The University of Texas System STARS Enterprise Asset Manager Training

The University of Texas System STARS ENTERPRISE TRAINING Basics and Navigation Asset Manager Adding a New Vehicle Effective & Deleted Dates of Coverage (Physical Damage) Effective & Deleted Dates of Coverage (Full Coverage) Asset Manager – Search Deleting a Vehicle Vehicle Inventory Reports

BASICS & NAVIGATION

How Do I Login? If you forget your password, click on Forgot your password? and enter Client ID and address User ID and Password will be ed to you First time users are prompted to change their password upon initial login.

MY STARS : The My STARS Manager displays important News and Announcements, User Reports, and a Task Calendar. ASSET : The Asset Manager holds information about various Institution assets and allows users to create and modify asset information. STARS Managers

Common Buttons Print Save and Close Delete Open Export to Excel Save Drop Down Menu and Search New Record Copy Record Refresh

Asset Manager

Asset Manager stores and organizes information about UT System vehicles, boilers, and insured equipment Asset Manager

The University of Texas System Adding a New Asset Click New Asset from either the Views or Search tab

Adding a New Asset, cont. The Create a New Asset window opens Use the Drop Down Menu to select Vehicle as the new Asset Type Click Create Asset

The University of Texas System Adding a New Asset, cont. All Bolded Fields are Required and must be populated before an Asset can be saved Institution: Select from Drop Down Menu; The Institution to which the vehicle belongs. Ownership: Select from Drop Down Menu; i.e. Dealer Loaner Vehicle (this applies only to vehicles on the Athletics Policy), Long Term Lease (over 1 year), or UT Owned Vehicle. Owner Name: Enter Manually; Required only if vehicle is leased or loaned Owner Address: Enter Manually; Street, City, State, Zip Code; Required only if vehicle is leased or loaned

The University of Texas System Adding a New Asset, cont. Year: Enter Manually; i.e. 2010, 2009, 1997, etc. Make: Select from Drop Down Menu; i.e. Dodge, Ford, Chevrolet. If a vehicle Make is not available, contact Office of Risk Management. Model: Enter Manually; i.e. Dakota, F150, Tahoe, Accord: Dodge Dakota, Ford F150 Pickup Truck, Chevrolet Tahoe, Honda Accord, etc. VIN Number: Enter Manually; Use all CAPS. Vehicle Description: Enter Manually; i.e. 2 Door Sedan, 4 Door, Station Wagon, Minivan, Pickup Truck, Extended Cab, Cargo Van, Passenger Van, Blood Mobile, etc. Seating Capacity: Enter Manually; Recommended on buses and passenger vans. License Plate: Enter Manually; Not required for insurance purposes, however it may prove useful as a search tool. Vehicle Status: Select from Drop Down Menu; Active or Deleted. Date Added and Date Deleted: Enter Manually (mm/dd/yyyy) or utilize Calendar tool; Use effective date of the change, not date of entry into STARS. Department: Enter Manually; Not a required field however it may prove useful as a search tool. Garage City: Select from Drop Down Menu; Principal City the vehicle is garaged at. If a Garage City is not available, contact Office of Risk Management.

The University of Texas System Adding a New Asset - Definitions Adding a New Asset - Definitions Definitions: Brief descriptions to assist you in selecting the appropriate class code Refer to the supplemental Auto Coverage PowerPoint Presentation for additional information on class code descriptions

The University of Texas System Adding a New Asset, cont. Adding a New Asset, cont. Class Code: Select from Drop Down Menu Insurance Policy Options: Select from Drop Down Menu Value – Auto: Manually Enter; Value of Vehicle. Not required for vehicles covered under Systemwide Liability Only.

The University of Texas System Adding a New Asset, cont. Adding a New Asset, cont. PD (Physical Damage) Effective Date (Added) and PD Deleted Date: Enter Manually (mm/dd/yyyy) or utilize Calendar tool; Use effective date of the change, not date of entry into STARS. Coachs Name: Enter Manually; Use only for vehicles covered under the Athletics Policy. FC (Full Coverage) Effective Date (Added) and FC Deleted Date: Enter Manually (mm/dd/yyyy) or utilize Calendar tool; Use effective date of the change, not date of entry into STARS.

The University of Texas System Effective and Deleted Dates of Coverage (Physical Damage) If the vehicle has both the Liability and Physical Damage coverage (SLPD), you MUST enter at the top of the screen the Date Added to Liability as well as a Physical Damage (PD) Effective Date towards the bottom of screen. If a vehicle only needs to be deleted from the Physical Damage Policy (but still has Liability), then only enter a PD Deleted Date towards the bottom of the screen. Change the Insurance Policy Option to Systemwide Liability Only (SL). Make sure to keep the record Active because it still would have Liability coverage. If you want to delete this vehicle at a later date from the Liability Policy then you would put Delete or D in the Vehicle Status box and enter the Date Deleted towards the top.

The University of Texas System Effective and Deleted Dates of Coverage (Full Coverage) If the vehicle has Full Coverage, you MUST enter at the top of the screen the Date Added as well as a FC Effective Date towards the bottom of screen. If a vehicle needs to be deleted from the Full Coverage Policy but added to Systemwide Liability Only (SL), then enter a FC Deleted Date towards the bottom of the screen. The Date Added at the top of the screen should be updated to the Effective Date of change to the Systemwide Liability Only policy. Change the Insurance Policy Option to Systemwide Liability Only (SL). Make sure to keep the record Active because it still would have Liability coverage. If a vehicle needs to be deleted from the Full Coverage Policy but added to Systemwide Liability and Physical Damage (SLPD), then enter a FC Deleted Date towards the bottom of the screen. You MUST enter at the top of the screen the Date Added to Liability as well as a Physical Damage (PD) Effective Date towards the bottom of screen. Make sure to keep the record Active because it still would have Liability and Physical Damage coverage.

The University of Texas System Searching for a Vehicle You can search for a particular Asset using the Search tab at the top of the screen

The University of Texas System Searching for a Vehicle, cont. Enter search criteria to find a particular Asset; i.e. Asset Type: Vehicle, Status: Active, Institution: UT System Administration; VIN #: 1FTPX14VX6KD12040 HINT: If you are searching by VIN #, enter a % and a partial VIN # (%2040) to display all vehicles that contain that sequence of numbers somewhere within the VIN #.

The University of Texas System Searching for a Vehicle After you enter your search criteria, Click Search Double click on the Asset Record you want to view and/or update

Navigating through Records Select all records in the Page Return Set Deselect all records in the Page Return Set Page to the next or previous record Page to the next set of records

The University of Texas System Deleting a Vehicle To Delete/Remove a vehicle from your Asset inventory, utilize the following steps: Status: Select D (Deleted) from the Drop Down Menu. Date Deleted: Manually Enter the Deleted Date (mm/dd/yyyy) or utilize Calendar tool; Make sure to use the effective date of the change, not the date of your entry into STARS. REMINDER: There is a separate deletion box for the Physical Damage and Full Coverage Policies towards the bottom of the Asset Manager.

MY STARS REPORTS

The University of Texas System My STARS Inventory Reports will now be found in the My STARS Manager under My Reports.

Setting up Inventory Reports The University of Texas System Click Add Content

Setting up Inventory Reports, cont. The University of Texas System The Add Content window opens Select My Reports and click OK The Personalize Content window opens Select your institution folder and select sub- folder Click OK

The University of Texas System Inventory Reports will show on your My STARS page. To open a report, Click your desired output (Excel, PDF). Setting up Inventory Reports, cont.

The University of Texas System ORM Contacts Eric Agnew, Risk and Insurance Analyst (ph), (fax) Benny VandenAvond, Risk and Insurance Analyst (ph), (fax) Jessica Plyler, Insurance Specialist (ph), (fax)