Asset Management System (AMS) Training Session

Transcript:Asset Management System (AMS) Training Session:
Asset Management System (AMS) Training Session June 19th, 2017 June 21st, 2017 3:30PM – 4:30PM 8:30AM – 9:30AM UCR Alumni and Visitors Center Topics Covered in this Training Session Equipment Management Basics Quick Intro to Equipment Management Correcting Common Misconceptions The Asset Management System (AMS) Basics Searching Assets Updating Assets Dispositions & Transfers (EIMR’s) Inventory Verification Questions & Feedback 6/19/2017 2 Equipment Management Basics Quick Intro to Equipment Management Correcting Common Misconceptions 7/13/2015 3 Quick Intro to Equipment Management What is Inventorial Equipment? Generally it is defined as the equipment assets that are either titled to or under the custodial control of the University that are: Non-expendable, Tangible, Personal property, Acquired for $5,000 or more, Which is freestanding, Complete in itself, Does not lose its identity or become a component part of another piece of equipment when put into use, and which has a normal life expectancy of more than one year 6/19/2017 4 Quick Intro to Equipment Management What does Equipment Management do? Establishes and maintains procedures related to Inventorial Equipment that bring the University in compliance with Federal and State regulations Review all Inventorial Equipment transactions: Acquisition Modification Transfer Disposition Report Inventorial Equipment to federal, state, and private sponsors (as required) under the University’s awards Creates the initial Inventorial Equipment asset records Distributes property tags Coordinates the annual inventory process Conducts department audits For More information on equipment and our University requirements please see University of California (UC) Business & Finance Bulletin BUS-29 6/19/2017 5 Quick Intro to Equipment Management What are the department’s primary responsibilities? Manage and maintain Inventorial Equipment records Location data needs to be up-to-date so each asset can be located within a reasonable timeframe Ensure that manufacture, model, and serial number information is complete and accurate Update the usage and condition codes at least annually Report any other required changes to Equipment Management Apply received Property Tags to Inventorial Equipment Coordinate transfers/dispositions, per policy requirements, with Equipment Management and/or Logistic Services Ensure adequate physical security of University property Complete Annual Inventory and biennial Physical Inventory Verification entries 6/19/2017 6 Correcting Common Misconceptions Inventorial Equipment DOES NOT fully depreciate and drop from the active inventory This only applied to low value assets purchased for less than $5,000 that were acquired prior to 2004 University is required to maintain cradle-to-grave accountability Equipment Management DOES NOT run the University’s Surplus Operation This operation has been run by