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PeopleSoft Financials Asset Management Users Guide

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PeopleSoft Financials

Asset Management

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Asset Management Explained

... 4

Tagging an Asset

... 4

How to Determine What is an Asset

... 5

Requisition Asset Information Entry

... 6

Receiving Asset Information Entry

... 8

Modifying Receiving Asset Information

... 11

Reviewing Asset Information

... 12

Adjustments

... 15

Change Price

... 16

Change Budget Code

... 17

Modifying the Location of an Asset (Transfer)

... 19

Modifying the Custodian of an Asset (Transfer Continued)

... 20

Disposal Approval Request

... 21

Approving Disposal Requests

... 23

Asset Disposal Page Features

... 24

Notify Feature

... 24

Disposals/Retirement

... 26

Disposal/Retirement of Non-Capital Assets

... 29

Asset Retirement Email Notifications

... 30

Moving Voucher information to Asset Management Automated

... 38

Correcting wrongly classified Assets (Capital vs Non-capital)

... 39

Asset Warranties

... 40

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Asset Management Explained

An Asset is an owned item of value. An asset is determined by its cost and physical properties.

Asset Management is a PeopleSoft Module that stores required asset information in our Oracle database. It is comprised of converted assets and now automatically adds new assets obtained through our online purchasing system at Nassau BOCES. Asset Management stores the following types of asset information:

Financial information includes details about cost, books, depreciation method and convention, and useful life.

Physical information includes asset tag numbers, specifications, location, custodian, and manufacturer. The following guidelines have been established here at Nassau BOCES.

There will be 2 groups of Assets that will be tracked:

1. Non-Cap Asset – Any item who’s unit cost is between the dollar amount of $500.00 - $999.99 is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture – desks, bookcases, file cabinets etc, televisions, washers, dryers, Tools – sanders, drill press, etc.

2. Capitalized Asset – Any item who’s unit cost is $1,000.00 or more and is coded to account code 0200 and is located or used for any BOCES location.

We DO NOT track items in these categories that are purchased by us for school districts. Reminder equipment purchased for school districts should be coded to account code 0210.

Tagging an Asset

Tags will be supplied to all the contact people who receive petty cash for each BOCES location. Departments who do the most tagging will also be supplied with tags.

Tags can be obtained from the main office where petty cash is kept for your location.

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How to Determine What is an Asset

Non-Capitalized Asset – Any item who’s unit cost is between the dollar amount of $500.00 - $999.99 is coded to account code 0300, 0302, 0303 which is a physical part of the contents of an area in any BOCES location. Here are some examples: Computer (desktop or laptop), Printers, Typewriters, Furniture (desks, bookcases, file cabinets etc), televisions, washers, dryers, Tools (sanders, drill press, etc). These items are tracked but are not computed in the Asset Calculations.

Use Profile id NONCAPASST for all Non capitalized assets.

Capitalized Asset – Any item who’s unit cost is $1,000.00 or more and is coded to account code 0200 and is located or used for any BOCES location. These items are tracked and computed as the Assets of Nassau BOCES.

Use proper Profile ID below for all Capitalized Assets – see choices below

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Requisition Asset Information Entry

When entering a requisition you must determine if any of the items you are ordering are an asset by using the guidelines in this manual. If you are ordering an asset here are the steps you must take when you enter your requisition.

Note: You must only enter this information to the appropriate line on the requisition not all the lines on the requisition if you have a mix of supply items and asset items.

If every item on the requisition is an Asset you can enter the Asset information on the Requisition Default Page: See Below

Click on the Asset Information Tab and enter the following:

Business Unit = NCBOC

Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice.

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Go to the line on the requisition that is the Asset and Click on the scheduleicon

This will bring you to the Schedule Page

Click on the distribution icon

This will bring you to the Distribution Page Click on the Asset Information Tab

Enter the following information:

Business Unit = NCBOC

Profile ID = appropriate selection to classify the type of asset. See the How to determine What is an Asset section of this manual (page 4) to make the correct choice.

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Receiving Asset Information Entry

Tags can be obtained from the main office where petty cash is kept for your location. Enter the Tag number and attach the tag to the item.

Note: When adding a receipt related to Assets all required Information must be entered or you will not be able to save the receipt. The Required Information is : Tag number, Serial ID, Custodian, Model and Manufacturer

Note: If no Serial Id # is available for an item you will enter the Tag number.

Navigate: Select Main menu Choose Purchasing -> Receipts -> Add/Update Receipts

The screen below will appear click the ADD button.

The screen below will appear enter PO # in the ID: box then click search button.

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When clicking OK you are brought to the Maintain Receipts screen

To enter the Asset information:

Click on the Pending link to enter the required receipt information:

Remember the required information must be completed or you will not be able to save the receipt. Required Information: Tag number, Serial ID, Model and Manufacturer

The custodian field should be used when further instructions other than room location would help someone to find the asset or person whom uses the asset. (The custodian can be anyone not the necessarily the “Custodian” in the building.)

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Click the More Details tab to enter the remaining required information.

Once all required information is entered and you save the receipt you will receive the following message:

Simply click on the OK button and your receipt is complete.

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Modifying Receiving Asset Information

Modifying Receipt information for an Asset can be changed by the Receipt Entry person only at the time the receipt is being entered and prior to it being saved. If the receipt has been saved and the AM Status is moved you will have to contact the Asset management staff in the Auditors Office at ext. 2217 to make the necessary corrections.

Note: Unless you fill in all required information for an asset you will not be able to save your receipt.

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Reviewing Asset Information

Navigation: Main Menu ->Asset Management -> Search for an Asset

Enter appropriate criteria then click the SEARCH button. The screen will display the Asset you requested below the SEARCH button, see below:

Note: the Asset Status: defaults to “In Service”, Remove this criteria to search for new assets that have not been paid yet or for Disposed assets.

A Drill down feature also becomes available to navigate you through different views and depending on your security access to modify information related to an asset.

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Note: When clicking the GO! Button a new window will open. Remember to close the window when you have completed your task.

Select Asset Accounting Entries then click on the GO button.

ASSET ACCOUNTING ENTRIES VIEW – allows you to review the accounting lines related to an asset.

Select Asset Basic Information then click on the GO button.

ASSET BASIC INFORMATION – depending on your security access allows you to view or update the Physical information related to the asset.

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ASSET COST HISTORY – depending on your security access allows you to view the cost history of an asset.

ASSET DEPRECIATION – depending on your security access allows you to view the depreciation schedule for an asset.

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Adjustments/Transfer/Disposals of Fixed Asset

Adjustments

Follow these steps if you need to change price information or budget code for an asset: Navigate: Main Menu -> Asset Management -> Search for an asset

Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Cost Adjust/Transfers from the Drill-down menu and click on GO!

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Change Price

Select action Adjustment and click the GO! Button:

Enter the change in price in the Adjust Current Row by: box and click the Apply Button then click the Save button. Note: The original asset previewed in Asset basics will not reflect these changes. To review these adjustments you must look at the Asset Cost History.

Navigate: Main Menu -> Asset Management -> Search for an asset

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Change Budget Code

Select action Transfer and click the GO! Button:

Enter the change in budget code in the fields above and click the Apply Button then click the Save button.

Note: The original asset previewed in Asset basics will not reflect these changes. To review these adjustments you must look at the Asset Cost History.

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Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open.

If you click on the detail link you can see the details of the transfer of the budget code. You will have to click on the multiple screens to review the changes. See below 4 of 4 that’s how you would view the multiple screens to view the history of the budget code changes.

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Modifying the Location of an Asset (Transfer)

NOTE: When changing the location of an asset the custodian information must be updated too. Make sure to update the custodian information by following the instructions on the next page.

Navigate: Main Menu -> Asset Management -> Search for an asset

Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Basic Information from the Drill-down menu and click on GO!

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Modifying the Custodian of an Asset

(Transfer Continued)

Navigate: Asset Management -> Search for an asset

Note: Custodian is the primary user of the asset not the Custodian of the building!

Enter the Tag Number or whatever information you have to retrieve the asset, then, click the search button. Select the asset by clicking the radio button next to the asset id.

Then select Asset Basic Information from the Drill-down menu and click on GO!

A new window will open for you to add the new custodian info. Click on the Manufacture/License/Custodian tab

Click on the

+

button to insert a new effective date row which will have the current date: Then change the Custodian information.

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Disposal Approval Request

Navigate: Main Menu -> BOCES Options -> Asset Disposal Approval Page

Enter the Tag #, then, click the search button.

Once in the Approve Asset Disposal page. Select your Requester to determine your requester see Appendix at end. Select Disposal Qualification(s) that apply. If necessary enter any comment you need to communicate with those involved in the approval process. When finished click

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When you click save this Warning box will appear to indicate that the request is being submitted for approval to the next approver in the process. Click to confirm.

Each disposal request follows this approval path.

If you would like to check on the status of this request you can return to the Asset Disposal Approval page and click on the Approval History link to review where the approval trail leads.

In this example the request is waiting for the Inspector to approve the request.

Disposal Approval Request is Entered Step 1 Requester Step 2 Inspector

Step 3 Department

Approver

Step 4 Auditor

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Approving Disposal Requests

Click on the Worklist link.

The Worklist will appear. Note: All types of approvals will be on your worklist. In the example below there are Disposal Worklist requests and Chartfield (Requisition) approval requests.

Click on the Disposal Request link to review and approve the request.

Approval Action Options

Approve – Forwards the disposal request along in the approval process.

Deny – Cancels the request for disposal.

Recycle – Returns the request to the previous person in the approval process. Consider sending an email if you want to keep the request on your worklist but simply want to ask a question. See Notify feature or use Microsoft Outlook.

To approve the requestclick save.

When you click save this Warning box will appear to indicate that the request is being submitted for approval to the next approver in the

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Asset Disposal Page Features

Disposal Code – The Disposal Code will default to scrap which is the setting used 98% of the time. In the example above THEFT was selected which opened the Police Info Section of the request form to record required information when a theft occurs.

Comment Section – The comment section is to be used to communicate to the other approvers in the path of approval . Do not delete comments simply add to them.

PO Info Section – This section will appear only if there is a corresponding Purchase Order number associated with the asset. The PO # is a link that will allow you to view the details of the Purchase Order.

Net Book Value – Assets have varying years of useful life. If a value appears it is because useful life remains for this Asset which should cause you to question the disposal.

Approval History – This link will show the stages of approval for the disposal request.

Worklist Export – This link will process a request for the Asset disposals on your worklist to open in an Excel Spreadsheet.

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Notify Feature

Note: You can choose to use this Notify feature or use your Microsoft Outlook mail. If you use the Notify feature make sure to CC yourself to keep a copy of the correspondence.

The notify button can be found at the bottom of many pages in PeopleSoft usually near the Save or Return to Search buttons at the bottom left of the screen.

This feature allows you to email anyone who has an account in the PeopleSoft Financial System.

This is how it works. Click on the Notify button and the Send Notification page will appear. Complete sections indicated.

Look up Recipient link allows you to search and select users in the system by using the-> Delivery Options allow you to send either/or email / worklist notifications.

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Disposals/Retirement

Note: Disposals are handled by using the retirement process. Navigate: Main Menu -> Asset Management -> Search for an asset

Enter the Asset id or whatever information you have to retrieve the asset, then click the search button. Select the asset by clicking the radio button next to the asset id. Then select Asset Retirements from the Drill-down menu and click on GO!

A new window will open for you to process the Retirement (Disposal of the asset).

Select the Retire As: option that applies to this disposal. Then click the GO! Button.

UPDATE the Trans Date: and Acctg Date: to the BOARD APPROVAL date. Then Click the SAVE button. See options –disposal codes explained below

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Disposal codes reflect the Retire As action that is selected to initiate the retirement transaction. Asset Management calculates gain or loss amounts depending, in part, on the disposal code that you select. This table describes the available options in the Retire As field:

Code Usage Gain/Loss

Abandonment Select when the asset has no resale value and it is left behind. Gain/loss calculations are based on the asset net book value.

Cannibalize for

Other Assets Select when the asset has been dismantled and the parts are reused within the organization. Gain/loss calculations are based on the asset net book value. Casualty Loss Select when an asset is unintentionally destroyed. If the asset cannot

be sold, you may incur removal costs disposing of it. Retiring an asset as a casualty may have tax consequences if you have tax credits and the asset is not fully depreciated.

Asset Management deducts the accumulated depreciation from the retirement amount and adds the removal costs to determine the amount of the casualty loss.

Disappeared

Assets Select when an asset cannot be located and you are not sure whether the asset was abandoned or stolen. Disappeared assets have no proceeds or removal costs.

Gain/loss calculations are based on the asset net book value.

Disposal Due to

Theft Select when an asset has been stolen. Stolen assets have no proceeds and no removal costs. Donated to

External Group Select when an asset is donated. You typically use this option when assets are donated to nonprofit organizations for tax purposes. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss.

Like Kind

Exchange Select to process like-kind exchanges under U.S. federal tax code. See Like-Kind Exchange Processing later in this section. Missing Asset Select when an asset is missing. Missing assets have no proceeds and

no removal costs. Gain/loss calculations are based on the asset net book value. Retirement by

Sale Select if you sell an asset. (If you sell the entity that owns the asset, you must retire all assets that are owned by the entity.) You can use the interface with Billing to generate the bill.

The proceeds and removal cost from the sale, less the net book value of the asset, determines the gain or loss.

Returned to

Inventory Select when the asset is returned to a common internal pool where it is available for others to use. Asset Management deducts the accumulated depreciation from the retirement amount, treating proceeds and removal costs as appropriate, to determine the gain or loss.

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To review retirement information you must look at the Asset Cost History. Navigate: Main Menu -> Asset Management -> Search for an asset

Then select Asset Cost History from the Drill-down menu and click on GO! A new window will open so you can view the cost history of the asset. Detail links are available to see greater details of the transaction.

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Disposal/Retirement of Non-Capital Assets

Navigation: Main Menu-> Asset Management ->Asset Transactions-> Asset Disposal -> Retire/Reinstate Non-Fin Asset

Change Trans Date: to the BOARD APPROVED DATE Select Ret Type: Click on Retire. Click on the Save button.

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Asset Retirement Email Notifications

When a Disposal/ Retirement is performed for a Capital or Non-Capital asset when it is saved an automated email messages will be sent to the Requester on the disposal page and the Inspector or Custodian as indicated.

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Add an Asset that did not come from the Purchasing Module

Navigation: Asset Management -> Asset Transactions -> Owned Assets -> Basic Add

Click the ADD button

Fill in the appropriate information about the Asset on all the related tabs.

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The Following fields must be completed:

Description – Describe the item

Short Description – Describe the item in 10 characters

Tag Number - Official Nassau BOCES tag number

Asset Type – select appropriate type

Asset Subtype – select appropriate sub-type

Acquisition Date – will default to current date unless you change it

Index Name – select CPI

Subindex Name – select ALL

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STEP 2 – ASSET ADD –LOCATION/COMMENTS/ATTRIBUTES TAB

The Following fields must be completed:

Location – Select the appropriate location

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STEP 3 – ASSET ADD –MANUFACTURE/LICENSE/CUSTODIAN TAB

The Following fields must be completed:

Serial ID: – Enter Serial # if no serial # exists use the Tag number as the Serial Id.

Manufacturer Name: Enter the Manufacturer name of the product.

Model: Enter the Model # of the product.

Custodian Information: this represents the person using the item.

Fund Code: Enter appropriate chartfield value.

Department: Enter appropriate chartfield value.

Program Code: Enter appropriate chartfield value.

Project: Enter appropriate chartfield value.

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STEP 4 – ASSET ADD –ASSET ACQUISITION DETAIL TAB

Click on the Acquisition Detail Chartfields link to enter budget information

The Following fields must be completed:

System Source: – select “ AM Online Entry Page”.

Quantity: Enter the Manufacturer name of the product.

Amount: Cost of the Asset.

Click on the Acquisition Detail Chartfields link and enter the following Information.

Fund Code: Enter appropriate chartfield value.

Department: Enter appropriate chartfield value.

Program Code: Enter appropriate chartfield value.

Project: Enter appropriate chartfield value.

Product: Enter appropriate chartfield value. Then Click OK.

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Moving Voucher info to Asset Management

THE STEPS BELOW EXPLAIN THE DELIVERED PROCESS THAT NEED TO RUN.

WE CREATED A JOB THAT RUNS ALL THREE PROCESSES AUTOMATICALLY. SEE NEXT SECTION FOR ACTUAL PROCESSING INSTRUCTIONS.

Navigate: Main Menu -> Accounts Payable -> Batch Processes -> Extracts and Loads -> Load Assets Request Voucher information will be loaded to the Pre-Interface table.

Process name is INTFAPAM – This process will be run manually by the PeopleSoft Staff after Accounts Payable runs the Voucher post and Payment post after every check run. Each process must be completed prior to starting the next process.

Navigate: Main Menu -> Asset Management -> Send/Receive Information -> Retrieve Info from AP/PO Voucher information will be taken from the Pre-Interface table to the Financial Interface table.

Process name is AMPS1000 – This process will be run manually by the PeopleSoft Staff after they run Voucher post, Payment post, INTFAPAM.

Navigate: Main Menu -> Asset Management -> Send/Receive Information -> Load Transactions -> Load Transactions into AM

Voucher information be loaded from the Financial interface table to Asset Managements.

Process name is AMIF1000 - This process will be run manually by the PeopleSoft Staff after Accounts Payable runs Voucher post, Payment post, INTFAPAM, AMPS1000. The asset related items that are added will cause the status of the Asset to be “Already Capitalized” and “In Service ”. This now makes the Asset eligible for depreciation processing.

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Business Rule: Create job that can be run after every paycycle to process posted voucher assets. In order to create job we had to create runcontrols all with the same name B_AM_VCH with the specified parameters so that the job could sequentially run. These run controls were setup for the following operators. DSOTO, DRAMOS,VP1.

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Moving Voucher information to Asset Management Automated

TO BE RUN BY PEOPLESOFT STAFF AFTER THE VOUCHER POST AND PAYMENT POST PROCESSES HAVE BEEN RUN SUCCESSFULLY AFTER EACH PAYCYCLE.

Navigate: Main Menu -> Accounts Payable -> Batch Processes -> Extracts and Loads -> Load Assets Request Select Run Control ID: B_AM_VCH

Click Run button

Select Asset Management Vchr Process then click the OK button. Click on the Description to review process detail.

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Correcting wrongly classified Assets (Capital vs Non-capital)

Assets obtain there classifications from the profile they are entered with. The profile cannot be changed once an asset is added to the system. The reason being is that the profile determines and causes all accounting transactions that are to occur when the asset is added to the system.

In addition a tag is already assigned.

To correct these situations this is the process that should be followed.

1. Dispose of the original Asset select abandonment. See Disposals on pages 25 for instructions. Once the Disposal is complete continue.

2. Add the Asset with the proper classification and information. See Add an Asset on page 28 for instructions. Note: you will not be able to enter the same tag number so add the tag number and put a capital “R” after the asset number.

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Asset Warranties

Many assets are acquired with a standard manufacturer's warranty that the asset is free of defects and what remedies are available to you if the asset manifests a warranted defect during normal use, such as eligibility for a replacement asset, or a loaner while the warranted asset is repaired. The warranty often defines the period for which the asset is warranted, the maintenance and repair responsibilities of the owner, and the procedures for making a claim in the event a defect in the asset is discovered.

Warranties are sometimes available for extension. This may involve the issuance of a separate warranty that becomes active when the original warranty expires. Or it may warrant components of the asset that the standard warranty excludes. A warranty may contain different expiry dates for different components of the asset. It may provide for on-site repairs, may require return material authorizations (RMA), and may or may not be transferable.

Navigate: Main Menu -> Asset Management -> Service and Maintenance -> Asset Warranties Enter the tag number of the Asset then click the search button.

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In the Asset Warranties screen fill out the following information:

Effective date: <The date the receipt was entered into PeopleSoft>

Warranty End Date: <The end date of the period of time when the warranty expires>

Coverage: <The details of the warranty>

Example above is for a 3 year warranty for the period of 4/17/2013 – 4/16/2016.

Note: Standard Warranties for common warranties can be setup and Standard Templates. Contact the System Administrator at ext. 2402

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Asset Insurance

The Asset insurance page captures all the information necessary to tract the insurance coverage for an asset. You need to contact the System Administrator at ext. 2402 to setup Asset Insurance vendors and Insurance Types to complete the screen.

Navigate: Main Menu -> Asset Management -> Service and Maintenance -> Asset Insurance - ADD

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Asset License

This section in Basic Add allows you to track License/Certificate information related to an asset. For example: the registration for vehicles.

Navigation: Main Menu -> Asset Information-> Asset Transactions-> Owned Assets -> Basic Add

Enter Asset Tag then click search. When screen appears click on the Manufacture/License/Custodian Tab. Then expand the License information section by clicking the arrow before the section.

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Asset Meters

Meters associated with assets are used to monitor asset usage and can trigger maintenance tasks based on the statistical units, such as mileage, measured by the meter. For example, a common asset meter is the odometer installed in a company vehicle that measures the number of miles the vehicle has traveled. For this type of asset, it is common for certain maintenance activities to be performed on it based on the number of miles traveled by the vehicle since the last maintenance event.

A less common, but familiar application, involves public utilities. State and local agencies use asset monitoring devices such as a water or electric meters attached to a home or commercial entity to measure the amount of water or electricity consumed by the entity. The units consumed are measured on a routine basis and the occupant is usually billed for the units consumed. The maintenance events associated with these types of meters may not have anything to do with the number of units measured since the meter was last read and other maintenance plans will have to be affected.

PeopleSoft uses meters to both measure asset usage and to trigger preventive maintenance tasks. Asset meter activities are performed within PeopleSoft Asset Management and PeopleSoft Maintenance Management applications. To enable meters, you must first define asset meter types. The meter types are associated with specific asset IDs.

To enable this feature contact the system adminstrator at ext. 2402.

Once configuration has been completed meter readings can be tracked. See the following screens for example.

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Asset Maintenance

All assets usually require some level of maintenance service or repair. Many are also acquired with accompanying insurance or warranties. PeopleSoft Asset Management provides features enabling you to manage and track these asset

attributes. To enable this feature contact the system adminstrator at ext. 2402.

Asset Maintenance, Service, and Inspection Management

At various intervals, all assets require some degree of maintenance, such as routine mechanics for company vehicles or repainting an office or building. Scheduling and tracking this type of maintenance provides a more complete picture of the true costs and revenues associated with these assets.

PeopleSoft Asset Management provides features to track the details of individual maintenance events by date and time, the person responsible for the maintenance, the vendor who issued the maintenance contract or warranty, and the cost. Whenever an asset requires maintenance, you can track exactly when the maintenance takes place, how long it will take, and how it will affect cost and performance. Annual tune-ups may require that some automobiles are unavailable at certain times. Damages to machinery can result in large expenses due to unavailable equipment, as well as replacement and repair costs.

PeopleSoft Asset Management additionally provides the tools to view the maintenance history by type of maintenance performed or by the date that the maintenance was performed. Using inquiry pages, you can determine if any asset, or group of assets, requires a particular type of maintenance too often. For example, a vehicle that requires several quarts of oil more often than every 1,000 miles may have more severe underlying problems. Similarly, a piece of equipment that requires repeated repair or replacement of a particular part may be defective and should be replaced.

Keeping detailed records of maintenance events helps manage the physical aspects of your assets. You can compare detailed repair estimates to actual costs and evaluate whether a warranty or maintenance contract on the asset can lower the costs that you may incur. Or a review of an asset maintenance history can help you make decisions about addressing underlying costs that are driving up the cost of production. Some assets additionally require routine inspections related to licensing or other validations or certifications. PeopleSoft Asset Management provides inspection and license tracking.

Defining Maintenance Types

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Defining Parts associated with maintenance

Asset equipment parts lists (EPL) are maintained by setID. You can establish a parts list to correspond to asset classes, groups, categories, types, and subtypes, or to any asset definition. The EPL can then be associated with a specific asset ID.

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Asset Reports

Navigate: Main Menu -> BOCES Options -> Asset Reports (General)

Building # - Enter the first 4 digits of the location code to printout the asset listing for that building/program. If multiple buildings enter first 3 numbers and a percent sign. (i.e. 017%)

Location Code - Enter a complete location code to printout the items in a particular room.

Asset Category – Select Category to limit list to Depreciable vs. Non Depreciable assets.

Profile ID – Enter profile ID to printout a particular group of assets.

Tag Number – Enter specific tag number to printout a report related to that tag number only.

PO Number – Enter specific purchase order number to printout a report related to that PO number only.

Acq. Date Range – Either leave default range to include all or enter a date range to view assets acquired during a specific time period.

Report Descriptions

Asset Verification Listing – This report contains a listing of Assets with particular information necessary to complete verification. This report also has a page break by room version.

Asset Detail by Location – This report contains a detailed listing of Assets with all the detailed information for that asset.

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Running Asset Reports

Step 1:Navigation: Main Menu -> BOCES OPTIONS-> Select Asset Reports (General)

The run control id page for the report will appear.

Step 2: CLICKSEARCH

Step 3: SELECT REPORT other wise ENTER THE CRITERIA for the report you are running.

Step 4: Click RUN button Process Scheduler Request Page will appear. Step 5: Select Appropriate Report.

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Appendix A

– Authorized Users Approval Route as of 4/8/13

ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER

AUDITOR APPROVER

ANDREIUOLO, GAIL TROCCANO JMUIR AFIERRO BGOLEMME

BATTAGLIA, IRIS MFLOOD JMUIR AFIERRO BGOLEMME

BAUM, ROSEMARY RBAUM JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

BERTRAND, MARC MBERTRAND JMUIR GSILVERMAN BGOLEMME

BIRD, ANN M. CKOROLCZ JMUIR KELLIS BGOLEMME

BOHAN,KAREN RLOMBARD JMUIR KELLIS BGOLEMME

BRUNO,EILEEN KSCHAROF JMUIR KELLIS BGOLEMME

BUSSET,PATRICIA PBUSSET JMUIR JSIEGEL BGOLEMME

CAMPBELL, BARBARA PCARMAN JMUIR KELLIS BGOLEMME

CANCELLIERI, GERRI SKESSLER JMUIR KELLIS BGOLEMME

CARMAN,PATRICIA PCARMAN JMUIR KELLIS BGOLEMME

CHRISTENSEN,PAMELA PCHRISTE JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

CLARK, JAMES JCLARK JMUIR GSILVERMAN BGOLEMME

CRONK,RICK RCRONK JMUIR KELLIS BGOLEMME

DELMONACO,BARBARA AFAVARA JMUIR GSILVERMAN BGOLEMME

DIAMOND, ROXANNE NGERSHMA JMUIR KELLIS BGOLEMME

DOLAN, DARLENE MBERTRAND JMUIR GSILVERMAN BGOLEMME

DOLINER,PAUL AGOLDSTE JMUIR KELLIS BGOLEMME

DOMANICO,ALEX MFRANZES JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

EDWARDS, JERVEY JEDWARDS JMUIR KELLIS BGOLEMME

EGAN,SUSAN LMANCZ JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

ERNEY, ISABEL JMASONE JMUIR KELLIS BGOLEMME

FAUCI,MARIA PKOEHLER JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

FAVARA,AVA AFAVARA JMUIR GSILVERMAN BGOLEMME

FENNELL,BARBARA BFENNEL JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

Disposal Approval Request is Entered Step 1 Requester Step 2 Inspector

Step 3 Department

Approver

Step 4 Auditor

(51)

ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER

AUDITOR APPROVER

FILLINGER, EILEEN CMACK JMUIR KELLIS BGOLEMME

FLOOD,MICHAEL MFLOOD JMUIR AFIERRO BGOLEMME

FLYNN, LOUISE LRICE JMUIR JSIEGEL BGOLEMME

FORTUNATO,LESLIE LFORTUNA JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

FOX,DIANE LROWE JMUIR KELLIS BGOLEMME

FRANZESE, MARY ELLEN

MFRANZES JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

FURCHT,ARLAINE AFURCHT JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

GASKOWITZ,MARGARET RBAUM JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

GELFAND,SANDY RLOMBARD JMUIR KELLIS BGOLEMME

GERSHMAN,NAOMI NGERSHMA JMUIR KELLIS BGOLEMME

GOLDSTEIN,AMY AGOLDSTE JMUIR KELLIS BGOLEMME

HALPRIN,PAULA PLADUCA JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

HEANY,PATRICIA NVANERK JMUIR RHANNA BGOLEMME

HELLER,BONNIE BHELLER JMUIR KELLIS BGOLEMME

HENDEL,ANTHONY THENDEL JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

HOLAHAN,TIMOTHY THOLAHAN JMUIR JSIEGEL BGOLEMME

HOPPER,TERESA JSOOD JMUIR GSILVERMAN BGOLEMME

ILARDI,TANYA TILARDI JMUIR KELLIS BGOLEMME

JAMES,CAROL ANN CJAMES JMUIR JSIEGEL BGOLEMME

JORIF, DARIEN JEDWARDS JMUIR KELLIS BGOLEMME

KAUFMAN,ELLEN CMACK JMUIR KELLIS BGOLEMME

KESSLER,STEVEN SKESSLER JMUIR KELLIS BGOLEMME

KOEHLER,PAT PKOEHLER JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

KOROLCZ,CHRISTOPHER CKOROLCZ JMUIR KELLIS BGOLEMME

(52)

ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER

AUDITOR APPROVER

MARTINEZ,RICHIE JEDWARDS JMUIR KELLIS BGOLEMME

MASONE,JUDY JMASONE JMUIR KELLIS BGOLEMME

MCCANN, MAUREEN JCLARK JMUIR GSILVERMAN BGOLEMME

MCGRATH,CHRIS CMCGRATH JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

MCLOUGHLIN,THERESA CVITEVICH JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

MOELLER,CHRISTINE CMOELLER JMUIR AFIERRO BGOLEMME

NEIST,BARBARA CVITEVICH JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

NOBILE,CHERYL CNOBILE JMUIR KELLIS BGOLEMME

PACHUCKI,ELEANOR MSCARNAT JMUIR AFIERRO BGOLEMME

PALMESE,LAURIE TILARDI JMUIR KELLIS BGOLEMME

PENDERGAST,LORRAINE JWIDMER,PBUSSET,CJAMES,MSTEPHEN JMUIR JSIEGEL BGOLEMME

PICARELLO,JOHN JPICAREL JMUIR KELLIS BGOLEMME

PISANO,PAULA PPISANO JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

PORCARO,CAROL LYNN JMASONE JMUIR KELLIS BGOLEMME

POTENZA,DOMINIC PCHRISTE JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

QUACKENBUSH,NANCY BFENNEL JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

REILLY,KATHRYN KREILLY JMUIR JDRUCKER BGOLEMME

RICE,LISA LRICE JMUIR JSIEGEL BGOLEMME

ROCCANOVA,TOM TROCCANO JMUIR AFIERRO BGOLEMME

ROWE,LORRAINE LROWE JMUIR KELLIS BGOLEMME

SANDERS, LORI AFIERRO JMUIR AFIERRO BGOLEMME

SANTAGATO, MAGGIE BHELLER JMUIR KELLIS BGOLEMME

SCARNATI,MICHAEL MSCARNAT JMUIR AFIERRO BGOLEMME

SCHAROFF,KAREN KSCHAROF JMUIR KELLIS BGOLEMME

SCHILLING,LORRAINE RHANNA, TROGERS, LBEGLEY JMUIR RHANNA BGOLEMME

SCHINN,PAT JCLARK JMUIR GSILVERMAN BGOLEMME

SCHMITT, SUSAN PCARMAN JMUIR KELLIS BGOLEMME

SICA,TERRY THENDEL, MCCGRATH, CSTEINBE JMUIR CARFORA/ REINERTSEN/

D'AGUANNO BGOLEMME

SILVEIRA,KATHY JCLARK JMUIR GSILVERMAN BGOLEMME

SIRIGNA,VERONICA SSITKOFF JMUIR KELLIS BGOLEMME

SITKOFF,STEVE SSITKOFF JMUIR KELLIS BGOLEMME

SNYDER,MARIE MSNYDER JMUIR GSILVERMAN BGOLEMME

SOOD, JYOTI JSOOD JMUIR GSILVERMAN BGOLEMME

(53)

ORIGINATOR YOUR REQUESTER(S) INSPECTOR DEPT APPROVER

AUDITOR APPROVER

STEINBERG,CLIFF CSTEINBE JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

STEPHENS,MARY MSTEPHEN JMUIR JSIEGEL BGOLEMME

VAN ERK, NINA NVANERK JMUIR RHANNA BGOLEMME

VILLAZON,HELEN PBUSSET, CJAMES JMUIR JSIEGEL BGOLEMME

VITEVICH,CARL CVITEVICH JMUIR CARFORA/

REINERTSEN/

D'AGUANNO BGOLEMME

WIDMER,JAMES JWIDMER JMUIR JSIEGEL BGOLEMME

(54)

For “PS Financials Asset Management Manual” go to

http://www.nassauboces.org/Page/1432

I have something with a BOCES tag that needs to be disposed, what do I do?

Each building

Principal and/or Program Manager has designated staff

(refer to manual page 50)

to complete the Asset

Disposal Form in PeopleSoft, to begin the process

(refer to manual page 21)

. Once the Board approves the

disposal a notification will be made to the appropriate person to discard the item in about one month.

What if the tag # is not found in PeopleSoft?

Send email to Barbara Golemme – Internal Auditor,

cc. Program Manager/Principal, and James Muir, with the tag #, description, manufacturer, model #,

serial #, location and any other information you have about the asset. Include the reason for disposal

and your contact information. Once the Board approves the disposal a notification will be made to

the appropriate person to discard the item in about one month.

How do I Transfer an Asset?

Transfers are handled between the parties relocating the Asset. The

originator of the request should initiate a work order or Customer Care Center call depending on the

type of equipment for relocation. The receiving party is responsible to update PeopleSoft with the

new location and room # information of the Asset by following the instructions on page 19 of the

Asset manual. For Computer Equipment call the Customer Care Center–ext. 1770 for just Transport

call Facilities ext. 2000 after completing a work order.

How can I check the status of my disposal?

In PeopleSoft bring up the Approval Disposal page

and click on the Approval History link

(refer to manual page 22)

if necessary you can contact the last person in

the approval process for further details. Note if Barbara Golemme has approved the asset it might be

waiting for board approval and the “Approval Status” will show Complete. If the “Status” shows

Disposed, an email notification would have been sent to the Requester and appropriate staff to

discard the item. The complete process takes approximately one month.

When should the Asset Tag be removed?

After the asset disposal has been approved by the

board, the Custodian or the Inspector should have the tag removed and destroyed. Once the tag is

removed then the item should be discarded properly.

** For warranty swap – remove tag on broken item, place on new item have serial # info updated.

What if the Asset was sent for repair and cannot be fixed?

The Requester will be informed and

he/she must start the disposal process

(refer to manual page 21).

What is the Asset Acquisition date?

This is the date that the Asset was received at BOCES.

Note: There is a group of Assets which have the Acquisition date 06/30/2007 which is incorrect due to

a data conversion issue. If you need to dispose of an asset with the Acquisition date 06/30/2007 try

to determine the proper acquisition date for the Auditor when submitting the request.

Who do I call for questions about an asset?

Auditor Ext. 2216

References

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