STARS Enterprise

1. STARSEnterprise Asset Manager Training The University of Texas System

2. STARS ENTERPRISE TRAINING • Basics and Navigation • Asset Manager • Adding a New Vehicle • Effective & Deleted Dates of Coverage (Physical Damage) • Effective & Deleted Dates of Coverage (Full Coverage) • Asset Manager – Search • Deleting a Vehicle • Vehicle Inventory Reports The University of Texas System

3. BASICS & NAVIGATION

4. How Do I Login? https://www.starsenterprise.com/rmis/login.cmdx If you forget your password, click on “Forgot your password?” and enter Client ID and email address User ID and Password will be emailed to you First time users are prompted to change their password upon initial login.

5. STARS Managers • MY STARS: The My STARS Manager displays important News and Announcements, User Reports, and a Task Calendar. • ASSET : The Asset Manager holds information about various Institution assets and allows users to create and modify asset information.

6. Common Buttons • Drop Down Menu and Search • Save • New Record • Save and Close • Copy Record • Delete • Refresh • Open • Export to Excel • Print

7. Asset Manager

8. Asset Manager • Asset Manager stores and organizes information about UT System vehicles, boilers, and insured equipment

9. Adding a New Asset • Click New Assetfrom either the Views or Search tab The University of Texas System

10. Adding a New Asset, cont. • The Create a New Asset window opens • Use the Drop Down Menu to select “Vehicle” as the new Asset Type • Click Create Asset

11. Adding a New Asset, cont. • All Bolded Fields are Required and must be populated before an Asset can be saved • Institution: Select from Drop Down Menu; The Institution to which the vehicle belongs. • Ownership: Select from Drop Down Menu; i.e. Dealer Loaner Vehicle (this applies only to vehicles on the Athletics Policy), Long Term Lease (over 1 year), or UT Owned Vehicle. • Owner Name: Enter Manually; Required only if vehicle is leased or loaned • Owner Address: Enter Manually; Street, City, State, Zip Code; Required only if vehicle is leased or loaned The University of Texas System

12. Adding a New Asset, cont. • Year: Enter Manually; i.e. 2010, 2009, 1997, etc. • Make: Select from Drop Down Menu; i.e. Dodge, Ford, Chevrolet. If a vehicle Make is not available, contact Office of Risk Management. • Model: Enter Manually; i.e. Dakota, F150, Tahoe, Accord: Dodge Dakota, Ford F150 Pickup Truck, Chevrolet Tahoe, Honda Accord, etc. • VIN Number: Enter Manually; Use all CAPS. • Vehicle Description: Enter Manually; i.e. 2 Door Sedan, 4 Door, Station Wagon, Minivan, Pickup Truck, Extended Cab, Cargo Van, Passenger Van, Blood Mobile, etc. • Seating Capacity: Enter Manually; Recommended on buses and passenger vans. • License Plate: Enter Manually; Not required for insurance purposes, however it may prove useful as a search tool. • Vehicle Status: Select from Drop Down Menu; Active or Deleted. • Date Added and Date Deleted: Enter Manually (mm/dd/yyyy) or utilize Calendar tool; Use effective date of the change, not date of entry into STARS. • Department: Enter Manually; Not a required field however it may prove useful as a search tool. • Garage City: Select from Drop Down Menu; Principal City the vehicle is garaged at. If a Garage City is not available, contact Office of Risk Management. The University of Texas System

13. Adding a New Asset - Definitions • Definitions: Brief descriptions to assist you in selecting the appropriate class code • Refer to the supplemental Auto Coverage PowerPoint Presentation for additional information on class code descriptions The University of Texas System

14. Adding a New Asset, cont. • Class Code: Select from Drop Down Menu • Insurance Policy Options: Select from Drop Down Menu • Value – Auto: Manually Enter; Value of Vehicle. Not required for vehicles covered under Systemwide Liability Only. The University of Texas System

15. Adding a New Asset, cont. • PD (Physical Damage) Effective Date (Added) and PD Deleted Date: Enter Manually (mm/dd/yyyy) or utilize Calendar tool; Use effective date of the change, not date of entry into STARS. • Coach’s Name: Enter Manually; Use only for vehicles covered under the Athletics Policy. • FC (Full Coverage) Effective Date (Added) and FC Deleted Date: Enter Manually (mm/dd/yyyy) or utilize Calendar tool; Use effective date of the change, not date of entry into STARS. The University of Texas System

16. Effective and Deleted Dates of Coverage(Physical Damage) • If the vehicle has both the Liability and Physical Damage coverage (SLPD), you MUST enter at the top of the screen the “Date Added” to Liability as well as a “Physical Damage (PD) Effective Date” towards the bottom of screen. • If a vehicle only needs to be deleted from the Physical Damage Policy (but still has Liability), then only enter a PD Deleted Date towards the bottom of the screen. Change the Insurance Policy Option to Systemwide Liability Only (SL). Make sure to keep the record “Active” because it still would have Liability coverage. • If you want to delete this vehicle at a later date from the Liability Policy then you would put “Delete” or “D” in the Vehicle Status box and enter the “Date Deleted” towards the top. The University of Texas System

17. Effective and Deleted Dates of Coverage (Full Coverage) • If the vehicle has Full Coverage, you MUST enter at the top of the screen the “Date Added” as well as a “FC Effective Date” towards the bottom of screen. • If a vehicle needs to be deleted from the Full Coverage Policy but added to Systemwide Liability Only (SL), then enter a FC Deleted Date towards the bottom of the screen. The “Date Added” at the top of the screen should be updated to the Effective Date of change to the Systemwide Liability Only policy. Change the Insurance Policy Option to Systemwide Liability Only (SL). Make sure to keep the record “Active” because it still would have Liability coverage. • If a vehicle needs to be deleted from the Full Coverage Policy but added to Systemwide Liability and Physical Damage (SLPD), then enter a FC Deleted Date towards the bottom of the screen. You MUST enter at the top of the screen the “Date Added” to Liability as well as a “Physical Damage (PD) Effective Date” towards the bottom of screen. Make sure to keep the record “Active” because it still would have Liability and Physical Damage coverage. The University of Texas System

18. Searching for a Vehicle • You can search for a particular Asset using the Search tab at the top of the screen The University of Texas System

19. Searching for a Vehicle, cont. • Enter search criteria to find a particular Asset; i.e. Asset Type: Vehicle, Status: Active, Institution: UT System Administration; VIN #: 1FTPX14VX6KD12040 • HINT: If you are searching by VIN #, enter a % and a partial VIN # (%2040) to display all vehicles that contain that sequence of numbers somewhere within the VIN #. The University of Texas System

20. Searching for a Vehicle • After you enter your search criteria, Click Search • Double click on the Asset Record you want to view and/or update The University of Texas System

21. Navigating through Records Deselect all records in the Page Return Set Page to the next set of records Select all records in the Page Return Set Page to the next or previous record

22. Deleting a Vehicle • To Delete/Remove a vehicle from your Asset inventory, utilize the following steps: • Status: Select “D” (Deleted) from the Drop Down Menu. • Date Deleted: Manually Enter the Deleted Date (mm/dd/yyyy) or utilize Calendar tool; Make sure to use the effective date of the change, not the date of your entry into STARS. • REMINDER: There is a separate deletion box for the Physical Damage and Full Coverage Policies towards the bottom of the Asset Manager. The University of Texas System

23. MY STARS REPORTS

24. My STARS • Inventory Reports will now be found in the My STARS Manager under My Reports. The University of Texas System

25. Setting up Inventory Reports • Click Add Content The University of Texas System

26. Setting up Inventory Reports, cont. • The Add Content window opens • Select My Reports and clickOK • The Personalize Content window opens • Select your institution folder and select sub- folder • Click OK The University of Texas System

27. Setting up Inventory Reports, cont. • Inventory Reports will show on your My STARS page. • To open a report, Clickyour desired output (Excel, PDF). The University of Texas System

28. ORM Contacts Eric Agnew, Risk and Insurance Analyst • 512-499-4305 (ph), 512-499-4524 (fax) • eagnew@utsystem.edu Benny VandenAvond, Risk and Insurance Analyst • 512-499-4298(ph), 512-499-4524 (fax) • bvandenavond@utsystem.edu Jessica Plyler, Insurance Specialist • 512-499-4550(ph), 512-499-4524 (fax) • jplyler@utsystem.edu The University of Texas System