Capital Asset Management

1. Capital Asset Management November 14, 2007 • Today’s Presenters: • Shelley Pierce, Senior Accountant San Joaquin Delta College • Anna Jensen, Director of Auxiliary Accounting, Capital Asset Management, Accounts Receivable, and Student Loan Administration Indiana University

2. Presentation Outline • Introduction • CAMS SME Members • Kuali Roles & Responsibilities • System Overview/Benefits • Key Accomplishments • Future Plans

3. CAMS SME Members • San Joaquin Delta College, Lead SME, Shelley Pierce • Indiana University, SME, Anna Jensen • Indiana University, Business Analyst, Theresa Cain • University of Southern California, Developer, Mark Morris • University of Arizona - Alan Blumberg, • Cornell University – Nancy Abbott • University of Hawaii – Gilbert Kuroda • Michigan State – Boyd Shumaker • University of California, Davis – Delanda Buchanan • University of California, Irvine – Helen Wessel • University of California, Santa Barbara – Vaughn Boyle

4. Kuali CAMS Group Roles & Responsibilities • Develop and enhance the IU Asset Management System to meet the baseline needs of member institutions. • Provide a system that allows member institutions to manage data regardless of size, scope. • Develop functional specifications and training documents that meet the needs of member institutions. • Develop a system that meets GASB/FASB standards.

5. System/Module Overview • Flexibility is “built-in” to the system (user access, searchable data elements, field length, notes, etc.) • Standard reconciliation reports are available • Maintains query based reporting tools. • Functional Specification documents are “key” to module development as they provide an overview of module processes. • Business Rules are established for each module of the CAMS/CAB system and are used by the user/developer as a guideline of how the module works. • Business Requirements and Assumptions provide a list of the top level requirements of the module. • Flow of Events Section provides an overview of available user scenario descriptions and/or use cases. • Workflow and Routing Defines how documents are routed to the appropriate fiscal officer or delegate. • Database Objects/Permissions

6. System Benefits • Automation of journal entries • Standard reporting and reconciliation tools • Multiple user access • Ability to handle specialized government reporting requirements • Inventory tracking and reporting • System Integration consistent with Kuali FIS system. • Automated process for creation of capital assets • Automation of manual processes, data entry • Ability to accept batch feeds from other systems • Web Access by Department Note: Based on analysis of processes of participating institutions

7. Key Accomplishments to Date • Completed review/training on IU CAMS/CAB system. • Developed detailed documentation related to current business rules, workflow and routing actions, permissions, and database objects. • Identified baseline system requirements. • Completed detailed “wish list” of enhancements for consideration in future phases.

8. Future Plans/Looking Ahead • “Hands-on Training” using sample data • Develop final versions of functional specification documents • Develop a state of the art non-moveable additions process • Testing

9. Asset Activity at Indiana University For Year Ending June 30, 2006 Capital Assets • Total net capital assets $1,839,661(in thousands of dollars) • Count of moveable additions 1,399 Capital Asset Management Staff • Plant Fund Accountant • Asset Creator • Inventory/Tagging Manager • Data Manager

10. Capital Asset Management at Indiana University Structure for Capital Asset Management • University Capital Asset Office • Campus Capital Asset Offices • Departments CAMS System History • The Capital Asset Builder was implemented in March of 1993 • The Capital Asset Management system was deployed in October 1994

11. Accuracy of Data • Valid Values • Asset Type Code • Condition • Inventory status • System Edits • Active Account • Business Rules • Non-capital asset inventory status = “N”. • Reconciliation Reports

12. IU Asset Categories • Capital Moveable • Equipment • Fabrications • Lease Purchases • Capital Non-moveable • Art and Museum • Bonds • Buildings & Building Improvements • Infrastructure • Land • Leasehold Improvements • Library books • Non Capital

13. How the assets are created at IU Capital Asset Builder (CAB) • Equipment • Fabrications assets are created by the fabrication document. Invoices modify the existing asset. • Capital Lease assets are created on a Financial Document • Art and Museum Add Asset Document & Add Payment Document • Bonds • Buildings & Building Improvements • Infrastructure • Land • Leasehold Improvements • Library books Add Asset Document • Non-capital assets are created by departments • Capital Equipment Gifts

14. Additions Processed in CAB • Moveable additions are processed in the Capital Asset Builder. • Process: • Requisition issued in the Electronic Processing and Invoicing Center (EPIC). Capital object code is assigned. • Purchase Order is approved • Payment Request is issued and approved • Payment hits the General Ledger • Batch process loads data into CAB

15. Departmental user creates the requisition in EPIC Requisition is Approved, creating a PO PO is approved and sent to the vendor EPIC CAMS document is created Requisitions and PO’s – where it all begins

16. Vendor Ships Product Vendor invoice is Created and sent To IU Equipment is Delivered

17. Invoice is processed in EPIC creating a PREQ Invoice is scanned and indexed in OnBase PREQ w/ invoice image routed for approval through workflow Invoice arrives at IU PREQ is approved PREQ is extracted to general ledger Data is loaded into CAB PREQ ->General Ledger -> CAB

18. Payment Request (PREQ) Items

19. EPIC CAMS Document

20. One System Task

21. EPIC CAMS Document

22. Capital Asset Builder (CAB) Additions are Created by the University Capital Asset Office Invoice Line Items • Moveable Equipment purchased on PO • Art and Museum Items • Fabrications

23. PREQ is extracted to general ledger FIS Financial Document with Capital Object Code General Ledger Data Flow for Capital Asset Builder

24. CAB Invoice Line Item Screen Purchasing Invoices (PREQ) CAB GL Transaction Screen Pre-asset tagging Processing Transactions

25. Process PREQ, Line item is ready to create asset Pre-Asset Tagging table is checked to see if data exists CAB Create View Asset Screen Asset is saved to CAMS Database Creating the Asset

26. Invoice Line Item Screen

27. Additional Charges AllocatedNext insert line 2 from pending

28. Inserted from PendingNext add line 8 to line 1

29. line 8 has been added to line 1Next Create Asset

30. Create View Asset Screen

31. New Version Invoice Line Item Processing Trade-ins • Trade-ins are allocated in CAB by pressing the “allocate” button. • The allocate routine will first allocate any additional charges (freight); then allocate the trade-in allowance.

32. Allocate Trade-in • Once the Freight and Shipping and Handling are allocated a dialog box will be presented with the following message:

33. Capital Asset Builder (CAB) GL Transactions • Capital Leases • Account Changes • Object Code Corrections • Refunds (cash receipt) • Procurement Card Purchases

34. Example: General Error Correction

35. Modify an Asset

36. Enter Pending Asset Information

37. General Ledger Transactions

38. Create View Asset Screen

39. Document Group Selection

40. Add Asset Document Non-moveable Additions Gifts, Found, and Transfers-in Non-capital Assets

41. Asset Retirement

42. Asset Transfer Capital and Non-capital assets can be transferred

43. Equipment Loan/Return Capital and Non-capital assets can be loaned on the Equipment Loan Return Document

44. Fabrication Moveable Equipment Construction In Progress Control assets

45. CAMS Maintenance

46. Maintenance Screens & Security • Maintenance Screens do have restrictions • University Capital Asset Office • Campus Capital Asset Offices • Organizations

47. Capital Asset Maintenance

48. Capital Asset Lookup

49. Location Maintenance

50. Pre-asset Tagging