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TRANSCRIPT
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Capital Asset Management
May 21, 2007
• Today’s Presenters:
• Shelley Pierce, Senior Accountant
San Joaquin Delta College
• Theresa Cain, CAMS Data Manager
Capital Asset Management System
Indiana University
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Presentation Outline
• Introduction
• CAMS SME Members
• Kuali Roles & Responsibilities
• CAMS System Overview
• CAMS System Functions
• Key Accomplishments
• Future Plans
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CAMS SME Members
• San Joaquin Delta College, Lead SME, Shelley Pierce• Indiana University, SME, Anna Jensen• Indiana University, Business Analyst, Theresa Cain
• University of Arizona - Alan Blumberg, • Cornell University – Nancy Abbott• University of Hawaii – Gilbert Kuroda• Michigan State – Boyd Shumaker• University of California, Davis – Delanda Buchanan• University of California, Irvine – Helen Wessel• University of California, Santa Barbara – Vaughn Boyle
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Kuali Roles & Responsibilities
• Training and Development of SME members
• Develop and review functional specifications
• GASB/GAAP Compliance
• User Testing
• Implement Asset Management System based on the current system at Indiana University. Develop flexible system to manage data for all institutions regardless of size, scope
• Identify, develop, understand and communicate functionality of current system
• Communicate with group members, development team and Functional Council
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CAMS System Overview
• Tracks and maintain capital and non-capital assets
• Supports depreciation, tagging and inventory tracking
• Provides Non-Moveable Asset Tracking
• Facilitates management of internal projects/processes: fabrications, location maintenance, asset security, component assets, retirements, asset transfers and equipment loan returns
• Maintenance & Security
• Maintains query based reporting tools
• Standard reconciliation reports are available
• Flexibility is “built-in” to the system (user access, searchable data elements, field length, notes, etc.)
• Data Flow-Procurement-Financial-Moveable-CAB-CAMS. System provides financial transaction feed from GL to CAB.
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CAMS System Functions
• Automation of journal entries• Ability to calculate depreciation• Standard reporting and reconciliation tools• Multiple user access• Ability to handle specialized government reporting requirements• Provide information for F&A calculations• Inventory tracking and reporting• GASB, State and Institutional policy reporting and compliance• Fixed Asset system accounting system integration• Allocate building costs • Data Integrity• Web Access by Department
Note: Based on analysis of processes of participating institutions
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Key Accomplishments to Date
• Completed review/training on IU CAMS/CAB system.
• Developed detailed documentation related to current business rules, workflow and routing actions, permissions, and database objects
• Identified “gaps” between CAMS and institution requirements
• Ranked IU enhancements
• Developed “wish list” of enhancements for future consideration
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Future Plans/Looking Ahead
• “Hands-on Training” using sample data
• Develop final versions of specification documents
• CAB (Capital Asset Builder) research and development
• User Testing
• Training and Development – remaining modules of CAMS
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Structure for Capital Asset Management
University Capital Asset Office
Campus Capital Asset Offices
Departments
Capital Asset Management at Indiana University
Indiana University Terms
Fiscal Officers
Routing
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Asset Activity at Indiana University
For Year Ending June 30, 2006 Capital Assets Total net capital assets $1,839,661(in thousands of dollars) Count of moveable additions 1,399
Capital Asset Management Staff• Plant Fund Accountant
• Asset Creator
• Inventory/Tagging Manager
• Data Manager
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CAMS System History
• The Capital Asset Builder was implemented in March of 1993
• The Capital Asset Management system was deployed in October 1994
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Major Components of CAMS
• Capital Asset Builder – Pre-Asset Tagging
• Non-Moveable Additions • Documents and Maintenance Screens• Inventory Process• Depreciation• Reconciliation Reports
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IU Asset Categories
• Capital Moveable– Equipment– Fabrications– Lease Purchases
• Capital Non-moveable– Art and Museum – Bonds– Buildings & Building Improvements– Infrastructure– Land– Leasehold Improvements– Library books
• Non Capital
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Capital Asset Builder (CAB) Equipment Fabrications assets are created by the fabrication document. Invoices modify the
existing asset. Capital Lease assets are created on a Financial Document Art and Museum
Add Asset Document & Add Payment Document Bonds Buildings & Building Improvements Infrastructure Land Leasehold Improvements Library books
Add Asset Document Non-capital assets are created by departments Capital Equipment Gifts
How the assets are created at IU
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Additions Processed in CAB
• Moveable additions are Processed in the Capital Asset Builder.
• Process:– Requisition issued in the Electronic Processing
and Invoicing Center (EPIC). Capital object code is assigned.
• 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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Payment Request (PREQ)
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EPIC CAMS Document
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Capital Asset Builder (CAB)
Invoice Line Items Moveable Equipment
purchased on PO
Art and Museum Items
Fabrications
Additions are Created by the University Capital Asset Office
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Invoice Line Item Screen
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Additional Charges AllocatedNext insert line 2 from pending
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Inserted from PendingNext add line 8 to line 1
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line 8 has been added to line 1Next Create Asset
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Create View Asset Screen
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New Version Invoice Line Item
Trade-ins are allocated in CAB by pressing the “allocate” button.
The allocate routine will first allocate any additional charges (freight); then allocate the trade-in allowance.
Processing Trade-ins
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Allocate Trade-in
• Once the Freight and Shipping and Handling are allocated a dialog box will be presented with the following message:
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EPIC CAMS Document
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Capital Asset Builder (CAB)
GL Transactions• Capital Leases
• Account Changes
• Object Code Corrections
• Refunds (cash receipt)
• Procurement Card Purchases
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General Ledger Transactions
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General Error Correction
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Modify an Asset
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Enter Pending Asset Information
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Create View Asset Screen
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Document Group Selection
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Accuracy of Data
• Valid Values– Asset Type Code– Condition– Inventory status
• System Edits– Active Account
• Business Rules– Non-capital asset inventory
status = “N”.
• Reconciliation Reports
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Add Asset Document
Non-moveable Additions
Gifts, Found, and Transfers-in
Non-capital Assets
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Asset Retirement
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Asset Transfer
Capital and Non-capital assets can be transferred
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Equipment Loan/Return
Capital and Non-capital assets can be loaned on the Equipment Loan Return Document
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Fabrication
Moveable Equipment Construction In Progress
Control assets
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CAMS Maintenance
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Maintenance Screens & Security
Maintenance Screens do have restrictions– University Capital Asset Office– Campus Capital Asset Offices– Organizations
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Capital Asset Maintenance
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Capital Asset Lookup
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Location Maintenance
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Pre-asset Tagging
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Pre-asset Tagging (tagging) screen
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Physical Inventory
• Intermec Antares Trakkers scan equipment.
• Filecopy utility is used to extract file and copy to PC.
• File Uploaded to FIS
• Bar-code Error Document
• Inventory Reconciliation Report
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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. Non-Movable assets use a ½ year convention for assigning the create date. The Deprecation entries Debit Object Code 51XX, Depreciation Expense, and Credit the appropriate Accumulated Depreciation Object Code based on the Object Code Sub Types in the Asset Object Code Table.
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Asset Object Code Table
Year Chart SubTY Cptlztn Accum Depr
2005 BA AM 8615
2005 BA BD 8601 8905 5112
2005 BA CM 8610 8910 5115
2005 BA CO
2005 BA IF 8604 8904 5157
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Reconciliation
• Additions
• Retirements
• Transfers
• Depreciation Expense
• Ending Balances
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Pre-Defined Queries
Capital Asset Management has made available the following reporting categories to assist organizations in asset management.
Inventory Control Reports Nbr of rpt 9
Depreciation Reports Nbr of rpt 4
Edit Reports Nbr of rpt 10
Summary Reports Nbr of rpt 4
Internal Reports Nbr of rpt 15
Screening Reports Nbr of rpt 1
Capital Lease Reports Nbr of rpt 2
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http://www.fms.indiana.edu/cams/