Asset Management Employee Self Service. Agenda Introduction Purpose and Objectives Tag Samples Workflow and Initiate Transfer Process Review Transfer

Asset ManagementEmployee Self Service

Agenda

IntroductionPurpose and ObjectivesTag SamplesWorkflow and Initiate Transfer ProcessReview Transfer ProcessApprove Transfer ProcessManage Assets Under $5,000Finding a Tag Number in PantherSoftQ & AOpen Lab

Purpose and Objectives

1. Eliminate paper form when moving or transferring Assets.

2. Eliminate looking up the asset via a report. The manager can review all assets via the asset management tool or navigating to the View Departmental Assets under the Manager Self-Service menu selection.

3. Researching the asset via query becomes obsolete.

Agenda


Tag Sample – Property over $5,000

Tag Sample – Software over $5,000

Tag Sample – United States Property

Agenda


WorkflowCustodial or Departmental Expense Manager initiates

request.

The receiving Departmental Expense Manager must approve the transfer request.

If the asset requires IT cleansing then request is routed to IT.

Property Control performs the final approval of asset transfers.

If transfer is approved, an email confirmation is sent to requestor.

NOTE: all transfers related to Projects/U.S. tags must be approved thru Department of Research prior to requesting any transfers.

Process - Navigation

Process – Selecting the Asset

NOTE: This screen lists assets for a the selected Activity Number. assigned to the Expense Managers.

Process – Entering the New Information

This area contains the information of the asset as it appears in PantherSoft.

You can choose to change Location, Department, Custodian, or any combination of the three in this area.

This area is for adding comments regarding this asset.

Tips to remember in “Comments” Section

The person entering the request may or may not be the contact person, therefore enter this information in this area.

Transfer to new Activity Nbr, Project ID, location or to a new Manager are the most common requests, therefore we recommend that specific reason and information be entered in the comments to prevent misinterpretation.

Most physical transfer of equipment may require some assistance from Campus Services. If assistance is not needed the user should note in the comments – “department will physically move assets”.

If the move is an emergency request – “RUSH” should be entered in comment box, and if requiring assistance, you can request it from Campus Services.

Agenda


Process – Confirmation of Results

Agenda



Process – Search for asset by Department

Process – Results of Search

NOTE: This screen lists assets for a selected Activity Nbr, assigned to the Expense Managers.

If you have any assets that require an action, the word “Pending” will appear in this area.

Select the “Transfer” button to Approve, Deny or Hold this asset.


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Approve – indicates that you accept this transfer and the request moves to the next approver.

Deny – Sends the request back to the initiator and does not move the transaction any further.

Hold – Leaves this transaction in your queue until you take further action.


Process – Confirmation of Results

Agenda


Managing Assets Under $5,000

All the assets under $5,000 as of June 30, 2011 have been loaded into the Share Point System. New Tag Numbers are available for these assets. The Custodian field was populated with the Budget Manger on record in PeopleSoft for each asset in the asset management subsystem.

We have given access to the “Custodians” responsible for maintaining your area’s “Attractive/Sensitive” assets in this system. Additionally we have assigned an “Accountable Officer”(AO) and an “AO Backup” that can also be assigned.

These individuals are the only employees allowed to see the information, and can be anyone the department chooses.

If you should have any questions, please do not hesitate to contact Alex Toribio from the Financial Systems Support group at 305-348-7200.

Tag Sample – Attractive Property






Edit/Update Info Process - Navigation

Edit/Update Info Process – Update Page

Agenda


Find Asset in PantherSoft Financials

Navigate in PantherSoft Financials as follows:

Main Menu

Asset Management

Print Asset

FIU01

Tag Number

498000121734 – 4980000120419 – 4980000%

Search

Questions ?

Open Lab

Documents

Asset Management Employee Self Service. Agenda Introduction Purpose and Objectives Tag Samples Workflow and Initiate Transfer Process Review Transfer