Asset Inventory Certification DocumentUniversity of California, IrvineHelen Chang, Equipment ManagerMarc Guerra, Associate ControllerWarren Liang, KFS Manager

2

Functional StoriesWhy, how, and the results

• What is Asset Inventory Certification Document

• Facts about UCI Equipment Management Office

• Background• Old Process and New Process• Advantages and Savings• Custodian Feedback• AICD Features• Demonstration

33

What is Asset Inventory Certification Document? A document to allow custodians to complete equipment

inventory as required by Federal Uniform Guidance and university

A document is automatically spawned to custodian’s action list after fiscal year end closing so that they can certify location (building and room), condition, serial number, and utilization ratio

After custodian completes certification and approves the document (first signature), the document will route to department head for acknowledgement (second signature)

44

Background – why inventory?BUS-29

Any property identified as not needed should be processed for disposal. In addition, every two years, the head of the custodial department shall review the use of University property in the custody of that department. Any equipment with a fair market value greater than $10,000 which is available for shared use or is temporarily or permanently not needed shall be reported to the Equipment Management Department for inclusion in a list of excess material. This list shall be screened by the Equipment Management Department and the Materiel Management Department against local campus needs prior to being circulated to all campuses for the purpose of utilizing University property to the fullest extent.

55

UCI Equipment Management UCI Equipment Management

Size of Equipment Management Office Campus: 3.5 FTE Medical Center: 3.5 FTE

Number of assets in the system: Near 20,000 for both Campus and Med Center Number of custodians: 652

6

Old Process Equipment Management annually (July after fiscal

year-end) printed paper report and distributed individual pages to custodians of the equipment for inventorial purpose

User could update through legacy Equipment System (EQS) on-line or update on paper report with manual signatures and send it back to Equipment Management for update

The completed paper document was then saved in the master binder for audit

Inventory status was manually tracked and delinquent notification was manually sent out

7

New Process Asset Inventory Certification Document is

automatically spawned to custodians of asset in July

Custodians may update Serial number Building Code Room Condition Code Utilization Ratio

Custodian will certify inventory on-line The document routes to Custodial Code

Reviewer (department head) for acknowledgment and updates the asset table when a custodian submits ACID

88

Advantages and Savings Paper reduction Ability to discover inventory status from the doc search or a report Multiple custodians may work on inventory Easy reassignment – Equipment Manager can reassign custodian and

reroute the document in the case of turnover Ability to recreate AICD for missing inventory document AICD updates asset attributes and inventory date upon document

being approved AICD lets custodians know if there are other CAM documents

impacting the same asset Placed barcode inventory on the back burner

9

Administration Custodial code Maintenance Custodial Code reviewer maintenance Reviewing status report (auto emailed to Equipment Manager)

10

How Did We Do?

1111

Feedback from Custodians Inventory instruction linked to AICD documents is helpful It is to very easy to complete It is convenient to update and save AICD at their own pace Custodian can generate an EXCEL spreadsheet from ACID and email it

to PI for annotation. The annotated report can be scanned and attached to AICD Notes & Attachment

Document can be easily assigned to a different custodian, if the original custodian has left

Custodian can ad hoc ACID Document can never be lost and can always be retrieved

12

Feature – Action List

13

Features - Tabs

Click to insert a background Picture

14

Feature – Custodian Tab

15

Feature – Asset Inventory Tab

16

Feature – Certification Tab

17

Feature – EXCEL Snapshot Report

18

Admin - AICD Recreate Document

19

Admin – Custodian Maintenance

2020

Admin - Reassign After changing custodian in the Custodial Code Table, Asset Manager can reassign

the document to a new custodian by clicking reassign

21

Quick DemoOnly if connection works….

22

Technical StoriesWhat we had to customize…

• Custom components• Roles• Batch Process• Document

2323

Technical Stories – Custom components Roles

Custodian Role Custodial Code Reviewer Role

Batch Process assetInventoryCertificationJob

Maintenance Document Custodial Code Maintenance Document

Transactional Documents Asset Inventory Certification Document Asset Inventory Certification Recreate Document

24

Custodian Role Custodian role breaks down CAM Processor into

smaller units UCI was not able to align org codes to granular

level as intended by baseline (conflict with Budget Office’s desire to reduce the number of organization codes)

CAM access was changed to custodial code vs. organization code

Concept of Primary Asset Rep and Secondary Asset Reps (custodians) Primary Asset Rep is a derived role from the

custodial code table Secondary Asset Reps are role members

qualified by custodial code

Org Code

Custodial Code

Primary Asset Rep

Secondary Asset Rep

Secondary Asset Rep

Custodial Code

Primary Asset Rep

2525

Custodial Code Reviewer Role Custodial Code Reviewer acknowledges AICD document Role is qualified by Custodial Code At UCI, Custodial Code Reviewer is set up by automated role member request

process (Kuali Security Management System) where Asset Manager approves membership

2626

Batch Process assetInventoryCertificationStep Filtering criteria

Capital equipment based on object sub-type code (baseline parameter) Active assets only (new parameter) Exception asset type (new parameter) Exclude retired asset (new parameter) Asset received up to 6/30 of the calendar year (new parameter)

Batch Process Submits and routes the document to custodian’s action list Attaches csv file to each document for snapshot report

2727

Parameters Parameters

2828

AICD Document Workflow

2929

AICD Document Custodian (Primary Asset Rep) can certify and approve the document Secondary asset rep(s) can change the values and save the document

For a large unit, this will allow multiple custodians to divide up inventory responsibilities

Users may download csv file directly from the AICD document as a snapshot report Custodians might choose to walk around with the report and take an inventory,

and then update AICD with the result When AICD document is approved inventory date, serial number, building, and

room number, condition, and utility ratio are updated

3030

AICD Custom Search

31

Management StoriesWhat’s next?

3232

Certification Process in KFS With success of AICD rollout, UCI plans to roll out similar type of certification

processes Access control certification Ledger reconciliation Payroll certification

33