1. AM TOWN HALL fred van dorp AM Analyst AOS fvandorp@auditor.in.gov 317-234-1667

2. Dashboard Designed to monitor clean up progress Posted weekly between Feb 1 st and June 30 th Contained information from 15 private queries Corrections met the June 30 th deadline – Total monitored issues fell from 13,339 to 506 The Dashboard was _____________.

3. Dashboard Date DEFGHIKLPSTWX Total 06/30 14278120230002991212506 03/01 92841271164359381054223313811301504013339 F, G, H and I – AM transactions in workflow S, T, and W – Asset missing tag, location, and/or custodian information E – Assets with an invalid chartfield K – Assets with capitalization issues

4. Closing Accounting Periods in AM All accounting periods are closed through 06/30/2011. Accounting periods will begin closing, like AP and GL, on a set date monthly. July accounting period will close Tuesday August 2nd at 4pm. Accounting dates on AM transactions should not be changed unless specifically instructed by AOS/GMIS. Trans and Acquisition Dates can and must continue to be changed as necessary.

5. AM Integration Since the accounting periods are closing, like GL and AP, there is time limit for reviewing and processing these interface-ables Interface-ables not processed before the end of the month will be more difficult to interface Newly acquired assets interface from ePro and Accounts Payable into AM. The AM staff must monitor interfaces regularly for accuracy and completeness.

6. FAM and AM Approvals Since the accounting periods are closing, like GL and AP, there is time limit for approvals Entries not approved before the end of the month will be removed and/or denied. FAMs – review and approve AM transactions using system Worklist AM Entry – monitor the AM transactions using the search criteria delivered in AM

7. Review: Disposal (Asset Dashboard G) Asset Management > Asset Transactions > Asset Disposal > Review Retire/Reinstate Appr. > Approval Status = Pending

8. Review: Additions (Asset Dashboard F ) Asset Management > Asset Transactions > Owned Assets > Review Approvals – Additions > Approval Status not = Approved

9. Review: Financial Transactions (FT) (Asset Dashboard H/I) Asset Management > Asset Transactions > Financial Transactions > Review Transfer/Adj. Approvals > Status = Open, Pending, Approved

10. ABC Financial Transactions (Approved, but not Completed) ABC transactions occur when the FT was not entered correctly. The asset is not updated in AM until the transaction is in completed status. Any FT that has had an approved status for more than 24 hours is considered ABC Submit a ticket to GMIS to correct Do not enter a second FT until the first is removed

11. AM Approver Workflow What happens when the AM Entry staff finds transactions that aren’t in my Worklist? Disposal – Asset Management > Asset Transactions > Asset Disposal > Approve Asset Retire/Reinstate > Status = Pending Addition – Asset Management > Asset Transactions > Owned Assets > Approve New Assets > Status = Pending Financial Transactions – Asset Management > Asset Transactions > Financial Transactions > Approve Asset Transfer/Adjust > Status = Pending

12. Other AM Issuses

13. Other AM Issues Dashboard Designed to monitor clean up progress The dashboard was unnecessary. These issues must continue to be monitored regularly. AM can provide the information without a query with the exception of columns E, K, and X. E, K, and X will be posted on Encompass website on August 1. – 36 hours to make any and all corrections prior to the closing of the accounting period.

14. Other AM Issues Dashboard Date DEFGHIKLPSTWX Total 07/28 3233197431267870024811641343 06/30 14278120230002991212506 03/01 92841271164359381054223313811301504013339

15. Other AM Issues Interunit Transfers (IUT) Allows one agency to transfer an asset to another agency Avoids the need for a retirement and manual addition Maintains the chain of custody for an asset IUT Responsibilities Initiating agency must provide necessary documentation to substantiate the transfer Receiving agency must provide a valid CF string Initiating agency should let the receiving agency know when the transaction has been entered Receiving agency must approve or deny transaction Initiating agency must monitor pending transactions

16. Other AM Issues AM Integration Priority for AOS in 2012 A majority of assets are added to AM by integrating with the ePro and AP modules Details, instructions and flowcharts on AM integration processes can be found on Encompass website “How” is covered in both AM Classes $2.3 Million worth of assets in limbo in Fy 11 Volunteer?

17. Other AM Issues Closing Projects 25% of active assets in AM are currently tied to a project in AM. Projects referencing active assets have different closing procedures – When Projects tied to active assets are complete, they are assigned a status of “6.” – These procedures allow the asset to depreciate after the project has been closed.

18. Other AM Issues Annual AM Inventory The comprehensive annual inventory must be completed between July 1, 2011 and June 30, 2012. Results must be entered into AM Found assets Retire assets Updated custodian Updated location Public Query - SOIAM025

19. Other AM Issues AM Classes Class information posted on the Encompass websiteEncompass Basic AM (Full Day) Course – August 10, 2011 – This course is designed for the individuals responsible for the day-to-day transactions that take place in Asset Management. This class incorporates exercises within the class to reinforce the topics just discussed. Topics that will be covered include changes to AM, Basic Add, Adjustments/Transfers, Retirements/Reinstatements, Disposal Worksheet, Integration of Assets from Procurement Modules, Consolidation, Unitization, Parent/Child Relationships and Chartfield edits. Receiving will not be included in this workshop. Asset Integration (2 hour) Course – August 18, 2011 – This course is designed for the individuals responsible for the day-to-day integration of Receivers and Vouchers into Asset Management. This class will mostly be demonstration with a few exercises. Topics that will be covered include Process Receipts, Load Asset Request, Retrieve Info from AP/PO, Unitization, Consolidation and Transaction Loader.

20. Takeaways

21. Takeaways Concept Closing accounting periods will require AM transactions and interface-ables to be processed more quickly and more often than Fy 11 The AM classes are being offered to teach and to refresh users on AM processes including AM integration Create timetable and strategy for completing full AM inventory and updating information in AM with the results

22. Takeaways Concept Review internal procedures for: – Monitoring workflow for adds, retires, and financial transactions – Identifying and submitting GMIS tickets for ABC Financial Transactions – Reviewing and correcting combo edit errors Troubleshoot any asset creating a combo edit error – Continuously finding, reviewing, and processing interfaces from ePro and AP to load AM – Closing Projects tied to active assets

23. Takeaways Homework Assignment FAMs - Review, approve and clear Worklists Lists must be empty on Tuesday August 2 at 4:00pm Entry Staff review AM for open, pending, or ABC AM transactions Communicate to FAM any results Lists must be empty on Tuesday August 2 at 4:00pm Entry Staff – review and process all July 2011 interface-ables Lists should be empty on Tuesday August 2 at 4:00pm

24. Questions?