PSC Excess Receival Request PMIS Training

1. PSC Excess Receival RequestPMIS Training July 2019

2. Chapter 1Excess Receival Requests

3. Chapter Objectives • Excess Receival Request Overview • Roles • Initiating Excess Pick-up Requests with the PSC Warehouse • PMIS barcoded assets • Non-barcoded assets • View/Edit/Print HHS-22 • Withdraw Excess Pick-up Requests • Generate Excess Reports

4. Excess Module Overview • Excess Module is used to formally remove property from an in service status (Mgmt Module) and place into an excess status (Excess Module). • Excess receival requests (pick-up requests to the PSC Warehouse in Frederick, MD) • Generates the HHS-22 form for both Barcoded and Non-Barcoded property • Provides Reporting on Open and Closed Excess Receival Requests

5. Excess Receival Request Roles

6. Create Excess Receival Request – Barcoded Asset(s) • Navigation: • From the Main Menu, click Excess/Request Excess Receival (Multiple Entry) /Request Inventory Asset Excess Receival

7. Create Excess Receival Request – Barcoded Asset(s) • Click the Identified Asset Tab

8. Create Excess Receival Request – Barcoded Asset(s) • Double click in the Pick-Up Location* field and select a pick-up location (Site, Building and Room, if possible). Click Save. • Double click in the Deliver-To Location* and select a deliver-to location. (For the PSC Warehouse, Enter Site of Frederick, MD, and Building = Warehouse. • Click Save.

9. Create Excess Receival Request – Barcoded Asset(s) • Double click in the Additional Information* field. • Select or enter Y from the PSC Excess Group field. • Enter your OPDIV into the From Organization field. • Click Save.

10. Create Excess Receival Request – Barcoded Asset(s) • From the Identified Asset tab, enter an HHS inventory asset in the HHS Decal Number field and press Tab. • Select an updated Asset Condition code. • Repeat steps 4-5 as needed.

11. Create Excess Receival Request – Barcoded Asset(s) • Check the box under the delta (triangle) column for each asset before saving or check the box directly under the delta (triangle) to check all boxes. • Click Save. Once successfully saved, the boxes under the OK column will check. If an OK box did not check, click on the barcode in that row and the error will reflect in the Message field. • Note- the HHS-22 control number is generated and appears in Global User Fields (last field on asset record) for each asset. If multiple assets are on one request, they will share the same control number.

12. Create Excess Receival Request – Non-Barcoded Asset(s) • Navigation: • From the Main Menu, click Excess/Request Excess Receival (Multiple Entry) /Request Inventory Asset Excess Receival

13. Create Excess Receival Request – Non-Barcoded Asset(s) • Double click in the Pick-Up Location* field and select a pick-up location (Site, Building and Room, if possible). Click Save. • Double click in the Deliver-To Location* and select a deliver-to location. (For the PSC Warehouse, Enter Site of Frederick, MD, and Building = Warehouse. Click Save. • Double click in the Additional Information* field. Select or enter Y from the PSC Excess Group field. Click Save.

14. Create Excess Receival Request – Non-Barcoded Asset(s) • Click the Non-Identified Assets Tab. • Select an asset condition from the Asset Condition field. • Enter NONE in the Serial Number field. • Enter or select an Acquisition Date. • Enter an estimated Asset Value. • Note: You may enter $0 as well.

15. Create Excess Receival Request – Non-Barcoded Asset(s) • Enter the appropriate Manager (i.e. PSC, FDA) from the Manager field. • Enter the appropriate Owner the Owner (i.e. PSC) field. • Enter the appropriate Organization (i.e. PSC Excess) from the Organization field.

16. Create Excess Receival Request – Non-Barcoded Asset(s) • Select Excess from the Catalog Type drop down. • Select an Official Name and press Tab. • Note: If the desired official name is not in the listing, the PSC Excess Managers can add to the listing. • column will check. If an OK box did not check, click on the barcode in that row and the error will reflect in the Message field.

17. Create Excess Receival Request – Non-Barcoded Asset(s) • Optional: For commodity items (more than one): • Check the “If the asset is a commodity complete the following” checkbox. • Enter a description • Enter a quantity • Select UOM (Unit of Measure)

18. Create Excess Receival Request – Non-Barcoded Asset(s) • Check the box under the delta (triangle) column for each row before saving or check the box directly under the delta (triangle) to check all boxes. • Click Save. • Once successfully saved, the boxes under the OK column will check. If an OK box did not check, click on the barcode in that row and the error will reflect in the Message field.

19. Withdraw Excess Receival Requests • Navigation: • Click Excess/Withdraw Excess Receival Requests • Enter the Request No from request and press Tab. • Request No can be obtained from the asset’s summary and history screen or from the Assets with Pending Excess Requests report (for both barcoded and non-barcoded requests). • Enter a Withdraw reason. • Click Save.

20. View/Edit/Print HHS-22 for Barcoded Assets • Navigation: • Main Menu • Form HHS-22 • In the Form HHS-22 Control # field, enter the control # generated on the asset record post excess request. • The control # can be found in Global User Fields within each asset record. • Click Submit. • Click View or Edit (if you need to edit the form). • Click the back button within the internet browser and click Print to print the HHS-22.

21. View/Edit/Print HHS-22 for Non-Barcoded Assets • Navigation: • Main Menu • Form HHS-22 • Enter the date of the request in the Begin and End Date fields or enter a range of dates. • Click Submit. • Click View or Edit (if you need to edit the form). • Click the back button within the internet browser and click Print to print the HHS-22.

22. Generate Report of Open Excess Requests • Navigation: • Main Menu > PMIS Reports > Excess Reports OR Excess Module > Excess Reports • Click Assets with Pending Excess Requests • Uncheck the Include Only Assets With This Interest and Include Only Assets with a Current Interest. • Select both Excess and Standard Catalog Type Catalog Types by holding down the Ctrl key and clicking each.

23. Generate Report of Open Excess Requests • Click the Request Tab. • Uncheck the Inactive related boxes. • Inactive Receival Requests • Inactive Redeployment Requests • In-place Receival Requests • Click File Output (on left-hand side). • Select Text file export (CSV/Excel). • Click Submit. • Click Execute. • Open or Save as file. This report will provide pending excess request information for barcoded and non-barcoded assets.

24. Generate Report of Excess Assets • Navigation: • Main Menu/PMIS Reports/Excess Reports • Click Excess Assets (Global Information) Report • Click the Location Tab. • Select or enter Frederick, MD from the Site field. • Select Building from the Stlv1 Type field • Select or enter 6701 English Muffin from the Stlv1 Identifier field. • Select the correct Sltv2 Type (i.e. room, shelf, row). This type is assigned to the excess asset you wish to generate in the report. • Select or enter the Sltv2 Identifier. • Click Display Options and check the desired detail you wish to include in the report. It is recommended to include Asset Details and Excess Asset User fields • Click File Output • Select Text file export (CSV/Excel). • Click Submit. • Click Execute. • Open or Save as file. This report is ideal to generate a set of excess assets by desired criteria. There are multiple ways to run the report given the magnitude of parameters. Below is an example of how to run by a specific location in the PSC warehouse.

25. End of Training