Post on 27-Dec-2015
transcript
Capital Asset Management
November 14, 2007
• Today’s Presenters:
• Shelley Pierce, Senior AccountantSan Joaquin Delta College
• Anna Jensen, Director of Auxiliary Accounting, Capital Asset Management, Accounts Receivable, and Student Loan AdministrationIndiana University
Presentation Outline
• Introduction
• CAMS SME Members
• Kuali Roles & Responsibilities
• System Overview/Benefits
• Key Accomplishments
• Future Plans
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
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.
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
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
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.
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
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
Structure for Capital Asset Management
University Capital Asset Office
Campus Capital Asset Offices
Departments
Capital Asset Management at Indiana University
CAMS System History The Capital Asset Builder was implemented in March of
1993 The Capital Asset Management system was deployed in
October 1994
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
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
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
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
Requisitions and PO’s – where it all begins
PO is approved and sent to the
vendor
EPIC CAMS
document is created
Requisition is Approved, creating
a PO
Departmental usercreates the
requisition inEPIC
Equipment is Delivered
Vendor invoice is Created and sent
To IU
Vendor Ships Product
PREQ ->General Ledger -> CAB
Invoice arrivesat IU
Invoice is processed
in EPIC
creating a PREQ
Invoice is scanned
and indexed
in OnBase
PREQ w/ invoice
image routed for approval
through workflow
PREQ is approved
PREQ is extracted to general
ledger
Data is loaded
into CAB
Payment Request (PREQ)Items
EPIC CAMS Document
One System Task
EPIC CAMS Document
Capital Asset Builder (CAB)
Invoice Line Items Moveable Equipment
purchased on PO
Art and Museum Items
Fabrications
Additions are Created by the University Capital Asset Office
Data Flow for Capital Asset Builder
General Ledger
FIS Financial Document with Capital Object Code
PREQ is extracted to general ledger
Processing Transactions
CAB GL Transaction
Screen
CAB Invoice Line Item Screen Purchasing
Invoices (PREQ)
Pre-asset tagging
Creating the Asset
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
Invoice Line Item Screen
Additional Charges AllocatedNext insert line 2 from pending
Inserted from PendingNext add line 8 to line 1
line 8 has been added to line 1Next Create Asset
Create View Asset Screen
New Version Invoice Line Item
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.
Processing Trade-ins
Allocate Trade-in
• Once the Freight and Shipping and Handling are allocated a dialog box will be presented with the following message:
Capital Asset Builder (CAB)
GL Transactions• Capital Leases• Account Changes• Object Code Corrections• Refunds (cash receipt)• Procurement Card Purchases
Example: General Error Correction
Modify an Asset
Enter Pending Asset Information
General Ledger Transactions
Create View Asset Screen
Document Group Selection
Add Asset Document
Non-moveable Additions
Gifts, Found, and Transfers-in
Non-capital Assets
Asset Retirement
Asset Transfer
Capital and Non-capital assets can be transferred
Equipment Loan/Return
Capital and Non-capital assets can be loaned on the Equipment Loan Return Document
Fabrication
Moveable Equipment Construction In Progress
Control assets
CAMS Maintenance
Maintenance Screens & Security
Maintenance Screens do have restrictions– University Capital Asset Office– Campus Capital Asset Offices– Organizations
Capital Asset Maintenance
Capital Asset Lookup
Location Maintenance
Pre-asset Tagging
Pre-asset Tagging (tagging) screen
Tag an Asset
Merge an Asset
Separate an Asset
System Manager Maintenance
Physical Inventory
• Intermec Antares Trakkers scan equipment.
• Filecopy utility is used to extract file and copy to PC.
• File Uploaded to FIS
• Bar-code Error Document
• Inventory Reconciliation Report
File Upload
Bar-Code Error Document
Depreciation
• Depreciation expense is calculated from a stored procedure that updates the asset database on a monthly basis. The Straight Line method is the basis for the calculation, along with a method for Salvage Value. Federally owned payments are excluded from the depreciation calculation. In addition, no Deprecation will be taken on Art and Museum Objects, Land, or Leasehold Equities. Each asset is depreciated from the asset create date, and the assets useful life assigned to the asset type code. Non-Movable assets use a ½ year convention for assigning the create date. The Deprecation entries Debit Object Code 51XX, Depreciation Expense, and Credit the appropriate Accumulated Depreciation Object Code based on the Object Code Sub Types in the Asset Object Code Table.
Asset Object Code Table
Year Chart SubTY Cptlztn Accum Depr
2005 BA AM 8615
2005 BA BD 8601 8905 5112
2005 BA CM 8610 8910 5115
2005 BA CO
2005 BA IF 8604 8904 5157
Reconciliation
• Additions
• Retirements
• Transfers
• Depreciation Expense
• Ending Balances
Pre-Defined Queries
Capital Asset Management has made available the following reporting categories to assist organizations in asset management.
Inventory Control Reports Nbr of rpt 9
Depreciation Reports Nbr of rpt 4
Edit Reports Nbr of rpt 10
Summary Reports Nbr of rpt 4
Internal Reports Nbr of rpt 15
Screening Reports Nbr of rpt 1
Capital Lease Reports Nbr of rpt 2
http://www.fms.indiana.edu/cams/