aims –asset inventory management system

AIMS –Asset Inventory Management System

After the scanner information is uploaded into AIMS

What’s next?

Scanner Information

The information that is updated when the scanner file is uploaded in AIMS:Physical location is updated or changedThe time the asset was scanner updates the

time location verifiedIf the asset tag was scanned or manually

enteredIf your BU scanned the asset or if another BU

did

Asset Information

Time – from the scanner

If the asset tag was

scanned or manually

entered and if the asset

BU or another BU scanned it

Asset Information

Time – from the scanner

How the tag was entered in

the scanner and by which

BU

What happens if scanner information doesn’t have a valid room tag, asset tag

number, or neither?

LSBS – List Suspense for Batch and

error by Sequence

Displays all scan batch information where there were errors

Suspense Errors:

Invalid Asset Tag Number – tag number entered incorrectly on the scanner or scanned a non-capital asset that is not in AIMS.

Bad Room Tag Number – room number entered incorrectly on the scanner, room tag number was defective, or no room tag number available so a building and room were manually entered.

Bad Room and Asset Tag – neither the room tag and asset tag numbers are valid.

How to find suspense errors

LSBS – List Suspense for Batch and error by Sequence

Enter your BU and

Suspense Error Code of

B (the first character of the status)

LSBR – List Suspense for Batch and error by Room

Displays suspense errors by

room

How to correct suspense errors

LSBS – List Suspense for Batch and

error by Sequence

Enter your BU and

Suspense Error Code of

B (the first character of the status)

Select items to correct

Item with an invalid asset tag number

PISC – Physical Inventory Suspense Correction

After selecting sequence number 19

and pressing

PF2, With an

action of U You can enter the correct

asset tag number.

After the correct asset tag number has been entered and saved, the system changes the status of the suspense record to CA (Corrected Asset Tag error).

If you scanned an old red tag (less than $2,500 that has not been added as a non-capital asset in AIMS), no correction is necessary.

LSBS – List Suspense for Batch and

error by Sequence

Enter your BU and

Suspense Error Code of

B (the first character of the status)

Select items to correct

Item with both room and asset tag error

PISC – Physical Inventory Suspense Correction

You must correct both the Room

Tag number and the

Asset Tag number.

After the correct room tag and asset tag number have been entered and saved, the system changes the status of the suspense record to C2 (Corrected Room and Asset Tag errors).

How to mass change room errors

LSBR – List Suspense for Batch and error by Room

Displays suspense errors by

room

MCSR – Mass Change of Suspense Room

Enter the room error in the

Room ID field.

There are 29 records with

this room error.

Enter the correct Room Tag number and press

PF10 (Save).

Once you press PF10 (save), a window will appear to let you know when all the updates have been processed.

After the correct room tag number has been corrected for each asset, the system changes the status of the suspense record to CR (Corrected Room error).

Note: the system will not correct the room tag number if the suspense error record also has an asset tag number error.

How to find assets where the location was changed via the

upload from the scanner

LSBD – List assets for Scan Batch with Different location

Displaying current room

location

Press PF6 to display

the previous location

LSBD – List assets for Scan Batch with Different location

Previous location is displayed

How to manually verify assets that were not

scanned

ABRL (Asset BU, Responsible emp. & Location) is the function that allows you to:

Change the physical location of an assetRe-verify the location of an asset during

the physical inventory process

ABRL - Asset BU, Responsible emp. & Location

Transfer toanother

BUChangephysical location

Changeresponsible employee

Off-Site Locations must be re-verified

If the location

information is correct,

simply press PF10 to

save.

ABRL - Asset BU, Responsible emp. & LocationTransaction Reviews

No value security on this function since it has to be approved

Employees who are designated as Departmental Contacts will be responsible for approving changes made via ABRL.

If you are designated as the reviewer and you process a change, your approval will be automatic.

If you transfer an asset to another BU, that transaction must be reviewed at a department head/director level for your BU as well as the receiving BU.

Reports via JOBS &

Data Warehouse information

Reports

Several reports are available via JOBS:AIJMCAB – Missing Capital Assets for

a Budgetary UnitAIJCABU – Capital Assets for a

Budgetary UnitAIDAEF – Departmental Assets Extract

file

AIJMCAB – Missing Capital Assets for a Budgetary Unit

Enter your BU and

your report output

destination

Questions