1. 1 Asset Management: Preparing for Fiscal Year-End Presented by Christa Hodgson

2. 2 Expectations  Accuracy  All capital assets must be in SMART  The costs should be up-to-date  All capital assets must have a fund  Capital assets must have the CAFR book  Noncap assets should only have the STATE book  Timeliness  Assets should be entered in AM either through integration or manually via Express Add in the same period the asset was acquired  Corrections  AM Team periodically reviews Profiles being used  Emails sent to agencies with incorrect profiles  Agency’s responsibility to correct and log Help Desk ticket

3. 3 Forms/PPM 13,001  The following form will still be required at fiscal year-end:  DA-82Certification of Inventory  Due August 31  K.S.A 75-3729  The following forms will no longer be utilized:  DA-83Corrections or Additions to Capital Asset Records  DA-84Land (for additions and deletions)  DA-86Buildings (for additions and deletions)  DA-87Capital Asset Reporting Form  DA-110Disposition of Property Form  PPM 13,001 is being revised

4. 4 Monthly Checklist  Outstanding Interface ID’s  Reviewing Transaction Loader Tables job aid

5. 5 Monthly Checklist (continued)  Validation that correct Profile was used for all added assets  Corrections from AM Team’s Emails

6. 6 Comprehensive Annual Financial Report (CAFR) Preparation  A&R will pull balances for each Balance Sheet Category  Important to make sure only capital assets have the CAFR Book because it generates accounting entries  No action on agency’s part as long as costs have been validated and all assets have the correct Books  Balances should be accurate by 06/30/2011

7. 7 Reports to Aid in Physical Inventory  Assets by Custodian Asset Management > Financial Reports > Assets by Custodian

8. 8 Reports to Aid in Physical Inventory  Assets by Custodian  Displays all active assets by their current custodian  Page breaks on each new custodian  Displays values for the following fields per Asset ID:  Location Code  Area ID  Description  Tag Number  Serial ID  VIN  In-Service Date  Manufacturer  Model  Parent ID  Parent Description

9. 9 Reports to Aid in Physical Inventory  Assets by Location Asset Management > Financial Reports > Assets by Location

10. 10 Reports to Aid in Physical Inventory  Assets by Location  Displays all active assets by their current location  Page breaks on each new location  Displays values for the following fields per Asset ID:  Area ID  Custodian  Description  Tag Number  Serial ID  VIN  In-Service Date  Manufacturer  Model  Parent ID  Parent Description

11. 11 Reports to Aid in Physical Inventory  Asset Inventory List Asset Management > Financial Reports > Asset Inventory List

12. 12 Reports to Aid in Physical Inventory  Asset Inventory List  Displays values for the following fields per Asset ID:  Description  Serial ID  Tag Number  Acquisition Date  In-Service Date  Asset Status  Life  Location Code  Custodian Name  Cost

13. 13 Reports to Aid with Audit  Asset Acquisitions by ChartField Asset Management > Financial Reports > Asset Details > Acquisitions Use the Fiscal Year/Period Range box— not Date Range

14. 14 Reports to Aid with Audit  Asset Acquisitions by ChartField  Lists out the following fields per Asset ID:  In Service Date  Begin Depreciation Date  Useful Life  Cost Balance  Year-to-date Depreciation  Life-to-date Depreciation  Net Book Value

15. 15 Reports to Aid with Audit  Retirement by ChartField Asset Management > Financial Reports > Retirement > Retirement Information

16. 16 Reports to Aid with Audit  Retirement by ChartField  Lists out the following fields per Asset ID:  Disposal Code  End Depreciation Date  Retirement Date  Cost Balance  Accumulated Depreciation  Proceeds  Removal Cost  Gain/Loss

17. 17 Report Format Template  See Help Desk Solutions Article 596

18. 18 Other AM Updates  Construction in Progress Assets (CIP)  Project Costing module will not be used to track CIP assets  Job Aid in progress  Agency Blast will be sent when complete  KANView Assets Query  Currently in development  All capital assets will be included  Make sure costs are up-to-date

19. 19 Questions?