ASST MGMT-Ref Doc 3-Oracle Fixed Asset Training Manual

THE UNIVERSITY OF TEXAS PAN AMERICAN

Office of the Comptroller

Oracle -Fixed Asset Training

Table of Contents1. 2Asset Inquiry.

2. 10Transaction Inquiry

3. 14View Classroom Usage Information

4. 17UTPA Asset Transfer Approval Workflow

17Business Rules:

17Process Flow:

5. 27UTPA Asset Removal Approval Workflow

27Business Rules:

27Process Flow

6. 36UTPA Asset Return Approval Workflow

36Business Rules:

36Process Flow

7. 46Custom Fixed Asset Reports

8. 56Appendix A UTPA 2009 Building List

E-mail Questions/inquiries to:

[email protected]

1. Asset Inquiry Responsibility: UTPA Fixed Assets Inquiry

Overview:

In this session, you will learn how to inquire information on Assets. Asset inquiry is the process of finding out the details of the assets including the Description, Tag Number, Category, Serial Number, Asset Key (Organization), Location, PO Number, Cost, and the Project Manager the asset is assigned to.Navigation:

1. Navigate to the Find Assets window.

(N) Inquiry > Financial Information2. Enter the Asset Number or any other parameter to query an asset (Ex.

Employee Name, Location, or Serial Number) and select (B) Find.

3. Review the Asset Details and select (B) Assignments to view information on the Asset Location and Project Manager Information.

4. Select (B) Source Lines to view the payment information.

5. Select (B) Books to view the financial information.

6. Go to (M) File and select the Close Form.

Example:

1. Navigate to the Find Assets window.

(N) Inquiry > Financial Information

2. Enter the Asset Number 0000016648 and select (B) Find.

3. Select the Asset Number to be reviewed. Scroll to the right to review other information like Asset Key (Organization), Asset Type, Property Type and Property Class.

To view the Asset Location and Account Manager details select (B) Assignments.

Review the Assignment details and close the window.

The screenshot above indicates that asset 0000016648 is under Pedro Martinez

and is located at MAIN.322.103. To view what the location numbers represent,click on the location field and then click on the pencil (Edit Field) Icon; a popup

box will display with the location descriptions (See screenshot below)

Note:

The Expense Account is the Depreciation Account used internally by the Fixed Assets Department

4. To view Payment information like Invoice Number, PO Number, etc. select (B) Source Lines in the Assets window.

Review the Source lines details. Scroll to the right to view all information and close the window.

5. To view the financial information of the Asset select (B) Books in the Assets window.

Review the Financial Information of the asset. Click on the Cost History Tab to view additional financial information on asset selected.

Note: The transaction button will be covered in more detail in the next section.

6. Go to (M) File and select the Close Form.

2. Transaction Inquiry

Overview:

In this task, you will learn about inquiring the Transaction History of an asset. The Transaction History window helps to review all the transactions from the UTPA FA BOOKS on any single asset or range of assets. The Transaction Detail window will show in detail any change that has been made to the Asset.Navigation:

1. Navigate to the Find Transactions Window.

(N) Inquiry > Transaction History2. Enter Book and Asset Number and select (B) Find.3. Select the required Reference Number and select (B) Details.

4. Review the Transaction Details of the required Reference Number.

5. Go to (M) File and select Close Form.

Example:

1. Navigate to the Find Transactions Window.

(N) Inquiry > Transaction History2. Enter the query parameters and then select (B) Find.

ParameterValue

BookUTPA FA BOOKS

Asset Number0000016648

3. Select the desired Reference Number and select (B) Details.

4. Review the Transaction Details of the Asset.

Transaction Type: Addition (Used to view Financial Information, Date Placed in Service, etc.)

Transaction Type: Transfer In (Used to see the first Employee (Project Manager) assigned to the Asset, Depreciation Account and Location)

Transaction Type: Transfer (Used to see any changes made to the asset Ex. Changes in Project Managers, changes in the Depreciation Account and changes in the Location of the Asset.)

Note: Every time an asset is transferred to a different account manager or just to a new location there will be a new Transfer line added once the Assets Transfer Workflow has completed.

5. Go to (M) File and select Close Form.

3. View Classroom Usage InformationOverview:

In this session, you will learn how to review the Class Room Usage Information.

Note: For information/questions on room type/classroom usage codes/building numbers visit THECB website http://www.thecb.state.tx.us/InteractiveTools/FacInv/or contact Assets Management @ 2993. Refer to Appendix A for a list of Building Numbers.Navigation:

1. Navigate to the Custom Room Info window.

(N) Custom Room Info2. Enter the required Building number or select one from the LOV and press tab.

3. Review the Custom Room Info Details.

4. Go to (M) File and select Close Form.

Example:

1. Navigate to the Custom Room Info window.

(N) Custom Room Info2. Choose a building number from the list of values and press the tab key.

3. Review the Custom Room Info Details.

Go to (M) File and select Close Form.

4. UTPA Asset Transfer Approval WorkflowIn this session you will learn about the process of transferring assets online from: Changing Locations (Building, Room)

Changing Project Managers

Department to Department

Department to Surplus/Storage (Use 21CMPT038)While transferring assets, you should consider the following:

Business Rules:

An approval workflow will be sent to the destination project manager

Time out on approvals = 5 days per approver

An approval notification will be sent to the Current Project Manager, the New Project Manager and the FA Department. The Requestor will receive an FYI notification once the transfer is complete.

The System will automatically update the Asset transfer to the New Manager and also the Asset Key is updated based on the Organization of the New Account Manager.

Process Flow:

Workflow Approval process:

Workflow approval process starts with transferring the asset information. It retrieves all the information pertaining to the asset transfer. Department determines that asset will be transferred (either to another department, location, project manager or to surplus) The process compares whether the asset transfer requestor is the current manager or not. If both are the same then the workflow goes directly to Notify New Manager for Approval.

If the asset transfer requestor is not the current manager, then the approval notification is sent to the Current Project Manager of the asset and a notification will be sent to the requestor that the current manager rejected the transfer.

A notification is then sent to the New Project Manager about the asset transfer

A notification is sent to the requestor if the new project manager rejects the request for the transfer of the asset.

A notification is then sent to the FA Department for review after the approval of the new account manager about the transfer of the asset.

A notification is sent to the requestor if FA Department rejects the request for the transfer of the asset.

The Transfer Asset Key (Organization) is updated once FA Department approves the transfer of the asset.

Finally an FYI notification is sent to the Requestor that the transfer of the asset is approved and the system has transferred the asset to the new destination.

If a notification is sent to the Requestor indicating to update the asset information manually because the system failed to make the asset transfer automatically. Contact Mary Lou at the FA department x2775. The FA Department will make the manual change.

The Workflow process for the transfer of the asset ends.UTPA Asset Transfer Approval Workflow

Navigation:

1.Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.4. Enter Request Name as %Asset Transfer% and hit the Tab key.

5. Select UTPA Asset Transfer Approval Workflow and then select (B) OK.

6. Select the required parameters and select (B) OK. Only one asset at a time may be transferred.7. Select (B) Submit.8. Receive a Notification about the approval once the workflow is complete.9. Navigate to Transaction History window.

10. Query Asset Number and view the details.

11. Review Transaction History12. Review Transaction Details13. Go to (M) File and select Close Form.

Example:

1. Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.

4. Enter Request Name as %Asset Transfer% and hit the Tab key.

5. Select UTPA Asset Transfer Approval Workflow and select (B) OK.

6. Enter the following parameters and select (B) OK.Note: Use account 21CMPT038 to transfer assets to Surplus/StorageParametersValues

Asset Number0000016687

New Account Number21CMPT038( SURPLUS Account

New Account ManagerBarragan, Ms Karla Priscilla Auto populates

New LocationOFF.284.SURPLUS

7. Select (B) Submit.

A notification to transfer the asset will be sent to the current account manager and then to the new project manager for approval before it reaches the Fixed Assets manager for approval.Note: There will be NO Output for Workflow requests.

8. Once all the approvals or rejections are received the Workflow ends and the requestor will get a FYI Notification. At this point the requestor can log into Fixed Assets and verify that the asset has been transferred.

9. Navigate to the Transaction History window.

(N): Inquiry > Transaction History10. Enter the following parameters and select (B) Find.ParametersValues

BookUTPA FA BOOKS

Asset Numbers (From & To)0000016687

11. Review the Transaction History. To view the details of the asset transferred select the last TRANSFER line and select (B) Details.

12. Review the Transaction Details

The Previous Project Manager will have a -1 and the new project manager will be listed second.

If the transfer is just to change locations (room, building) then the project manager will remain the same only the location field will change.

13. Go to (M) File and select Close Form.

5. UTPA Asset Removal Approval WorkflowIn this session you will learn how to complete the Request to Remove State Property from Campus Online. Keeping track of State Property that is removed from campus is a UTPA Policy. In order to meet this requirement a workflow has been developed to simplify the removal process of the assets.

Business Rules:

Time out on approvals = 5 days per approver

Two Approvals needed-Project Manager and one by Fixed Assets Manager (Fixed Assets Department).

Process Flow

Removal of State Property Workflow:

Workflow Process Steps:

The Workflow process starts as it gets the Asset Information. It retrieves all the Asset Removal Information.

The process compares whether the requestor is the current account manager or not.

If both are not same then the workflow notifies the current account manager about the request for the removal of the asset. A notification is sent to the requestor if his request is rejected by the current account manager.

A notification is sent to the FA Manager if the current account manager approves the request.

A notification is sent to the requestor if the request is rejected.

The updating of the location of the asset is done by the system after the approval of the FA Manager.

An FYI notification is sent to the Requestor that the request is approved and the system has transferred the asset to the destination.

The Workflow process ends.

UTPA Asset Removal Approval Workflow

Navigation:

1.Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.4. Enter Request Name as %Asset Removal% and select (B) Find.5. Select UTPA Asset Removal Approval Workflow and then select (B) OK.

6. Select the required parameters and select (B) OK.7. Select (B) Submit.8. Current Account Manager will receive an Approval Notification for the Removal of the Asset.9. Navigate to Financial Information window.

10. Query Asset Number and view the details.

11. Select (B) Assignments to view Location

12. Review Off campus location

13. Go to (M) File and select Close Form.

Example:

1. Navigate to the Find Requests window.

(M) View > Requests 2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.

4. Enter Report Name as %Asset Removal% and then hit the Tab key.5. Select UTPA Asset Removal Approval Workflow and select (B) OK.

6. Enter the following parameters and select (B) OK.

ParametersValues

Asset Number0000029582

Removal Date01-MAR-2009

Employee NameEsparza, Miss Karina O

LocationOFF CAMPUS Automatically populates

AddressConference

7. Select (B) Submit.

8. An approval notification to remove State Property will be sent to the Current Account Manager.

The Requestor will receive a Notification of the Asset Removal once the approvals have been collected from the Current Project Manager and the FA Manager.

Note: No output is generated for workflow requests.

Once the asset removal has been approved by the project manager and the FA Department the requestor will receive a notification similar to the screen shot below:

9. Navigate to the Financial Information to verify that the asset was removed. (N): Inquiry > Financial Information10. Enter the Asset Number and select (B) Find.

11. Select (B) Assignments in the Assets window to view Asset location.

12. The location of the Asset is now OFF CAMPUS in the Assignments window.

13. Go to (M) File and select Close Form.

6. UTPA Asset Return Approval WorkflowIn this session you will learn about the ability to complete the Request to Return State Property to Campus online. Keeping track of State Property that is removed from and/or returned to campus is a UTPA Policy. In order to meet this requirement a workflow is developed to simplify the return process of the assets.

Business Rules:

Time out on approvals = 5 days per approver

Two Approvals needed-Project Manager and one by Fixed Assets Manager (Fixed Assets Department).Process Flow

Return of State Property Workflow:

Workflow Process Steps:

The Workflow process starts as it gets the Asset Information. It retrieves all the Asset Information.

The process compares whether the requestor is the current project manager or not.

If both are not the same then the workflow notifies the current project manager about the request to return the asset

A notification is sent to the requestor if the request is rejected by the current project manager.

An approval notification is sent to the FA Manager if the current project manager approves the request.

A notification is sent to the Requestor if the request is rejected.

The updating of the location of the asset is done by the system after the approval of the FA Manager.

An FYI notification is sent to the Requestor that the request is approved and the system has transferred the asset to the destination.

The Workflow process ends.

UTPA Asset Return Approval Workflow

Navigation:

1.Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.3. Select Single Request option and then select (B) OK.

4. Enter Request Name as %Asset Return% and hit the Tab key.5. Select UTPA Asset Return Approval Workflow and then select (B) OK.6. Select the required parameters and select (B) OK.

7. Select (B) Submit.

8. Current Account Manager will receive an Approval Notification for the Return of the Asset.9. Navigate to Financial Information.

10. Query Asset Number.

11. Go to the Assignments button to view the change in location. 12. Go to (M) File and select Close Form.

Example:Asset is currently Off Campus:

1. Navigate to the Find Requests window.

(M) View > Requests

2. Select (B) Submit a New Request.

3. Select Single Request option and then select (B) OK.

4. Enter Report Name as %Asset return% and hit the Tab key.5. Select UTPA Asset Return Approval Workflow and select (B) OK.

6. Enter the following parameters and select (B) OK.

ParametersValues

Asset Number0000017547

Return Date01-MAR-2009

Return LocationMAIN.171.217B

7. Select (B) Submit

Click (B)Refresh data until the Phase and Status changes to Completed and Normal respectively.

8. An FYI Notification will be sent to the Requestor once the asset has been approved and the system has changed the status of the asset. Once this notification has been approved the Requestor can log into UTPA Fixed Assets Inquiry and verify that the asset location has been updated.

9. Navigate to the Financial Information.

(N): Inquiry > Financial Information.10. Enter the following parameter and select (B) Find.

ParametersValues

Asset Numbers (From & To)0000017547

11. Select (B) Assignments.

12. Review the Assignments information. The Location should have changed from OFF-CAMPUS to location specified by Requestor.

13. Go to (M) File and select Close Form.

7. Custom Fixed Asset Reports Responsibility: XXEIS Fixed Assets Reports

Custom Reports Section

Select UTPA List of Assets by Project Manager Report Revised

Click on the Calendar Icon and select the Start Date and End Date

Note: Always use 01-SEP-1900 as the Start Date

Reason: To ensure that all assets are captured from the old FRS system; some of our assets date back to the 70s, so we use that date to be all inclusive.

Click on the folder icon and search for Project Manager

Enter the Last Name% and click SearchSelect name and click Add To ListNote: If list if too long, click Clear and then check only the name(s) you wish to select.

Click Done

Click Submit once all parameters are entered.

Click View Requests

Wait until report completes

Select Excel as the Output

Click Yes

Note: In order to view output in Excel format the following program must be installed first( EIS Plug-In(Contact your computer support staff or call x2020.

Once the EIS Plug-In is installed the Report will open in Excel format.

Departments can save file to their computers and sort as desired.

To run another report go back to the screen below. Choose the Home tab and select another report.

Users also have access to running the UTPA Listing of Buildings, Rooms and Classroom Utilization

Enter the parameters for the new report.

Once report has completed open the output in Excel format.

Appendix A UTPA 2009 Building List

The University of Texas-Pan American

Building List- 2009

NumberName

0060UNIVERSITY CENTER

0061STUDENT UNION

0065UNIVERSITY BOOKSTORE

0070EMILIA SCHUNIOR RAMIREZ HALL

0071HERITAGE HALL

0075BRONC VILLAGE COMPLEX A

0076BRONC VILLAGE COMPLEX B

0077BRONC VILLAGE COMPLEX C

0078BRONC VILLAGE COMPLEX D

0079BRONC VILLAGE COMPLEX E

0080BRONC VILLAGE COMPLEX F

0095CHILD DEVELOPMENT CENTER

0100PHYSICAL SCIENCE BLDG

0105SCIENCE BUILDING

0110ACADEMIC SERVICES BUILDING

0115ENGINEERING BUILDING

0120LEARNING ASSISTANCE CENTER

0121SOCIAL AND BEHAVIORAL SCIENCES

0122COMMUNICATIONS ARTS AND SCIENCES

0125INTERNATIONAL TRADE AND TECHNOLOGY

0130STUDENT SERVICES BLDG

0141H-E-B PLANETARIUM

0170COMPUTER CENTER

0171ADMINISTRATION BUILDING

0190GROUNDS SHOP

0200SOUTHWICK HALL

0201DARREL K TROXEL RESIDENCE HALL

0205UNITY HALL

0260RESTROOMS PE

0274UT-PAN AMERICAN BASEBALL OFFICES

0275UT-PAN AMERICAN CLUBHOUSE

0281VAN WEEK OFFICE BLDG

0283UTILITY PLANT

0284HAGGAR BUILDING

0285COMPOUND WAREHOUSE

0286SUPPORT FACILITIES

0287PHYSICAL PLANT STORAGE BUILDING

0288LUMBER STORAGE BUILDING

0300CHAPEL

0310HEALTH SCIENCES/HUMAN SERVICES WEST

0311BIOLOGY ANNEX

0312COASTAL STUDIES LAB

0320FINE ARTS BUILDING A

0321FINE ARTS BUILDING B

0322FINE ARTS BUILDING C

0323FINE ARTS ANNEX

0330HEALTH AND P.E. COMPLEX

0331HEALTH AND P E II

0340EDUCATION COMPLEX

0341HEALTH SCIENCES & HUMAN SERV.EAST

0350BUSINESS ADMINISTRATION BUILDING

0355MATHEMATICS & GENERAL CLASSROOM

0356NEW COMPUTER CENTER

0360LEARNING RESOURCE CENTER

0370STARR COUNTY UPPER LEVEL CENTER

0380VALLEY OUTREACH CENTER

0400ACADEMIC AND ADMINISTRATING ANNEX

0401LAMAR

0402LAMAR A

0403LAMAR B

0404LAMAR C

0405LAMAR D

0406LAMAR E

0407LAMAR F

0408HUMAN RESOURCES BUILDING

0452909 ELIZABETH-HUGHES L3 B4

04571008W SCHUNIOR-KRUEGER LT7#LK2

04591012 SCHUNIOR-KRUEGER L3 BLK 2

04621016 SCHUNIOR-KRUEGER L2 BLK 2

0463VAN WEEK-KRUEGER L1 BLK 3

0464WELLNESS & REC SPORTS COMPLEX

0465STUDENT HEALTH CENTER

0703EDINBURG REGIONAL ACAD HLTH CTR

1