GeorgiaFIRST Financials How to Better Manage Your Assets in
PeopleSoft 9.2 Wanda Aldridge, ITS Christy Todd, ITS
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Agenda The Upgrade Process -- where we are today The Upgrade
Process -- upcoming activities Changes in Version 9.2 Dropped
reports and pages Handling of Federally Funded Assets Handling of
Missing Assets File Attachments Asset Acquisition Detail New
Reports Other New Features
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The Upgrade Process Reviewed new functionality available in 9.2
Completed Fit/Gap sessions Reviewed each modification to see if it
was still necessary or if there was an acceptable workaround Why
reduce modifications? Presented Decisions to Chief Accounting
Officers for their approval Currently creating functional
specifications for modifications; development work Currently
reviewing configuration
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Upcoming Activities System Testing testing of delivered
functionality, modifications being carried forward, new
modifications Clean-up Tasks Interface Items in a status of Pending
User Acceptance Testing Documentation
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Changes in Version 9.2 Dropped Reports* AM to Journal Audit
Report Asset PO Voucher Compare Report Physical Inventory Report
modifications *reports were dropped primarily due to reporting
metrics that indicated very little usage
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Changes in Version 9.2 Dropped Pages/Processes Custom values
and custom page related to Federally funded assets Custom values
and custom page related to Missing assets DOAS Inventory Interface
no longer required
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Federally Funded Assets Handling of Federally Funded Assets
Currently we have custom values in the Acquisition field and a
custom page that tracks attributes In version 9.2, we will be using
PeopleSoft delivered field, Asset Class to identify federally
funded assets. We will also use the delivered asset attribute
fields. Will modify the Federal Asset report to refer to the new
fields.
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Federally Funded AssetsVersion 8.9
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Federally Funded Assets Version 9.2
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Missing Assets Currently there is a modification that adds the
value Missing to the Asset Status drop-down box. Additionally,
there is a custom field, Missing Date, that writes to a separate
BOR created table (Missing_Date_BOR) In Version 9.2, we will Retire
an asset using the Retirement code, Missing, to indicate a missing
asset
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Missing Assets Version 8.9
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Missing Assets Version 9.2
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Query will be developed to track any assets with a retirement
status of Missing and the Retirement transaction date. If the asset
is found during the two year period, it can be reinstated. If the
asset is not found during the two year period, it should be
reinstated and then re-retired using the proper disposal code (ex:
Disappeared Asset, Disposal Due to Theft, etc). This method has the
additional benefit of preventing the missing asset from
depreciating during the missing period
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File Attachments Version 9.2 allows file attachments for
assets
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File Attachments
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Asset Acquisition Detail Multiple Asset Acquisition Detail rows
can be added at the same time without leaving the page
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New Reports Asset NBV to Dist_Ln Compare reports Will replicate
the data on the BOR_AM_NBV_COMPARE query Compares the NBV of an
asset with what has posted for that asset in Dist_Ln
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New Reports Dist_Ln to Journal Compare Report Replicates the
detail from the BOR_AM_DIST_JRNL_RECON query Also includes manual
journals Compares AM entries in Dist_Ln to those in the Journal per
asset
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New Reports Report that compares Journal Information from
Dist_Ln to Journal and Trial Balance. So new that it does not even
have a name yet Report that replicates BOR_AM_CY_RECON query
Excludes period 0 data from the trial balance
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Query is currently run by Account and Fiscal Year. May add more
parameters.
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New in 9.2 Other Items Ability to track warranty and license
data has been expanded Detailed description field on
Location/Comments/Attributes page Additional fields have been added
to further define an assets physical attributes Capitalization
Thresholds can be used to automate categorizing assets as SVP or
depreciable assets Combo-editing in AM Queries will be renamed to
use a standard naming convention BOR_AM_query_name
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New in 9.2 Other Items There are currently modifications in
Purchasing and Accounts payable that affect Asset Management
Current mod verifies that if an asset account number is used, then
the profile_id is populated; if a profile id is used, that the
account number is in the range of the asset accounting entry
template These modifications will be replaced with PO and Voucher
Workflow. If an asset account is used, the cost is over $3000.00,
and the profile id is blank, the transaction will route to an
approver If a profile_id is populated but an asset account is not
used, the transaction will route to an approver
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