Transcript MOBILE ASSET TRACKING - University of Arizona

Mobile Asset Tracking
PURPOSE OF INVENTORY– EXTERNAL
State Requirements
 “Each agency must annually perform a
physical inventory of its capital assets to
ensure that adequate care is being used in the
control and accountability of State resources”
 ARS 35-131, 41-722
 Federal Requirements
 Periodic physical inventory of all Government
Property”
 FAR 45.508

PURPOSE OF INVENTORY- INTERNAL
Maintain Accurate Financial Records
 Depreciation (107,561,000)
 University Capital Assets (1,637,048,000)
 Equipment Audits
 Maintain Tagged Status of Assets
 Tracking System (current Tagged assets
14,326)
 Disposal Reasons
 Surplus
 Trade-Ins

2013 INVENTORY TIMELINE




February 5th - April 15th
 Departments conduct Physical Capital Inventory
April 15th
 Inventory sheets with Certification Statements
must be submitted to Property Management by this
date
April 1st- July 1st
 Property Management processes changes into KFS
 Changes need to be in KFS before Year end
June 1st – August 31st
 Property Management conducts on site Validations
of Inventory
UA BARCODE SCANNING
TITAN APPLICATION
 Home
Screen
 https://titan.fso.arizona.edu/
MOBILE ASSET TRACKING
DEVELOPMENT
 Application
and Titan developed In-House by
UA

Financial Services Office ITS/Financial Application
Support Team (FAST)
 Application
output will be able to be batched
into financial system (UAccess Financials)
7
DEPARTMENT RESOURCE FOLDER
 MAT
Instruction Manual
 Inventory Distribution Letter
 Contact Sheet
 Inventory Certification Statement
 Process Procedures
 FAQs
 RADP form
 “How to Edit Asset” Document
 Other Useful resources
LET’S GET STARTED
• Home Screen
On Switch
Menu Button
POWER BUTTON
 Scanners
numbered 64-84 have the older
version of Linea-Pro (scanning system) with
the power button that does not line up
 These scanners must be kept charged at all
times
 To use the scanner, press the menu button
 To power on a device with dead battery, the
top portion of the Linea-Pro scanner must be
removed to reach the power button
GETTING STARTED
Input Four digit pin - 3220
APPLICATION PREVIEW
Settings
 Please
DO NOT change settings on the
IPOD scanners or Download anything
extra
 Brightness settings are OK to change if
you are having problems viewing the
screen
 IPod Scanner should be used for the
purpose of Inventory Tracking only!
UPDATE APPLICATION
• This populates information
such as current building and
room numbers from Real
Estate Administration (REA)
• Also downloads department
inventory reports
• Each scanner is assigned to
one specific department
number
UPDATE APPLICATION


If update was successful,
the “Update Finish” screen
will appear
If update was
unsuccessful, scanner can
still be used but
information will not be
current
 Please contact FSO-IT
for assistance
WIFI CONNECTION
 The
device Needs to be connected to WIFI
for update button to connect
 If you are not on a UA WIFI connection

You might be prompted to update IOS

 For
DO NOT UPDATE!!!!!
those departments with off-campus
locations, please stay after the presentation
to discuss the WIFI issue further
BARCODE SCANNING
Barcode Laser
Scan Button
SCANNING
• Start scanning A-tags
• Successfully Scanned tags
will beep and appear like
example shown
SCANNING
• Unsuccessfully scanned
barcodes will give “Invalid
Barcode” error message
• Try manual entry or contact
FSO IT
EDITING ASSETS
Tap here
to select
the asset
Required
Select to begin Editing
Select to Edit Building
Select to Edit Room
• Building must be entered
before you can enter room
number
Editing Assets
Back
Button
Search
Cancel
OFF CAMPUS ASSETS
Tap here
to
select
asset
Switch to
“OFF”
to Change
to
OffCampus
location
• Building and room number no longer required
ADDITIONAL INFORMATION
• Fields are optional
• Can be edited in Titan also
• Off Campus Assets need
contact information to be
batched into KFS
EDITING ASSETS
Complete
d Asset
BATCH LOCATION
BATCH LOCATION
BATCH TO TITAN
UPLOAD RESULTS
• A successful upload screen will show how many
assets were processed into Titan
BATCHING
 We
recommend Uploading to Titan after
every Room is scanned
 This is your “Save” button
 Application can only hold so many assets
at a time
 Departments with 500 or more assets will
not be able to scan all their assets at once
without uploading
 The larger the upload the longer the
upload will take
MANUAL ENTRY
MANUAL ENTRY
 Any
tag that is manually entered is subject
to validation
 Please make a note as to why the A-tag
was entered vs. Scanned

Examples:
1.
2.
3.
A-Tag is in located in area that cannot be reached by
scanner
Asset is off-campus and scanner cannot be sent
Request New A-Tag
MANUAL ENTRY
REQUEST NEW TAG
Switch to
“ON” to
Request a
new Tag
TITAN
 Log-
In to Titan website at
https://titan.fso.arizona.edu/dashboard/
 Request Access
TITAN FUNCTIONS
TITAN
ASSETS TO FIND LIST
 Consist
of any asset that is either “A”
status or “F” status and Tag number
begins with an A
 Scanner is not combatable with N-Tags, DTags and or other department issued
tracking tags
 If you prefer reports other than what is
listed in Titan please contact Property
Management
TITAN FUNCTIONS
ASSETS TO FIND
• Click on Asset to give exception reasons
ASSETS TO FIND
MULTIPLE DEPARTMENTS
For Asset Custodians with Multiple
Department Responsibility:
 We have assigned One scanner to the
department with the highest number of
assets
 You are able to scan ALL of your assets on
the one scanner
 Please move assets assigned to other
departments in Titan by reviewing the
“other folder” in you main department
TITAN FUNCTIONS
TITAN SORTING
SUBMISSION OF INVENTORY
 Please
Notify Property Management when
Inventory is complete
 Each department MUST SUBMIT:

Signed Inventory Certification Statement

Any Back-up and completed Forms


RADP form, Surplus, Off campus
location, etc.
Can be turned in by mail or email
 Deadline:
Friday, April 15th, 2013
APPRECIATION LUNCHES
Requirements
 Attend
Kick-Off Meeting
 Turn in Inventory Reports by Deadline
 Pass Validation
 Provide Signed ICS
 Give Necessary back-up on Exception
Assets
APPRECIATION LUNCHES
Who get Incentives?
Top 5 Departments in Each Category
 5 People per Department

Categories
1.
 2.
 3.
 4.
 5.
 6.

>201 Assets – 16 Departments
101-200 Assets – 26 Departments
50-100 Assets – 32 Departments
16-49 Assets – 55 Departments
6-15 Assets- 45 Departments
<5 Assets- 116 Departments
UA TITLED AND SPONSOR TITLED ASSETS
Both University and Sponsor titled assets are
included in the biennial inventory
 Capital F-Titled Assets automatically populate
into the “Asset to Find” List in Titan
 A-110 states that “a physical inventory of
equipment shall be taken and the results
reconciled with the equipment records at least
once every two years”
 FAR 52.245-1 states that “the Contractor shall
periodically perform, record, and disclose
physical inventory results”

EQUIPMENT PURCHASED ON
SPONSORED ACCOUNTS

The University Property System is regularly
audited to ensure compliance, control, and
management of state, University, and Federally
funded equipment
 Biennial audit by Office of Naval Research
(ONR)
 Annual by the Office of the Arizona Auditor
General - Financial Statement Audit
 Annual A-133 audit of federal grant and
contract transactions by the Office of the
Arizona Auditor General
 Sponsor Audit
FEDERALLY TITLED ASSETS AND THE
ONR AUDIT
 The
ONR audit is performed to determine
whether or not the University Property
System is compliant as required by FAR
52.245-1(f)(3)
 If the UA property system is deemed
unsatisfactory, the University will NOT
maintain eligibility to receive government
funding for the purchase of equipment
 In other words, the University will lose a
significant amount of Federal funding if
the system is found to be unsatisfactory
PHYSICAL INSPECTION
The ONR audit involves physical inspection and
verification of the accuracy and completeness of
University property records
 Auditors will check for the following:






Physical existence of equipment
Equipment is in use and functional
The off-campus form is complete for off campus
equipment
University records match the A-tag number, serial
number, model number, location and manufacturer to
the asset and its location
Federal property has a ‘Property of the Federal
Government’ label and UA Property does not
INVENTORY OF FEDERALLY FUNDED
ASSETS
While you are performing your inventory, think
about the ONR audit
 If a UA asset has a Property of Federal
Government label, remove it
 If a Federally titled item is no longer in use or
broken, contact SPS Property so disposition
instructions can be requested
 If an asset has been delivered to the sponsor,
send the shipping documents to the SPS
Property Manager so it can be removed from
inventory
 If we can resolve potential issues now, the audit
will go smoothly

UA TITLED ASSETS PURCHASED ON
SPONSORED ACCOUNTS
 Even
when title vests with the University,
we still have an obligation to adhere to
award property provisions, i.e. A-110,
FDP, PHS Grant Policy Statement, FAR
 Property is properly identified
 Hierarchy for use is adhered to
 Disposition is requested when needed
 Sales/Surplus is appropriate
 Assets meet transfer eligibility
FINAL THOUGHTS
 Information
and Materials discussed at
this meeting can be found on FSO Capital
Finance Website and on Titan:
 http://www.fso.arizona.edu/capitalfinance
 https://titan.fso.arizona.edu/dashboard/
Please feel free to contact any of the
Property Management team members or
Sponsored Property members.
We are here to HELP you!!!
QUESTIONS?
 Again
Please anyone with NON-UA WIFI
stay and talk with Sonia in the back right
of the room.