1 sign on to the training lab computer usc training room 101 sign into the computer with: user id:...
TRANSCRIPT
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1 Sign on to the Training Lab ComputerUSC training room 101
Sign into the computer with:
user id:
islab
password:
TrainingIsFun!
Use the internet browser option
Type CSU into the search engineSelect www.colostate.edu/
Select “C” from the A-Z
Select Campus Administrative Portal CAP
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Link: CSU CAP (CAMPUS ADMINISTRATION PORTAL)http://padroni.is.colostate.edu:7778/portal/page/portal/CAPQA
Sign into CAP with your EID and password
Sign on to the Training Site
Non-production applications:Training Kuali Financial System (KFS)
Choose your campus
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CAM documentsCapital Asset Management (CAM) Processor Training
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Purchase Decal
Movement
Maintenance Inventory
Utilization
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CAM processor, document training
Edit Documents Transferring
department
Surplus disposition
Description or detail correction
Location change
Asset Representative Principal Name change
Repair or Maintenance history
Asset Retirement Trade – in
Lost
Theft
External Transfer
Cannibalization
Modification
Destroyed
Component separation
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Loan Documents Initial loan
document for any equipment located off campus for more than 30 days
Renewing a loan document for extended use of equipment off campus
Returning a loaned asset to campus
Reporting Tools Assets on Loan
report
Federal Property Maintenance report
Invalid Asset Representative
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5Federal Property Maintenance report
Federal Acquisition Regulation (FAR) part 52.245-1, “Government Property,” requires stewards of federal property to have a property maintenance program in place to enable the identification, disclosure, and performance of normal and routine preventative maintenance and repair of federal property.
Departmental custodians, Asset Representatives, and/or Principal Investigators (PI), are responsible for ensuring maintenance is performed on their capital assets
If you are receiving this email there is Federal or Conditional titled equipment listed within your Department and you are either the responsible party listed on the asset record or the Department Property Contact (DPC) for your Department.
Assets with FED or COND title purchased on a 53 account.
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6 Invalid Asset Representative
Sent monthly to all CAM processors in the department
Asset reps that are no longer active in Kuali
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7 Equipment Loans Due Report Outstanding loan documents in Kuali that have expired already or will expire by
the end of this month.
After verifying the status of this asset, submit a document to either renew the loan or return the asset to campus
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Lookup and Maintenance
This is the Main Menu screen of the Kuali Financial System. We will be working in the “Lookup and Maintenance” section of the Main Menu for all Capital Asset Documents
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Ass
et
looku
p
Click on the “Asset” link to begin your searchThis will be the first step for all further Asset Edit Documents
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Magnifier search tool
To search for specific information, click on the magnifier associated with any field. In this example Dept # and Rep
Enter the information you have, and click search to browse the records
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11 Lookup related documents
For viewing an asset record (vs creating an edit doc) click on the asset number Click on any tab to view
information under this asset record
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12 Asset edit documents
Transferring department
Surplus disposition
Description or detail correction
Location change
Asset Representative Principal Name change
Repair or Maintenance history
It is important for all assets to be accurate in the property record not just for the accounting but for the condition and location as well. It is incredibly important for Federal and Sponsor owned to be reported accurately.
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Back to the main menu—Lookup and Maintenance—Asset
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Click the “edit” link to begin your document
Edit Asset Tag number 326326
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Collapse all
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“Document overview” tab
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You could use descriptors such as: DECAL ASSET | INVENTORY UPDATE | RELOCATING ASSET | CHANGING REP NAME | DESCRIPTION UPDATE | TRANSFERRING DEPARTMENTS
The Description of your document informs future route log recipients what your intention is for this asset.
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“Asset Detail Information” tabShows description and identification information as well as owner, title, cost and more
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“Asset Location” tabLists building, and room location where the asset physically resides
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“Organization Information” tabAsset Representative Principal Name aka primary responsible party for the asset
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Repair History tab
click “add” to include the entry
Any asset with COND or FED in the title requires maintenance per the contract schedule (bi-annually at least)
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“Components” tabCheck all parts, components, accessories associated with the primary asset before making any changes
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Ad Hoc Recipients tab
Click “add” to include entry
Ad Hoc anyone who may have an interest in the asset or will be effected by the change
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Submit document
The yellow asterisk indicates tabs that have altered information
Submit will lock the asset record until it makes its way through the route log. Only those further in the route can make changes once you click submit
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Document submitted and in ENROUTE
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Asset Edit Practice Activity
Use the following criteria in your document: Asset Rep is leaving; item will be re-located to the main office of your building; you will be the custodian.
1) Search your Organization code for the asset you want to transfer
2) Enter the Description and Explanation of your document
3) Verify the Building Code and change the Building Room Number
4) Delete the current Asset Representative then search and enter your name
5) Add an FYI to the previous Asset Representative
6) Save document
*In the “TRAINING” environment
Leave the doc up for the next activity
Kuali… Lookup and Maintenance…Asset
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Back to Main Menu—Asset Lookup and Maintenance—Asset
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Edit Asset (transfer to Surplus)
Click the “edit” link to begin your document
Tag number 326326
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To transfer an asset to any department you will use the organization owner account number field then choose the default account for that department
Clear the existing account number then click the magnifying glass icon
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Enter the department number under “Organization Code” then click search
All accounts under that department will be listed at the bottom of the page
Click on any department number link under “organization code”. The next screen will give you that departments default account number
Account Lookup 6026 Surplus Property
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Organization Default Account Number
This screen will pop up in a different window showing you the
“Organization Default Account Number”
You can either type it into the first screen or find it in the list and click “return value”
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Click on “Return Value” to populate the selection in the asset edit document
Organization Default Account Number
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The new Org Owner default Account Number has been populated in your document.Notice asterisk next to any field that has been changed
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Asset Edit Practice Activity
*Transfer an asset from your department to Surplus.
1) Find the asset you want to transfer (or use the asset from the pervious activity)
2) Clear org account number and click on the magnifying glass to start your search
3) Enter the department number you are looking for in the organization code field
4) Click on any of the 4 digit department number links that appear in the records
5) Locate the organization default account number in the pop up window
6) Select the correct account from the record screen then click return value
*In the “TRAINING” environment
Kuali… Lookup and Maintenance…Asset
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34 Part 2 Asset Loan Documents Initial loan document for any equipment located off campus for more than 30 days
Checked out to a department representative for use in the “field”
Sent out for repair or maintenance for more than 30 days
Long term use under a CSU project but not at a CSU facility
Any asset stored at an off site facility for more than 30 days
Assets purchased for satellite locations
Renewing a loan document
For extended use of equipment off campus
Offsite project or research contract has been extended
Approved work from home situations
Returning a loaned asset to campus
May be coming back to a: Location|Representative|Department, different than the original record reflects
Maximum loan term cannot exceed 2 years. At the time of loan, PMO requires verification of: current use
custodian
project status
physical stored at address
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Lookup and Maintenance
Back to the “Lookup and Maintenance” section of the Main Menu for all Capital Asset Documents
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Ass
et
looku
p
Click on the “Asset” link to begin your search. This will be the first step for all further Asset Loan Documents
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Click the “Loan” link to begin your document
Loan Asset Tag number 326326
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Enter Description and Explanation
“Document Overview” is the explanation of your Document. It informs others in the route log what part of the property record the document is altering.Using common nomenclature will make your documents easier to search later
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Enter borrower id and expected return date
The “Borrower ID” must be someone directly associated with CSU and would be the primary person responsible for the asset.
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Enter custodian’s contact info and the physical location of the asset
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The “Borrower’s Address” would be the offsite location of the Asset.The “Stored at” would be the physical location for the duration of the loan
Example (1): I will be using the computer at my home for the next 18 months so my home address would be both the “Borrower’s Address” and the “Stored at” location
Example (2): This asset was purchased for a research facility in Alaska and will be used in a satellite station. In this case the research facility would be the “Borrower’s Address” and the satellite station would be the “Stored at” address
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Enter supporting documentation for the nature of the loan
Include the project or contract under which the asset will be used for the loan term Include justification for the asset to be removed from campus
Provide credentials, ID, and contact info for any non-CSU affiliated custodian(this will need to be updated at every renewal)
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FYI the Custodian of the equipment
The “Borrower” is not typically included in the document routing so be sure to let them know they are accountable for this asset by adding them to the Ad Hoc Recipients
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Renewing the term for a current loan
Maximum loan term cannot exceed 2 years
To extend the loan for up to an additional 2 years, a Renew document can be entered
Tag number 807152
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Entering the renewal information
Document Overview tab Equipment loans tab
New return date
Borrowers Address tab Verified
Notes and Attachments tab Auditable documentation of
continued use
Ad Hoc Recipients tab
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Returning an asset to campus
When an asset returns to campus at the conclusion of the project, a document can be entered to update its status in Kuali
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Entering the return information
Document Overview Equipment Loans
Date asset was returned to a CSU owned property
Verify: Asset Location
Changing its “home” location requires an additional “edit” document
Organization Changing the Asset Representative
requires an additional “edit” document
Ad Hoc Recipients FYI the Asset Representative
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Asset Loan Practice Activity
*Loan an asset from your department to yourself for use at your home
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1) Find the asset you want to transfer
2) Click “loan”
3) Enter the Description and Explanation
4) Search and enter your Borrower ID
5) Enter projected return date or 2 years if you anticipate an extended loan
6) Enter the contact information of borrower and if different, the location at whichthe asset will be physically used
7) Add Notes regarding the nature of use including project and/or contract info
8) Ad Hoc the custodian of the loaned equipment
9) Save the document
*In the “TRAINING” environment
Kuali… Lookup and Maintenance…Asset
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48 Part 3- Asset Retirement global Documents
Official Retirement Codes
Trade – in Lost Theft External Transfer
Retirement due to event
Cannibalization Modification Destroyed Component
separation
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Lookup and Maintenance
Back to the “Lookup and Maintenance” section of the Main Menu for all Capital Asset Documents
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Click on the “Asset Retirement Global” link to begin your searchThis will be the first step for all further Asset Retirement
Documents
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51 Asset Retirement Reason Lookup
Click “search” to list all reason codes
If you know the code you can type it in, otherwise click search to see the list of available options
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Retirement Codes for Campus
Click “return value” to populate your selection in the document
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Trade in Document overview informs others in the route
log what part of the property record the document is altering
Asset Detail Information Type in asset number or click
on the search
Notes and Attachments Include vendor quote listing
trade in value. Include approval from Surplus Property
Cross reference Req doc number
Ad Hoc Recipients Add Asset Representative of
old piece and new piece
*All trades must be approved by Surplus Property prior to releasing asset to vendor
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Trade in It is noteworthy to mention this screen requires the asset number vs the tag number
*All trades must be approved by Surplus Property prior to releasing asset to vendor
Click the magnifier to pull up the primary asset lookup screen
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55 Trade in requires an entry in “Notes and Attachments”
Attach approval from Surplus
Attach vendor’s quote showing trade in value
Attach approval and Quote here
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56 TRADE-INSA trade-in is when CSU receives a value for an item or items and that value is referenced
on the quote as a trade-in allowance towards the purchase of a new asset or assets.
If department is trading-in all or part of an active asset in Kuali, approval must first be obtained from Surplus Property, then an Asset Retirement Doc using “trade-in” needs to be submitted. Cross reference both the requisition doc number, and the retirement doc
number in the notes section of each document.
If the item being traded-in is not an active asset in Kuali, submit an EACR for approval. Once approved, attach the approved EACR to the requisition.
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Lost/Unauthorized disposal
57
Retirement of assets unfound in the last two inventory cycles with approval by the Property Management OfficeAll “lost” retirements require an “Inventory Action Plan” http://busfin.colostate.edu/prp.aspx attached in the notes section of the documentLost assets will be removed from the capital asset management system and departmental property inventory
Attach Action Plan here
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Theft
Attach Police report here
Retirement of capital assets that have been documented as stolenAny data containing devices (no matter how small) that cannot be presented upon request could be a major liability for the University and if unable to be located, should have a police report filed.Any request for retirement for theft must be accompanied by a police report attached in the notes field of the document
Attach Police report here
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External TransferTransfer of capital assets to a different University or organization for the continuance of a project or collaboration
Attach Letter of Acceptance and Release here
External transfers must have: Prior approval from the
Surplus Property Department, Documentation of acceptance
of title transfer from the receiving entity
Documentation of acceptance of title transfer from the releasing Department Head
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60 Cannibalization
Parts Machine
Removing integral components for other uses
De-manufacturing
Re-manufacturing into a different machine
Re-purposing the machine so it no longer performs its original function
Result:
Original asset is no longer operational in its original capacity and has a significant reduction in value and
useful life
Action:
Create an edit doc to Surplus requesting retirement – Cannibalization must be verified and all remaining
parts must be picked up by Surplus
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61 Betterment/upgrade | Modify Existing Asset
Adding functionality
Increasing capacity
Enhancing performance
Upgrade of existing components
Extension of life by replacement of component
Result:
Betterment: modification and/or expenditure that significantly extends the useful life of an asset
Action:
For purchases see the capital asset checklist on the PMO webpage. For internal modification
contact Property Management ASAP to adjust the asset record
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62 Component separation
Removal of components
Detachment from configuration
Incorporating components from other machines
Breaking apart a “system” of units
Separating a primary unit from secondary unit
Attachment of or to a different configuration
Reconfiguration of components
Result:
Original “asset” is no longer in its original configuration thereby either reducing or increasing its recorded value
Action:
Contact Property Management ASAP to adjust the asset record
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63 Repair or Replacement parts
Replacement/Repair: An expenditure, in connection with an existing asset, which an item is purchased to restore the asset to its original operating condition.
The new item does not meet the betterment/upgrade definition and merely replaces or repairs a worn out or broken part of an existing asset. This will be considered an expense, regardless of cost.
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64 Removing ItemsIf you remove an item from a capital asset you need to ask the following:
Will the asset still function?
Will the item removed be replaced?
Is it temporary or permanent?
What will be done with the removed item?
What will be done with the remaining asset?
Is the decal on the remaining asset or on the item that was removed?
These are important questions to ask in order to track the asset properly. Each answer can have a different effect on the way this situation should be handled.
NOTE: Departments should not give away or dispose of any items without permission from Surplus Property and should contact Property Management and Surplus Property for assistance if a trade-in is involved.
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65 Recommended training modules:
APO Certification –Head of Departments i.e.: Chairs, Directors, Controllers, or equivalent position titles
DPC Certification –CAM processors appointed as the primary Property Manager in their department
Asset Representative Certification –Any faculty, or staff with assigned assets in the CAM database
CAM Processing modules –APO, DPC and all CAM processors
Asset EditAsset LoanAsset Retirement GlobalAsset Management Reports
Equipment Inventory –APO, DPC, CAM processors and Asset Representatives
Asset Disposition –All employees of the department/unit
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CAM DocumentsCapital Asset Management (CAM) Processor Training
Thank you for watching this presentation by the Property Management Office
491-1045 Rachel Drenth – Inventory Specialist / Data Entry
491- 1358 Mack Freestone – Inventory Specialist / Data Entry
491-2270 Debra Ellison – Requisitions / Accounting
491-6513 Linda Brucker – Lease / Accounting
491-2040 Genevra Scott – Administrator / Accounting
Please call us! We are available to help with any document!