1. Let's Keep UTSA Out Of The News!

2. The University of Texas at San Antonio Inventory: Palm/Scanner Usage Class DE 675 INITIAL 2012 - 2013 Presented by The UTSA Inventory Department Our mission is to adhere to state laws, University rules and regulations by assuring 100% asset accountability for all Capital and Controlled assets bought, transferred, or donated to UTSA departments.

3. COURSE OBJECTIVES Understand your role and responsibilities as the designated Inventory Contact Person (ICP). Demonstrate knowledge of the Annual Physical Inventory Process and what is required for completion. Identify and know when to use Inventory Forms. Learn how to use the Barcode Scanner.

4. Inventory Training Used to appoint an Inventory Contact Person Inventory Contact Appointment Form Class Room Setting Hands on Instruction Required for newly appointed ICPs DE 675 Initial On-Line through UTSA My Training Inventory will schedule appointments to pick up a scanner and inventory paperwork DE 676 Refresher

5. Inventory Contact Person Appointed to assist with the daily care of property within their departments Capital Asset Manager Manages the Inventory and Surplus Department Office of State Comptroller Mandates state agencies to perform annual inventories Property Manager Responsible for the accountability of ALL property in possession of the University Inventory Staff Records, tracks, reconciles and reports inventory results Department/Division Heads Responsible for day-to-day care of property in their respective departments/colleges Who Is Responsible ?

6. Unit Code This is a 7-digit identifier assigned by Budget, DEFINE Administrators, or Grants/Contracts Examples: 0222-000 Undergraduate Studies 1300-001 COE- Dean-Lab Used to ensure items are assigned to the correct department Inventory uses this to upload your annual inventory to the Barcode Scanner

7. Purchase Orders In-State and Out-of-State Transfers Departmental Transfers Grants and Contracts Gifts (Tangible Donations) Trade-In Surplus How Do I Get Items On My Inventory ?

8. UTSA Barcodes Are Required For… CONTROLLED ITEMS Electronic equipment valued between $500.00 - $4,999.99 per unit Cameras Video Cameras VCRs/DVD players Television Sets Computers (Desktops/Laptops/IPADs) Printers Projectors

9. UTSA Barcodes Are Required For… CAPITAL ASSETS Any equipment valued at $5,000.00 or greater.

10. Need A UTSA Barcode? W hen requesting a barcode for a new Asset, call or email Mayra Espinoza (x6396). You will need to provide the following: Purchase Order Number Your Name/Phone Number/Unit Code Description and Location of Asset Who delivered the Asset ( Central Receiving or Direct Ship from the vendor ) Remove Assets from boxes

11. ProCard Abuse Inventory will report Violations to the ProCard Compliance Office!

12. Annual Physical Inventory Process Step 1 Locate Step 2 Scan Step 3 Reconcile Step 4 Return

13. Locate If you cant find an asset, search: Closets/Storage areas/Off Site Locations Offices/Classrooms/Labs Check Removal of Equipment Forms (item may be off-campus) Check previous documentation/files Check Surplus Turn-In Forms Ask Co-workers/last known User/or other Department s Keep looking until all assets are found! Use the Pre-Inventory/Custody List as your Road Map to locate assets.

14. Scan Begin scanning at any location: IF FOUND - continue scanning until youre done IF FOUND - continue scanning until youre done IF NOT FOUND - annotate the Pre- inventory/Custody List to further investigate IF NOT FOUND - annotate the Pre- inventory/Custody List to further investigate Be sure to mark the box on your list when an item is found and scanned!

15. Reconcile 1. Post findings on the Pre-Inventory/Custody List 2. Research problems/compare last years documentation 3. Prepare applicable Inventory Forms to update data and complete Inventory 4. Continue to look for items NOT FOUND

16. Return It is imperative you return the below items on your scheduled Return Date! Scanner/Charger/Bag (Needed for departmental rotations) API Certification Form Pre-Inventory/Custody List Reconciliation Paperwork A Post Inventory Report will be forwarded to you with final inventory results.

18. Making Updates in DEFINE You are also responsible for updating the following information in the NV1 Screen: See Training Reference Guide – pgs. 7 & 8 ENTERING BANNER ID #s: Assigning a current user Banner ID in NV1 helps you and future ICPs locate assets. REASSIGNING BANNER ID #s: This action is required when an employee is transferring to another department and for Employee Separations. MAKING LOCATION CHANGES: Your inputs ensure locations remain current. Make sure to use the 3 letter building code. EXAMPLES: MBB - Main Building; BSB - Biosciences Building; FSB - Frio Street Building; etc.. For instructions on how to view a list of your inventory on the NV3 screen: See Training Reference Guide – pg. 9

19. See Training Reference Guide – pg. 5, 6 Completing Your Pre-Inventory/Custody List

21. Inventory Forms Most Common Forms Used During Annual Physical Inventory (API): Inventory Transaction Form Missing Property/Reinstatement Report Stolen/Recovered Property Report Removal of Equipment Form Equipment Trade-In Form All Inventory forms are available at http:/www.utsa.edu/inventory ALL FORMS MUST BE TYPED

22. SAMPLE

29. Inventory Helpful Tips See Training Reference Guide – pg. 15

30. Insight Reporting InSight is a new technology management tool that fuses information from DEFINE, Inventory, HRMS, network and computer management tools into a single, easy-to-use interface. InSight is managed by Office of Information Technology and NOT the Inventory Department. However, Inventory is responsible for correcting erroneous data entered into DEFINE. For more information, contact Cindy Espinosa x4383 or go to their website: http://utsa.edu/oit/projects/insight.html http://utsa.edu/oit/projects/insight.html

32. Surplus When property is worn out or obsolete, do not throw it away! Contact the Surplus Department at 458-6282 to correctly dispose of the item. Visit Website at: www.utsa.edu/surplus/

41. QUESTIONS?

42. Jon Mosel Capital Asset Manager Ext. 6130 James Sumner Sr. Inventory Analyst Ext. 4835 Olinda Ongay Inventory Clerk II Ext. 6395 Cassandra Porter Inventory Manager Ext. 4844 Frank Bates Accountant II Ext. 4830 JJ Chavez Inventory Clerk II Ext. 6131 Mayra Espinoza Inventory Clerk I Ext. 6396 INVENTORY STAFF