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Mobile Asset Tracking
PURPOSE OF INVENTORY– EXTERNAL
State Requirements“Each agency must annually perform a
physical inventory of its capital assets to ensure that adequate care is being used in the control and accountability of State resources”
ARS 35-131, 41-722 Federal Requirements
Periodic physical inventory of all Government Property”
FAR 45.508
PURPOSE OF INVENTORY- INTERNAL
Maintain Accurate Financial RecordsDepreciation (107,561,000)University Capital Assets (1,637,048,000)Equipment Audits
Maintain Tagged Status of AssetsTracking System (current Tagged assets
14,326)Disposal Reasons
SurplusTrade-Ins
2013 INVENTORY TIMELINE February 5th - April 15th
Departments conduct Physical Capital Inventory April 15th
Inventory sheets with Certification Statements must be submitted to Property Management by this date
April 1st- July 1st Property Management processes changes into
KFS Changes need to be in KFS before Year end
June 1st – August 31st Property Management conducts on site
Validations of Inventory
UA BARCODE SCANNING
TITAN APPLICATION Home Screen https://titan.fso.arizona.edu/
MOBILE ASSET TRACKING DEVELOPMENT
7
Application and Titan developed In-House by UA Financial Services Office ITS/Financial Application
Support Team (FAST)
Application output will be able to be batched into financial system (UAccess Financials)
DEPARTMENT RESOURCE FOLDER
MAT Instruction Manual Inventory Distribution Letter Contact Sheet Inventory Certification Statement Process Procedures FAQs RADP form “How to Edit Asset” Document Other Useful resources
LET’S GET STARTED
Menu Button
On Switch
• Home Screen
POWER BUTTON Scanners numbered 64-84 have the older
version of Linea-Pro (scanning system) with the power button that does not line up
These scanners must be kept charged at all times
To use the scanner, press the menu button To power on a device with dead battery, the
top portion of the Linea-Pro scanner must be removed to reach the power button
GETTING STARTED
Input Four digit pin - 3220
APPLICATION PREVIEW
Please DO NOT change settings on the IPOD scanners or Download anything extra
Brightness settings are OK to change if you are having problems viewing the screen
IPod Scanner should be used for the purpose of Inventory Tracking only!
Settings
UPDATE APPLICATION• This populates information
such as current building and room numbers from Real Estate Administration (REA)
• Also downloads department inventory reports
• Each scanner is assigned to one specific department number
UPDATE APPLICATION If update was successful,
the “Update Finish” screen will appear
If update was unsuccessful, scanner can still be used but information will not be current Please contact FSO-IT
for assistance
WIFI CONNECTION The device Needs to be connected to
WIFI for update button to connect If you are not on a UA WIFI connection
You might be prompted to update IOS DO NOT UPDATE!!!!!
For those departments with off-campus locations, please stay after the presentation to discuss the WIFI issue further
BARCODE SCANNING
Barcode Laser
Scan Button
SCANNING• Start scanning A-tags• Successfully Scanned tags
will beep and appear like example shown
SCANNING• Unsuccessfully scanned
barcodes will give “Invalid Barcode” error message
• Try manual entry or contact FSO IT
EDITING ASSETS
Tap here to select the asset
Required
Select to begin Editing
Select to Edit Room
Select to Edit Building
• Building must be entered before you can enter room number
Back Button
Search Cancel
Editing Assets
OFF CAMPUS ASSETS
Switch to “OFF” to Change toOff-Campus location
Tap here to
select asset
• Building and room number no longer required
ADDITIONAL INFORMATION• Fields are optional• Can be edited in Titan also• Off Campus Assets need
contact information to be batched into KFS
EDITING ASSETS
Completed Asset
BATCH LOCATION
BATCH LOCATION
BATCH TO TITAN
UPLOAD RESULTS
• A successful upload screen will show how many assets were processed into Titan
BATCHING We recommend Uploading to Titan after
every Room is scanned This is your “Save” button Application can only hold so many
assets at a time Departments with 500 or more assets
will not be able to scan all their assets at once without uploading
The larger the upload the longer the upload will take
MANUAL ENTRY
MANUAL ENTRY Any tag that is manually entered is
subject to validation Please make a note as to why the A-tag
was entered vs. Scanned
Examples:1. A-Tag is in located in area that cannot be reached by
scanner2. Asset is off-campus and scanner cannot be sent3. Request New A-Tag
MANUAL ENTRY
REQUEST NEW TAG
Switch to “ON” to Request a new Tag
TITAN Log- In to Titan website at
https://titan.fso.arizona.edu/dashboard/ Request Access
TITAN FUNCTIONS
TITAN
ASSETS TO FIND LIST Consist of any asset that is either “A”
status or “F” status and Tag number begins with an A
Scanner is not combatable with N-Tags, D-Tags and or other department issued tracking tags
If you prefer reports other than what is listed in Titan please contact Property Management
TITAN FUNCTIONS
ASSETS TO FIND
• Click on Asset to give exception reasons
ASSETS TO FIND
MULTIPLE DEPARTMENTSFor Asset Custodians with Multiple Department Responsibility:We have assigned One scanner to the department with the highest number of assetsYou are able to scan ALL of your assets on the one scannerPlease move assets assigned to other departments in Titan by reviewing the “other folder” in you main department
TITAN FUNCTIONS
TITAN SORTING
SUBMISSION OF INVENTORY
Please Notify Property Management when Inventory is complete
Each department MUST SUBMIT: Signed Inventory Certification StatementAny Back-up and completed Forms
RADP form, Surplus, Off campus location, etc.
Can be turned in by mail or email
Deadline: Friday, April 15th, 2013
APPRECIATION LUNCHES
RequirementsAttend Kick-Off MeetingTurn in Inventory Reports by DeadlinePass ValidationProvide Signed ICSGive Necessary back-up on Exception Assets
APPRECIATION LUNCHES
Who get Incentives?Top 5 Departments in Each Category5 People per Department
Categories1. >201 Assets – 16 Departments 2. 101-200 Assets – 26 Departments3. 50-100 Assets – 32 Departments4. 16-49 Assets – 55 Departments5. 6-15 Assets- 45 Departments 6. <5 Assets- 116 Departments
UA TITLED AND SPONSOR TITLED ASSETS
Both University and Sponsor titled assets are included in the biennial inventory
Capital F-Titled Assets automatically populate into the “Asset to Find” List in Titan
A-110 states that “a physical inventory of equipment shall be taken and the results reconciled with the equipment records at least once every two years”
FAR 52.245-1 states that “the Contractor shall periodically perform, record, and disclose physical inventory results”
EQUIPMENT PURCHASED ON SPONSORED ACCOUNTS
The University Property System is regularly audited to ensure compliance, control, and management of state, University, and Federally funded equipmentBiennial audit by Office of Naval Research
(ONR) Annual by the Office of the Arizona Auditor
General - Financial Statement AuditAnnual A-133 audit of federal grant and
contract transactions by the Office of the Arizona Auditor General
Sponsor Audit
FEDERALLY TITLED ASSETS AND THEONR AUDIT
The ONR audit is performed to determine whether or not the University Property System is compliant as required by FAR 52.245-1(f)(3)
If the UA property system is deemed unsatisfactory, the University will NOT maintain eligibility to receive government funding for the purchase of equipment
In other words, the University will lose a significant amount of Federal funding if the system is found to be unsatisfactory
PHYSICAL INSPECTION
The ONR audit involves physical inspection and verification of the accuracy and completeness of University property records
Auditors will check for the following: Physical existence of equipment Equipment is in use and functional The off-campus form is complete for off campus
equipment University records match the A-tag number,
serial number, model number, location and manufacturer to the asset and its location
Federal property has a ‘Property of the Federal Government’ label and UA Property does not
INVENTORY OF FEDERALLY FUNDED ASSETS
While you are performing your inventory, think about the ONR audit If a UA asset has a Property of Federal
Government label, remove it If a Federally titled item is no longer in use
or broken, contact SPS Property so disposition instructions can be requested
If an asset has been delivered to the sponsor, send the shipping documents to the SPS Property Manager so it can be removed from inventory
If we can resolve potential issues now, the audit will go smoothly
UA TITLED ASSETS PURCHASED ON SPONSORED ACCOUNTS
Even when title vests with the University, we still have an obligation to adhere to award property provisions, i.e. A-110, FDP, PHS Grant Policy Statement, FARProperty is properly identifiedHierarchy for use is adhered toDisposition is requested when neededSales/Surplus is appropriateAssets meet transfer eligibility
FINAL THOUGHTS
Information and Materials discussed at this meeting can be found on FSO Capital Finance Website and on Titan:http://www.fso.arizona.edu/capital-fi
nancehttps://titan.fso.arizona.edu/dashboa
rd/
Please feel free to contact any of the Property Management team members
or Sponsored Property members.
We are here to HELP you!!!
QUESTIONS?
Again Please anyone with NON-UA WIFI stay and talk with Sonia in the back right of the room.