Capital Asset Management November 18, 2008 Today’s Presenters: Shelley Pierce, Lead SME San Joaquin Delta College Boyd Shumaker, Testing Coordinator Michigan State Theresa Cain, Business Analyst Indiana University

Development Team Mark Morris Development Manager University of Southern California Philip Berg Lead Technical Developer Indiana University

Development Team Continued Developers for CAB/CAM –MSU: Amanda Zhang, Harsha Ummerpillai, Naser Alavi –UCSB: Gerardo Velasquez –USC: Queing Lai, Leo Chavez

Capital Asset Management Capital Asset Management also referred to as “CAM” tracks information using a series of documents for capital movable, non-movable and non-capital items.

Security for Asset Maintenance Edit Asset Maintenance Location Global, and Pre-Asset Tagging For departmental users update access is based on the chart and organization entered on the Financial System User tab. The organization security tab can grant update access by chart, or at the highest level for central administration.

Documents that route for approval Add Payment Asset Global Loan, Renew, Return Merge Retirement Separate Transfer

KFS Main Menu Asset- lookup criteria is based on asset information. Asset Payment - lookup criteria is based on payment information.

Asset Lookup Criteria Several fields are available as search criteria to retrieve assets from the database.

Asset Lookup Fields 1. Tag Number 2. Asset Number 3. Org Chart Of Accounts Code4. Org Owner Account Number 5. Org Owner Organization Code6. Owner 7. Asset Status 8. Asset Condition 9. Asset Type Code 10. Asset Description 11. Asset Representative 12. Organization Inventory Name 13. Campus 14. Building Code 15. Building Room Number 16. Vendor Name 17. Manufacturer 18.Model Number 19. Serial Number 20. National Stock Number 21. Create Date 22. Old Tag Number 23. Organization Tag Number 24.Government Tag: Total Cost

Asset Lookup Search Results

Payment Lookup Fields 1. Asset2. Tag Number 3. Chart Code4. Organization Code 5. Account Number6. Object Code 7. Sub-object Code8. Purchase Order Number 9. Requisition Number10. Document Type Code 11. Document Number12. Organization Reference ID 13. Project Code14. Sub Fund Group Code 15. Amount16. Total Cost 17. In-service Date18. Posting Date 19. Posting Period20. Posting Year 21. Asset Description22. Campus 23. Building Code24. Asset Status 25. Asset Type Code26. Org Plant Account Number 27. Org Plant Chart28. Campus Plant Account Number 29. Campus Plant Chart

Payment Lookup Search Results

Actions

Edit = Asset Maintenance

Asset Maintenance Continued Asset Detail Information Tab

Asset Detail Information Continued

Asset Maintenance Continued Asset Location Tab

Asset Maintenance Continued Organization Information Tab

Asset Maintenance Continued Land Information Tab Several key requirements identified by the subcommittee were already implemented in Kuali. Three new fields have been added to track non- moveable land assets.

Asset Maintenance Continued Payment Information Tab

Payment Information Continued

Asset Maintenance Continued Depreciation Information Tab

Asset Maintenance Continued View Related Document Information

Asset Maintenance Continued Warranty

Asset Maintenance Continued Repair History

Asset Maintenance Continued Components

More Component Information

Loan

Loan | Renew

Loan | Return

Merge

Merge Continued Retirement Reason

Merge Continued Asset(s) to be merged

Separate an Asset Separate asset(s) with equal cost. Separate asset(s) with individual cost. Separate asset(s) by payment.

Separate an Asset

Separate an Asset Continued Quantity of Assets to Be Created

Separate an Asset Continued Unique Asset Information

Asset Transfer Document

Asset Transfer Continued Receiving Organization

Asset Transfer Continued Organization Information

Create New /Global Documents Create New create new fabrication request Global create new retirement global create new location global

Fabrication

Fabrication continued Information tab The “location tab” and the “organization tag” are also displayed on the fabrication document.

Global Retirement First select retirement reason from lookup table. Once the retirement reason is selected the system will determine if additional information is required. Examples: a) gift, external transfer, sold, theft.

Asset Retirement Reason Lookup

Asset Retirement Global

Asset Retirement Continued Asset Detail Tab

Asset Retirement Continued Look up/Add Multiple Asset Lines

Asset Location Global

Barcode Inventory Process

Barcode Inventory Process Continued scan equipment upload file bar-code error document inventory reconciliation report

Barcode Inventory Process Continued Upload File

Barcode Inventory Process Continued Action List

Barcode Inventory Process Continued Barcode Inventory Error

Barcode Inventory Process Continued Global Replace

Pre-Asset Tagging

Pre-Asset Tagging Continued Tagging Details

Asset Creation Capital Asset Builder (CAB) Purchasing/Accounts Payable Transactions  Movable Equipment, Art and Museum, Fabrications  Fabrications assets are created by the fabrication document. Invoices modify the existing asset. Non-Purchasing/Accounts Payable General Ledger Transactions  Movable Equipment, Art and Museum, Fabrications Asset Global & Add Payment Document  Buildings & Building Improvements  Infrastructure  Land  Leasehold Improvements  Library books Asset Global  Non-capital assets  Capital Equipment Gifts, Found, Transfers-in How the assets are created

Additions Processed in CAB Movable additions are processed in the Capital Asset Builder. Process: –Requisition issued –Purchase Order is approved –Payment Request is issued and approved »Payment hits the General Ledger »Batch process loads data into CAB

CAB Process Flow Process PREQ, Line item is ready to create asset Pre-Asset Tagging table is checked to see if data exists Global Addition Or Add Payment Asset is saved to CAMS Database

CAB Purchasing Accounts Payable lookup

Purchase Order Processing Continued Display Accounting Lines

CAB General Ledger Entry Lookup

CAB General Ledger Entry Lookup Search Results

General Ledger Processing Screen

Asset Global First we select the acquisition type code:

Asset Global

Asset Global Continued Location Information

Asset Global Continued Add Payment Section

Add Payments Document

Add Payments Document Continued Add Accounting Lines

Add Payments Document Continued Summary – In Process Payments by Asset

Depreciation Depreciation expense is calculated from a stored procedure that updates the asset database on a monthly basis. The Straight Line method is the basis for the calculation, along with a method for Salvage Value. Federally owned payments are excluded from the depreciation calculation. In addition, no Deprecation will be taken on Art and Museum Objects, Land, or Leasehold Equities. Each asset is depreciated from the asset create date, and the assets useful life assigned to the asset type code. Kuali will provide a more universal process for depreciation. Institutions will now have the flexibility to utilize a full year or half year depreciation convention. Two new dates have been added to the capital asset management system. In-service date, and depreciation date. The new depreciation date will be used to calculate depreciation.

Release Information Release date: March 2009

Questions?