mobile asset tracking. p urpose o f i nventory – e xternal state requirements each agency must...

Mobile Asset Tracking

PURPOSE OF INVENTORY– EXTERNAL

State Requirements“Each agency must annually perform a

physical inventory of its capital assets to ensure that adequate care is being used in the control and accountability of State resources”

ARS 35-131, 41-722 Federal Requirements

Periodic physical inventory of all Government Property”

FAR 45.508

PURPOSE OF INVENTORY- INTERNAL

Maintain Accurate Financial RecordsDepreciation (107,561,000)University Capital Assets (1,637,048,000)Equipment Audits

Maintain Tagged Status of AssetsTracking System (current Tagged assets

14,326)Disposal Reasons

SurplusTrade-Ins

2013 INVENTORY TIMELINE February 5th - April 15th

Departments conduct Physical Capital Inventory April 15th

Inventory sheets with Certification Statements must be submitted to Property Management by this date

April 1st- July 1st Property Management processes changes into

KFS Changes need to be in KFS before Year end

June 1st – August 31st Property Management conducts on site

Validations of Inventory

UA BARCODE SCANNING

TITAN APPLICATION Home Screen https://titan.fso.arizona.edu/

MOBILE ASSET TRACKING DEVELOPMENT

7

Application and Titan developed In-House by UA Financial Services Office ITS/Financial Application

Support Team (FAST)

Application output will be able to be batched into financial system (UAccess Financials)

DEPARTMENT RESOURCE FOLDER

MAT Instruction Manual Inventory Distribution Letter Contact Sheet Inventory Certification Statement Process Procedures FAQs RADP form “How to Edit Asset” Document Other Useful resources

LET’S GET STARTED

Menu Button

On Switch

• Home Screen

POWER BUTTON Scanners numbered 64-84 have the older

version of Linea-Pro (scanning system) with the power button that does not line up

These scanners must be kept charged at all times

To use the scanner, press the menu button To power on a device with dead battery, the

top portion of the Linea-Pro scanner must be removed to reach the power button

GETTING STARTED

Input Four digit pin - 3220

APPLICATION PREVIEW

Please DO NOT change settings on the IPOD scanners or Download anything extra

Brightness settings are OK to change if you are having problems viewing the screen

IPod Scanner should be used for the purpose of Inventory Tracking only!

Settings

UPDATE APPLICATION• This populates information

such as current building and room numbers from Real Estate Administration (REA)

• Also downloads department inventory reports

• Each scanner is assigned to one specific department number

UPDATE APPLICATION If update was successful,

the “Update Finish” screen will appear

If update was unsuccessful, scanner can still be used but information will not be current Please contact FSO-IT

for assistance

WIFI CONNECTION The device Needs to be connected to

WIFI for update button to connect If you are not on a UA WIFI connection

You might be prompted to update IOS DO NOT UPDATE!!!!!

For those departments with off-campus locations, please stay after the presentation to discuss the WIFI issue further

BARCODE SCANNING

Barcode Laser

Scan Button

SCANNING• Start scanning A-tags• Successfully Scanned tags

will beep and appear like example shown

SCANNING• Unsuccessfully scanned

barcodes will give “Invalid Barcode” error message

• Try manual entry or contact FSO IT

EDITING ASSETS

Tap here to select the asset

Required

Select to begin Editing

Select to Edit Room

Select to Edit Building

• Building must be entered before you can enter room number

Back Button

Search Cancel

Editing Assets

OFF CAMPUS ASSETS

Switch to “OFF” to Change toOff-Campus location

Tap here to

select asset

• Building and room number no longer required

ADDITIONAL INFORMATION• Fields are optional• Can be edited in Titan also• Off Campus Assets need

contact information to be batched into KFS

EDITING ASSETS

Completed Asset

BATCH LOCATION

BATCH LOCATION

BATCH TO TITAN

UPLOAD RESULTS

• A successful upload screen will show how many assets were processed into Titan

BATCHING We recommend Uploading to Titan after

every Room is scanned This is your “Save” button Application can only hold so many

assets at a time Departments with 500 or more assets

will not be able to scan all their assets at once without uploading

The larger the upload the longer the upload will take

MANUAL ENTRY

MANUAL ENTRY Any tag that is manually entered is

subject to validation Please make a note as to why the A-tag

was entered vs. Scanned

Examples:1. A-Tag is in located in area that cannot be reached by

scanner2. Asset is off-campus and scanner cannot be sent3. Request New A-Tag

MANUAL ENTRY

REQUEST NEW TAG

Switch to “ON” to Request a new Tag

TITAN Log- In to Titan website at

https://titan.fso.arizona.edu/dashboard/ Request Access

TITAN FUNCTIONS

TITAN

ASSETS TO FIND LIST Consist of any asset that is either “A”

status or “F” status and Tag number begins with an A

Scanner is not combatable with N-Tags, D-Tags and or other department issued tracking tags

If you prefer reports other than what is listed in Titan please contact Property Management

TITAN FUNCTIONS

ASSETS TO FIND

• Click on Asset to give exception reasons

ASSETS TO FIND

MULTIPLE DEPARTMENTSFor Asset Custodians with Multiple Department Responsibility:We have assigned One scanner to the department with the highest number of assetsYou are able to scan ALL of your assets on the one scannerPlease move assets assigned to other departments in Titan by reviewing the “other folder” in you main department

TITAN FUNCTIONS

TITAN SORTING

SUBMISSION OF INVENTORY

Please Notify Property Management when Inventory is complete

Each department MUST SUBMIT: Signed Inventory Certification StatementAny Back-up and completed Forms

RADP form, Surplus, Off campus location, etc.

Can be turned in by mail or email

Deadline: Friday, April 15th, 2013

APPRECIATION LUNCHES

RequirementsAttend Kick-Off MeetingTurn in Inventory Reports by DeadlinePass ValidationProvide Signed ICSGive Necessary back-up on Exception Assets

APPRECIATION LUNCHES

Who get Incentives?Top 5 Departments in Each Category5 People per Department

Categories1. >201 Assets – 16 Departments 2. 101-200 Assets – 26 Departments3. 50-100 Assets – 32 Departments4. 16-49 Assets – 55 Departments5. 6-15 Assets- 45 Departments 6. <5 Assets- 116 Departments

UA TITLED AND SPONSOR TITLED ASSETS

Both University and Sponsor titled assets are included in the biennial inventory

Capital F-Titled Assets automatically populate into the “Asset to Find” List in Titan

A-110 states that “a physical inventory of equipment shall be taken and the results reconciled with the equipment records at least once every two years”

FAR 52.245-1 states that “the Contractor shall periodically perform, record, and disclose physical inventory results”

EQUIPMENT PURCHASED ON SPONSORED ACCOUNTS

The University Property System is regularly audited to ensure compliance, control, and management of state, University, and Federally funded equipmentBiennial audit by Office of Naval Research

(ONR) Annual by the Office of the Arizona Auditor

General - Financial Statement AuditAnnual A-133 audit of federal grant and

contract transactions by the Office of the Arizona Auditor General

Sponsor Audit

FEDERALLY TITLED ASSETS AND THEONR AUDIT

The ONR audit is performed to determine whether or not the University Property System is compliant as required by FAR 52.245-1(f)(3)

If the UA property system is deemed unsatisfactory, the University will NOT maintain eligibility to receive government funding for the purchase of equipment

In other words, the University will lose a significant amount of Federal funding if the system is found to be unsatisfactory

PHYSICAL INSPECTION

The ONR audit involves physical inspection and verification of the accuracy and completeness of University property records

Auditors will check for the following: Physical existence of equipment Equipment is in use and functional The off-campus form is complete for off campus

equipment University records match the A-tag number,

serial number, model number, location and manufacturer to the asset and its location

Federal property has a ‘Property of the Federal Government’ label and UA Property does not

INVENTORY OF FEDERALLY FUNDED ASSETS

While you are performing your inventory, think about the ONR audit If a UA asset has a Property of Federal

Government label, remove it If a Federally titled item is no longer in use

or broken, contact SPS Property so disposition instructions can be requested

If an asset has been delivered to the sponsor, send the shipping documents to the SPS Property Manager so it can be removed from inventory

If we can resolve potential issues now, the audit will go smoothly

UA TITLED ASSETS PURCHASED ON SPONSORED ACCOUNTS

Even when title vests with the University, we still have an obligation to adhere to award property provisions, i.e. A-110, FDP, PHS Grant Policy Statement, FARProperty is properly identifiedHierarchy for use is adhered toDisposition is requested when neededSales/Surplus is appropriateAssets meet transfer eligibility

FINAL THOUGHTS

Information and Materials discussed at this meeting can be found on FSO Capital Finance Website and on Titan:http://www.fso.arizona.edu/capital-fi

nancehttps://titan.fso.arizona.edu/dashboa

rd/

Please feel free to contact any of the Property Management team members

or Sponsored Property members.

We are here to HELP you!!!

QUESTIONS?

Again Please anyone with NON-UA WIFI stay and talk with Sonia in the back right of the room.