LSME: L. Flora 1 Detailed Activities Key Activities Role Description Role Design and Impact To account for property inventory and notify insurance companies

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LSME: L. Flora

Detailed ActivitiesDetailed ActivitiesDetailed ActivitiesDetailed Activities

Key ActivitiesKey ActivitiesKey ActivitiesKey ActivitiesRole DescriptionRole DescriptionRole DescriptionRole Description

Role Design and Impact

To account for property inventory and notify insurance companies.

Tag property Report property to Insurance Disposal of Assets Maintain Inventory of Assets Maintain History of Assets Process Fixed Asset Betterment (FB) Document

Tag property•Record in MARS: value, description of asset, type of assetprocurement document, serial number, model number, etc.•Complete FA (Fixed Asset Acquisition) document* Disposal of Assets•Sell Asset to public•Discard Asset •Trade-In Asset•Sell Asset to another agency (system transfers)•Donate Asset to charity •Give Asset to Surplus Property

Maintain Inventory of Assets•Physical counts of property inventory•Reconcile Discrepancies

Process Fixed Asset Betterment (FB) Document•Review Fixed Asset Betterment (FB) Document

Business Area: Fixed AssetsBusiness Area: Fixed Assets MARS Roadmap: Fixed Assets MARS Roadmap: Fixed Assets Business Area: Fixed AssetsBusiness Area: Fixed Assets MARS Roadmap: Fixed Assets MARS Roadmap: Fixed Assets

““To Be” To Be” Redesigned RoleRedesigned Role““To Be” To Be” Redesigned RoleRedesigned Role

(Fixed Asset) Property and Insurance Control Management

Notes:Bold, italic text indicates activities supported and/or facilitated to a significant degree by MARS.“*” Indicates activity for which significant reductions in time and/or effort to complete are expected due to automation and/or streamlined processes.“(F)”Indicates activities that are dependent upon agency structure and/or agency willingness to “push” accountability to the field.

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LSME: L. Flora

Current to New Role Comparison for (Fixed Asset) Property and Insurance Control ManagementCurrent to New Role Comparison for (Fixed Asset) Property and Insurance Control ManagementCurrent to New Role Comparison for (Fixed Asset) Property and Insurance Control ManagementCurrent to New Role Comparison for (Fixed Asset) Property and Insurance Control Management

Changed ActivitiesChanged ActivitiesChanged ActivitiesChanged Activities

Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the Same

Activities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed

Definition of TermsDefinition of TermsDefinition of TermsDefinition of Terms

Training and Skill NeedsTraining and Skill NeedsTraining and Skill NeedsTraining and Skill Needs


TimingTimingTimingTiming

•Receive Invoice from Accounting•Manual Report to Department of Insurance

•Fixed Asset= personal property and what was previously defined as inventory by many agencies

Tag Property •Sell Asset to Public •Discard Asset •Trade-In Asset •Sell Asset to Another Agency (system transfers) •Donate Asset to Charity •Give Asset to Surplus Property •Physical counts of property inventory•Reconcile Discrepancies

•Report property to Insurance •Maintain History of Assets •Process Fixed Asset Betterment (FB) Document •Record in MARS: value, description of asset, type of assetprocurement document, serial number, model number, etc. •Review Fixed Asset Betterment (FB) Document MARS Fixed Assets

Prerequisites: MARS Computer Based TrainingMARS Computer Literacy Training

N/A

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LSME: L. Flora

Current to New Role Comparison for (Fixed Asset) Current to New Role Comparison for (Fixed Asset) Property and Insurance Control ManagementProperty and Insurance Control ManagementCurrent to New Role Comparison for (Fixed Asset) Current to New Role Comparison for (Fixed Asset) Property and Insurance Control ManagementProperty and Insurance Control Management


Additional NotesAdditional Notes Additional NotesAdditional Notes

•In the future the Department of Insurance will be electronically notified of property, as opposed to receiving a manual report.•The method utilized for asset disposal depends on the agency type.•Concerning Maintaining Inventory of Assets: STARS only tracks property over $5,000; MARS will track whatever agencies set as the dollar limit. Agencies will enter this information once, and it will be stored in the system. This will be much more efficient and accurate than the current process, in which each agency maintains their own trackingsystem for property under $5,000.•An additional benefit of MARS is that notification of purchased assets will be much faster and more accurate than under the current system.•Individuals will no longer receive an invoice from Accounting indicating property purchases. This process will be electronic- a form will be completed on the computer. •Maintain History of Assets- a new key activity for this role. This history will be electronic and will allow for more accurate tracking of assets.•Fixed Asset Betterment (FB)- It is the same type of document as a Fixed Asset (FA). It ties an improvement to a particular Asset and can be depreciated.

Template KeyTemplate KeyTemplate KeyTemplate Key

Activities that will be completed via MARS have been highlighted through the use of italic, bold font.Activities that are dependent upon agency structure and/or agency willingness to “push” accountability out to the field are identified with an “(F)”.Activities for which significant reductions in time and/or effort required are expected to result from automation and/or process streamlining are indicated with an “*”.Detail activities are grouped according to the key activity (underlined) they support.MARS documents are cross-referenced (by number) to the document(s) they replace.For more information on the process flow for activities regarding this area, please consult the MARS Roadmap document cited. Roadmaps may be found at http://www.state.ky.us/agencies/adm/mars/marssua.htm.

For more training guidance, please consult the MARS Training Curriculum, which will be posted to the MARS page of the Simplified Administrative Services Web site at http://www.state.ky.us/agencies/adm/mars/mars.htm.

Documents Relevant to RoleDocuments Relevant to RoleDocuments Relevant to RoleDocuments Relevant to Role

MARS Documents Documents Formerly Used

DOA-02: Pay-In Voucher [1]Fixed Asset Acquisition (FA)Fixed Asset Betterment (FB)Fixed Asset Modification (FC)Fixed Asset Disposition (FD)Fixed Asset Sale (FS)Fixed Asset Transfer (FT)Fixed Asset Funding Source Modification (FF; Central Agency Only)Cash Receipt (C1) [1]

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LSME: L. Flora




The supervision of staff in the management of fixed asset property.

Oversee Property and Insurance Control Management Reconcile Discrepancies Review Fixed-Asset Reports



Supervision of Fixed Asset Property


Oversee Property and Insurance Control Management Oversee all changes to documentsOversee all additions of assetsOversee all asset disposal

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LSME: L. Flora

Current to New Role Comparison for Current to New Role Comparison for Supervision of Fixed-Asset PropertySupervision of Fixed-Asset PropertyCurrent to New Role Comparison for Current to New Role Comparison for Supervision of Fixed-Asset PropertySupervision of Fixed-Asset Property

Changed ActivitiesChanged ActivitiesChanged ActivitiesChanged Activities

Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the Same

Activities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed





Oversee Property and Insurance Control Management Reconcile Discrepancies Review Fixed-Asset Reports



July 1, 1999

N/A

N/A

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LSME: L. Flora

Current to New Role Comparison for Current to New Role Comparison for Supervision of Fixed-Asset PropertySupervision of Fixed-Asset PropertyCurrent to New Role Comparison for Current to New Role Comparison for Supervision of Fixed-Asset PropertySupervision of Fixed-Asset Property



•The scope of the supervisory roles depends on each particular agency. It may be likened to a property officer or a director of accounting.•In some agencies, the same person does both supervision and management of fixed-assets.•In some agencies, the supervisory role may be removed from other areas of fixed-asset management.





MARS Documents Documents Formerly UsedDOA-02: Pay-In Voucher [1]Fixed Asset Acquisition (FA)

Fixed Asset Betterment (FB)Fixed Asset Modification (FC)Fixed Asset Disposition (FD)Cash Receipt (CR)Fixed Asset Sale (FS)Fixed Asset Transfer (FT)Fixed Asset Funding Source Modification (FF; Central Agency Only)Fixed Asset Management ReportsCash Receipt (C1) [1]

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LSME: L. Flora




To manage condition and risk associated with each individual asset.

Fixed Asset ObservationReview Insurance/ Risk Coverage

Fixed Asset Observation:•Property observation•Evaluate condition of property•Conduct a condition assessment

•dispose of property•repair property•replace property•reevaluate property

•Review OSHA requirements, Kentucky Revised Statutes, building codes, and other laws & regulations pertaining to fixed asset management•Review Repair and Maintenance Table for Fixed Assets (MARS automatically updates table)•Review Fixed Asset History, including the following:

•Establish replacement dates •Update useful life•Review condition update•Review maintenance agreement

Review Insurance/ Risk Coverage:•Review insurance coverage and receive notification of claimsand complaints against an agency involving a fixed asset



Fixed Asset/Liability Management


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LSME: L. Flora

Current to New Role Comparison for Fixed Current to New Role Comparison for Fixed Asset/ Liability ManagementAsset/ Liability ManagementCurrent to New Role Comparison for Fixed Current to New Role Comparison for Fixed Asset/ Liability ManagementAsset/ Liability Management

New ActivitiesNew ActivitiesNew ActivitiesNew Activities

Activities That Remain the SameActivities That Remain the SameActivities That Remain the SameActivities That Remain the Same Activities No Longer PerformedActivities No Longer PerformedActivities No Longer PerformedActivities No Longer Performed







•Property observation•Evaluate condition of property•Conduct a condition assessment

•dispose of property•repair property•replace property•reevaluate property

•Review OSHA requirements, Kentucky Revised Statutes, building codes, and other laws & regulations•Review insurance coverage and receive notification of claimsand complaints against an agency involving a fixed asset

•Review Repair and Maintenance Table for Fixed Assets (MARS automatically updates table)•Review Fixed Asset History, including the following:

•Establish replacement dates •Update useful life•Review condition update•Review maintenance agreement

N/A

July 1, 1999

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LSME: L. Flora

Current to New Role Comparison for Fixed Current to New Role Comparison for Fixed Asset/ Liability ManagementAsset/ Liability ManagementCurrent to New Role Comparison for Fixed Current to New Role Comparison for Fixed Asset/ Liability ManagementAsset/ Liability Management




•MARS will bring to agencies, for the first time, the ability to tag and track all types of fixed assets in one system rather than many.•MARS will greatly enhance the efficiency with which fixed assets are managed, allowing agencies to track fixed assets throughout their entire lifecycle.•Through the use of the Repair and Maintenance Table for Fixed Assets, as well as the Fixed Asset History, MARS will simplify the process for managing fixed assets.




MARS Documents Documents Formerly UsedDOA-02: Pay-In Voucher [1]Fixed Asset Acquisition (FA)

Fixed Asset Betterment (FB)Fixed Asset Modification (FC)Fixed Asset Disposition (FD)Cash Receipt (CR)Fixed Asset Sale (FS)Fixed Asset Transfer (FT)Fixed Asset Funding Source Modification (FF; Central Agency Only)Fixed Asset HistoryCash Receipt (C1) [1]