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Accessing the Asset Management System (AMS)
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2) Under Financial Services click on “Asset Management”
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4) Wait for the AssetWorks/AMS home page (pictured below) to
appear.
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Property Custodians will primarily use the Home, Assets, and Transfers
tabs.
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From the Assets tab an expanded Quick Search can be done by Asset #
and/or Description, and Asset Status.
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Clicking “Advanced Search” takes you to the Reports module for an
ad-hoc report based on any field:
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Select which field to filter based on. You can choose from any field on
the Asset Detail Screen.
Filter Operator can be Equals, Does Not Equal, Contains, etc.
Filter Expression is the value you are searching for (ownership account
number, serial number, building, etc.)
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Once all filters are selected, click “Display” and select the fields you want to
pull into the report (see next page).
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From the box on the left (“Available”), identify all fields you want to appear in
your report and use the “>” to move them to the box on the right (“Selected”).
When finished, click View under Edit Report. You will be given to option to
export to Excel.
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Quick Search by Asset Number:
Click on “View” to see details.
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Creating an Elective Asset
From the Assets tab, click either “Create” or “Create New Asset”
Property Custodians cannot create inventory (white tag) assets, only
Elective (yellow tag) assets, which have an acquisition cost of less than
$1,000.
IMPORTANT: If a Property Custodian selects an Asset Type other than
Elective he/she will receive an ERROR after clicking Save. All
information entered will be lost and will have to be re-entered.
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Helpful Tips:
• All fields with an asterisk are required.
• The system will enforce a valid Parish/Building combination • Room numbers must be entered as a 4-digit (Rm. 201 = 0201) • Ownership Account must be within your scope in order to select • If adding only one asset, click “Save & View”
• If adding several similar assets, click “Save & Same”, change only the fields that are different (S/N, location, person responsible, etc.), then click “Save & Same” again, and repeat.
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Creating a Departmental Transfer
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Set up the transfer:
Enter “From” Ownership Account by typing account number or clicking on the magnifying glass and searching. Only accounts over which you have control (Scope) are allowed in this field.
Enter “To” Ownership Account same as above.
Enter any relevant details regarding the nature of the transfer.
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Once the transfer is created, the next step is to add assets to the transfer by entering the asset number or using the “lookup” (magnifying glass).
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Once an asset has been selected, click “Add Asset” to add it to the transfer. Repeat until all assets being transferred are added.
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Once assets are added to the transfer, the NEXT STEPS are:
• Asset(s) approved for transfer by Department Head (or a SIGAUTH) in “From” department
• Asset(s) “received” by Property Custodian in “To” department
A notification email will be sent to the appropriate DH or Property Custodian nightly until all assets on the transfer are approved/rejected or received/voided.
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Approval by “From” Department Head:
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The Property Custodian receiving the assets marks each asset either “Received” or “Void”, and the quantity and date, then clicks “Save”.
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Once received, there is an option of Print Detail. Whether you print or not will depend on your department’s processes. An electronic history of the ownership of all assets is maintained in AMS, including transfers between departments.
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Creating a Transfer to Surplus or Disposal
• Each campus has a dedicated Surplus account and Disposal account (see below)
CAMPUS ACCOUNT NUMBER ACCOUNT DESCRIPTION
System 000000500 SYSTEM DISPOSAL-PROPERTY MANAGEMENT System 000000501 SYSTEM SURPLUS-PROPERTY MANAGEMENT LSU 100000500 LSU DISPOSAL-PROPERTY MANAGEMENT LSU 100000501 LSU SURPLUS-PROPERTY MANAGEMENT Alexandria 200000500 ALEXANDRIA DISPOSAL-PROPERTY MANAGEMENT Alexandria 200000501 ALEXANDRIA SURPLUS-PROPERTY MANAGEMENT Eunice 600000500 EUNICE DISPOSAL-PROPERTY MANAGEMENT Eunice 600000501 EUNICE SURPLUS-PROPERTY MANAGEMENT Law Center 800000500 LAW CENTER DISPOSAL-PROPERTY MANAGEMENT Law Center 800000501 LAW CENTER SURPLUS-PROPERTY MANAGEMENT Ag Center 900000500 AG CENTER DISPOSAL-PROPERTY MANAGEMENT Ag Center 900000501 AG CENTER SURPLUS-PROPERTY MANAGEMENT
•
Follow the same steps as for a Departmental Transfer, and select the appropriate account above as the “To” Ownership Account.Page 29 of 31
•
Disposals include all requests for:o
Scrapo
Dismantleo
Trade-ino
Inter-Agency Transfero
Remove from inventory due to theft (Forced Entry)Note regarding Transfers to Disposal Account: Once assets are “received” in the
Disposal Account, they will no longer be on the department’s inventory. However, you
will receive disposal approval by email from Property Management. Disposal of any assets (regardless of method) is not authorized until you receive this notification. We recommend the Property Custodian keep a copy of all disposal approval notifications in their files.
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Scheduling Your Pick Up (with Property Management-BR area only)
•
Submit a Scheduling Request via email to property@lsu.edu for any transfers (to Surplus or Disposal) which involve a pickup by our surplus crew. This includes:o
All transfers to Surpluso
All transfers to Disposal for scrap request involving E-waste (electronicequipment such as computers, monitors, printers, TVs, phones, etc.) • We recommend that Scheduling Requests be submitted as far in advance as
possible so we can accommodate requests efficiently. This means you will not necessarily have the Transfer # when initially submitting the Scheduling Request. However, we will require all Transfers to be created and approved prior to our scheduled pickup.
• It is critical that the Scheduling Request accurately convey the size/scope of the pickup for planning purposes. We do not expect an actual listing of assets on the Request, but do rely on you to give us a clear picture of the approximate number of items, how big/heavy are the largest pieces, etc.
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Other Process Changes
Web Surplus – All taggable surplus inventory in our warehouse will be available for review via a separate link within MyLSU. Pictures will be attached to most.
Redistributed surplus items will be transferred via a Departmental Transfer to a 9-digit Ownership Account. Employees coming to the Surplus Warehouse will need to be authorized to shop (current policy) and provide a 9-digit account and have the assets received in AMS prior to removing.
