ASSET EDIT DOCUMENT

1. Capital Asset Management (CAM) Processor Training ASSET EDIT DOCUMENT

2. Edit Documents • Transferring department • Surplus disposition • Description or detail correction • Location change • Asset Representative Principal Name change • Repair or Maintenance history

3. KFS Lookup and Maintenance This is the first and primary screen of the Kuali Financial System We will be working in the “Lookup and Maintenance” section of the Main Menu for all Asset Edit Documents

4. Asset lookup Click on the “Asset” link to begin your search This will be the first step for all further Asset Edit Documents

5. Asset edit document Enter your search criteria then click search Your asset record will display below

6. Edit Asset Click the “edit” link to begin your document

7. “Document Overview” is the explanation of your Document • Informs others in the route log what the document is altering • Using common nomenclature will make your documents easier to search later • You could use descriptors such as: • DECAL ASSET • INVENTORY UPDATE • RELOCATING ASSET • CHANGING REP NAME • DESCRIPTION UPDATE • WARRANTY REPLACEMENT • TRANSFERRING DEPARTMENTS • SURPLUS EQUIPMENT • SCHEDULED MAINTENANCE • CONDITION CODE

8. “Document overview” tab The Description of your document informs future route log recipients what your intention is for this asset. You could use descriptors such as: DECAL ASSET | INVENTORY UPDATE | RELOCATING ASSET | CHANGING REP NAME | DESCRIPTION UPDATE |TRANSFERRING DEPARTMENTS

9. Asset detail changes • Can be used to change department ownership • Alter the condition to reflect current operational status • Asset description information can be corrected to reflect modifications or configurations • Manufacturer, Model and Serial numbers can be updated in the initial decal record or for warranty replacement

10. “Asset Detail Information” tab

11. Location Change • Changing building location • Changing room number within a building

12. “Asset Location” tab

13. Changing Asset Representative • Retirement of assigned Asset Representative • Change of duties for Asset Representative • New job assignment for Asset Representative • Asset relocated to a different department • Asset transferred to a different custodian

14. “Organization Information” tab

15. Repair or Maintenance • Preventative maintenance • Service call • Required certification for Federal or Sponsor owned Assets • Attach any documentation or invoice of the service preformed

16. Repair History tab click “add” to include the entry

17. Establish the initial record of components • To establish record of accessories • To establish record of initial configuration • To reflect changes in configuration • To track interchangeable components associated with primary asset

18. “Components” tab Click on “add” to complete the entry

19. Route document to additional users • Approve, acknowledge, complete or FYI • Newly assigned Asset Representative’s need to be manually routed the doc • Any user directly or indirectly effected by the Asset Edit may need an Ad Hoc request if not listed in the Future Action Requests

20. Ad Hoc Recipients tab Click “add” to include entry

21. Submit or save the document • Double check the asset record is complete before submitting the document • After submission you can not make changes to the asset record until it completes the full route log • A saved document will stay open to edit until further action is taken by the initiator • Check your action list often for documents requiring your attention

22. Submit document The yellow asterisk indicates tabs that have altered information

23. Document submitted and in ENROUTE

24. Transferring Departments • Equipment purchased by your department is being used or utilized by a different department • Equipment purchased for you by another department needs to be switched to your department

25. Transferring to the Surplus Department • Unused or under utilized equipment should be sent to the Surplus Property Department • Non-Capital equipment is transferred via the EACR form http://cr.colostate.edu/surplus_forms.aspx • Excess equipment should be sent to the Surplus Property Department

26. Transferring Departments Clear the existing account number then click the magnifying glass icon To transfer an asset to any department you will use the organization owner account number (default account for that department)

27. Organization Owner Account Number • Enter the department number under “Organization Code” then click search • All accounts under that department will be listed at the bottom of the page Click on any department number link under “organization code”. The next screen will give you that departments default account number

28. This screen will pop up in a different window showing you the “Organization Default Account Number” You can either type it into the first screen or find it in the list and click “return value” Organization Default Account Number

29. Organization Default Account Number Click on “Return Value” to populate the selection in the asset edit document

30. Asset Edit Practice Activity *In the “TRAINING” environment *Transfer an asset from your department to Surplus. 1) Find the asset you want to transfer 2) Clear org account number and click on the magnifying glass to start your search 3) Enter the department number you are looking for in the organization code field 4) Click on any of the 4 digit department number links that appear in the records 5) Locate the organization default account number in the pop up window 6) Type or copy the default number into the account number field hit enter or select the correct account from the record then click return value

31. Asset Edit Practice Activity *In the “TRAINING” environment Use the following criteria in your document: office/lab is moving; fair condition; can be picked up in the main office of your building; you are the current custodian. 1) Enter the Description and Explanation of your document 2) Change the Org Owner Account Number 3) Verify the building code and change the Building Room Number 4) Delete the current Asset Representative then search and enter your name 5) Add an FYI to the current Asset Representative 6) Save document

32. Definitions • PMO- Property Management Office- manages all capital assets from requisition to disposition • Surplus- Central Receiving Department of Surplus Property- manages disposition of all capital and non-capital property acquired by CSU and partner institutions/organizations • Disposition- the means by which all property acquired by CSU is disposed of at the end of its lifecycle within the University • APO Accountable Property Officer aka the Head of the Department • DPC Department Property Contact aka CAM processor • Department accounting line- meaning the Department a particular account is associated with

33. Definitions Cont… • Asset Representative Principal- the primary user or contact for a particular capital asset • Cannibalization- an asset with parts or components used to repair or kept on hand for future repair of separate assets (addressed in detail in later modules) • Modification- an asset with parts or components that are interchangeable in a new configuration or with the addition of new components (addressed in detail in later modules) • Utilization- asset is preforming its function and being used for the purpose it was purchased – Under utilized equipment should be sent to Surplus for re-distribution to campus or to be sold in order to recoup the purchase cost.

34. Definitions cont… • Custodian- person in possession of capital equipment but not necessarily the Asset Representative Principal • CAM Processor- the person authorized by the APO to manage capital assets in Kuali

35. To better understand the role you play in managing University assets the following are recommended training modules: • APO Certification –Head of Departments i.e.: Chairs, Directors, Controllers, or equivalent position titles • DPC Certification –CAM processors appointed as the primary Property Manager in their department • Asset Representative Certification –Any faculty, or staff with assigned assets in the CAM database • CAM Processing modules –APO, DPC and all CAM processors • Asset Edit • Asset Loan • Asset Retirement Global • Asset Management Reports • Equipment Inventory –APO, DPC, CAM processors and Asset Representatives • Asset Disposition –All employees of the department/unit Property Management Office of Business and Financial Services

36. Capital Asset Management (CAM) Processor Training ASSET EDIT DOCUMENT