Capital Asset Management System (CAMS)

How to use CAMS

• To provide control of and accountability of fixed assets.

• To orderly monitor the physical condition of fixed assets.

• To gather information needed for the preparation of management and financial reports.

Purpose of CAMS

• Mainframe application for capital asset inventory

• Real time• Used by most state agencies to:

– Record all assets that meet the state’s capitalization policy (SAAM- Chapter 30)

– Record small and attractive (if no alternative system)

• Waiver needed from OFM if an alternative system is used for capitalized assets

What is CAMS?

• Need RACF (Resource Access Control Facility) login ID

• Agency CAMS Administrator sets up users• CAMS Security is based on:

– Level of access (add, change, dispose, etc)– Fund

Accessing CAMS

CAMS Primary Menu

CAMS Menu Functions

ASSETS Add assetsView assets (only after add)List or browse assets (ref, location or class)Change assetsDispose or Undispose assetsView depreciation record(s)Undo assets (no depreciation)

REPORT REQUEST Order on demand reports.Order an exchange file of master records.

ACCESS PENDING ASSETS Allows user to add asset records created by the AFRS/CAMS Interface process.

SECURITY Allows Agency CAMS Administrator to manage CAMS users within their agency.

ADMINISTRATIVE Allows user to change contact name and destination for CAMS system reports.

1. A = ADD function (default function)– Use when adding one asset record at a time.

2. R = ADD/RETAIN DATA– Use when adding a series of same asset

records.

3. F = REFRESH– Use when a different asset is added (usually

after R (ADD/RETAIN DATA) is used.

4. V = VIEW SCREEN (after ADD only)

Add Asset Function

Allows changes to all CAMS fields except for the following:

1. Acquisition Date – if already depreciated

2. Ref – once it is created

3. Use – override is allowed if:• When asset is degraded and COND field must be

“O”.• When asset is purchased in not new condition –

COND field must be “U”.

Change Asset

Dispose function is used during the normal course of business for assets that have been:1. Disposed based on agency’s disposal

procedure.

2. Entered in error.

3. Lost, stolen or destroyed.

Dispose Assets

Undispose function allows users to activate an asset that was previously disposed due to the following:

1. Asset was previously reported as missing but found.

2. Disposal entered in error.

Undispose Assets

Allows users to view recorded depreciation record(s) of assets:1. Number of depreciation records

2. Total Cost

3. Salvage Value (if any)

4. Monthly Depreciation

5. Accumulated Depreciation

6. Months depreciated

7. Date of Last Change Affecting Depreciation

View Depreciation

Allows users to delete asset records for the following:1. Depreciation has not run for the depreciable

assets.

2. Asset records that are not depreciated.

Eg. land, construction in progress

Undo Assets

Report Categories:1. System Generated Reports – automatically generated by CAMS

– CAMS Daily Activity Report– CAMS Weekly Pending File Activity Report– CAMS Monthly Activity Report

2. User Requested Reports – run as needed by staff.– CM380/385 – Depreciation Reports– CM370 – Disposed Assets– CM400 – Asset Reports– CM800 – Capitalized Assets (Cost & Depreciation)– Exchange Dataset of CAMS master file records

Report Request

Requirements to download file:

1. CAMS Excel Template (provided by DES)

2. TSO (Time Sharing Option) Access

3. Information on mainframe access– Software emulator (Extra, Jolly Giant, Etc.)– Host on Demand

This is replaced by a CAMS universe in ER as of fall 2014.

CAMS Master File Dataset

CAMS calculates and posts monthly depreciation on the first day of the month for prior month’s depreciation.

What assets are depreciated?1. Assets that meet the state’s capitalization policy.

2. Asset records with multiple feature.– Same reference– First 2 characters of class the same– Total cost of all records (all features) meet the capitalization threshold

for the class– Roll field is Y

Depreciation

How depreciation is calculated and recorded?1. TOTAL COST OF ASSET – SALVAGE VALUE

------------------------------------------------------------- = MONTHLY DEPRECIATION

USEFUL LIFE OF ASSET (MONTHS

2. Initial depreciation creates a depreciation for the asset record.

3. No change in the master record. Total depreciation is updated and rewritten.

4. Changes in the following will recalculate and create a new depreciation record:– Total cost– Salvage value– Use life

5. Depreciation recalculation:

(TOTAL COST – SALVAGE VALUE) – ACCUM DEPREC

-------------------------------------------------------------------------- = NEW MONHTLY DEPREC

USEFUL LIFE – NUMBER OF MONTHS DEPRECIATED

6. CM385 – Depreciation History Report – shows history of depreciation changes

Depreciation

• Creates a skeleton record of assets in CAMS at the time a capital expenditure is entered in AFRS.

• Skeleton record needs to be added in CAMS to become an official record.

• AFRS online only for users of CAMS.• Requires entry in the AFRS to CAMS Interface

Sub-Object Table (TM.3.5).– Sub-object– Batch Type– Amount

Access Pending Assets

• Mainframe User Identification• CAMS Agency Administrator• Agency Security

– Level of access• View (all, including ordering reports)• Add• Change• Acquisition Date• Dispose• Security (CAMS Agency Administrator)• Admin (manage contacts and report destination)

– Fund

Security

CAMS system:ETS Solutions Center

Phone: 360-407-9100

Email: solutionscenter@des.wa.gov

Capital Asset Accounting Policies and Procedures:OFM Accounting Consultant

Follow the link to find your OFM Accounting Consultanthttp://www.ofm.wa.gov/accounting/swa/swacontactsbyagency.asp

Who to contact with questions?

To get copies of the latest system documentations:

http://www.des.wa.gov/services/IT/SystemSupport/guidance/Pages/financialSystemsDoc.aspx

To subscribe to the ETS listserv:

http://listserv.wa.gov/archives/swfs.html

Staying Informed

Questions?

Thank you