Asset Management Town HallAugust 21, 2013

Fred Van Dorp AM Analyst

Auditor of the State’s Officefvandorp@auditor.in.gov

317-234-1667

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

State of your money: Missing State Property

• 3,500 assets worth $4.6M have been retired as missing or stolen by SOI.

• Source material was taken by AOS from directly from AM and provided to WTHR.

• One of four information requests made to AOS by news organizations in Fy 13

• AOS fully expects additional information requests and news coverage related to AM in Fy 14.

Story aired May 22, 2013

State of your money: Missing State Property

• AOS believes that AM is moving the in 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.

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. • Close of any asset “graveyards” being used. • AOS and GMIS are in the process of developing a new

retirement code.– “Coded as asset in error” will be closely monitored in AM

by AOS

Financial Asset Managers (FAM)

• AOS will be refocusing on bringing AM issues to the FAM instead of the Data Entry staff

• 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

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.

AM ToolsAOS 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. In Fy 14, the agencies will have access to the same tools AOS uses.

AM ToolsAM Pagelets

• Daily Activity on

• 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

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 identified 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

• Will be updated in June 2014 based on agency feedback.

AM Clean Up Project Fy 2014

Based on Information in AM as of June 30, 2013

Number of Assets in AM $12.63B

Value of Assets in AM 230,000

Number of Agencies 200

• As of July 1, 2013, we have successfully capitalized every asset that the State owns

• The Fy 2014 project involves correcting misidentified assets

• The 2014 project will rebuild the relationship between the descr, profile, category.

AM Clean Up Project Fy 2014Unit 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 2014Unit 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 2014Unit 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 2014• Detailed Clean up instructions including project background and

FAQs is posted on Encompass website• Clean up envisioned as a 11 month process.• 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.• Project background, explanation, and instructions are posted on

the Encompass website• New Query: SOIAM_SPECIAL_PROJECT_FY14

10 Rules of AM

The follow ten topics can be considered the fundamental building blocks of AM. Every AMer, whether they be new to the module or a veteran, should be able to answer these questions about how AM works and their roles in larger picture. Although some of the topics may seem remedial, in reviewing the AM activity from Fy 13, questions about these topics have lead to inconsistencies in AM from agency to agency.

These topics are neither all inclusive list of AM issues nor should it serve as a replacement for the training provided by GMIS. This list should serve a measuring stick for how well you know the concepts used in the AM module.

10 Rules of AM1.) Basic Add Page• What is the navigation for this page?• What do we use this page for?• What don’t we use this page for?• For manual adds into AM, how is the relationship between the acquisition date

and the trans date?• For manual adds into AM, how do we select the acctg date?• What role does the FAM play in asset additions?• Where can I monitor basic add information during the workflow process?

2.) Cost History Page• What is the navigation for this page?• What do we use this page for?• What don’t we use this page for?• How do I change information on the cost history page?

10 Rules of AM

3.) Financial Transactions (FTs)• What is a FT?• What types of FTs exist in AM?• What are the different statuses of FTs? • How do we confirm that an FT worked?• What is an “ABC” Transaction? • Where can I monitor my FTs?• What role does the FAM play in approvals?

10 Rules of AM

4.) Interface-ables• What are interface-ables?• Where do interface-ables come from?• What are my responsibilities for the interfaces?• What order should the interfaces be processed in?• If there is a problem, what type of troubleshooting can I do on

the interfaces? • When is it acceptable to change the status on an interface-

able?• What is the easiest way to monitor interface activity?• If I find a non-asset interface-able, what do I do?

10 Rules of AM

5.) Tag Numbers• What is the tag number used for?• Should the tag number in AM match the

actual tag number on the asset?• Should every asset have a tag number?• How do I tag intangible assets like software?• There is a place on the PO to add tag numbers,

should I add them there?

10 Rules of AM

6.) Annual Comprehensive Inventory • What is the purpose of the annual inventory?• Do I really have to find every asset?• What do we do when we find an asset in AM that we cannot

find in real life?• What do we do when we find an asset in real life that we

cannot find in AM?• Can additional asset locations be added to AM?• Are there any AM tools available to assist with the inventory

process?• How does AOS recommend that we document our inventory?

10 Rules of AM

7.) Capital Improvement (CI) versus Preventative Maintenance (PM)• What is the difference between CI and PM?• Should PM or CI appear in AM?• What should I do if I find PM in AM?

10 Rules of AM

8.) Freight and the acquisition cost of an asset• Which indirect costs should be included in the

value of asset in AM?• What types of changes are coming for

ePro/AP?• What types of changes are coming for AM?

Questions?