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 surplus  Approval by management of items to be disposed  Items picked up and moved to the Surplus Warehouse  Items 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 30 th. 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 Menu  LATN - List Assets by Tag Number  LASN - List Assets by Serial Number  LABU - List Assets for BU, Status, Capital & Date  LAR - List Assets for Room  LALH – List Asset Location History

LABU - List Assets for BU Asset Status – AI (Active Inventoried) Capital Code C – Capital N – Non-Capital Date (Date asset was acquired) – If entered, the list will only display assets acquired on or after 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-capital assets 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 Asset Description Physical Location of asset

Asset (A) – Asset Cost Distribution Window Asset Cost Distribution access by pressing 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 Departmental Information

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 Menu  ABRL (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 another  TARGET (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 changes  Change the physical location of an asset  Re-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 is sent to the new responsible employee to notify him/her of his/her new asset responsibility.

ABRL - Asset BU, Responsible emp. & Location Transfer to another BU Change physical location Change responsible employee This process eliminates the paper forms previously required by Property Accounting.

ABRL - Asset BU, Responsible emp. & Location Transaction 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 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 PF1 for Employee Name search

Using Help Facility to Find Responsible Employee (PF1) Select one of the names to verify whether it’s the correct employee

Using Help Facility to Find Responsible Employee (PF1) Employee information &&&&&&&&&

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 are displayed

Using Help Facility to Find Room Tag No (PF1) Enter desired Building with or without room Select desired room

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 PF6 to display Tag 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 person Unlimited text feature Blue tagged assets may be scanned during the annual Physical Inventory process.

DAI - Departmental Asset/Information Adding a non-capital asset

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

DAI -Departmental Asset/Information – Extended Text (PF9) Extended Text – Press PF9 to add or view information

DAI - Departmental Asset/Information Copying a non-capital asset View asset that you want To Copy. Change Action to C (Copy) and type in new Tag No and press Enter. Simply type in correct Serial Number and press PF10 to save. Be sure to 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 Expiration  Possessing BU  Asset Class  Image URL  Information 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

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 Info values

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) Departmental Asset 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 Unit  AIDAEF – Departmental Assets Extract file  AIJMCAB – 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 information Data 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 batch  Identify items to add to surplus batch  Approval by management of items to be surplused  Report and labels sent to surplus employee  Items picked up and moved to the Surplus Warehouse  Items auctioned to the public

Create Surplus Batch SPB (Surplus Pickup Batch)

Surplus Batch No

SA (Surplus Asset) - Adding Items to Surplus Batch Surplus Description Window Select an item description Press PF10 to save

SA (Surplus Asset) - Adding Assets to Surplus Batch Additional 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 Batch Pre-surplus Action Code Help Window Required to enter a pre-surplus code for each item

SA (Surplus Asset) - Adding Assets to Surplus Batch Newly added item All desks, file cabinets, bookcases, and credenzas must 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 Batch Adding next item Blank out Control No field or enter a Tag number to add another asset to Surplus Batch

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

SA (Surplus Asset) - Adding Tagged Assets to Surplus Batch Tagged 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 batch for approval Must be approved by department head or director

Questions