Surplus Forum February 26, 2008

Agenda Website Changes SP1’s – Entering, Approving, Interdepartment Transfers Hazardous Waste Policy Scheduling and Pickup Searching for Inventory – Want List Surplus Forum

Website Changes Dan Martinez

Surplus.utah.gov Will be redirected Navigation –Menu bar at left –Links on Pages

Upcoming Website Changes Want List Reports –To be scheduled –Scheduled

Entering and Approving SP1’s Corry Hill

Go to the Online SP1 system

If you forget your password, click on “Forgot Password?” and the system will your password Log In Enter your and your password

The box by the items have been checked – the item may or may not have been done To Do List - no records found

To Do List Placing a check in the box will remove it from the list, it will not complete the item

Disposal Requests - no records found There are no items that need someone selected to authorize or that need to be authorized Click “Departments,” then “Disposal Requests”

Disposal Requests Click on the line to open the SP1 Needs to be authorized Needs someone selected to authorize

New Disposal Request Select the “Add/Edit” tab, then click on “New” (at the bottom of the page)

Select the Contact Person A box comes up will all the users in the department

Choose the Disposal Type

Select the Distribution Account (ELCID) Code Additional codes can be added in Department Profile

Choose the Pickup Type If you select Self-Delivery, it will ask for a date

Select the Address You can add more addresses in the Department Profile

Serial #, IT Tag# The Asset #, Serial/VIN #, Model #, Manufacturer, IT Tag #, etc. are only required for some items, such as: computers and vehicles Once a computer has been wiped (no information left), the IT Tag# given is entered in this box

Item and Quantity Clicking in the “Item” box will bring up a choice list, click on the desired item, then close the box Est. Value and Min. Bid are not required

Select Condition

Description Click on this icon to save that line and add more lines, you can also save the SP1, then edit it and add more lines later. The public will see what is in the Description box

Select the approver The choice list has those users who have been authorized to approve SP1’s You don’t have to select someone to approve the SP1 until you have finished entering items.

Save the SP1 when finished

Approving the SP1 The user selected to approve was sent a system generated telling them to log in to approve SP1 Click Edit at the bottom, then click on the “Authorized” box

Confirm then save

Instructions Instructions for Online SP1 –How to Log On –How to Create, Edit and Approve SP1’s –How to Track Disposal Requests Instructions for Administrators –How to edit and add more users, –How to edit the profile Adding addresses, distribution codes, etc Found at surplus.utah.gov

Interdepartment Transfers Steve Duggins

Begin a new SP1 (Departments, Disposal Requests, Add/Edit, New) Select ‘Interdept. Transfer’ as the Disposal Type

Select the receiving department and the contact person Enter the first few letters of the department, then select the department from the dropdown

Complete and approve the SP1 The SPO will receive the request If the SPO approves the request, the receiving department will be notified that they need to authorize the request If the SPO denies the request, the departments involved will be notified.

The receiving department will need to log in and authorize the request Go to Departments, Interdept. Transfers then click on the request

Click ‘Edit’ at the bottom, then assign an Account Code to each item. Then authorize the request and save it

Hazardous Waste Policy Steve Duggins

Hazardous Waste Policy Identification Air Conditioners/Heat Pumps/Refrigerators/Freezers EPA Regulations Recycle all refrigerants (Freon) before disposal in a landfill or recycling point.. The State contract with Veolia PD 278 will only cover the disposal of the refrigerant after it has been removed. Agencies need to contract with a Licensed HVAC company that will provide Signed Proof of service (receipt with serial number will work.)

Hazardous Waste Policy Create a SP-1 Send required paperwork –Scan and attach as an image in the SP-1 –Fax to Surplus –Add to notes in the SP-1 An SP-3 will be issued once the proper paperwork has been received. Then you can dispose the item or have it picked up

SP-1, Adding Notes

SP-1, Adding Images

Scheduling and Pickup Reports Dan Martinez

Select Report Pickup Schedule or Pickups to be Scheduled

Inventory Searching and Want List Dan Martinez

* Want List *A link to the Want List Page will be added to the main surplus page surplus.utah.gov Enter information

Choose Category, then enter description

Submit - Surplus will be notified of your request Reset - clears form

Want List & Inventory Details

Login to SPO System

Departments  Want List

Select item

Save item, Hold item or Cancel hold View details

Details of item

Inventory, Inventory Details Choose how to find Inventory Inv. # Asset # Serial Number Model Number Department Name SP1 # Item Name

Find by Item Name Enter item name, then click on the binoculars to execute the search

Searching without a Login Select “Search for Inventory” Link

Select “Inventory” Link

Choose Inventory List or Inventory Search

Inventory List Choose Sort Option Filter by Category or Price

Select and apply Filter

Inventory Search Search Inventory by criteria (big)

Search results

Surplus Forum February 26, 2008