1. Navy ERP Finance – Asset Management (AM)
Operations & Data Conversion Overview
Anthony Hatala / Ken Honer
25 June 2008

2. Navy ERP Functional Overview
Finance - Asset Management (AM)
Anthony Hatala / Ken Honer
25 June 2008

3. Asset Management (AM) Presentation
AM Data Conversion
Navy ERP Increment 1.0 Scope
Currently Included:
All Property, Plant and Equipment (PP&E)
Fixed asset not held for resale or assets consumed in the process
Capital assets costing $100,000 or more with a useful life of 2 years or more
Minor property assets costing more than $5,000 and less than $100,000
Pilferable assets costing less than $5,000 (defined by local command)
Minor Military Equipment
Includes the following categories
Capital Purchase Program (CPP)
Sponsor Owned Equipment (SOE)
Contributed Assets (CA)
Currently Not Included:
Military Equipment in CAMS (Capital Asset Management System)
Heritage Assets
Stewardship Assets
Land and Buildings accounted for by NAVFAC

4. Asset Management (AM) Presentation
Configuration Objects in Navy ERP
39 Asset Classes (8 defined in FMR)
Land
Buildings, Improvements, & Renovations
Other Structures and Facilities
Other General PP&E
Equipment
Internal Use Software
Construction in Progress or Assets Under Construction (AuC)
Leased Assets (not in scope)
Sub divided into
Capital Equipment (either CPP or CP)
Sponsor Owned Equipment
Contributed Assets
Minor Property
Assets not in Use
Awaiting Disposal
Each asset class maps to a unique general ledger account

5. Asset Management (AM) Presentation
Configuration Objects in Navy ERP (cont’d)
Chart of Depreciation = Department of Navy (DON1)
Two Depreciation Areas
Depreciation Area 01
Stores property gross acquisition & production cost (APC), accumulated depreciation and Planned and Actual depreciation expense
Posts to the general ledger
Depreciation Area 20
Stores statistical property gross acquisition & production cost (APC) only
Does not post to the general ledger

6. Asset Management (AM) Presentation
AM Scenarios
Asset Acquisitions
Capital Project Acquisitions (CPP or CP)
PR/PO Acquisitions
Manual Acquisitions
Transfers & Retirements
Transfer In/Transfer Out to Other Activities (Without Reimbursement)
Transfer within an Activity
Transfer to Excess and Awaiting Disposal (DRMO)
Final Retirement
Maintain Asset
Bar Code Number Assignment & Label Printing
Physical Inventory Observation
Period and Year End Close and Reports

7. Asset Management (AM) Presentation
Capital Asset Acquisition
Project Structure (PS) is used to acquire capital assets in Navy ERP
Work Breakdown Structure (WBS)
Minor Construction
Internal Use Software
Automated Data Processing (ADP) Equipment
Non-ADP Equipment
Networks and Network Activities (NWA)
Funded with CPP Authority or General Fund Appropriation (OPN)
Cost are collected in the project and reported in the Construction in Progress accounts until the asset is placed in service
Costs are capitalized to the Final Fixed Asset when it’s ready for service

8. Asset Management (AM) Presentation
Capital Project Accounting
Capital project is created
A separate WBS element for each type of spending
Minor Property – (unique investment profile points to a unique asset class)
Internal Use Software
ADP Equipment
Non ADP Equipment
Funding is applied and the WBS element is released
Asset under Construction (AuC) asset master record in unique asset class
Purchase requisitions (PR) created reference
Network activity contained in the WBS
Account Assignment Category ‘N’
PR approved and converted to purchase orders (PO)
Goods receipt (GR) use to record receipts of property items
Internal labor charged using Work Force Management (WFM) Time Sheet
Costs are collected in the controlling module and settled each month to it unique AuC asset
Final fixed asset is created and settled to when the asset is ready for service

9. Asset Management (AM) Presentation
Purchase Requisition – Purchase Order (PR-PO) Acquisition
Used to created statistical asset master records for MP and SOE
An enhancement is used to create “statistical” or “memo” asset records for accountability tracking purposes
Unique PR-PO Account Assignment Categories are used:
1=asset class 51, Minor Property – SOE at a WCF
2=asset class 32, Capital Property – SOE at a WCF
3=asset class 50, Minor Property – Owned by the command
4=asset class 30, Minor items – Part of another capitalization
Goods Receipt posting generate actual postings to the project network or cost center
A second enhancement creates a memo or statistical value posting to its corresponding asset master record

10. Asset Management (AM) Presentation
Navy ERP PR-PO Account Assignment Categories for Assets

11. Asset Management (AM) Presentation
Manual Asset Acquisition in Navy ERP
Used to record the acquisition of an asset in the following;
From another government activity or entity
Acquired from in house production
Identified during the physical inventory observation
Manually create asset master record
Manually post value using miscellaneous transaction

12. Asset Management (AM) Presentation
Master Record – Initial screen (AS01*)
Input data
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

13. Asset Management (AM) Presentation
Master Record – General (AS01*)
Required data for custody tracking
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

14. Asset Management (AM) Presentation
Master Record – Time dependent (AS01*)
Personnel number, plant, location and room are required for custody tracking. All other data is required for accounting
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

15. Asset Management (AM) Presentation
Master Record – Allocations (AS01*)
Evaluation group 1 is used for custody tracking. The remaining groups are available for future use.
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

16. Asset Management (AM) Presentation
Master Record – Allocations (AS01*)
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

17. Asset Management (AM) Presentation
Master Record – Origin (AS01*)
Provides history detail of the asset (i.e., vendor, date purchased, etc.)
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

18. Asset Management (AM) Presentation
Master Record – Leasing (AS01*)
Captures leasing information. If capital, the asset is on the books and depreciating. If it’s an operating lease, the asset is not on the books and is here for tracking purposes only.
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

19. Asset Management (AM) Presentation
Master Record – Custody (AS01*)
Custom data fields for custody tracking
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

20. Asset Management (AM) Presentation
Master Record – Depreciation Areas (AS01*)
Accounting data for calculating depreciation of an asset
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

21. Asset Management (AM) Presentation
Master Record – Initial screen (AS01*)
After the asset is saved, the system stores the Asset Master data using a system-generated number
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

22. Asset Management (AM) Presentation
Miscellaneous Transactions – Initial Screen (ABSO*)
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

23. Asset Management (AM) Presentation
Create Asset Transaction – External asset acquisition (ABSO*)
Enter Amount to be posted and the asset value date
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

24. Asset Management (AM) Presentation
Miscellaneous Transactions – Initial Screen (ABSO*)
Transaction is saved, and all the data is recorded in the systems generated document number
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

25. Asset Management (AM) Presentation
Asset Explorer – Planned values (AW01N*)
Planned values tab includes accumulated cost postings and the documents used to post values
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

26. Asset Management (AM) Presentation
Asset Explorer – Posted values (AWO1N*)
Posted values tab includes planned and posted depreciation values
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

27. Asset Management (AM) Presentation
Asset Explorer – Comparisons (AWO1N*)
Comparisons tab shows total projected depreciation and net book value over the remaining useful life of the asset
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

28. Asset Management (AM) Presentation
Asset Explorer – Parameters (AWO1N*)
Parameters tab displays specifications regarding depreciation
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

29. Asset Management (AM) Presentation
Asset Transfers & Retirements in Navy ERP
Transfer to another government activity/company code
Two step process:
Retire asset in sending activity
Reacquire the asset in the receiving activity
Must reflect the transfer in/out without reimbursement
Transfer within the same activity/company code
Custody transfers between
Custodians, Cost Centers, Plants, & locations
Use Workflow to notify custodians and organization property accountants
Changes directly to asset master records
Updates time dependent tab on the asset master record
Use to transfer the asset from in-service, excess, to awaiting disposal
Mass Change functionality for reorganizations, BRAC, and command changes
Retire the asset from service
Asset is no longer useable, either through loss, damage, worn-out etc.

30. Asset Management (AM) Presentation
Custody/Cost Transfer Change Request (ZS02*)
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

31. Asset Management (AM) Presentation
Custody/Cost Transfer – Selection Criteria Screen (ZS02*)
Items that can be changed are: Custodian
Cost Center
Plant
Location
Room
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

32. Asset Management (AM) Presentation
Maintain Assets in Navy ERP
Bar Code number assignment and label printing
Custom transaction to assign bar code number to an asset
Custom transaction to print/reprint bar code labels
Prints the label in accordance with the FMO regulation
Reprints existing bar code label numbers that may not comply with regulation
Deactivate retired numbers to ensure they are not reused for 3 years
Physical inventory observation
Triennial physical inventory
Custom transaction to download selected items for observation
Custom transaction to upload results back into the system
No bar code reading capability (must connect to readers locally)

33. Asset Management (AM) Presentation
Maintain Assets in Navy ERP (Cont’d)
Period End and Year End Close and reports
Period end close: monthly depreciation run
Year end close: Open the next year, close earlier year
Reports
26 standard reports
(various asset balance reports)
4 custom reports
Triennial Inventory Report
CPP Aging Report
Un-posted/Un-bar Coded Report
Relationship Query Report
Business Warehouse Reports
No unique reports have been defined (end users will define)

34. Acquire to Dispose Reports
Asset Balance Report
Purpose: Used to provide a list of total asset costs, accumulated depreciation, net book value for selected asset classes based on dynamic selection criteria stored in the Asset Master Record. Examples of selection criteria include, but are not limited to:
Business area
Plant
Location
Custodian

35. Asset Management (AM) Presentation
Asset Balance Report – Selection Screen (S_ALR_ *)
Report by Asset Class
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

36. Asset Management (AM) Presentation
Asset Balance Report (S_ALR_ *)
Output
Report
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

37. Asset Management (AM) Presentation
Asset Balance Report Drill Down (AW01N*)
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

38. Asset Management (AM) Presentation
Key Custom Report
Unposted/UnBarcoded Assets – Used to provide new asset visibility.
CPP Aging Report – Used to enable follow-up with project manager on assets under construction.
Triennial Inventory Report – Used to display all SAP COTS standard data fields and additional custom fields that were added to the asset master record in order to comply with SECNAV Instruction a custody reporting requirements. This report is primarily used for triennial inventory purposes.
Relationship Query Report – Used to display all Organizational Proprerty Accountant relationships to cost center.

39. Asset Management (AM) Presentation
Unposted/UnBarcoded Report –
Assets with No Value and No Barcode (ZRSAM0002*)
Report is used to provide new asset visibility
39 Assets
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

40. Asset Management (AM) Presentation
Unposted/UnBarcoded Report –
Assets with Value and No Barcode (ZRSAM0002*)
Report is used to provide new asset visibility
21 Assets
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

41. Asset Management (AM) Presentation
Unposted/UnBarcoded Report –
Assets with No Value with Barcode (ZRSAM0002*)
Report is used to provide new asset visibility
6 Assets
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

42. Asset Management (AM) Presentation
CPP Aging Report (ZRSAM0003*)
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

43. Asset Management (AM) Presentation
CPP Aging Report (ZRSAM0003*)
Summary
of Report
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

44. Asset Management (AM) Presentation
CPP Aging Assets Under Construction (ZRSAM0003*)
Drilldown to detail report lists the assets
*Note: Verbiage in parentheses pertains to SAP transaction code used to execute functions.

45. Acquire to Dispose - Summary
Acquire to Dispose Scenario
Receive and Record Asset
CPP Acquisition
PR/PO Automated Acquisition
Manual Acquisition In-House
Transfer/Retire Asset
Transfer between Activity/Company Code
Transfer within Company Code
Retire Asset by Scrapping
Maintain Asset

46. Asset Management (AM) Presentation
Asset Management in Navy ERP

47. Asset Management (AM) Presentation
Asset Management in Navy ERP

48. Asset Management (AM) Presentation
Asset Management in Navy ERP

49. Thank You!