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

Development Team

• Mark Morris

Development Manager

University of Southern California

• Philip Berg

Lead Technical Developer Indiana University

Development Team Continued

• Developers for CAB/CAM

– MSU: • Amanda Zhang, Harsha Ummerpillai, Naser Alavi

– UCSB:• Gerardo Velasquez

– USC: • Queing Lai, Leo Chavez

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.

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.

Documents that route for approval

• Add Payment

• Asset Global

• Loan, Renew, Return

• Merge

• Retirement

• Separate

• Transfer

KFS Main Menu

• Asset- lookup criteria is based on asset information.• Asset Payment - lookup criteria is based on payment information.

Asset Lookup Criteria

• Several fields are available as search criteria to retrieve assets from the database.

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

Asset Lookup Search Results

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  

Payment Lookup Search Results

Actions

Edit = Asset Maintenance

Asset Maintenance ContinuedAsset Detail Information Tab

Asset Detail Information Continued

Asset Maintenance Continued Asset Location Tab

Asset Maintenance Continued Organization Information Tab

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.

Asset Maintenance Continued Payment Information Tab

Payment Information Continued

Asset Maintenance Continued Depreciation Information Tab

Asset Maintenance Continued View Related Document Information

Asset Maintenance Continued Warranty

Asset Maintenance Continued Repair History

Asset Maintenance Continued Components

More Component Information

Loan

Loan | Renew

Loan | Return

Merge

Merge ContinuedRetirement Reason

Merge ContinuedAsset(s) to be merged

Separate an Asset

• Separate asset(s) with equal cost.

• Separate asset(s) with individual cost.

• Separate asset(s) by payment.

Separate an Asset

Separate an Asset ContinuedQuantity of Assets to Be Created

Separate an Asset ContinuedUnique Asset Information

Asset Transfer Document

Asset Transfer ContinuedReceiving Organization

Asset Transfer ContinuedOrganization Information

Create New /Global Documents

Create New

• create new fabrication request

Global

• create new retirement global

• create new location global

Fabrication

Fabrication continued Information tab

The “location tab” and the “organization tag” are also displayed on the fabrication document.

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.

Asset Retirement Reason Lookup

Asset Retirement Global

Asset Retirement Continued Asset Detail Tab

Asset Retirement ContinuedLook up/Add Multiple Asset Lines

Asset Location Global

Barcode Inventory Process

Barcode Inventory Process Continued

• scan equipment

• upload file

• bar-code error document

• inventory reconciliation report

Barcode Inventory Process ContinuedUpload File

Barcode Inventory Process ContinuedAction List

Barcode Inventory Process ContinuedBarcode Inventory Error

Barcode Inventory Process ContinuedGlobal Replace

Pre-Asset Tagging

Pre-Asset Tagging ContinuedTagging Details

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

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

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

CAB Purchasing Accounts Payable lookup

Purchase Order Processing ContinuedDisplay Accounting Lines

CAB General Ledger Entry Lookup

CAB General Ledger Entry Lookup Search Results

General Ledger Processing Screen

Asset Global

First we select the acquisition type code:

Asset Global

Asset Global ContinuedLocation Information

Asset Global ContinuedAdd Payment Section

Add Payments Document

Add Payments Document ContinuedAdd Accounting Lines

Add Payments Document ContinuedSummary – In Process Payments by Asset

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.

Release Information

• Release date: March 2009

Questions?