Mobile Asset Tracking

1. Mobile Asset Tracking

2. Purpose Of Inventory– External • State Requirements • “Each agency must annually perform a physical inventory of its capital assets to ensure that adequate care is being used in the control and accountability of State resources” • ARS 35-131, 41-722 • Federal Requirements • Periodic physical inventory of all Government Property” • FAR 45.508

3. Purpose of Inventory- Internal • Maintain Accurate Financial Records • Depreciation (107,561,000) • University Capital Assets (1,637,048,000) • Equipment Audits • Maintain Tagged Status of Assets • Tracking System (current Tagged assets 14,326) • Disposal Reasons • Surplus • Trade-Ins

4. 2013 Inventory Timeline • February 5th - April 15th • Departments conduct Physical Capital Inventory • April 15th • Inventory sheets with Certification Statements must be submitted to Property Management by this date • April 1st- July 1st • Property Management processes changes into KFS • Changes need to be in KFS before Year end • June 1st – August 31st • Property Management conducts on site Validations of Inventory

5. UA Barcode Scanning

6. Titan Application • Home Screen • https://titan.fso.arizona.edu/

7. Mobile Asset Tracking Development • Application and Titan developed In-House by UA • Financial Services Office ITS/Financial Application Support Team (FAST) • Application output will be able to be batched into financial system (UAccess Financials)

8. Department Resource Folder • MAT Instruction Manual • Inventory Distribution Letter • Contact Sheet • Inventory Certification Statement • Process Procedures • FAQs • RADP form • “How to Edit Asset” Document • Other Useful resources

9. Let’s Get Started • Home Screen On Switch Menu Button

10. Power Button • Scanners numbered 64-84 have the older version of Linea-Pro (scanning system) with the power button that does not line up • These scanners must be kept charged at all times • To use the scanner, press the menu button • To power on a device with dead battery, the top portion of the Linea-Pro scanner must be removed to reach the power button

11. Getting Started Input Four digit pin - 3220

12. Application Preview

13. Settings • Please DO NOT change settings on the IPOD scanners or Download anything extra • Brightness settings are OK to change if you are having problems viewing the screen • IPod Scanner should be used for the purpose of Inventory Tracking only!

14. Update Application • This populates information such as current building and room numbers from Real Estate Administration (REA) • Also downloads department inventory reports • Each scanner is assigned to one specific department number

15. Update Application • If update was successful, the “Update Finish” screen will appear • If update was unsuccessful, scanner can still be used but information will not be current • Please contact FSO-IT for assistance

16. WIFI Connection • The device Needs to be connected to WIFI for update button to connect • If you are not on a UA WIFI connection • You might be prompted to update IOS • DO NOT UPDATE!!!!! • For those departments with off-campus locations, please stay after the presentation to discuss the WIFI issue further

17. Barcode Scanning Barcode Laser Scan Button

18. Scanning • Start scanning A-tags • Successfully Scanned tags will beep and appear like example shown

19. Scanning • Unsuccessfully scanned barcodes will give “Invalid Barcode” error message • Try manual entry or contact FSO IT

20. Editing Assets Tap here to select the asset Required

21. Select to begin Editing Select to Edit Building Select to Edit Room • Building must be entered before you can enter room number

22. Editing Assets Search Cancel Back Button

23. Off Campus Assets Tap here to select asset Switch to “OFF” to Change to Off-Campus location • Building and room number no longer required

24. Additional Information • Fields are optional • Can be edited in Titan also • Off Campus Assets need contact information to be batched into KFS

25. Editing Assets Completed Asset

26. Batch Location

27. Batch Location

28. Batch To Titan

29. Upload Results • A successful upload screen will show how many assets were processed into Titan

30. Batching • We recommend Uploading to Titan after every Room is scanned • This is your “Save” button • Application can only hold so many assets at a time • Departments with 500 or more assets will not be able to scan all their assets at once without uploading • The larger the upload the longer the upload will take

31. Manual Entry

32. Manual Entry • Any tag that is manually entered is subject to validation • Please make a note as to why the A-tag was entered vs. Scanned • Examples: • A-Tag is in located in area that cannot be reached by scanner • Asset is off-campus and scanner cannot be sent • Request New A-Tag

33. Manual Entry

34. Request New Tag Switch to “ON” to Request a new Tag

35. Titan • Log- In to Titan website at https://titan.fso.arizona.edu/dashboard/ • Request Access

36. Titan Functions

37. Titan

38. Assets to Find List • Consist of any asset that is either “A” status or “F” status and Tag number begins with an A • Scanner is not combatable with N-Tags, D-Tags and or other department issued tracking tags • If you prefer reports other than what is listed in Titan please contact Property Management

39. Titan Functions

40. Assets to Find • Click on Asset to give exception reasons

41. Assets to Find

42. Multiple Departments For Asset Custodians with Multiple Department Responsibility: • We have assigned One scanner to the department with the highest number of assets • You are able to scan ALL of your assets on the one scanner • Please move assets assigned to other departments in Titan by reviewing the “other folder” in you main department

43. Titan Functions

44. Titan Sorting

45. Submission Of Inventory • Please Notify Property Management when Inventory is complete • Each department MUST SUBMIT: • Signed Inventory Certification Statement • Any Back-up and completed Forms • RADP form, Surplus, Off campus location, etc. • Can be turned in by mail or email • Deadline: Friday, April 15th, 2013

46. Appreciation Lunches Requirements • Attend Kick-Off Meeting • Turn in Inventory Reports by Deadline • Pass Validation • Provide Signed ICS • Give Necessary back-up on Exception Assets

47. Appreciation Lunches Who get Incentives? • Top 5 Departments in Each Category • 5 People per Department Categories • 1. >201 Assets – 16 Departments • 2. 101-200 Assets – 26 Departments • 3. 50-100 Assets – 32 Departments • 4. 16-49 Assets – 55 Departments • 5. 6-15 Assets- 45 Departments • 6. <5 Assets- 116 Departments

48. UA Titled and Sponsor Titled Assets • Both University and Sponsor titled assets are included in the biennial inventory • Capital F-Titled Assets automatically populate into the “Asset to Find” List in Titan • A-110 states that “a physical inventory of equipment shall be taken and the results reconciled with the equipment records at least once every two years” • FAR 52.245-1 states that “the Contractor shall periodically perform, record, and disclose physical inventory results”

49. Equipment Purchased on Sponsored Accounts • The University Property System is regularly audited to ensure compliance, control, and management of state, University, and Federally funded equipment • Biennial audit by Office of Naval Research (ONR) • Annual by the Office of the Arizona Auditor General - Financial Statement Audit • Annual A-133 audit of federal grant and contract transactions by the Office of the Arizona Auditor General • Sponsor Audit

50. Federally Titled Assets and theONR Audit • The ONR audit is performed to determine whether or not the University Property System is compliant as required by FAR 52.245-1(f)(3) • If the UA property system is deemed unsatisfactory, the University will NOT maintain eligibility to receive government funding for the purchase of equipment • In other words, the University will lose a significant amount of Federal funding if the system is found to be unsatisfactory