31
Asset Management Town Hall December 8, 2014 Janie Cope Auditor of the State’s Office [email protected] 317-233-1712
Asset Management Town HallDecember 8, 2014
Janie CopeAuditor of the State’s Office
Asset Management Town Hall
• Please turn off cell phones and mobile devices• The presentation can be found in the AM
Town Hall folder on the Encompass website• Presentation followed by a question and
answer session• “Q and A” will be posted on the Encompass
website
Staff Update
• Fred Van Dorp has moved into a different position in the AOS office.
• So who is this new chick?
AM Tools
• AOS cannot add additional time to the workday. Time will always be limited. It is the goal of GMIS and AOS to make sure that AMers can quickly and easily find the AM issues that require their attention. Once these AM transactions are identified, they will need to be reviewed, understood, and processed. Although that will always take time, the process for identifying these issues should not.
• These tools were modeled off of the same reports and queries that AOS and GMIS use to monitor AM activity. The agencies have access to the same tools AOS uses.
State of your money: Missing State Property
• AOS believes that AM is moving in the right direction for reporting and tracking, but AM is only as good as the information we put into it.
• We will continue to report accurate information in AM and will continue to self report missing or stolen assets.
• Use the new EOY reports to track progress and monitor your positive and negative trends.
AM ToolsSOIPO Queries
SOIPO_Asset_Flagged_POs• Not an error report• Recently updated to
improve readability • The query can be used to
keep non-assets out of AM• Listing of every PO lines that
will interface into AM• Confirm the quantity, profile• Planning ahead for larger
and complicated receipts
SOIPO_Account_55X• Not an error report• Recently updated to
improve readability• Listing of everything
purchased from account 55%
• Can be used to identify assets purchased on capital project that will not flow into AM
AM ToolsSOIAM Queries
SOIAM025• Listing of all non lease,
active assets• Includes serial number, tag
number, descr, cost, asset id, and profile id etc.
SOIAM025_PLUS• Contains similar information
to the SOIAM025 plus custodian, custodian effective date, emplid, location, location descr, and location effective date
• Some agencies may notice minor differences between the number of assets returned on the 025 and 025_Plus
End of Year (EOY) Reporting
• AM Metrics – Tracking and posting information on every type of
AM transaction. – Encourage Executive level staff and FAMs to use the
information to monitor trends, identify trends, and allocate time and staff.
• Information is posted on the Encompass website• More information is available upon request– Everything in AM can be reported out of AM.
Financial Asset Managers (FAM)
• FAMs are Quality Control in AM• Consider taking or retaking both AM classes to
better understand AM rules, requirements, and responsibilities
• Liaison between AM and other modules• Use the EOY reports to identify trends in AM
AM ToolsAM Pagelets
• The AM Pagelets show the all activity in the AM workflow and on the AM interfaces in a single location
• All AMers should already have these 8 pagelets customized
• AMers must understand how to resolve activity appearing on each of the 8 pagelets
• This should be part of your daily AM review
• FAMs can use the pagelets to monitor the Entry staff
Service Animals
• Due to GASB rules service animals are to be entered as a part of AM
• Profile is 60001-Service Dogs• Who does this affect– State Police– Anyone else?
Trade In Assets
• Addition to Accounting Manual• 8.2.1.2 Asset Depreciation-Capital Asset vs.
Maintenance– When a capital asset is traded in for another asset,
after the transaction is complete, the cost of the new asset should be adjusted to FMV (fair market value) in order that future depreciation might be applied accurately. (See 8.4.3)
Traded In Assets continued…
• 8.4.1.2 Required Chartfields– For all assets with cost (if donated asset, market value) above
$500, Tag number, Custodian and Location are required asset fields in order to load an asset to Asset Management (AM). These fields must be completed when the asset is delivered to and accepted by the agency receiver; or, if the actual receiver is offline, the entry person recording from the receiver must enter this information. Agency management should assess, and in some cases change, their business processes in order to provide this information to the person receiving the asset into ENCOMPASS. In the case of a trade-in of an asset on another asset, the cost of the new asset should be adjusted to equal market value.
Traded In Assets continued…
• 8.4.1.2 Required Chartfields– If an asset is processed into AM at a cost of less than
$500, these fields (Tag number, Custodian and Location) are not required; however, in the event that an error was made and the cost of the asset is later changed to an amount exceeding $500 (including trade-in assets noted above), it is the responsibility of the Asset Entry person to record these fields
Asset Retirements
• Continue to consistently use the most accurate available retirement code for each retirement.
• Retirements will be processed in a timely manner
• AOS expects that the agencies are maintaining the paperwork for retirements and IUTs.
• AOS has developed a new retirement code.– Replaced under warranty
Surplus Process• According to IC 5-22-21, State Surplus is the agency authorized by the IDOA
Commissioner to approve the disposition of state-owned surplus property
• According to the Indiana Accounting and Uniform Compliance Guidelines Manual for State and Quasi Agencies, IV. Summary of Agency Responsibilities, Chapter 8, Capital Asset Accounting, State Surplus is the agency authorized by State Board of Accounts to approve the disposition of state-owned surplus property and Vehicle Administration is the agency authorized by State Board of Accounts to approve the disposition of state-owned motor vehicles
• See Chapter 8 of Accounting Manual– 8.4.2 and 8.4.3
Surplus Process Continued…• Effective June 1, 2014
• State Agencies may request to sell or transfer their usable surplus property to other State Agencies
• The Transferor (owning agency) is to offer their usable state-owned surplus property to their other divisions first, then to each State agency disposition agent by email. This will save the multiple handling of the property and transportation cost. Many times a State agency has transferred property to State Surplus only to be tagged and obtained by a division of the same State agency. This results in double transport cost and double handling of the property
•
Surplus Process Continued…
• The email should include:– a picture, if possible– full description of the property– the location of the property– a contact name and phone number– a scheduled viewing date and time
• *State Surplus will provide the “Disposition Agent Email” list to each disposition agent
Surplus Process Continued…• Once a deal is set between the two agencies, the Transferor’s
disposition agent is to complete all sections of the SF 13812 requesting the transfer or sale of the property to the Transferee (receiving agency). After signing the form, it is to be forwarded to the Transferee.
• The Transferee is to sign the form and forward it to State Surplus for
approval.
• Upon receipt of the approved SF 13812 from State Surplus, and not before, the two agencies will arrange the transfer of property and any agreed upon monies
Surplus Process Continued…
• *If the property is to be transferred to another division of the owning agency, SF 13812 is not required. The owning agency is to keep internal transfer documents for review by State Board of Accounts. They may use the SF 13812 to do this without approval from State Surplus
Surplus Process Continued
• IDOA Vehicle Administration (Fleet Services)-state owned surplus motor vehicles– Authorized by SBOA
• Complete State Form 13812 “Notification of Surplus State-Owned Property”
• Disposition agent signs SF13812 and forwards to State Surplus with other required documents
Surplus Process Continued…
• State Surplus– 601 W McCarty Street, Ste 100, Indianapolis IN 46225– Vera Ferdinand at [email protected] at 317-234-
3685 or if request to sell Debbie Hamilton at [email protected] at 317-234-3689
– 317-234-3685
• Vehicle Administration– 601 W McCarty Street, Ste 125, Indianapolis, IN 46225– Nancy Morris at [email protected] at 317-234-3703 or
Jeannie Hale at [email protected] at 317-234-3874
Transparency Portal
• Location “unknown” issue is being addressed• Updates occur monthly on the night after the
accounting period has been closed• Profile ID and description mis-match• Assets are now easily accessed public
information• Media and Information requests are directed
to the transparency site
Annual Inventory
• Can work on this any time during the year• Must be completed at least once during the
fiscal year
AM Clean Up Project FY 2015
Based on Information in AM as of November 30, 2014
Number of Assets in AM 223,000
Value of Assets in AM $13.34B
Number of Agencies 200
The Fy 2015 project involves correcting misidentified assets
The 2015 project will continue to rebuild the relationship between the descr, profile, category.
AM Clean Up Project FY 2015Unit Asset ID Sum Cost Tag Number Serial ID Asset Descr Profile ID Profile Descr Category Categ Descr
$ 20,000.00 land 10101 Land 101 LAND
$ 5,122.00 well 15101 Well 151Improvements to Land
$ 3,231,418.00 Greenfiled Dist Admin Bldg 30101 Building - Office 301 Buildings
$ 8,000.00 SHELTER HOUSE 40112 Shelter, Picnic 401
Structures Other than Building
$ 41.97 CALCULATING MACHINE 50104 Calculator 501
Office Equipment
$ 2,800.00 DISHWASHER 50204Dishwasher Equipment 502
Household, Kitchen and Laundry
$ 1,050.00 BOOKCASE 50301 Bookcases 503Office Furniture
$ 11,211.38 SEDAN 50501 Automobiles 505 Automobiles
$ 17,000.00 BUS 50602 Bus 506
Station Wagons, Vans, SUV
AM Clean Up Project FY 2015Unit Asset ID Sum Cost Tag Number Serial ID Asset Descr Profile ID Profile Descr Category Categ Descr
629.000 REFRIGERATOR 50207 Freezer 502
Household, Kitchen and Laundry
119.000 TELEVISION CART 52241 Display Case 522Educational Equipment
16334.000 CAR 54115 Camera Pocket 541Camera Equipment
164.680DELL: 20-inch Widescreen Flat 55401
Personal Computer - CPU 554
Computers & Accessories
886.000AMANA COMMERCIAL MICROWAVE 12 30117
Kitchen/Dining Room/ Laundry 301 Buildings
5548.110Public Works Emergency #EPW127 15101 Well 151
Improvements to Land
4500.000 Tool Shed 30134 Farm Buildings 301 Buildings
2500.000 FLAG POLE 65FT. 40114Radio Towers (for ITSS) 401
Structures Other than Building
216.600 Shoremaster Scout Kayak 53407Motorized Watercraft 534
Boats, Motors & Marine Equpmnt
980.000 WINCHESTER 125 J12G 53602 Revolver 536
Weapons & Riot Control Equpmnt
AM Clean Up Project FY 2015Unit Asset ID Sum Cost Tag Number
Serial ID Asset Descr
Profile ID
Profile Descr Category
Categ Descr
152.000 DOCKING STATION 50299Miscellaneous 502
Household, Kitchen and Laundry
1047.170 Dell CPU 4600 Series 53040
Misc. Radio/Tele Equip 530
Radio & Telephone Equipment
2500.000BELL JEFFERSONVILLE PRISON 50299
Miscellaneous 502
Household, Kitchen and Laundry
1500.000 laptop computer 50199
Office Equipment - Miscellane 501
Office Equipment
1588.500
Evidence Management Software 50199
Office Equipment - Miscellane 501
Office Equipment
500.000CABINET / FLAMMABLE 53040
Misc. Radio/Tele Equip 530
Radio & Telephone Equipment
895.000DVD DUPLICATOR-AUDIO /VISUAL 53909
Misc Testing Equipment 539
Shop Equipment
3774.000 SERVER 54099 Misc 540
Mainframe Computers & Accesris
64.990HEAVY BAG CORNER UNIT 54099 Misc 540
Mainframe Computers & Accesris
AM Clean Up Project FY 2015
• Detailed Clean up instructions including project background and FAQs is posted on Encompass website– Encompass>Encompass Documents> Asset Management Town
Hall>AM Clean Up Project FY 2015• The Clean up cannot be completed without knowing which
field, if any, is correct. • The corrections will vary based on the asset.• New profiles may need to be requested and added to AM• Clean up can/should be done in conjunction with the
comprehensive annual inventory.• Query: SOIAM_SPECIAL_PROJECT_FY14
A Few Items More
• When in doubt on how to handle AM issues open a GMIS ticket
• When changing profile ID, need to review category and useful life to make certain they are correct in reference to the new profile ID
• Requests for new location codes need to be submitted to GMIS
