587 Ability to track the following category of asset: Land Improvements
629588 Ability to track the following category of asset: Intangible Assets
629589 Ability to track the following category of asset: Historical Treasures
629590 Ability to track the following category of asset: Other user-defined categories (5)
629591 Ability to record standard asset descriptive data.
629592 Ability have a free-form narrative long description of each asset item.
629593 Ability to identify users of assets, in addition to recording property custodian.
629594 Ability to manually create and assign a unique asset number.
629595 Ability to track the detailed cost for each item that makes up a whole asset.
629597 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Number
629597 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Number
629597 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Number
629597 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Number
629597 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Number
629598 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Property Tag Number (inventory control number)
629599 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Property Officer or Custodian
629600 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Address Number
629601 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Address Prefix
629602 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Address Name
629603 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Street Type
629604 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Address Suffix
629605 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: City
629606 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: City Code
629607 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: State
629608 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: County Code/Name
629610 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Parcel Id
629611 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Building
629612 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Floor
629613 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Section
629614 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Room
629615 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Cubicle Number
629616 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Location / Program code
629617 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Location / Program code description
629618 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Sublocation
629619 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Intangible Assets
629620
Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Geographic Information System technology location (latitude and longitude)
629621
Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Multiple Organizational Ownership Info. (including assets loaned to/from other entities)
629622 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Funding Sources (multiple) by percentage or dollar amount
629624 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Budget Item
629625 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Bond Financed Item
629626 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Requisition Number
629627 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Purchasing Document Number (multiple)
629628 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Purchase Order Number
629629 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Payment Voucher Number
629630 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Acquisition Source code
629631 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Acquisition Source code description
629632 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset acquisition date
629633 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Receiver number
629634 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: In-service Date
629635 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Condition
629636 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Type
629638 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Delivery Date
629639 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Physical Inventory Validation Flag
629640 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Warrant Number
629641 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Status (e.g., inactive)
629642 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Unit Cost/Value
629643 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Original Cost
629644 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Value Basis
629645 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Trade-in Credit
629646 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Item Classification Code (user-defined) with multiple sub-class codes.
629647 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Insured value/insurance information with user defined fields
629648 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Vendor Number, Name
629649 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Asset Descriptive Information
629650 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Manufacturer Number, Name
629652 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Model Number
629653 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Operator ID
629654 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Contact Information
629655 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Salvage Value
629656 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Serial Number
629657 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: License Number (if applicable)
629658
Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Employee Name (as established in human resources module) for
employee to which asset is assigned to (if applicable)
629659
Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Employee Number (as established in human resources module) for employee to which asset is assigned to (if applicable)
629660
Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Driver license number of the State employee asset is assigned to (with appropriate security masking)
629661 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Warranty/Maintenance Information
629662 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Maintenance Company
629663 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Betterments
629664
Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Disposal Information (including information in Asset Disposition,
Retirement and Theft section of this document.)
629666 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Estimated Useful Life
629667 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Estimated Residual Value (Trade-in Value)
629668 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Report Date (SPO reporting period 15th of month)
629669 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Replacement Cost -- This field can be updated as needed by users
629670 Ability to maintain detailed personal property information required to identify, properly account for all assets, including: Multiple Depreciation Schedule (Method and Life)
629671 Ability to link component units (parent/child relationship) so each component maintains a financial life of its own.
629676 Ability to maintain information required to identify and account for real property and improvements, including: Legal description per survey
629677 Ability to maintain information required to identify and account for real property and improvements, including: Survey Date
629678 Ability to maintain information required to identify and account for real property and improvements, including: Person who conducted the survey
629679 Ability to maintain information required to identify and account for real property and improvements, including: Property's full address
629680 Ability to maintain information required to identify and account for real property and improvements, including: Number of acres (fractional and whole)
629681 Ability to maintain information required to identify and account for real property and improvements, including: Value per acre
629682 Ability to maintain information required to identify and account for real property and improvements, including: Fair market value
629684 Ability to maintain information required to identify and account for real property and improvements, including: Appraiser's Name
629685 Ability to maintain information required to identify and account for real property and improvements, including: Cost per acre (multiple)
629686
Ability to maintain information required to identify and account for real property and
improvements, including: Deed information, including, but not limited to, book, page and deed restrictions
629687 Ability to maintain information required to identify and account for real property and improvements, including: Options to purchase property
629688
Ability to maintain information required to identify and account for real property and
improvements, including: Contact Information - including, but not limited to: Name, Address, Phone and Email
629689 Ability to maintain information required to identify and account for real property and improvements, including: Options to sell property
629690 Ability to maintain information required to identify and account for real property and improvements, including: Multiple Tax Related Fields user-defined
629691
Ability to maintain information required to identify and account for real property and improvements, including: Geographic Information System technology location (latitude and longitude)
629692 Ability to maintain information required to identify and account for real property and improvements, including: Other user-defined fields
629693 Ability to maintain information required to identify and account for real property and improvements, including: Mapping - ability to store PLSS (Public Land Survey System) data
629694 Ability to maintain information required to identify and account for real property and improvements, including: Parcel Id
629695 Ability to maintain information required to identify and account for real property and improvements, including: Property Type (X-deed, surplus right of way)
629696 Ability to maintain information required to identify and account for real property and improvements, including: Easements
629698 Ability to maintain information required to identify and account for real property and improvements, including: detailed description
629699 Ability to maintain information required to identify and account for real property and improvements, including: county
629700 Ability to maintain information required to identify and account for real property and improvements, including: route
629701 Ability to maintain information required to identify and account for real property and improvements, including: section
629702 Ability to maintain information required to identify and account for real property and improvements, including: acquisition date
629703 Ability to maintain information required to identify and account for real property and improvements, including: acquisition cost
629704 Ability to maintain information required to identify and account for real property and improvements, including: district
629705 Ability to maintain information required to identify and account for real property and improvements, including: easements and restrictions
629706 Ability to maintain information required to identify and account for real property and improvements, including: previous owner and previous owner's address
629707 Ability to maintain information required to identify and account for real property and improvements, including: utilities on site
629708 Ability to maintain information required to identify and account for real property and improvements, including: age of building
629709 Ability to maintain information required to identify and account for real property and improvements, including: square feet
629710 Ability to maintain information required to identify and account for real property and improvements, including: street address
629712 Ability to maintain information required to identify and account for real property and improvements, including: space utilization (billable/nonbillable floor space usage)
629713 Ability to maintain information required to identify and account for real property and improvements, including: owner, if other than agency
629714 Ability to track land improvements in the following unit of measure: tons
629715 Ability to track land improvements in the following unit of measure: gallons
629716 Ability to track land improvements in the following unit of measure: feet (linear and square, etc)
629717 Ability to track land improvements in the following unit of measure: lane miles
629745 Ability to track ownership information (i.e. communications equipment on top of a tower owned by another entity).
629766 Ability to track warranty periods and maintenance dates (start and stop date).
629779 Ability to record and track regular/preventive maintenance performed.
629800 Ability to track replacement date.
629856 Ability to track replacement needs for assets.
629872 Ability to report assets by disposal reason, disposal transaction code and disposal method.
630008 Ability to track and report on capital/operating leases and determine the type of lease based on GASB requirements.
630023 Ability to generate lists for physical inventory by: Property Tag Number (inventory control number)
630024 Ability to generate lists for physical inventory by: Property Officer or Custodian
630025 Ability to generate lists for physical inventory by: Address Number
630026 Ability to generate lists for physical inventory by: Address Prefix
630027 Ability to generate lists for physical inventory by: Address Name
630028 Ability to generate lists for physical inventory by: Street Type
630029 Ability to generate lists for physical inventory by: Address Suffix
630030 Ability to generate lists for physical inventory by: City
630031 Ability to generate lists for physical inventory by: City Code
630032 Ability to generate lists for physical inventory by: State
630033 Ability to generate lists for physical inventory by: County Code/Name
630034 Ability to generate lists for physical inventory by: Zip Code
630035 Ability to generate lists for physical inventory by: Parcel Id
630037 Ability to generate lists for physical inventory by: Floor
630038 Ability to generate lists for physical inventory by: Section
630039 Ability to generate lists for physical inventory by: Room
630040 Ability to generate lists for physical inventory by: Cubicle Number
630041 Ability to generate lists for physical inventory by: Location / Program code
630042 Ability to generate lists for physical inventory by: Location / Program code description
630043 Ability to generate lists for physical inventory by: Sublocation
630044 Ability to generate lists for physical inventory by: Geographic Information System technology location (latitude and longitude)
630045 Ability to generate a property listing for incoming/outgoing Agency/Department Director to review and approve capital assets assigned to their agency.
630046 Ability for agencies to scan bar code tags and automatically upload the physical inventory for review, reconciliation, and approval.
630047 Ability to allow agencies to provide a 'condition of the asset' (new, good/clean, average, poor/rough, and inoperative/broken) at the date of physical inventory.
630049 Ability to mass update physical inventory date.
630055 Ability to track assets that have been assigned to offsite locations.
630057 Ability to generate standard governmental fixed asset reports and user-defined fixed asset reports.
630058 Ability to generate a capital assets reports.
630059 Ability to query individual asset from a group of assets.
630060 Ability to print a listing of all table structures that are established for asset management.
630061 Ability to display or print subsidiary ledgers of fixed asset balances.
630062
Ability to produce a transaction register audit trail of all acquisitions, transfers, change and retirements during a user-defined time period by asset type, agency, transaction date or purchase amount.
630063 Ability to report asset transfers.
630064 Ability to report a total amount of fixed asset purchases by their funding source and agency/organization.
630065 Ability to report assets due for disposal, based on the scheduled disposal date and type.
630066 Ability to generate a vendor/PO listing of assets by vendor or in purchase order number sequence.
630067 Ability to produce a listing of all inactive/idle or retired assets by location and asset category.
630068 Ability to produce a listing of all disposed assets showing any gains or losses.
630069 Ability to report or query on replacement costs.
630071 Ability to produce depreciation reports by multiple levels.
630072 Ability to produce a depreciation report by balance sheet category.
630073 Ability to produce an asset report using the state's Chart of Accounts and the asset detail information.
630074 Ability to produce a asset inventory worksheet.
630075 Ability to report all property changes as of a user defined date.
630076 Ability to report on property value and insured amount.
630077 Ability to report the disposition of property by user defined period.
630078 Ability to report the transfer of property by user defined period.
630079 Ability to print reports.
630080 Ability to report all fixed asset balances in the standard CAFR format.
630081 Ability to generate a report for assets purchased by funding source by year.
630082 Ability to generate a report that forecasts depreciation by individual asset, groups of assets, or total assets.
630083 Ability to identify and sort assets ordered and received.
630085 Ability to generate exception reports as defined by users.
630086 Ability to report on building contents and values by Chart of Accounts and manufacturer/supplier.
630087 Ability to produce a summary report that displays current and previous building and content values combined totals by agency level.
630088 Ability to report, by employee, property assigned to each.
630089 Ability to track assets using agency-specified codes with the ability to roll up to the state level.
630090 Ability to provide a schedule of assets grouped by CAFR function and/or agencies.
630091 Ability to support all queries and reports as flat file portable.
630092 Ability to report assets with multiple funding sources.
630093 Ability to report statistical information (i.e.. mileage and hours of use) concerning the asset cost and depreciation.
630094 Ability to report 'special situations' (i.e.. change in acquisition cost, late addition, lost assets).
630095 Ability to create reports across state agencies by asset classification.
630096 Ability to report asset activity on a monthly basis.
630097 Ability to report assets by useful life.
630099 Ability to save/share reports between agencies.
630100 Ability to run insurance reporting for risk management (i.e. reporting insurance values by agency and by building).
630101 Ability to support federal reporting requirements.
630102 Ability to provide asset reporting at multiple levels: by statewide
630103 Ability to provide asset reporting at multiple levels: by agency
630104 Ability to provide asset reporting at multiple levels: by department
630105 Ability to provide asset reporting at multiple levels: by division
630106 Ability to provide asset reporting at multiple levels: by location
630107 Ability to provide asset reporting at multiple levels: by responsible party
630108 Ability to provide asset reporting at multiple levels: by sublocation
630109 Ability to provide asset reporting at multiple levels: user defined
630110 Ability to provide asset reporting at multiple levels: by function
630111 Ability to provide asset reporting at multiple levels: at the transaction level
630113 Ability to generate projected annual depreciation for all assets at a user defined level.
630114 Ability to generate a report of all capital leases by agency, including terms of the lease.