To Be Workshop Report-outs

Asset ManagementMarch 18, 2004

Asset Management

3

Asset Management

Level 1 Process Flow

4

Asset Management

Level 2 Process FlowASSET ADD - PO/AP/AM INTERFACE

PO

<A

P>

<A

M>

DF

SA

GE

NC

Y

InitiatePurchaseRequest

VerifyITEM CODEPROFILE?

Process PO Receive ITEM

OK

ProcessVOUCHER

Match to PO

Load AM Interface

Yes

INTFC TBL

Financial Data

Physical Data

ReconcileNo

EDIT

Run TransactionLoader

OK

ADD / UPDATEASSET TABLES

ToDepr

NO ReviseError

Correct Errors andUpdate INTFC

TBLs

5

Asset Management

Level 2 Process Flow

AM - INTRA-AGENCY TRANSFERS - (Single Item)

DF

SA

MS

YS

TE

MA

GE

NC

Y

Identify BU (Agency)and Asset ID wheretransfer will occur

Specify chartfieldsto TRANSFER TO

COST ADJUST /TRANSFERS

PAGE

Input new value in specifiedCHARTFIELD

Specify TRANS_DATETRANS_TYPE and

TRANS_CODE

SAVE andUpdate

TRANSFER

ToDepreciation

Updates AssetManagement

tables

Set TRANS TYPE =TRANSFER

(Asset Transfers)

Make TRANSFER to only oneCHARTFIELD at a time and ‘SAVE’

before updating the nextCHARTFIELD value

6

Asset Management

Level 2 Process Flow

AM-DEPRECIATION CALCULATION

DF

SA

MS

YS

TE

MA

GE

NC

Y

View OpenTransactions

Decide if want toanalyze different

scenario

No

Run WHAT IFscenario

View Results

Run DEPRCALC

Input OPER_IDFROM-TO OPEN

TRANS_IDs

CalculatesAnnualPeriod

Prior PeriodDepreciatoin

ReviewDEPRECIATION

by...

Net Book Value

AnnualDepreciation

PeriodDepreciation

DEPRCALCULATED

7

Asset Management

Level 2 Process FlowAM-ASSET RETIREMENT

DF

SA

MS

YS

TE

MA

GE

NC

Y

IsAsset ready to be

RETIRED?

CertifiedSurplus?

Lost orStolen?

No

Yes

No

Yes

Disposed?

Yes

Held 2 InvCycles?

Yes

Hold forPI

No

Decide if Financialor Non-FinancialYes

Specify Asset_IDRetirement TypeDisposal Code

Non-Financial

ASSETRETIREMENTS

Is Depreciationcurrent?Financial

Yes

DEPRECIATIONCALCULATION

No

Updates AMtables forRETIREDASSETS

To AccountingEntry Creation

START withcandidates forRETIREMENT

8

Asset Management

• Anyone with a web browser can access

• Point and click online processing technology

• Easy to read screens, components, and pages

• User friendly

• Eliminates need for a separate “pending” file

• Simplified data entry via Asset Express Add, Asset Copy and Depreciation Profiles

Changes that will provide Simplification…

9

Asset Management

• Provides additional capabilities that may allow agencies to eliminate shadow systems

• Asset history information available indefinitely

• PeopleSoft query function provides flexibility for ad-hoc report generation and data analysis

• Numerous depreciation methods available for depreciable assets

• Can maintain items for tracking purposes without capitalizing them

Changes that will provide Flexibility…

10

Asset Management

• Assets are created through accounts payable – do not need to wait for actual cash disbursement.

• Capital lease Asset vs. Operating Lease Asset validated against FASB 13 requirements on line

• Field edits and/or drop down lists ensure that only valid values can be entered in many fields.

Changes that will provide Reliability…

11

Asset Management

Asset Management interfaces to the P-Card and My Florida Market Place purchases is part of the overall issues with these two items

Security in regard to Inter-Agency and Intra-Agency is part of the broader security issue

Major Issues…

Process Debrief Wrap-up

13

Asset Management follow-up events

There will be a follow-up questionnaire on usage of certain fields

There will be meetings to follow-up on special situations

Conceptual design specs

Fit-Gap analysis

Q&A