Focus on FMS Features

BGSU/PeopleSoftFinancial Management Solutions

Focus on FMS Features

2

The Benefits of FMS User Driven Configuration and Processing:

Hierarchical Tree Design for Rollup Effective Dated Tables Easy Access to Historical Transactions You Schedule the jobs to run when desired.

Menu Driven Navigation

Quicker Data Access & Reporting User Friendly Reporting Tools Drill Down to Details From Many Reports

Electronic Audit Trail

Workflow Approval in Purchasing

Other Universities to Look to for Solutions

3

Other Client Experiences 80 CIBER Higher Education Implementations in the US &

CAN

25% of the Total Higher Education Implementations of PeopleSoft

Clients Who have been through this:

BYU – Hawaii BYU – Provo Clarkson University University of New Orleans Marquette University of Maryland - University College University of Houston University of North Texas West Chester University Towson University University of Baltimore Cambridge University in the UK

4

Agenda FMS Modules

Commitment Control General Ledger Purchasing Accounts Payable Grants Management Asset Management

Questions and Answers

5

Commitment Control Foundation of the FMS System. All activity flows

through this sub-system for validation, spending authorization, and reporting.

Process is similar to present system with control at the parent level and tracking at the child level.

All transactions must pass budget checking.

6

APP2

Expense Bud/Appropriation

Revenue Budget

CURR_BUD GENLED

PURCHASINGOnline Journals

Interfaces

AFIN

FMS

BudgetJournals

Interfaces Online Journals

CC_PROJCC_APPROP ACTUAL

BUDGETOVERVIEW

PURCHASING

7

Compare and Contrast

Spending controlled at the Appropriation Level, e.g., 0250330O.

Spending controlled at the parent level, e.g. 025100 OPERATING

Budget and Actuals tracked by pre-defined object codes.

Budget and Actuals tracked by pre-defined account codes.

Budget transactions stored in the budget ledger. Accounting transactions are stored in the General Ledger.

All transactions stored in the KK ledgers.

APP2 screen shows one appropriation at a time. Can leap to another summary by account code screen (ASUM).

Budget Overview screen is customizable by value ranges and levels. It also provides drill down capability to the original transactions.

AFIN FMS

8

Significance of Changes

Budget Overview screen displays the summary at the operating level

Can drill down from the summary page to individual transactions

Allows user to specify the level of summarization and the detail values to be combined.

Reporting can be done from one ledger group.

9

NAVIGATION: Commitment Control > Budget Activities> Budget Overview

To activateOverview Report

10

DrillDown

Navigation: Search from Overview Screen

11

Navigation: Drill Down from Budget Details Screen

12

Budget Structure The Budget Definition, Rule sets,

and Translation tables provide a flexible framework to establish different variations of budgeting.

Three basic configurations: 3-Way, 2-Way, and 1-Way.

Setup based on account and department cost center trees.

13

2401860FFull Time

A/OExpenseBudget

------------101020123010

3-WAY•Personnel•Fringes•Operating

AFIN

FMS

2551907FCentralized

Fringes

2401860OOperating

DCCExp LineBudget

------------510105201253100

Budget Definition

Rulesets

2-WAY•PERS•OPER

1-WAY•ALL_EXPENSE

AccountRollup

DCCRollup

14


Appropriation setup first. Then Expense budget setup by individual object code mapped to the correct appropriation.

Department Cost Center and account are setup. Predefined rules establish the correct parent appropriation.

Each Agency/Org/Object combination can point to any appropriation.

Predefined rules decide the structure of the parental controls – 1,2, or 3 spending control appropriations for a DCC.

Setup errors occur, especially on the HR side, when the type of budget is not known.

The type of budget is pre-determined and thereby eliminates errors.

AFIN FMS

15

Significance of Changes

Pre-defined rules prevent setup errors. More structure allows for consistency. Structures: 3-WAY used for approved budgets with centralized

fringe funding.2-WAY used for Auxiliary budgets with fringes in the

personnel appropriation.1-WAY used for all other budgets. All expense

accounts pooled into one appropriation.

16

Revenue Budgets with Associated Expense Budgets As in our current system, FMS allows

revenue to optionally increase the spending authority of the appropriation.

Although the end-result is similar, the mechanics and reporting in FMS are different.

17

AFIN Process at Month-end:

Revenue deposited andrecognized

System automaticallyUpdates APP2

Spending authority

Month-end Batch Program updates

EXP2 and REV2 forRecognized Rev

Receipts = 8190 = Current Budgeted Rev

APP2Opt=Y

REV2Map to APP2

EXP28190

Month-end Reports

18

FMS Process Daily/Monthly

Revenue deposited andrecognized

System automaticallyUpdates

Spending authority

Year-endAllocation updates

Expense Budget forRecognized Rev

Month-endReports

Year-endClose

Carries forward Unobligated Budget

FMS Process Year-end

BudgetOverview

RevBudget

ExpBudget

RevBudget

ExpBudget2007

ExpBudget2008

19


Revenue Rotary automatically updates APP2 screen and associated spending authority.

Associated revenue automatically updates Budget Overview screen and spending authority.

AFIN month-end batch process copies recognized revenue budget to expense object 8190 budget.

FMS month-end reports combine revenue and expense budgets to show available funding available.

Year-end carry-over based on APP2 unobligated amount which includes revenue rotary.

Year-end budget allocation process updates the budget for associated revenue recognized.

AFIN FMS

20

Significance of Changes Can use the FMS system as delivered while

maintaining our practice of allowing additional spending authority based on generated revenue.

Eliminates the need for custom batch process that would have to be maintained with each system upgrade.

Ad hoc report writers using Query will have to be aware of the need to incorporate revenue budget data with expense data to arrive at an accurate remaining balance amount.

21

Budget Transfers The Budget transfer process is used to

redistribute budget dollars within a Department Cost Center to other accounts in the same appropriation.

It can also be used to transfer budget dollars to other Department Cost Centers.

Defaults to Adjustment type so the change does not affect the next year’s Original budget amount.

22

SignedPaper

Request

EBReduceDonor

AFIN Process:

GrantRelated

?

Personnel?

No

No

Yes, forward form toVP Fin & Admin

Yes, forward form to Grants Office

Budget Admin initiatesand signs Budget transfer

EBIncreaseRecipient

Same APPR

?

Yes

NoApproved

?

No

Yes, return to Bus OfficeEB

ReduceDonor

EBIncreaseRecipient

APP2

APP2

23

FMS Process:

GrantRelated

?

Personnel?

No

Yes, notifyVP Fin & Admin

WithinSecurity

?

Yes

No

Approved?

No

BudgetTransfer

UpdateTransfer

Email notification to transferee

BudgetTransferSecurity

Error

Review TransferWith

Security Errors

UpdateTransfer

Yes

Email notification to transferor

UpdateTransfer

Email notification to transferor/ee

Email BOEmail Grants Off

BudgetActivity

BudgetActivity

BudgetActivity

24

Compare and ContrastPink form completed and signed by Bud Admin relinquishing budget dollars

Department inputs Budget Transfer.Department updates if within security list

Pink form mailed to the Business Office

E-mail notification to receiving department cost center administrator if different. Transferring Bud Admin emails Business Office.

Business Office inputs and updates two EB documents with a prefix of CVAT# (where CV is the inputers initials). The first document reduces the donor’s budget and the second increases the receiver’s budget

Security error prevents update if outside security list; Business Office will update if properly documented.

AFIN FMS

25

Significance of Changes Eliminates paper processing and mailing. Eliminates duplicate input. Shortens update time lapse and

notification. Notification process is delivered

functionality of FMS. Provides department with ability to easily

adjust their budget account distribution.

26

Navigation: Commitment Control\Budget Journals\Enter Budget Transfer

BUDGET TRANSFER HEADER

27

Navigation: Commitment Control\Budget Journals\Enter Budget Transfer

BUDGET TRANSFER LINES

28

BUDGET TRANSFER NOTIFICATION

29

Agenda FMS Modules



30

General Ledger Business Processes

Create, approve, and process journal entries from other FMS modules using the Journal Generator

Create, approve, and process journal entries from other BGSU feeder systems

Create, approve, and process journal entries imported from spreadsheets

Create, approve, and process journal entries online real-time

Post all journals to appropriate ledgers

31

General Ledger Integrations Purchasing Asset Management Accounts Payable Accounts Receivable Grants Management Payroll

32

General Ledger Feeder Systems

Bookstore (MBS) Dining Services (CBord) Telecommunications Services (Pyramid) Parking Services (IPS) Health Services (Media Highway) Rec Sports (Class) Purchasing Card (JP Morgan) Office Depot Student Information System (SIS)

33

EXPENSE TRANSFERS White form sent to the Business

Office by the majority of users Business Office inputs from form and

updates IX document input and updated by

selected power users

34

SignedPaper

Request

Intra-InstitCross Chrg

IX

JournalVoucher

JV

Intra-InstitVoucher

II

GeneralLedger

AFIN Process:

FMS Process: EnterExp Trans

Journal

Inter-DCC?

Bus OffReview IX Source

&Post

Other DCC Review

Approve?

NoNo

Yes, email notification

GeneralLedger

Yes, email notification

35

FMS LEDGER PROCESSES

Budget Check, Edit, Post

DecentralizedIX

Online Journals

CC_PROJCC_APPROP ACTUAL

JOURNALGENERATOR

HCM

GRANTS

AR

ASSET MGMT

AP

PURCHASING

P-CARD

TELECOMM

SIS

PARKING

DINING

BOOKSTORE

JOURNALHEADER/

LINES

SPREADHEETS

SPREADSHEETIMPORT

36

Compare and ContrastWhite form completed and signed by Bud Admin relinquishing budget dollars

Department inputs Expense Transfer using Journal with an IX source.

White form mailed to the Business Office

E-mail notification to receiving department cost center administrator if different. Transferring Bud Admin emails Business Office.

Business Office inputs and updates a journal voucher with a prefix of CVIX# (where CV is the inputers initials). This document reduces the expense for the charging department and increases the receiver’s expense.

Business Office will post the journal if it is properly documented.

AFIN FMS

37

Significance of Changes Eliminates paper processing and mailing. Eliminates duplicate input. Shortens update time lapse and notification. Notification process is delivered functionality of

FMS. Provides department with ability to easily correct

errors in account distribution and charge other departments for shared expenses, e.g., copier usage.

38

Agenda FMS Modules



39

METHODS OF PURCHASING AFIN

PDQs Decentralized Purchase Orders

for Purchases under $1,500 PO1s

Paper Payment Orders for purchases under $1,500 not ordered on a PDQ

RXQs An On Line Requisition for

purchases P-Card Store Charge Travel & Business

Entertainment Green & Yellow forms

Bookstore & Dining Interface Manual vouchers created

by Business Office

FMS Quick Invoice

On Line entry for purchases under $100 Store Charges

Low Requisition On Line entry for purchases

under $1,500 Requisitions/Purchase Order

On Line entry for purchases over $1,500

ONL,CNF,BLK,SVC,CON P-Card Travel & Business

Entertainment Forms still submitted to

Business Office Bookstore & Dining Interface

will continue Voucher will be built in PS

during transmittal

40

DEFINITIONS OF APPROVERS Requestor – Designated employee by the

Departmental Senior Administrator Budget Administrator – In Academic Units,

most often the Chair, Administrative Unit, someone appointed by the Senior Admin

Senior Administrator – Dean, Director, Assistant or Associate Vice President or Vice Provost

Vice President – Departmental or Provost President – University President, Senior Vice

President of Finance & Administration, Provost

41

APPROVAL PROCESS Requestor

Can enter & approve direct purchase requisitions up to $1,499

Budget Administrator Can approve purchase requisitions up to $9,999

Senior Administrator Can approve purchase requisitions up to $49,999

Vice President Can approve purchase requisitions up to $99,999

President Can approve any requisition with amount equal

to or above $100,000

42

DOLLAR AMOUNT APPROVAL WORKFLOW

A need is determined within a Department

Departmental Requestor enters

a requisition

$1,500 or greater

Purchasing for Creation & Distribution of PO

Budget Administrator

Approval

$10,000 or greater

Senior Administrator

Approval

$50,000 or greater

Vice Presidential Approval

$100,000 or greater

Sr VP /Provost /

Presidential Approval

YES

YES

YES YES

LESS THAN $1,500

LESS THAN $10,000

LESS THAN $50,00

LESS THAN $ 100,000

43

SPECIAL CATEGORY APPROVAL AFIN

Computers Scanned/E-Mail from

Purchasing to ITS for approval

Audio-Visual Equipment Scanned/E-Mail from

Purchasing to IMS for approval

Radioactive Isotopes Paper form is sent

through ENVHS to Purchasing allowing purchase

FMS Computers Audio-Visual Radioactive Isotopes Lasers Alcohol Institutional

Memberships

All will be sent through electronic workflow before being sent through dollar amount approval.

44

SPECIAL CATEGORY WORKFLOW

45

CONSTRUCTION AFIN

Feasibility study is done If feasible, the process

begins Paper requisitions are sent

to Purchasing and purchase orders are created

Purchasing creates physical construction files & data bases for tracking purposes

Change orders are sent to purchasing by paper with all the proper signatures. Purchasing enters them

Often, initial costs are not easily linked to projects and not able to be tracked

FMS Feasibility study creates a

Project ID and money is transferred

Requisitions submitted on line by Design & Construction

Purchasing creates purchase orders for all vendors/contractors involved

Change orders will continue to be submitted as paper for the purchasing department to enter

Tracking exists from feasibility to project termination within FMS by project number

46

CONSTRUCTION WORKFLOWDesign & Cons has approval & now

requests feasibility study set up from Financial Accounting

F & A Creates

Project ID

Feasibility Study Funded

Single Requisition /PO/Voucher for

Feasibility

Feasible ?

END

Big Project ?

Money Transferred

to Fund Project

Bid Process &

Award

Board of Trustees Budget Money Into

Project

END

Single Requisition to Initiate Project

Workflow Approval Project

Mgr &

Purchasing

NO

Small

Project

Denied

Yes

YES

END

Denied

Source to Purchase Orders

Receiving

Voucher /Check

Change Orders

Paper Request for

change order w /signatures sent to

Purchasing & added to PO

Workflow

Approvals

Source Requisition

into Existing PO

Receive Goods/Services

Yes

Approved

47

PROJECT WORKFLOW

48

HOW TO APPROVE ON LINE

Sign on to PeopleSoft FMS Open Worklist Verify Chartfields

Fund/Dept Cost Center/Account Approve/Recycle/Deny

After refresh, transaction no longer on worklist

49

VIEW OF WORKLIST

50

51

Summary Entire process is now electronic

Travel & Business Entertainment will still be handled as it is today

History will be viewable on line No more file cabinets to rummage through Easily auditable Reports & Queries can be run to find

almost any information needed

52

Agenda FMS Modules



53

METHODS OF PAYMENT AFIN

Forms Blue, Green, Yellow, White

encompassing many kinds of transactions

Invoices Payments made for items

ordered outside of AFIN PO Vouchers

Payment of Purchase Orders

Reimbursements/Stipends Memos/E-Mails/

Spreadsheets sent from departments

Payments from Interfaces Manual Checks

Student/Customer accommodation

FMS PO Voucher

Copied from the purchase order

Quick Invoice Voucher Created from end users’

entry of Quick Invoice Direct Voucher

Used for payment of Travel & Business Entertainment

Created by Interfaces Express Payment

Manual & emergency checks

54

ONBASE DOCUMENT IMAGING All source paperwork will be sent to

the scanning headquarters to be scanned and linked to its corresponding voucher

While on several voucher pages in FMS, all will be able to link to the invoice for easy viewing

55

Voucher with Invoice Link

56

THREE WAY MATCH All payments need a three way match

between Purchase Order, Receipt, and Voucher

Workflow is set up for matching errors Pricing errors will be redirected to the

Buyer in Purchasing to correct Receiving errors will be redirected to the

Requester

57

MATCH WORKFLOW

PO Voucher is created

System looks for a PO and

a Receipt3 Way Match?

System finds PO but can not find Receipt –Sends to Requesters

worklist and appropriate transaction is created

System finds both PO & Receipt but pricing does

not match – Sends to Purchasing Buyers

worklist and appropriate transaction is created

Matching Runs in Batch

Process

Voucher is sent to Pay

Cycle Manager

recycle recycle

Yes

58

Summary

Voucher is created

Match Exceptions

are run and matched

Voucher

enters Pay Cycle

Trial Registry is

approved

Checks are

Printed

Positive Pay and EFT Files are

created for Treasury Office

transmital

59

Agenda FMS Modules



60

Grants Management Business Processes

Prepare budgets for awards

Grant budget accounting integration

Process grants-related payments

61

Preparing an Award Budget Today

Pre-award office prepares detailed Excel spreadsheet without AFIN OBJ codes

Post-award office loads into AFIN after assigning OBJ codes

Entire process not integrated within financial system

62

Preparing an Award Budget Today

AFIN

Basic proposal and budget information entered in FMP db, housed on GRAD

COLL server

SPAR discusses proposed

budget with Faculty

Budget is prepared in

Microsoft Excel and stored in

SPAR fileshare

Finalized budget is printed for Faculty for internal review and

submission to sponsor

63

Preparing an Award Budget in PeopleSoft

Pre-award office utilizes same module and account codes as post-award

Eliminates post-award replication of data

Facilitates later budget revisions

All revisions, changes, tracked in common system, integrated with FMS and HCM

64

Preparing an Award Budget in PeopleSoft

Budget is prepared AND

stored in PS GM

SPAR discusses proposed

budget with Faculty

SPAR establishes

Faculty member in PS GM table

Basic proposal and complete

budget entered in PS GM

P e o p le S o f t A p p l i c a t io n S e r v e r

H C M S t u d e n tA d m i nF M S

G r a n t s M a n a g e m e n t

P e o p le S o f t A p p l i c a t io n S e r v e r

H C M S t u d e n tA d m i nF M S

G r a n t s M a n a g e m e n t

65

Generating a Grant Award Today

Several manual processes

Maintain two separate databases

Limited coordination between pre- and post-award offices

Duplication of budget data entry

66

Generating a Grant Award Today

SPAR retreives approved budget from

its File Share and sends to Grants

Accounting

SPAR updates info in FMP db, housed on GRAD

COLL server

Sponsor approves award to BGSU

Notice of award arrives at SPAR

Grants Accounting enters data from SPAR budget into it’s own spreadsheet

Grants Accounting loads budget into AFIN

SPAR Notifies PI , Chair , Dean ,

President of award

67

Generating a Grant Award in PeopleSoft

Integrates workflow between two office functions

Eliminates duplicate budget data entry

Facilitates post-award coordination between the two offices

Automated processes replace several manual processes

68

Generating a Grant Award in PeopleSoft

PeopleSoft Application Server

HCM StudentAdmin

FMS

Grants Management

PeopleSoft Application Server

HCM StudentAdmin

FMS

Grants Management

Sponsor approves award

to BGSU

Notice of award arrives

at SPAR

SPAR generates an award from PS , finalizes budget , and notifies Grants

Accounting of Award

Grants Accounting administers

budget

SPAR notifies PI that he/she must complete

FMS training and receive security

access

PI is able to log in to system and administer grant

69

Grant Numbers Today

FUND: 4-digit code designating funding source(i.e., 4105, separate fund for this grant)

AGCY: 3-digit code denoting department, college, etc.(i.e., 025 is the legacy code for Biological Sciences)

ORGN: itemizes activities within the AGCY(i.e., in Grants, the ORGN was usually the same as FUND)

FUND

4105

AGCY

025

ORGN

4105+ +

70

Grant Numbers Today

With very few exceptions, every grant has its own fund and therefore its own balance sheet

Three funds dedicated to federal letters of credit (4401=NIH, 4402=ED, 4403=NSF)

Some fund ranges designate type of funding while others designate type of activity

AGCY+ORGN provide the unique number for each Appropriation with ORGN=FUND except in the case of the letters of credit

RESULT: Unique numbering combinations become limited making “recycling” of old numbers necessary, thereby making tracking difficult

71

Grant Numbers in PeopleSoft

FUND: for grants, focused purpose to facilitate year-end financial reporting

PROJECT/GRANT: provides a unique identifier for university projects (i.e., construction) and externally sponsored programs and research

FUND

40000

PROJECT/GRANT

10250013

+

72

Grant Numbers in PeopleSoft

Both FUND and PROJECT/GRANT number will be required for transactions

Only 5 funds: 40000 (federal), 41000 (state), 42000 (local), 43000 (other), and 47000 (BGSU Foundation)

Project numbers begin with “9”Grant numbers begin with “1”

73

Grant Purchases in PeopleSoft Definition of Approvers

Requestor –Employee designated by the Departmental Budget Administrator

Special Category – Approval for special commodities

PI – Principal Investigator on the Grant, responsible for all activity

Grants Accounting – Approves budget item and availability of funds

Budget Administrator – Chair of the Department or Director of the Program

Senior Administrator – Dean, Assistant or Associate Vice President or Vice Provost

Vice President – VP of the Division

President – University President, Senior VP of Finance & Administration, Provost

74

Special Category Approves all special category commodities, no matter what

cost Principal Investigator

Approves all requests, and requisitions up to $1,499 Grants Accounting

Approves ALL requests for appropriateness to awarded budget and availability of funds

Budget Administrator Approval required for requisitions up to $9,999

Senior Administrator Approval required for requisitions up to $49,999

Vice President Approval required for requisitions up to $99,999

President Approval required for requisitions with amount equal to or

above $100,000

Grant Purchases in PeopleSoft Approval Process

75

Approved grant budget includes item

Requestor enters a requisition

$1,500 or greater

Purchasing for Creation & Distribution of PO

Budget Administrator

Approval

$10,000 or greater

Senior Administrator

Approval

$50,000 or greater

Vice Presidential Approval

$100,000 or greater

Sr VP /Provost /

Presidential Approval

YES

YES

YES YES

LESS THAN $1,500

LESS THAN $10,000

LESS THAN $50,00

LESS THAN $ 100,000

Principal Investigator

Approval

Grants Accounting Approval

Special Category Approval

Grant Purchases in PeopleSoft Approval Workflow

76

Agenda FMS Modules



77

What is Asset Management?

•What are Capital Assets?

•What tracking is required while maintaining asset records?

•Why are reports prepared annually?

•What types of regulations must be followed?

•What are the Policies and Procedures for Asset Management?

•How is PeopleSoft Asset Management different from AFIN?

78

What is Asset Management ?The management, monitoring, and reporting of financial, operational,

and construction projects including personal and/or real property.

What are Capital Assets?Defined as acquisitions having a cost equal to or greater than $3,500

and a useful life or more than one year. The amount of $3,500 is limited to an individual piece of equipment or the composite thereof.

Are recorded at their original cost (historical cost) during acquisition, or fair value at the date of donation in the case of gifts. “Acquisition” is no longer strictly regarded as a “purchase” but may include “leasing” in specific instances.

Include renovations that exceed 5% of cumulative building cost

Infrastructure whereby cost exceeds $100,000

79

Land and Easements

Buildings

Equipment, Machinery and Vehicles

Improvements Other than Buildings: a.k.a. Infrastructure (including such things as roads, lighting systems, sidewalk systems, utility systems, and others)

Construction in Progress

“Historical Treasures”

What are Types of Capital Assets?

80

Examples of Capital Assets – Vehicles, Equipment, & Land

81

Examples of Capital Assets – Buildings, “Historical Treasures,” and Infrastructure

82

What is Considered as State Owned Property?

Definition: “…and Section 125.16 of the Ohio Revised Code, the Department of

Administrative Services has defined “Property” as assets that are owned (purchased or donated), subject to ownership (e.g., leased asset), acquired under a grant or sub-grant, or held on behalf of the State of Ohio. Property has an initial estimated useful life of two years or more and is neither consumed nor expended during its useful life.”

Obligations: “As required by Section 125.16 of the Ohio Revised Code (ORC) and DAS Directive No. 04-27, all state agencies, boards and commissions have stewardship responsibilities with maintaining and reporting an inventory representing the activities of their state owned assets..”

Abstracted from: http://das.ohio.gov/Directives/directive_05-06/06-27.pdf

83

What is BGSU Owned Property? Purchase of Items for Personal Use No employee of Bowling Green State University shall utilize the

Purchasing Department, the name of the University, or University funds, to secure merchandise or to obtain a savings on the purchase of items for personal use or consumption. (Obsolete and in need of updating as we now have opportunity to take advantage of employee discounts based upon negotiated contracts by the Purchasing Department.)

**This includes the purchase of clothing with departmental/university logos, and the purchase of University event tickets. (Does not apply to required departmental uniforms which by IRS definition cannot be used as clothing outside the workplace.)

Abstracted from the Business Office Policy Manual (pg.9)

84

Asset Management Responsibilities within the Business Office:

Coordinate, collect and review annual physical inventories and maintain records.

Assist other departments on campus in their preparation of inventory report an annual basis.

Process all major equipment transfers, disposed, replaced and surplus property in order to make changes to assets in the system.

Assist other departments on campus in establishing procedures for maintaining and controlling their major assets.

85

Continued Asset Management Responsibilities:

Maintain the Asset Management Module within the PeopleSoft System for the University and report updated changes annually along with depreciation where applicable.

Ensure that all major equipment is tagged. This process includes the replacement of tags in the event of lost tags and the distribution of BGSU tags upon “ownership” or purchase.

Ascertain compliance with state and institutional regulations

86

•Affix BGSU Tags to the capital assets and provide information essential for maintaining records for the asset management system when requested by the Business Office.

•Complete the “Equipment Disposal” form (dispensation): http://www.bgsu.edu/offices/services/purchasing.html and report to AM any changes that occur related to transfers, retired, replaced, surplus, sold or stolen assets.

•If fabricating an item, discuss with the Business Office because a tag can be issued for an overall project as an accumulated value meeting the specifications of a capital asset.

•Perform annual inventories upon request from the Business Office and report results with validation.

Roles of University Departments

87

Equipment Disposal FormGeneral Disposal Information:

Disposal Method = Surplus, Scrapped, or Other

Stolen Property Information

Transferred to a different Department

Trade-in on New Equipment

http://www.bgsu.edu/offices/services/purchasing/EquipmentDisposalForm.pdf

88

Surplus Property Policy

SURPLUS PROPERTY REQUEST FORM >>

The materials handling department has been designated as the responsible agency for the processing and disposal of items which are no longer needed or usable by bowling green state university. This centralization is important to insure compliance with applicable state statutes, and also to match the surplus property of one university department with the needs of another. Our goal is to redistribute university property to other university departments where feasible. Departments should notify materials handling at 372-2121 whenever items become surplus for possible placement in other areas. If your department is seeking a surplus item, we hold periodic viewings of the surplus property in the reed street warehouse. Please call 372-2121 to find out when the next viewing is scheduled.

Abstracted from: http://www.bgsu.edu/offices/materials/page22565.html

89

Method of Depreciation:Capital Assets: “Depreciation is computed using the straight-line

method over the estimated lives of the assets, generally 40

years for buildings, 20 to 30 years for infrastructure and improvements, and 5 to 12 years for equipment.

Library materials are capitalized and written off over 10 years.”

Abstracted from Budget Book: Summary of Significant Policies

90

Shared Procedures: PeopleSoft AM and AFIN Fixed Assets

Tagging capital assets/replacing tags when lost

Annual inventory/validate & submit annual report

Complete “Equipment Disposal” form to change status of assets.

91

Benefits of Using PeopleSoft Asset Management

An integrated system that allows the capturing of information and data in an overall enterprise resource planning system; resulting in improved controls

▪Within Purchasing and Accounts Payable Modules there is opportunity to identify capital assets and interface with the Asset Management Module.

▪Physical information tracks to the “receiver document.”

▪Financial information tracks to the “voucher document.”

92

Continued-- Improved procedures for tracking capital assets;

▪Ability to track “leased” assets and recognize as “operational assets”

▪Ability to track components within a clustered asset

▪Ability to identify a custodian or physical “owner” of the asset

▪Ability to track related aspects to assets and prompted when associated licenses, registrations, etc. are due.

▪Ability to identify land with extensive descriptions including lot #, parcel #, block#, and legal description.

93

Data Flow:

Physical information tracksto the “receiver document.”

▪Financial information tracks to the “voucher document.”

Data Flow:

94

Click on “Run” button. Choose inventory reports: Detail or Short Version

95

Summary Report

96

Detailed Report:

97

Focus on FMS

Questions

Comments

Focus on FMS Features

Documents

eliminates duplicate input

associate vice president

senior administrator dean

ohio revised code

business office inputs

special category approval

department cost center

process journal entries