capital asset management november 18, 2008 today’s presenters: shelley pierce, lead sme san...
TRANSCRIPT
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Capital Asset Management
November 18, 2008
Today’s Presenters:
• Shelley Pierce, Lead SME San Joaquin Delta College
• Boyd Shumaker, Testing Coordinator Michigan State
• Theresa Cain, Business AnalystIndiana University
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Development Team
• Mark Morris
Development Manager
University of Southern California
• Philip Berg
Lead Technical Developer Indiana University
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Development Team Continued
• Developers for CAB/CAM
– MSU: • Amanda Zhang, Harsha Ummerpillai, Naser Alavi
– UCSB:• Gerardo Velasquez
– USC: • Queing Lai, Leo Chavez
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Capital Asset Management
• Capital Asset Management also referred to as “CAM” tracks information using a series of documents for capital movable, non-movable and non-capital items.
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Security for Asset Maintenance
Edit Asset Maintenance Location Global, and Pre-Asset Tagging
• For departmental users update access is based on the chart and organization entered on the Financial System User tab.
• The organization security tab can grant update access by chart, or at the highest level for central administration.
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Documents that route for approval
• Add Payment
• Asset Global
• Loan, Renew, Return
• Merge
• Retirement
• Separate
• Transfer
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KFS Main Menu
• Asset- lookup criteria is based on asset information.• Asset Payment - lookup criteria is based on payment information.
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Asset Lookup Criteria
• Several fields are available as search criteria to retrieve assets from the database.
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Asset Lookup Fields
1. Tag Number 2. Asset Number
3. Org Chart Of Accounts Code 4. Org Owner Account Number
5. Org Owner Organization Code 6. Owner
7. Asset Status 8. Asset Condition
9. Asset Type Code 10. Asset Description
11. Asset Representative 12. Organization Inventory Name
13. Campus 14. Building Code
15. Building Room Number 16. Vendor Name
17. Manufacturer 18.Model Number
19. Serial Number 20. National Stock Number
21. Create Date 22. Old Tag Number
23. Organization Tag Number 24.Government Tag: Total Cost
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Asset Lookup Search Results
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Payment Lookup Fields 1. Asset 2. Tag Number
3. Chart Code 4. Organization Code
5. Account Number 6. Object Code
7. Sub-object Code 8. Purchase Order Number
9. Requisition Number 10. Document Type Code
11. Document Number 12. Organization Reference ID
13. Project Code 14. Sub Fund Group Code
15. Amount 16. Total Cost
17. In-service Date 18. Posting Date
19. Posting Period 20. Posting Year
21. Asset Description 22. Campus
23. Building Code 24. Asset Status
25. Asset Type Code 26. Org Plant Account Number
27. Org Plant Chart 28. Campus Plant Account Number
29. Campus Plant Chart
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Payment Lookup Search Results
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Actions
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Edit = Asset Maintenance
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Asset Maintenance ContinuedAsset Detail Information Tab
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Asset Detail Information Continued
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Asset Maintenance Continued Asset Location Tab
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Asset Maintenance Continued Organization Information Tab
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Asset Maintenance Continued Land Information Tab
Several key requirements identified by the subcommittee were already implemented in Kuali.
Three new fields have been added to track non-moveable land assets.
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Asset Maintenance Continued Payment Information Tab
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Payment Information Continued
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Asset Maintenance Continued Depreciation Information Tab
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Asset Maintenance Continued View Related Document Information
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Asset Maintenance Continued Warranty
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Asset Maintenance Continued Repair History
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Asset Maintenance Continued Components
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More Component Information
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Loan
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Loan | Renew
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Loan | Return
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Merge
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Merge ContinuedRetirement Reason
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Merge ContinuedAsset(s) to be merged
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Separate an Asset
• Separate asset(s) with equal cost.
• Separate asset(s) with individual cost.
• Separate asset(s) by payment.
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Separate an Asset
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Separate an Asset ContinuedQuantity of Assets to Be Created
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Separate an Asset ContinuedUnique Asset Information
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Asset Transfer Document
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Asset Transfer ContinuedReceiving Organization
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Asset Transfer ContinuedOrganization Information
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Create New /Global Documents
Create New
• create new fabrication request
Global
• create new retirement global
• create new location global
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Fabrication
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Fabrication continued Information tab
The “location tab” and the “organization tag” are also displayed on the fabrication document.
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Global Retirement
• First select retirement reason from lookup table.
• Once the retirement reason is selected the system will determine if additional information is required. Examples: a) gift, external transfer, sold, theft.
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Asset Retirement Reason Lookup
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Asset Retirement Global
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Asset Retirement Continued Asset Detail Tab
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Asset Retirement ContinuedLook up/Add Multiple Asset Lines
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Asset Location Global
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Barcode Inventory Process
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Barcode Inventory Process Continued
• scan equipment
• upload file
• bar-code error document
• inventory reconciliation report
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Barcode Inventory Process ContinuedUpload File
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Barcode Inventory Process ContinuedAction List
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Barcode Inventory Process ContinuedBarcode Inventory Error
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Barcode Inventory Process ContinuedGlobal Replace
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Pre-Asset Tagging
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Pre-Asset Tagging ContinuedTagging Details
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Asset Creation
Capital Asset Builder (CAB) Purchasing/Accounts Payable Transactions Movable Equipment, Art and Museum, Fabrications Fabrications assets are created by the fabrication document. Invoices modify the existing
asset. Non-Purchasing/Accounts Payable General Ledger Transactions Movable Equipment, Art and Museum, Fabrications
Asset Global & Add Payment Document Buildings & Building Improvements Infrastructure Land Leasehold Improvements Library books
Asset Global Non-capital assets Capital Equipment Gifts, Found, Transfers-in
How the assets are created
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Additions Processed in CAB
• Movable additions are processed in the Capital Asset Builder.
• Process:– Requisition issued– Purchase Order is approved– Payment Request is issued and approved
» Payment hits the General Ledger» Batch process loads data into CAB
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CAB
• Process Flow
Process PREQ,
Line item is ready to create
asset
Pre-Asset Tagging table is checked to see if
data exists
Global Addition
OrAdd
Payment
Asset is saved to
CAMS Database
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CAB Purchasing Accounts Payable lookup
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Purchase Order Processing ContinuedDisplay Accounting Lines
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CAB General Ledger Entry Lookup
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CAB General Ledger Entry Lookup Search Results
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General Ledger Processing Screen
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Asset Global
First we select the acquisition type code:
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Asset Global
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Asset Global ContinuedLocation Information
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Asset Global ContinuedAdd Payment Section
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Add Payments Document
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Add Payments Document ContinuedAdd Accounting Lines
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Add Payments Document ContinuedSummary – In Process Payments by Asset
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Depreciation
• Depreciation expense is calculated from a stored procedure that updates the asset database on a monthly basis. The Straight Line method is the basis for the calculation, along with a method for Salvage Value. Federally owned payments are excluded from the depreciation calculation. In addition, no Deprecation will be taken on Art and Museum Objects, Land, or Leasehold Equities. Each asset is depreciated from the asset create date, and the assets useful life assigned to the asset type code.
• Kuali will provide a more universal process for depreciation. Institutions will now have the flexibility to utilize a full year or half year depreciation convention. Two new dates have been added to the capital asset management system. In-service date, and depreciation date. The new depreciation date will be used to calculate depreciation.
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Release Information
• Release date: March 2009
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Questions?