Transcript You Track it: Decentralized Access and Control with

You Track it:
Decentralized Access and Control with Electronic
Cradle to Grave Inventory Management
• Michael White – Associate Controller
• Janice Harrison – Project/Program Specialist
• David Wimberly - Project/Program Director
• Donna Carter - Training Coordinator
The University of Arkansas was established in
Fayetteville in 1871 under the provisions of the
Morrill Act as both a state University and the
land-grant college of Arkansas.
The Fayetteville campus is the flagship campus
of the eleven campus University of Arkansas
System.
Our campus consists of ten colleges, schools and
divisions.
Fall 2012 enrollment: 24,537
Total cost of capital equipment as of
06/30/2012: $209,836,903
Number of items in AIMS: 13,635
• What are our goals today?
1. Discuss University policies that govern the equipment
inventory process on campus.
2. Discuss procedures implemented by the Property
Accounting office to carry out those policy statements.
3. Illustrate the AIMS system (Asset Inventory Management
System) that was developed on our campus to assist
Property Accounting, and the campus in general to be in
compliance with State and University polices and to
facilitate procedures developed to implement those
policies.
• Fayetteville Policies and Procedures #313.2
• http://vcfa.uark.edu/Documents/3132.pdf
Inventory/Equipment Capitalization Thresholds:
The University of Arkansas uses capitalization thresholds to
determine which equipment items are included in University
inventories and what methods must be used for tracking. Effective
July 1, 2012, the University has adopted equipment capitalization
thresholds in accordance with levels established by the State of
Arkansas Department of Finance and Administration and dated July
1, 2011. In addition, the University has determined that certain
items such as cell phones, tablets and weapons shall be tracked
regardless of cost.
•
Definitions and Threshold Levels
1.
Capitalized Equipment. The capitalization threshold for Capitalized Equipment is
$5,000.00. In addition to having a first cost or initial value of at least $5,000, in
order to be considered Capitalized Equipment, each capitalized item must have
an estimated useful life of greater than one year, an identity that does not
change with use, and a nature that makes formal accountability practical.
2.
Low Value Equipment. All equipment with a useful life in excess of one year and
an initial value of at least $2,500 but not more than $4,999.99, which is classified
as Low Value Equipment.
3.
Low Value-High Risk Equipment. Assets valued from $500 to $2,499.99 that are
easily susceptible to loss or theft, including, but not limited to, computers,
monitors, laptop computers, tablets (e.g. iPad, Kindle Fire, etc.), guns, camera
equipment, video equipment, video gaming equipment, printers, scanners, tools,
cell phones, handheld radios, binoculars, are classified as Low Value-High Risk
Equipment.
• Fayetteville Policies and Procedures #313.3
• http://vcfa.uark.edu/Documents/3133.pdf
University Equipment
The University is responsible for safeguarding all of its equipment. Custody and
proper use of equipment is the responsibility of the various colleges and
departments where the property is assigned. University employees have
stewardship responsibilities for University property assigned to the employee.
Employees are required to use good judgment in the use of all university
equipment.
For the purpose of this policy, equipment is defined as all capital equipment (cost
equal to or greater than $5,000.00 and useful life greater than one (1) year), Low
Value Equipment, Low Value-High Risk Equipment (see Fayetteville Policy and
Procedure 313.2 for definitions), furniture, library holdings, livestock, inventory
for resale and any item that may be used or sold.
University equipment may only be used in the conduct of official University
business. University equipment may not be rented or loaned to any person, group
or organization for personal use.
• Fayetteville Policies and Procedures #313.3
(con’t)
Policy covers who is responsible for each aspect of
the inventory process; the scheduling and
rescheduling of the physical inventory; barcode
scanning of the inventory; process for non-scanned
equipment; due process for follow-up on missing
and improperly disposed equipment; procedures for
reporting stolen equipment; and procedures for
obtaining permission to discard or cannibalize
equipment
• Fayetteville Policies and Procedures #313.4
• http://vcfa.uark.edu/Documents/3134.pdf
Property Accountability
Any unit with a Capital Equipment and Low Value
Equipment inventory will be charged from unrestricted
private funds the excess of the acquisition cost of the
improperly disposed equipment over the identified
acceptable threshold. The threshold for improperly
disposed equipment shall be determined annually.
Implementation will be phased in beginning with FY07.
• Property Accounting:
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Associate Controller: Michael White
Project/Program Specialist: Janice Harrison
Fiscal Support Analyst: Poli Navarro
Fiscal Support Analyst: Renee Rogers
Fiscal Support Technician: Matt Rolniak
• Property Accounting Duties:
• Create asset records and tag all equipment with a
cost of $2,500 and up.
• Maintain current database of department chairs
and inventory contacts.
• Schedule the annual physical inventory process.
– Deliver barcode scanners to departments on
scheduled date
– Upload data when scanners are returned
– Notify departments of scanner upload and availability
of non-scanned report in AIMS.
• Property Accounting Duties (con’t):
• Enforce follow-up of non-scanned equipment
• Notify department chairs, Deans, Vice
Chancellors, etc., of excess missing or otherwise
improperly disposed equipment resulting in
penalties.
• Obtain all necessary permissions from State
agencies to delete property records from our
system.
• Delete property records in system for all disposed
equipment items.
Business and Administrative Strategic
Information (Integrated) Systems
• AIMS
• ARS
• DART
•
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Leave
Payroll
PERS
PSB
UPS
Asset Inventory Management System
Accounts Receivable System
Departmental Accounting, Reporting & Tracking including
General Ledger
Leave Accounting/Administration
Hourly & Appointed, Labor Distribution
Personnel
Position System/Budget
University Procurement System including Travel and
Internal Orders
Asset Inventory Management System
Purchasing
Accounting
Assets
Employees
Affiliates
Departments
Purchase Orders
Accounts Payable
Accounting Txns
Capital Assets
Departmental
Assets
Web and
Physical
Terminal
Inventory
direct
(Scan,
access
upload,
and
report)
update
Electronic
Approvals
Paperless
Excel
Downloads
Surplus
Departments batch both
types, Management approves,
and the Surplus Warehouse
picks up and auctions off
Nightly Upload of Data
ASSET MANAGEMENT USING THE WEB
1. Employee Access to their Assets
2. Administrator Access to Assets for
their BU
!!!!NO PAPER!!!!
Search Facilities Available to Department
Administrators using the web
How users with administrative
privileges can view asset
information
Additional Features Available to
Departments
• Have the ability of uploading departmental assets from a
spreadsheet, to alleviate data entry
• Ability of assigning a classification for an asset to help in tracking
certain types of items. For example: printer, laptop, projectors,
etc.
• Ability of assigning a department information code to identify
specific attributes associated with an asset. For example: PCAR
to identify this asset was purchased with a PCard along with the
Pcard holder’s name; LICN to identify the License Plate number
along with that number.
Surplus – When its time to
dispose of equipment
Departments will either surplus
tagged assets or permission will be
given to ‘dispose’ of an asset
Items are entered for Surplus
If the item has been inventoried
in AIMS, by entering the tag
number, all of the appropriate
information regarding the
Make, Model, etc. will be
displayed. Will then only
require minimum information
to be entered.
STEP 1: CREATE A BATCH # WITH CONTACT
INFORMATION
STEP 2: ADDING ITEMS TO THE SURPLUS BATCH
STEP 3: SUBMITTING YOUR BATCH FOR APPROVAL
FINAL PROCESS OF SURPLUS
Once Surplus Batch has been electronically
approved, the items will be removed from the
department’s inventory.
 The Surplus Manager is then responsible for
either auctioning or disposing of the items.
Questions?