AM TOWN HALL

fred van dorpAM Analyst

AOSfvandorp@auditor.in.gov

317-234-1667

Dashboard

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

• The Dashboard was _____________.

Dashboard Date D E F G H I K L P S T W X Total

06/30 1 4 27 81 2 0 230 0 0 29 9 121 2 506

03/01 92 8412 71 164 359 38 1054 22 33 1381 130 1504 0 13339

F, G, H and I – AM transactions in workflowS, T, and W – Asset missing tag, location, and/or custodian informationE – Assets with an invalid chartfieldK – Assets with capitalization issues

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.

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.

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

Review: Disposal(Asset Dashboard G)

Asset Management > Asset Transactions > Asset Disposal > Review Retire/Reinstate Appr. > Approval Status = Pending

Review: Additions(Asset Dashboard F )

Asset Management > Asset Transactions > Owned Assets > Review Approvals – Additions > Approval Status not = Approved

Review: Financial Transactions (FT)(Asset Dashboard H/I)

Asset Management > Asset Transactions > Financial Transactions > Review Transfer/Adj. Approvals > Status = Open, Pending, Approved

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

AM Approver WorkflowWhat 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

Other AM Issuses

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.

Other AM Issues Dashboard

Date D E F G H I K L P S T W X Total

07/28 3 2 33 197 43 126 787 0 0 24 8 116 4 1343

06/30 1 4 27 81 2 0 230 0 0 29 9 121 2 506

03/01 92 8412 71 164 359 38 1054 22 33 1381 130 1504 0 13339

Other AM IssuesInterunit 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

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?

Other AM IssuesClosing 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.

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

Other AM Issues AM Classes

• Class information posted on the Encompass website • 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.

Takeaways

TakeawaysConcept

• 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

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

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

Questions?