1 State of Connecticut Core-CT Continuing Education Initiative Asset Management for Asset Processors

2 Course Goals To give students a greater understanding of their place in Core-CT, an integrated system. To instruct students in the Core-CT recommended approach to Asset Management integration. To help students maximize the capabilities of Asset Management integration and use their work time efficiently.

3 Agenda  Core-CT Overview  Asset Overview  Asset Management Integration Roles  Requester  Buyer  Asset Processor – PO Queries, Correcting PO Errors  Receiver  Voucher Processor  Asset Processor – Staging Tables, Consolidating, Unitizing, Running the Transaction Loader Process, Transaction Loader Errors, Deleting Unsuccessful Loader Processes  Basic Add in the AM Module  Adding to an Existing Asset in the AM Module  Helpful Information

4 Handout  The handout has the same screen shots as the in-class presentation, but has been designed as a Step by Step guide that you can use back at your office.  The handout includes several Job Aids and information you can use as references later.

5 Core-CT Overview

6 Items or property owned and not intended for sale. Assets have an expected useful life of one or more years

7  Personal Property  Capitalized  Non-capitalized  Real Property

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9  Value or Cost = $5,000 or more  Has a useful life of one or more years  May be subject to depreciation

10  Must be maintained in the Asset Management module  Has a capitalized asset Profile ID  Asset Expense Accounts begin with 556 or 557

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12  Value or Cost < $5,000  Identity of non-capitalized assets are at the discretion of the agency head  Has a useful life of one or more years  Are not depreciated  Once identified, must be maintained in the Asset Management module

13  Written listing of non-capitalized Personal Property should be available to all Purchasing, Accounting, and Receiving staff  Has the non-capitalized asset Profile ID of 1CNTRLITEM  Asset Expense Account: 54150

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15  Purchase price  Shipping and Handling Fees  Expenses incurred to put the asset in service

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17  Land  Buildings  Site Improvements  Site Improvements on leased property  Equipment attached to and part of buildings and structures

18  No value or cost threshold  May be subject to depreciation  Must be maintained in the Asset Management module  Has a real property Profile ID  Asset Expense Accounts begin with 554, 555, or 558

19  Real Property Location codes and Asset IDs must be requested from OSC prior to loading the asset information into Core-CT. to OSC: Phone:  Include the following information for Land and Buildings: Agency, Town Name, Date Acquired, Cost, Usable-Unusable, Purchased-Gift-Transferred, Number Acres

20  State owned buildings must be recorded and updated on the JESTIR (Joint Effort State Inventory Reporting) system  For information regarding JESTIR, contact:  Office of Policy and Management

21 Purchase price and ancillary costs

 Acquisition Price  Legal and title fees  Unpaid taxes assumed  Surveying and recording fees  Appraisal and negotiation fees  Site preparation costs – clearing, filling, leveling  Demolition of unwanted structures 22

 Roads, bridges and tunnels  Walls, curbs and sidewalks  Drainage systems  Landscaping  Lighting 23

 Purchase or construction price (excluding land)  Professional fees for Architects  Other expenditures necessary to put a building or structure into its intended state of operation  Building improvements that significantly extend the useful life or enhance the value of the individual building 24

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26  AM Unit  Profile ID  Asset Account Code  Location  Tag Number

27  Requester – Responsible for creating a Requisition with appropriate asset information  Buyer – Responsible for creating a Purchase Order with appropriate asset information  Asset Processor – Responsible for:  Running the PO Capital Asset Query and non-capitalized Asset Query  Making necessary corrections to Asset Management fields on a Purchase Order

28  Receiver – Responsible for receiving an asset against a Purchase Order  Voucher Processor – Responsible for creating a Voucher for payment of an asset  Asset Processor – This role is responsible for:  Previewing the Physical A and Financial Loader Tables  Consolidating/Unitizing Assets  Running the Transaction Loader process  Reviewing Assets in the Asset Management module

29 Every role involved in the integration process is responsible for verifying the accuracy of asset information fields at every stage that is applicable to them.

30 Purchasing & Asset Integration by Role

31  Creates a Requisition  Codes an asset to a Capital or non-capitalized expenditure Account  Enters the correct asset Location, AM Unit and Profile ID

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35 Purchasing & Asset Integration by Role

36  Verifies correct asset information if PO sources from a Requisition  Creates a Purchase Order  Codes the asset to a Capital or Non-capitalized expenditure Account  Enters the correct asset Location, AM Unit and Profile ID

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42 When a Purchase Order is entered for P-Card payment, assets should be entered on separate lines. The asset lines should have Receiving Required, the AM Business Unit, and the Profile ID. The Buyer should notify the Asset Processor about any asset purchases made on a P-Card.

43 Purchasing & Asset Integration by Role

44 Purchasing & Asset Integration by Role

45  Runs the PO Capital Asset Query and the non- capitalized Asset Query  Changes to the Location, AM Unit, Profile ID and Tag Number fields can be made on a PO without re- initiating the workflow process.  Changes made to the Asset Expenditure Account on the PO will require the PO to pass Budget Check.

46 FIN Reporting Tools > Query > Query Viewer

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Exercise 1 & 2  Scenario: Running Capitalized and non-capitalized PO Queries Associated Job Aids:  Running and Viewing the PO Queries (Capitalized and non-capitalized Asset Queries) 55 Practice Exercise

56  Changes to the Location, AM Unit, Profile ID and Tag Number fields on a PO can be made without re- initiating the workflow process.  Changes to the Asset Expenditure Account on the PO will require Budget check to run again.  Corrections to POs must be completed prior to Receiving. Once assets are received, do not make any changes to the PO.

57 Purchasing > Purchase Orders > Add/Update POs

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Exercise 3  Scenario: Editing AM fields on a Purchase Order Associated Job Aids:  None 65 Practice Exercise

66 Purchasing & Asset Integration by Role

67  Receives the asset against the PO  Manually enters the Asset ID and Tag Number on the Receipt, if applicable

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72 Purchasing & Asset Integration by Role

73  Creates the Voucher  In order to capture all necessary asset information on the Voucher, it is important to use the Worksheet Copy (PO Receipt)  Reviews all asset information

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76  Has the last opportunity to integrate an asset into the Asset Management module through Purchasing/Procurement.  Can identify a voucher line by selecting the Asset check box if the asset did not get identified on the PO or Receipt.

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79 Purchasing & Asset Integration by Role

80  Previews the Physical A and Financial Loader staging tables  Consolidates and/or Unitizes assets  Runs the Transaction Loader process to move asset information from the staging tables to the Asset Management module  Reviews assets in the Asset Management module

81 Asset Management > Send/Receive Information > Approve Physical Information > Review-A

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85 Asset Management > Send/Receive Information > Approve Financial Information > Review

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Exercise 4  Scenario: Reviewing Physical A and Financial Staging Tables Associated Job Aids:  Load Preview – Physical Transactions A  Load Preview – Financial Transactions 93

94  Whenever the acquisition price and ancillary costs of an asset are separated.  Whenever the component parts of an asset are separated.  Whenever the cost of an asset is split due to different funding sources.

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97 Navigation: Asset Management > Send/Receive Information > Approve Physical Information > Review-A

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99 Asset Management > Send/Receive Information > Load Transactions > Consolidate Assets

100 Remove the “0” default Click Add X

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103 Last Line

104 Navigation: Asset Management > Send/Receive Information > Approve Physical Information > Review-A

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Exercise 5  Scenario: Consolidating Assets Associated Job Aids:  Consolidating Assets 107 Practice Exercise

108  Whenever multiple assets have been combined and need to be separated.

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110 Navigation: Asset Management > Send/Receive Information > Approve Physical Information > Review-A

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112 Asset Management > Send/Receive Information > Load Transactions > Unitize Assets

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119 Asset Management > Send/Receive Information > Approve Physical Information > Review-A

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Exercise 6  Scenario: Unitizing Assets Associated Job Aids:  None 122 Practice Exercise

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124 Asset Management > Send/Receive Information > Load Transactions > Load Transactions into AM

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126 LoadAssets

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Exercise 7  Scenario: Running the Transaction Loader process Associated Job Aids:  None 137 Practice Exercise

138 Asset Management > Asset Transactions > Owned Assets > Basic Add

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Exercise 8  Scenario: Reviewing Assets in the AM Module Associated Job Aids:  None 145 Practice Exercise

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147 Asset Management > Asset Transactions > Owned Assets > Basic Add

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Exercise 9  Scenario: Basic Add Associated Job Aids:  None 164 Practice Exercise

165 Asset Management > Asset Transactions > Owned Assets > Basic Add

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170 Asset Management > Asset Transactions > History > Review Cost

Exercise 10  Scenario: Adding to an Existing Asset Associated Job Aids:  None 171 Practice Exercise

The Job Aids referenced in this presentation can be found in the following location:  ct.state.ct.us/user/finjobaids/am.htm ct.state.ct.us/user/finjobaids/am.htm172