AIMS –Asset Inventory Management System

AIMS – combines the following areas into one integrated system:

Property Inventory

AIMS provides the following:Tracking and reporting (including

depreciation) of all University owned capital equipment.

Annual physical inventories of all University owned capital equipment.

Departmental Assets

AIMS provides the following:Capability to create and maintain records for

your non-capital assets.Maintain your own information for capital

assets.Include in the annual physical inventory and

surplus processes.

Surplus is the state sanctioned means of disposing of items (capital and non-capital) that are no longer needed.

AIMS provides the following processes:Process for identifying items to surplusApproval by management of items to be

disposedItems picked up and moved to the Surplus

WarehouseItems auctioned to the public

Surplus

What’s currently in AIMS?

All active capital assets were converted from Property Accounting’s system. If an asset was disposed before the end of March, it was not converted (i.e. no record of the asset in AIMS).

Property Accounting is continuing to maintain their old system as well as using AIMS to add new assets and maintain existing assets.

How will AIMS change during the next couple of months?

Currently, you may to track and process changes to your assets using AIMS.

You can use the departmental asset features of AIMS for both capital and non-capital assets.

Surplus functions will be available for use before June 30th.

AIMS will be fully functional by July 1.AIMS information on the web

How to find information using AIMS

Main Menu

Finding Asset Information

GAAM – General Asset Access MenuLATN - List Assets by Tag NumberLASN - List Assets by Serial NumberLABU - List Assets for BU, Status, Capital &

DateLAR - List Assets for RoomLALH – List Asset Location History

LABU - List Assets for BU

Asset Status –

AI (ActiveInventoried)

Capital CodeC – CapitalN – Non-Capital

Date (Date asset was acquired) –If entered, the

list will onlydisplay assetsacquired on orafter that date

LABU - List Assets for BU

• BU – enter the BU for your department.• Status – there are several active statuses

for an asset. • AU – Active Untagged capital asset• AI – Active Inventoried capital asset or active

departmental asset • AN – Active but Not inventoried capital asset• AQ – Active and Queued for surplus

LABU - List Assets for BU (cont)

• Capital Code• C – Capital asset (red tag)• N – Non capital asset (blue tag)

• Date – refers to the date the asset was acquired. This is an optional field used to narrow your search. Entering a date will only display assets that have an acquisition date on or after the entered date.

Control No vs Tag No

Control No is unique system generated identifier for each

asset. This number stays with the asset throughout its life.

Tag No is the official number assigned by Property Accounting.

Once an asset is tagged, this number

is the primary identifier of an asset.

Red tag – capital assets

Blue tag – non-capitalassets

When entering a tag number in the Control No field, you must prefix the tag number with a T

Viewing Asset Information

• Asset (A) function displays all the information about your asset.

• The first screen displays all of the primary information about the asset.

• The asset’s description is located to the right of the control number in the body of the screen.

• The extended text can be accessed by pressing PF9 (EText).

• The asset cost distribution can be accessed by pressing PF10 (CDst).

Asset (A) – Basic information

AssetDescriptio

n

Physical Locationof asset

Asset (A) – Asset Cost Distribution Window

AssetCost

Distribution

access bypressing PF10

Viewing Asset Information (cont)

• The second screen displays audit information such as how and when the asset’s last location was verified.

• Information relating to the disposition of an asset, if appropriate.

Asset (A) – Physical Location and Disposition Information

Viewing Asset Information (cont)

• The third screen displays departmental information.

• Departmental users can enter information related to both capital and non-capital assets.

Asset (A) – Departmental Information

DepartmentalInformation

Viewing Asset Information (cont)

• The fourth screen displays all the audit log information. This screen is primarily used by Property Accounting.

Asset (A) – Audit Log Information

Asset Location and Responsibility

ALRM – Asset Location and Responsibility MenuABRL (Asset BU, Responsible employee, and

Location)MCRE (Mass Change of Responsible

Employee)LARE - List Assets for a Responsible

Employee

No more paper forms

You can process changes to your assets:

ABRL (Asset BU, Responsible emp. & Location) is the function that allows you to:Transfer an asset from one BU to anotherTARGET (electronic) approval by both the BU currently

assigned the asset and the BU receiving the asset Department head or director level required for BU transfers Contact person only for location or responsible employee

changesChange the physical location of an assetRe-verify the location of an asset during the physical

inventory process, if the asset wasn’t scanned or if the asset has an off-site address.

Change the responsible employee of an asset An email is sent to the new responsible employee to notify him/her

of his/her new asset responsibility.

ABRL - Asset BU, Responsible emp. & Location

Transfer toanother

BUChangephysical location

Changeresponsible employee

This process eliminates the paper forms previously required by Property Accounting.

ABRL - Asset BU, Responsible emp. & LocationTransaction Reviews

No value security on this function since it has to be approved

Employees who are designated as Departmental Contacts will be responsible for approving changes made via ABRL.

If you are designated as the reviewer and you process a change, your approval will be automatic.

If you transfer an asset to another BU, that transaction must be reviewed at a department head/director level for your BU as well as the receiving BU.

Changing responsible employee for an employee who has responsibility for multiple assets within the same BU

MCRE (Mass Change of Responsible Employee) eases the changes to the responsible employee due to turn over or job reassignments.For all assets assigned to that employee for a

specified BU.Security by Value – user must be authorized for the

Asset BU. Note: User must also be the primary contact person for that BU.

An email is sent to the new responsible employee notifying him or her of his or her new responsibilities.

MCRE (Mass Change Responsible Employee)

Using Help (PF1) Facility to Find Responsible Employee and

Room Tag Numbers

Using Help (PF1) Facility to Find Responsible Employee

Press PF1for

Employee Name search

Using Help Facility to Find Responsible Employee (PF1)

Selectone of the names to

verify whether it’s the correct

employee

Using Help Facility to Find Responsible Employee (PF1)

Employeeinformatio

n

&&&&&&&&&

Using Help Facility to Find Responsible Employee (PF1)If you can’t find employee, try entering last name

Physical Location of an Asset

For campus locations, the physical location is identified by the room tag number (typically the building code and room number).

AIMS allows users to enter an ‘off-site’ location for an asset. The off-site location is the address where the asset is currently located. For example, when an asset is at someone’s home.

Using Help Facility to Find Room Tag No (PF1)

Current Building and

Room aredisplayed

Using Help Facility to Find Room Tag No (PF1)

Enter desired

Building with or without

room

Select desiredroom

Off-Site Locations are allowed

Blank out the Room Tag and

enter desired

address or off-site location

LARE (List Asset for Responsible Employee)

Press PF6to displayTag No

Departmental Assets

Create and maintain records for non-capital assets

Maintain information for capital assets

DAI - Departmental Asset/Information

Facility for creating, updating, and viewing non-capital assets (blue tag).

Security by Value – user must be authorized for the asset’s BU in order to update information for that BU.

TARGET (electronic) approval by contact personUnlimited text featureBlue tagged assets may be scanned during the

annual Physical Inventory process.

DAI - Departmental Asset/InformationAdding a non-capital asset

DAI - Departmental Asset/Information (screen 2) Adding a non-capital asset

DAI -Departmental Asset/Information – Extended Text (PF9)

ExtendedText –

Press PF9to add or

view information

DAI - Departmental Asset/InformationCopying a non-capital asset

View assetthat you want

To Copy.Change Action

to C (Copy)and type in new Tag Noand press

Enter.

Simply type in correct Serial

Numberand press

PF10 to save.

Be sureto change Room, if

appropriate

DAI - Departmental Asset/Information (cont.)

Additional departmental information that can also be added and maintained for capital assets via the second screen:Warranty ExpirationPossessing BUAsset Class Image URLInformation codes and Values

DAI - Departmental Asset/Information for Capital Assets

DAI - Departmental Asset/Information (Screen 2)for Capital Assets

Departmental

Information Codes

Departmental Information Codes

Departmental Code – identifies a specific data item stored in an associated value field, i.e.: OS (operating system), MEM (memory), DLS (date last service), or PO (purchase order).

Data Value for an associated departmental information code – is the actual information being retained while the code identifies the type of information.

LDIC (List Dept Information Codes by code)Examples of Dept Info Codes

LDIC (List Dept Information Codes by code) Examples of Dept Info Codes

LBUI (List assets for BU, Status & Info code) Dept Info Values

Dept Information

code

LBUI (List assets for BU, Status & Info code) Dept Info Values

Dept Information

code

Dept Infovalues

DAC – Departmental Asset Classification

Allows you define asset classifications to use for your own purposes of aggregating, sorting, or selecting their assets.

Departmental asset classifications are user defined for each BU.

DAC – Departmental Asset Classification

LDCC (List Departmental Asset Classes)

DepartmentalAsset Classes

For a BU

LBUD – List assets for BU, Status & Dept Class Dept Asset Class

List of assets with a Departmental

Class of Desktop

Reports via JOBS &

Data Warehouse information

Reports

Several reports are available via JOBS:AIJCABU – Capital Assets for a

Budgetary UnitAIDAEF – Departmental Assets Extract

fileAIJMCAB – Missing Capital Assets for a

Budgetary Unit

AIJCABU – Capital Assets for a Budgetary Unit

Enter your BU. You can sort

the report by Tag

number or Location.You can print the report,

download a file, or

both.

AIDAEF – Departmental Assets Extract file

AIJMCAB – Missing Capital Assets for a Budgetary Unit

Data Warehouse

AIMS.Asset file – contains all asset information

AIMS.Asset_BUNIT – contains the contact information and inventory dates

AIMS.Asset_Cost – contains the asset cost information

AIMS.Asset_Item – contains the asset item information

AIMS.Asset_Room – contains building and room informationData warehouse file for Departmental Information codes and Values – future file

Surplus

The State sanctioned method for disposing of items no longer

needed by departments.

Surplus

Create surplus batchIdentify items to add to surplus batchApproval by management of items to be

surplusedReport and labels sent to surplus

employeeItems picked up and moved to the Surplus

WarehouseItems auctioned to the public

Create Surplus BatchSPB (Surplus Pickup Batch)

Create Surplus BatchSPB (Surplus Pickup Batch)

SurplusBatch No

SA (Surplus Asset) - Adding Items to Surplus BatchSurplus Description Window

Select anitem

description

Press PF10

to save

SA (Surplus Asset) - Adding Assets to Surplus BatchAdditional Information about Asset or Item

Information about asset

Condition

Pre-surplus action

Press PF10

to save

Quantity Location

SA (Surplus Asset) - Adding Assets to Surplus BatchPre-surplus Action Code Help Window

Required toenter a

pre-surplus code for

each item

SA (Surplus Asset) - Adding Assets to Surplus BatchNewly added item

All desks, file cabinets, bookcases,

and credenzasmust be

certified that they are unlocked

and empty

Cannot entry multiple

quantities of these items, must create

a SA for each item referenced

Above.

SA (Surplus Asset) – Adding Assets to Surplus BatchAdding next item

Blank outControl No

field or enter a

Tag number to

add another asset to Surplus Batch

SA (Surplus Asset) - Adding Tagged Assets to Surplus BatchCapital or Departmental

Enter the Tag number

in the Control No field and

press Enter.

Surplus Description

window appears.

SA (Surplus Asset) - Adding Tagged Assets to Surplus BatchCapital or Departmental

SA (Surplus Asset) - Adding Tagged Assets to Surplus BatchTagged Asset’s status is changed when added to a Surplus Pickup

Batch

Tagged Asset’s status is

AQ (Active Queued

for Surplus)

LSB (List Surplus assets for a Batch)

Control or Tag number

are the numbers used by

Surplus for the labels

that you will receive to

affix to your assets for pick up by

the Surplus Warehouse.

Information regarding Surplus Batch Pickup

Press PF4 (DCode) to

display information regarding the batch

Surplus Pickup Batch Approval

Submit batchfor approval

Must be approved by department

head or director

Questions