Asset Management User Group Meeting
February 21 & 27, 2006
2
Today’s Agenda
1. Reminders – John Harnick
2. Scanner Contract Update – Kathleen M. Anderson
3. Overview of Physical Inventory – Stephen Perkins
4. Review agency use of Profiles – Roland Lataille
5. Asset Mgmt training events – Kelly Clark
6. Introduction to the CO-59 – Stephen Perkins
7. Fiscal Year End Activities – Kelly Clark
3
Reminders
Share this information with staff at your agencyReduces questionsReduces errorsIncreases productivity
4
Reminders
Year End Error notificationsCore-CT notifies agencies of errorsAgency staff needs to keep up with error
correctionSpend your budgeted fundsMake FYE work smoothly
5
Scanners for Asset/Inventory
The State supported handheld scanner will be the wireless
Intermec CK31CA RF.
6
How Can Agencies Purchase Scanners?
Micromation
Attn: Jan Schulze – [email protected]
16300 Katy Freeway,
Suite 140
Houston, Texas 77094
1-800-959-1960
Fax: 281-578-0414
7
Is it mandatory for all agencies to use the scanners for physical Asset/Inventory?
It is not mandatory for agencies to use the scanners for Asset/Inventory.
Agencies that currently use scanners may continue to use their old ones, however, the purchase of the new CK31CA is highly recommended.
Agencies that perform their physical Asset/Inventory manually may continue to do so. Agencies should keep in mind that the electronic method is more efficient than the manual method.
VS.
8
What to purchase? Intermec CK31C-CK31CA RF
Handheld Computer $1,709.50 each Standard Range Laser $189.00 each DOC, COMM, Single Position,
CK30/31 Part No. AD1 $193.60 each Power Supply Part No. 073573 - $67.50 each AC Power Cord US Part No. 586105 - $5.40 each USB Cable
Part No. 321-576-002 - $26.40 each
Total $2,165.00
Single Scanner
9
How will users learn to use the scanners?
A handout has been created to aid users.
We do ask that users read the manual as well.
Please Read the Manual
10
Downloading Instructions
Go to the
CORE-CT Web Site –
http://www.core-ct.state.ct.us/
under New and Useful Links http://www.core-ct.state.ct.us/financials/aibsp/index.htm
11
Questions, issues, concerns?
Application issues - Contact the CORE-CT HelpDesk [email protected]
Contract issues – Marcie Wilson, PSO2
DOIT 860-622-2329 or [email protected]
Micromation issues – Jan Schulze
1-800-959-1960 or [email protected]
12
“On-Line” Customized Bar Code Label
Contract!
Stay Tuned…
13
Revisions to the Property Control Manual
Chapter 3The annual report of all capitalized real and
personal property must be in the format prescribed by the Office of the State Comptroller. The report must be submitted by October 1st and must reflect the sum total of the physical inventory as of June 30th.
Revision DateTBD
14
Physical Inventory must be completed in Core-CT
Two ways to conduct the physical inventoryHand held scanner countManual count
Revisions to the Property Control Manual
15
Inventory in Accordance with the Property Control
Manual
16
Inventory in Accordance with the Property Control Manual
17
Inventory in Accordance with the Property Control Manual
18
Inventory in Accordance with the Property Control Manual
19
Inventory in Accordance with the Property Control Manual
20
Inventory in Accordance with the Property Control Manual
21
Review Profiles
1. Profiles that begin with “1” VS “IS” Profiles
2. How the Profile Impacts the CO-59
3. Correct uses of 1Software Profile
22
Profiles that begin with “1” VS “IS” Profiles“IS” Profiles may only be used by Internal
Fund agenciesDASS1, DOCS1, ITDS1, DOTD1
“1” Profiles may be used by all agencies including Internal Fund agencies
1. Review Profiles
23
“1” May be used by all State Agencies 1FINEART Fine Art & Historical Treasures 1LAND State Owned Land 1SITEIMPRO Site Improvements 1LEASEPROP Leased Property Improvements 1BUILDINGS State Owned Buildings 1LEASEDBUI Leased Buildings 1SOFTWARE Software Owned By State 1BOOKS/MAP Books, Maps, & Records 1EQUIPMENT Furnishings & Equipment 1LIVESTOCK Livestock 1AIRCRAFT Aircraft & Equipment 1VEHICLES Cars, Buses, Trucks etc. 1BOAT Boat 1RAIL CAR Railroad Car 1CNTRLITEM Controllable Assets 1LCNTRL Lease Controllable 1ROAD/BRIG Roads and Bridges 1RAIL/BRIG Railways and Bridges 1AIR LAND Airport Landing & Parking-20 yrs 1CONSTRUCT Construction in Progress
1. Review Profiles
24
“IS” Restricted to Internal Service Fund Agencies ISEQUIP3 Equipment 3 year life ISEQUIP4 Equipment 4 year life ISEQUIP5 Equipment 5 year life ISEQUIP10 Equipment 10 year life ISEQUIP84 Equipment 84 months ISEQUIP66 Equipment 66 months ISVEHICLES Cars, Buses, Trucks etc. ISBUILD30 Airport Buildings-30 years ISBUILD20 Airport Buildings-20 years ISBUILD10 Airport Buildings-10 years ISAIRLAND Airport Landing & Parking-15 yrs ISAIRLAND Airport Landing & Parking-30 yrs ISWATERSYS Water System ISSEWERSYS Sewer System ISGLYCOL Gylcol System
1. Review Profiles
25
How the Profile Impacts the CO-59Profile determines
CategoryUseful Life (Depreciation)
– Depreciation is used by Comptroller in her annual financial report
1. Review Profiles
26
Equipment applies to “1” and “IS” Profiles PROFILE
CATEGORY 1AIRCRAFT 1BOAT 1BOOKS/MAP 1EQUIPMENT 1LIVESTOCK 1RAIL CAR 1VEHICLES ISEQUIP10 ISEQUIP3 ISEQUIP4 ISEQUIP5 ISEQUIP66 ISEQUIP84 ISVEHICLES
2. Review Profiles
EQUIP
27
PROFILE CATEGORY 1FINEART ART 1BUILDINGS ISBUILD10 ISBUILD20 ISBUILD30 1CNTRLITEM CNTRL 1CONSTRUCT CONST 1SITEIMPRO IMPRO 1AIR LAND 1RAIL/BRIG 1ROAD/BRIG ISAIRLAND ISAIRLAND ISGLYCOL ISSEWERSYS ISWATERSYS 1LAND LAND 1LEASEDBUI LBUIL 1LCNTRL LCNTR 1LEASEPROP LIMPR 1SOFTWARE SOFT
2. Review Profiles
INFRA
BUILD
28
2. Review Profiles
29
Correct uses of 1Software Profile
Software written by or for the State
Does NOT include software we purchaseWe only purchase a license to useWe DO NOT own the source codeExample: Microsoft, anti-virus software
3. Review Profiles
30
3. Review Profiles Software Management Policy
The Software Management Policy Manual has been incorporated into the Property Control Manual. (Chapter 7)
“A software inventory(s) must be established by all agencies. This inventory will include software acquired with State funds (excluding external funding sources) and installed by an agency or its funding units. ****Most state software is not state-owned and consequently would not be listed on the CO-59, but accounted for in the respective agency's software inventory records.****” (emphasis added)
31
3. Review Profiles
Software Management Policy Manual
OLD: “Software inventory that is reportable on the CO-59 would be listed in the "Exceptional items" category within the state-owned personal property section. This would include in-house developed software systems.”
►NEW◄ designation for software written by or for the State - SOFT
32
3. Review Profiles
Tracking Licensed SoftwareTrack outside of Core-CT
State Property Control Manual – Chapter 7
Track inside of Core-CT1CNTRLEstablish a Class called Software for reporting purposes
Reminder: Core-CT is a Financial System and not a software tracking system
OR
33
3. Review Profiles
34
Upcoming Asset Training Events
1. Physical Inventory Training
2. Physical Inventory labs Scanner inventory Manual inventory Process
3. Helpdesk arrangements
35
1. Physical Inventory Training
Designed for person responsible for performing the inventory
Only Asset Processors will be admitted
Scanner agencies trained separately from manual agencies FAM210 – Physical Inventory (Scanner) FAM211 – Physical Inventory (Manual)
Sessions will be formally announced after the February 27 user group meeting
36
1. Physical Inventory Training
March 13 through March 2316 sessions / 14 users per sessionTwo sessions per day
8:30-12:00 and 1:00-4:30
State Office BuildingRoom G38Kelly Clark and Stephen PerkinsContact your Training Registration Contact
37
2. Help Desk Arrangements
Support Team (ARC)Carolyn MercierBetty DalySam JohnsElise HelmeckiBrenda Halpin
38
2. Help Desk Arrangements
All Physical Inventory questions702-TBD
Response will beEmailPhoneVisit to AgencyAsset Management lab
Response will be determined by the Helpdesk
39
3. Physical Inventory Labs
By AppointmentLabs are held on Fridays
8:30, 10:00, 11:30Contact 702-TBD Scanner labsManual Inventory labsProcess labs
40
Introduction to the CO-59
41
Introduction to the CO-59
Due October 1
ChangesListing is by CategoryLast Year Balance crosswalkAdditions and Deletions from Core-CT
42
Introduction to the CO-59
NewLANDIMPRO
OldLANDSite Improvements
43
Introduction to the CO-59
New BUILD LBUIL - Leased Buildings LIMPR - Leased Buildings
(Improvements)
ART
Other Property Owned with Trustee Funds
Old Buildings Improvements on Leased
Property
Works of Art, Historical Treasures
Other Property Not Owned by the State
Property of the US Government
44
Introduction to the CO-59
New Equipment
Old Books, Maps, Records,
Video Exceptional Items Furnishings and Equipment Livestock Aircraft & Equipment Cars, Trucks, Buses,
Motorcycles Boats Railroad Stock
45
Introduction to the CO-59
NewMaterials and Goods
in Process
Stores and Supplies
OldMaterials and Goods
in Process
Stores and Supplies
46
Introduction to the CO-59
New Categories
CONST – Construction in Progress
LEQUI – Leased Equipment (Capitalized)SOFT – Software Owned by the State (Capitalized)
INFRA – Infrastructure
Real Property
GAAP Personal Property
Other
47
Introduction to the CO-59
Queries – Additions and Deletions
CT_CORE_FIN_AM_COST_NEGCT_CORE_FIN_AM_COST_POS
CT_CORE_FIN_AM_DEPR_NEGCT_CORE_FIN_AM_DEPR_POS
CT_CORE_FIN_IN_CO_59_RCVCT_CORE_FIN_IN_CO_59_DEP
Asset Module Users
Reserved for OSC
Inventory Module Users
48
Resources
State Accounting ManualCommitments Section
3.4 Special Instructions for Leases and Contracts 5.4 Definitions and Guidelines for Capital Lease
Determinations
State Property Control ManualPrefaceChapter 3: Fixed Assets/Property Inventory Report Chapter 7: Software Inventory Control Policy and
Procedures
49
Fiscal Year End Activities
1. Record InterUnit Transfers
2. Record Retirements
3. Clear Pending Transactions
50
Fiscal Year End Activities
Record InterUnit TransfersCore-CT: Asset Management > Financial
Transactions > Cost Adjust/Transfer Asset WLA: Core-CT Asset Management > Adjusting,
Transferring, Retiring, and Reinstating Assets > Data Entry Procedures > Adjusting and Transferring Assets
WLA: Core-CT Asset Management > Job Aids > Job Aid Procedures > Different Adjustment Types
Role: CTAGYFINASSETPROCESSOR
51
Fiscal Year End Activities
52
Fiscal Year End Activities
53
Fiscal Year End Activities
Record RetirementsCore-CT: Asset Management > Financial
Transactions > Retire/Reinstate Asset WLA: Core-CT Asset Management >
Adjusting, Transferring, Retiring, and Reinstating Assets > Data Entry Procedures > Retiring/Reinstating Assets
Role: CTAGYASSETPROCESSOR
54
Fiscal Year End Activities
55
Fiscal Year End Activities
Clean Pending TransactionsCore-CT: Asset Management > Send/Receive
Information > Approve Physical Information > Review-A
WLA: Core-CT Asset Management > Integrating With Other Applications > View Procedures > Loading Preview - Physical Transactions A
Role: CTAGYASSETPROCESSOR
56
Fiscal Year End Activities
57
ConclusionThank You for your participation
today. We hope this information proved helpful…
Look for this presentation and meeting Q & A’s on the Core-CT Website www.core-ct.state.ct.us/
PO/AP/AM User Group Meeting March 2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
AR/BI/GL User Group Meeting March 2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B
***(don’t forget to sign up)
Top Related