Asset Management To-Be Report Out
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Transcript of Asset Management To-Be Report Out
To Be Workshop Report-outs
Asset ManagementMarch 18, 2004
Asset Management
3
Asset Management
Level 1 Process Flow
4
Asset Management
Level 2 Process FlowASSET ADD - PO/AP/AM INTERFACE
PO
<A
P>
<A
M>
DF
SA
GE
NC
Y
InitiatePurchaseRequest
VerifyITEM CODEPROFILE?
Process PO Receive ITEM
OK
ProcessVOUCHER
Match to PO
Load AM Interface
Yes
INTFC TBL
Financial Data
Physical Data
ReconcileNo
EDIT
Run TransactionLoader
OK
ADD / UPDATEASSET TABLES
ToDepr
NO ReviseError
Correct Errors andUpdate INTFC
TBLs
5
Asset Management
Level 2 Process Flow
AM - INTRA-AGENCY TRANSFERS - (Single Item)
DF
SA
MS
YS
TE
MA
GE
NC
Y
Identify BU (Agency)and Asset ID wheretransfer will occur
Specify chartfieldsto TRANSFER TO
COST ADJUST /TRANSFERS
PAGE
Input new value in specifiedCHARTFIELD
Specify TRANS_DATETRANS_TYPE and
TRANS_CODE
SAVE andUpdate
TRANSFER
ToDepreciation
Updates AssetManagement
tables
Set TRANS TYPE =TRANSFER
(Asset Transfers)
Make TRANSFER to only oneCHARTFIELD at a time and ‘SAVE’
before updating the nextCHARTFIELD value
6
Asset Management
Level 2 Process Flow
AM-DEPRECIATION CALCULATION
DF
SA
MS
YS
TE
MA
GE
NC
Y
View OpenTransactions
Decide if want toanalyze different
scenario
No
Run WHAT IFscenario
View Results
Run DEPRCALC
Input OPER_IDFROM-TO OPEN
TRANS_IDs
CalculatesAnnualPeriod
Prior PeriodDepreciatoin
ReviewDEPRECIATION
by...
Net Book Value
AnnualDepreciation
PeriodDepreciation
DEPRCALCULATED
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Asset Management
Level 2 Process FlowAM-ASSET RETIREMENT
DF
SA
MS
YS
TE
MA
GE
NC
Y
IsAsset ready to be
RETIRED?
CertifiedSurplus?
Lost orStolen?
No
Yes
No
Yes
Disposed?
Yes
Held 2 InvCycles?
Yes
Hold forPI
No
Decide if Financialor Non-FinancialYes
Specify Asset_IDRetirement TypeDisposal Code
Non-Financial
ASSETRETIREMENTS
Is Depreciationcurrent?Financial
Yes
DEPRECIATIONCALCULATION
No
Updates AMtables forRETIREDASSETS
To AccountingEntry Creation
START withcandidates forRETIREMENT
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Asset Management
• Anyone with a web browser can access
• Point and click online processing technology
• Easy to read screens, components, and pages
• User friendly
• Eliminates need for a separate “pending” file
• Simplified data entry via Asset Express Add, Asset Copy and Depreciation Profiles
Changes that will provide Simplification…
9
Asset Management
• Provides additional capabilities that may allow agencies to eliminate shadow systems
• Asset history information available indefinitely
• PeopleSoft query function provides flexibility for ad-hoc report generation and data analysis
• Numerous depreciation methods available for depreciable assets
• Can maintain items for tracking purposes without capitalizing them
Changes that will provide Flexibility…
10
Asset Management
• Assets are created through accounts payable – do not need to wait for actual cash disbursement.
• Capital lease Asset vs. Operating Lease Asset validated against FASB 13 requirements on line
• Field edits and/or drop down lists ensure that only valid values can be entered in many fields.
Changes that will provide Reliability…
11
Asset Management
Asset Management interfaces to the P-Card and My Florida Market Place purchases is part of the overall issues with these two items
Security in regard to Inter-Agency and Intra-Agency is part of the broader security issue
Major Issues…
Process Debrief Wrap-up
13
Asset Management follow-up events
There will be a follow-up questionnaire on usage of certain fields
There will be meetings to follow-up on special situations
Conceptual design specs
Fit-Gap analysis
Q&A