CAM DOCUMENTS CAPITAL ASSET MANAGEMENT (CAM) PROCESSOR TRAINING 1 Purchase Decal Movement Maintenance Inventory Utilization Disposition

CAM PROCESSOR, DOCUMENT TRAINING Edit Documents Transferring department Surplus disposition Description or detail correction Location change Asset Representative Principal Name change Repair or Maintenance history Asset Retirement Trade – in Lost Theft External Transfer Cannibalization De-manufacture Parts machine Re-purpose Modification Destroyed Component separation 2 Loan Documents Initial loan document for any equipment located off campus for more than 30 days Renewing a loan document for extended use of equipment off campus Returning a loaned asset to campus Reporting Tools Assets on Loan report Federal Property Maintenance report Sponsor owned equipment report Jasper Inventory Report Property Declaration Form Inventory Action Plan Capital Asset Checklist Property Accountability Authorized Signers EACR

ASSET EDIT DOCUMENTS Why do edit documents at all? Does Property update this info during inventory? 3

KFS LOOKUP AND MAINTENANC E 4 This is the first and primary screen of the Kuali Financial System We will be working in the “Lookup and Maintenance” section of the Main Menu for all Asset Edit Documents

ASSET LOOKUP 5 Click on the “Asset” link to begin your search This will be the first step for all further Asset Edit Documents

ASSET EDIT DOCUMENT 6 Enter your search criteria then click search Your asset record will display below

MAGNIFIER To search for specific information, click on the magnifier associated with any field Enter the information you have and click search to browse the records 7

LOOKUP RELATED DOCUMENTS For viewing an asset record (vs creating an edit doc) click on the asset number Click on any of the links to view docs created under this asset record 8

CLICK THE “EDIT” LINK TO BEGIN YOUR DOCUMENT 9 Edit Asset

“DOCUMENT OVERVIEW” TAB 10 You could use descriptors such as: DECAL ASSET | INVENTORY UPDATE | RELOCATING ASSET | CHANGING REP NAME | DESCRIPTION UPDATE | TRANSFERRING DEPARTMENTS The Description of your document informs future route log recipients what your intention is for this asset.

“ASSET DETAIL INFORMATION” TAB 11

“ASSET LOCATION” TAB 12

“ORGANIZATION INFORMATION” TAB 13

REPAIR HISTORY TAB click “add” to include the entry

“COMPONENTS” TAB 15 Click on “add” to complete the entry

AD HOC RECIPIENTS TAB 16 Click “add” to include entry

SUBMIT DOCUMENT 17 The yellow asterisk indicates tabs that have altered information

DOCUMENT SUBMITTED AND IN ENROUTE 18

ASSET EDIT PRACTICE ACTIVITY Use the following criteria in your document: office/lab is moving; fair condition; currently located in the main office of your building; you are the current custodian. 1) Search your Organization code for the asset you want to transfer 2) Enter the Description and Explanation of your document 3) Verify the Building Code and change the Building Room Number 4) Delete the current Asset Representative then search and enter your name 5) Add an FYI to the current Asset Representative 6) Save document *In the “TRAINING” environment Leave the doc up for the next activity Kuali…Lookup and Maintenance…Asset

To transfer an asset to any department you will use the organization owner account number (default account for that department) Clear the existing account number then click the magnifying glass icon TRANSFERRING DEPARTMENTS

 Enter the department number under “Organization Code” then click search  All accounts under that department will be listed at the bottom of the page Click on any department number link under “organization code”. The next screen will give you that departments default account number Account Lookup

ORGANIZATION DEFAULT ACCOUNT NUMBER THIS SCREEN WILL POP UP IN A DIFFERENT WINDOW SHOWING YOU THE “ORGANIZATION DEFAULT ACCOUNT NUMBER” YOU CAN EITHER TYPE IT INTO THE FIRST SCREEN OR FIND IT IN THE LIST AND CLICK “RETURN VALUE”

Click on “Return Value” to populate the selection in the asset edit document ORGANIZATION DEFAULT ACCOUNT NUMBER

ASSET EDIT PRACTICE ACTIVITY *Transfer an asset from your department to Surplus. 1) Find the asset you want to transfer (or use the asset from the pervious activity) 2) Clear org account number and click on the magnifying glass to start your search 3) Enter the department number you are looking for in the organization code field 4) Click on any of the 4 digit department number links that appear in the records 5) Locate the organization default account number in the pop up window 6) Select the correct account from the record screen then click return value *In the “TRAINING” environment Kuali…Lookup and Maintenance…Asset

PART 2-ASSET LOAN DOCUMENTS Initial loan document for any equipment located off campus for more than 30 days Renewing a loan document for extended use of equipment off campus Returning a loaned asset to campus 25

INITIALIZING A LOAN DOCUMENT FOR OFF CAMPUS EQUIPMENT USE Checked out to a department representative for use in the “field” Sent out for repair or maintenance for more than 30 days Long term use under a CSU project but not at a CSU facility Any asset stored at an off site facility for more than 30 days Assets purchased for satellite locations Maximum loan term cannot exceed 2 years At the time of loan, PMO requires verification of: current use custodian project status physical stored at address 26

THIS IS THE FIRST AND PRIMARY SCREEN OF THE KUALI FINANCIAL SYSTEM WE WILL BE WORKING IN THE “LOOKUP AND MAINTENANCE” SECTION OF THE MAIN MENU FOR ALL ASSET LOAN DOCUMENTS 27

ASSET LOOKUP 28 Click on the “Asset” link to begin your search This will be the first step for all further Asset Loan Documents

ASSET LOAN DOCUMENT 29 Enter your search criteria then click search Your asset record will display below

CLICK THE “LOAN” LINK TO BEGIN YOUR DOCUMENT 30

ENTER DESCRIPTION AND EXPLANATION 31 “Document Overview” is the explanation of your Document. It informs others in the route log what part of the property record the document is altering. Using common nomenclature will make your documents easier to search later

ENTER BORROWER ID AND EXPECTED RETURN DATE 32 The “Borrower ID” must be someone directly associated with CSU and would be the primary person responsible for the asset.

ENTER CUSTODIAN’S CONTACT INFO AND THE PHYSICAL LOCATION OF THE ASSET 33 The “Borrower’s Address” would be the offsite location of the Asset. The “Stored at” would be the physical location for the duration of the loan Example (1): I will be using the computer at my home for the next 18 months so my home address would be both the “Borrower’s Address” and the “Stored at” location Example (2): This asset was purchased for a research facility in Alaska and will be used in a satellite station. In this case the research facility would be the “Borrower’s Address” and the satellite station would be the “Stored at” address

ENTER SUPPORTING DOCUMENTATION FOR THE NATURE OF THE LOAN 34 Include the project or contract under which the asset will be used for the loan term Include justification for the asset to be removed from campus Provide credentials, ID, and contact info for any non-CSU affiliated custodian (this will need to be updated at every renewal)

FYI THE CUSTODIAN OF THE EQUIPMENT 35 The “Borrower” is not typically included in the document routing so be sure to let them know they are accountable for this asset by adding them to the Ad Hoc Recipients

RENEWING THE TERM FOR A CURRENT LOAN Maximum loan term cannot exceed 2 years To extend the loan for up to an additional 2 years, a Renew document can be entered 36

ENTERING THE RENEWAL INFORMATION Document Overview Equipment loans New return date Borrowers Address Verified Notes and Attachments Auditable documentation of continued use Ad Hoc Recipients 37

RETURNING AN ASSET BACK TO CAMPUS When an asset returns to campus at the conclusion of the project, a document can be entered to update its status in Kuali 38

ENTERING THE RETURN INFORMATION Document Overview Equipment Loans Date asset was returned to a CSU owned property Verify: Asset Location Changing its “home” location requires an additional “edit” document Organization Changing the Asset Representative requires an additional “edit” document Ad Hoc Recipients FYI the Asset Representative 39

ASSET LOAN PRACTICE ACTIVITY *Loan an asset from your department to yourself for use at your home 40 1) Find the asset you want to transfer 2) Click “loan” 3) Enter the Description and Explanation 4) Search and enter your Borrower ID 5) Enter projected return date or 2 years if you anticipate an extended loan 6) Enter the contact information of borrower and if different, the location the asset will be physically used 7) Add Notes regarding the nature of use including project and/or contract info 8) Ad Hoc the custodian of the loaned equipment 9) Save the document *In the “TRAINING” environment Kuali…Lookup and Maintenance…Asset

PART 3-ASSET RETIREMENT GLOBAL DOCUMENTS Official Retirement Codes Trade – in Lost Theft External Transfer Retirement due to event Cannibalization De-manufacture Parts machine Re-purpose Modification Destroyed Component separation 41

THIS IS THE FIRST AND PRIMARY SCREEN OF THE KUALI FINANCIAL SYSTEM WE WILL BE WORKING IN THE “LOOKUP AND MAINTENANCE” SECTION OF THE MAIN MENU FOR ALL ASSET LOAN DOCUMENTS 42

43 Click on the “Asset Retirement Global” link to begin your search This will be the first step for all further Asset Retirement Documents

ASSET RETIREMENT REASON LOOKUP 44 Click search to list all reason codes

RETIREMENT CODES FOR CAMPUS 45 Click “return value” to populate your selection in the document

TRADE IN Document overview informs others in the route log what part of the property record the document is altering Asset Detail Information Type in asset number or click on the search Notes and Attachments Include vendor quote listing trade in value. Include approval from Surplus Property Cross reference Req doc number Ad Hoc Recipients Add Asset Representative of old piece and new piece 46 *All trades must be approved by Surplus Property prior to releasing asset to vendor

TRADE IN It is noteworthy to mention this screen requires the asset number vs the tag number 47 *All trades must be approved by Surplus Property prior to releasing asset to vendor Click the magnifier to pull up the primary asset lookup screen Include Requisition number

LOST UNAUTHORIZ ED DISPOSAL 48 Attach Action Plan here Retirement of assets unfound in the last two inventory cycles with approval by the Property Management Office All lost retirements require an “Inventory Action Plan” attached in the notes section of the document Lost assets will be removed from the capital asset management system and departmental property inventory

THEFT 49 Attach Police report here Retirement of capital assets that have been documented as stolen Any data containing devices (no matter how small) that cannot be presented upon request could be a major liability for the University and if unable to be located, should have a police report filed. Any request for retirement for theft must be accompanied by a police report attached in the notes field of the document

EXTERN AL TRANSF ER 50 Attach Letter of Acceptance and Release here Transfer of capital assets to a different University or organization for the continuance of a project or collaboration External transfers must have: Prior approval from the Surplus Property Department, Documentation of acceptance of title transfer from the receiving entity Documentation of acceptance of title transfer from the releasing Department Head New property transfer form on the BFS webpage!!

RETIREMENT DUE TO LIFE EVENT Where? (You might ask) are those retirement due to event reasons? 51

Cannibalization Parts Machine Removing integral components for other uses De-manufacturing Re-manufacturing into a different machine Re-purposing the machine so it no longer performs its original function Result: Original asset is no longer operational in its original capacity and has a significant reduction in value and useful life Action: Create an edit doc to Surplus requesting retirement – Cannibalization must be verified and all remaining parts must be picked up by Surplus 52

Modification/Modify Existing Asset Adding functionality Incorporating components from other machines Increasing capacity Enhancing performance Attachment of or to a different configuration Upgrade of existing components Extension of life by replacement of component Result: Betterment: modification and/or expenditure that significantly extends the useful life of an asset Action: For purchases see the capital asset checklist on the PMO webpage. For internal modification contact Property Management ASAP to adjust the asset record 53

Component separation Removal of components Detachment from configuration Breaking apart a “system” of units Separating a primary unit from secondary unit Reconfiguration of components Result: Original “asset” is no longer in its original configuration thereby reducing its recorded value Action: Contact Property Management ASAP to adjust the asset record 54

PART 4-CAPITAL ASSET MANAGEMENT REPORTING TOOLS Property Management Forms Property Management Reports Assets on Loan report Federal Property Maintenance report Sponsor owned equipment report Invalid Asset Representative Jasper Inventory Report

PROPERTY FORMS Property Transfer form = external transfer in or out Property Declaration= acquired property declaration form Property Accountability = property management delegates within department Capital Checklist = worksheet for determining capital status on new orders Inventory Action Plan = for department below the minimum requirements for inventory found EACR = disposition of non-capital property

PROPERTY TRANSFER FORM Use this form to request external transfer of property This form will serve as either the letter of acceptance or the letter of release All incoming property will need to be declared to the DO, Advancement and PMO All outgoing property will need approval from OSP, PMO and Surplus

PROPERTY DECLARATION FORM List any property with a potential value exceeding the $5000 threshold. Some property may need to be appraised for value You can choose to have your property appraised by a member of the Surplus Department or a certified 3 rd party

INVENTORY ACTION PLAN The action plan will be filed along with the department inventory results Failure to comply with State and Federal guidelines can result in: Loss of funding Negative publicity for the University Monetary recompense

CAPITAL CHECKLIST This form provides some guidance on purchasing assets that are confusing or convoluted. It can help to get it right the first time reducing the need for declined docs or GEC’s down the line Use and attach this form to all requisitions

PROPERTY ACCOUNTABILITY AUTHORIZED SIGNERS Use this form to designate the individuals within the department with authority to manage capital assets and disposition non-capital property

EACR There are 7 sections to fill in on the EACR form

EACR Type of disposition being requested

EACR Department information for tracking, pickup, reallocation, and charge back

EACR Chemical, Biological, Radioactive, materials require special handling Data containing devices and electronic waste have specific State and Federal regulations for their disposal procedures

EACR SECTION 6=PROPERTY DETAILS

EACR Having all accountability and liability for the management of property within their units, only the Head of the department can designate additional authorized property disposition signers

EACR Based on the information provided, PMO will verify each line item against a minimum of 2 property databases to ensure assets are disposed of correctly and/or per Sponsor or Federal contract

ASSETS ON LOAN REPORT This is a system generated to inform you that there are outstanding loan documents in Kuali that have expired already or will expire by the end of this month for your department. The attached report details the assets with expiring loans. Please review the attachment and submit a document to either renew the loan or return the asset to campus. Please contact your Inventory Specialist by replying to this or calling Mack Freestone at or Rachel Drenth at with any questions or concerns. We appreciate you keeping your asset records up to date!

FEDERAL PROPERTY MAINTENANCE REPORT This is a system generated to inform you that Federal Acquisition Regulation (FAR) part , “Government Property,” requires stewards of federal property to have a property maintenance program in place to enable the identification, disclosure, and performance of normal and routine preventative maintenance and repair of federal property. Departmental custodians, such as Principal Investigators (PI), are responsible for ensuring maintenance is performed on their capital assets. This is intended to make you aware that there is a central location within the Kuali Capital Asset Management (CAM) Database to record maintenance and repair history for capital assets. If you are receiving this there is Federal or Conditional titled equipment listed within your Department and you are either the responsible party listed on the asset record or the Department Property Contact (DPC) for your Department. Please review the attached report which details the assets with FED or COND title on an active 53 account. Also attached are document instructions for the Repair History tab on the asset record. This is where maintenance can be entered on the asset record. Please contact the Property Management Office at for any help updating your asset record. Please contact your Senior Research Administrator with any questions or concerns about the contract, grant, or agreement. If you are no longer the responsible party for this equipment or the DPC for the Department please contact the Property Management Office in order to update the information that is on file. We appreciate you keeping your asset records up to date!

BI-ANNUAL SPONSOR OWNED EQUIPMENT REPORT Sent by Debra Ellison of the PMO to Asset Representatives for all equipment titled to an outside organization or institution and on loan to CSU for a designated time Requiring action on the part of the Asset Representative or the DPC prior to the loan expiration date

INVALID ASSET REPRESENTATIVE REPORT New this month! Sent monthly to all CAM processors in the department Asset reps that are no longer active in Kuali

INVENTORY REPORT From the PMO webpage Navigate from the main CSU page under “P” then Property Management In the Reports section you can choose either Excel or PDF format

INVENTORY REPORT You can select any combination of criteria to search Organization (department) Building/Room Asset Representative Etc. Select your search criteria then click “OK”

INVENTORY REPORT PDF This PDF report has been pulled based on Organization Organization code

INVENTORY REPORT EXCEL This Excel report has been pulled based on Asset Representative Asset Representative *Note* this Rep has assets in 3 different buildings

Click the report tool to export the document Click the menu tool to return to the criteria selection fields

CAM DOCUMENTS CAPITAL ASSET MANAGEMENT (CAM) PROCESSOR TRAINING 78 Thank you for watching this presentation by the Property Management Office Rachel Drenth – Inventory Specialist / Data Entry Mack Freestone – Inventory Specialist / Data Entry Debra Ellison – Requisitions / Accounting Linda Brucker – Lease / Accounting Genevra Scott – Administrator / Accounting We are available to help with any document!

TO BETTER UNDERSTAND THE ROLE YOU PLAY IN MANAGING UNIVERSITY ASSETS THE FOLLOWING ARE RECOMMENDED TRAINING MODULES: 79  APO Certification – Head of Departments i.e.: Chairs, Directors, Controllers, or equivalent position titles  DPC Certification – CAM processors appointed as the primary Property Manager in their department  Asset Representative Certification – Any faculty, or staff with assigned assets in the CAM database  CAM Processing modules – APO, DPC and all CAM processors  Asset Edit  Asset Loan  Asset Retirement Global  Asset Management Reports  Equipment Inventory – APO, DPC, CAM processors and Asset Representatives  Asset Disposition – All employees of the department/unit