![Page 1: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/1.jpg)
AIMS –Asset Inventory Management System
![Page 2: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/2.jpg)
AIMS – combines the following areas into one integrated system:
![Page 3: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/3.jpg)
Property Inventory
AIMS provides the following:Tracking and reporting (including
depreciation) of all University owned capital equipment.
Annual physical inventories of all University owned capital equipment.
![Page 4: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/4.jpg)
Departmental Assets
AIMS provides the following:Capability to create and maintain records for
your non-capital assets.Maintain your own information for capital
assets.Include in the annual physical inventory and
surplus processes.
![Page 5: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/5.jpg)
Surplus is the state sanctioned means of disposing of items (capital and non-capital) that are no longer needed.
AIMS provides the following processes:Process for identifying items to surplusApproval by management of items to be
disposedItems picked up and moved to the Surplus
WarehouseItems auctioned to the public
Surplus
![Page 6: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/6.jpg)
What’s currently in AIMS?
All active capital assets were converted from Property Accounting’s system. If an asset was disposed before the end of March, it was not converted (i.e. no record of the asset in AIMS).
Property Accounting is continuing to maintain their old system as well as using AIMS to add new assets and maintain existing assets.
![Page 7: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/7.jpg)
How will AIMS change during the next couple of months?
Currently, you may to track and process changes to your assets using AIMS.
You can use the departmental asset features of AIMS for both capital and non-capital assets.
Surplus functions will be available for use before June 30th.
AIMS will be fully functional by July 1.AIMS information on the web
![Page 8: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/8.jpg)
How to find information using AIMS
![Page 9: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/9.jpg)
Main Menu
![Page 10: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/10.jpg)
Finding Asset Information
GAAM – General Asset Access MenuLATN - List Assets by Tag NumberLASN - List Assets by Serial NumberLABU - List Assets for BU, Status, Capital &
DateLAR - List Assets for RoomLALH – List Asset Location History
![Page 11: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/11.jpg)
LABU - List Assets for BU
Asset Status –
AI (ActiveInventoried)
Capital CodeC – CapitalN – Non-Capital
Date (Date asset was acquired) –If entered, the
list will onlydisplay assetsacquired on orafter that date
![Page 12: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/12.jpg)
LABU - List Assets for BU
• BU – enter the BU for your department.• Status – there are several active statuses
for an asset. • AU – Active Untagged capital asset• AI – Active Inventoried capital asset or active
departmental asset • AN – Active but Not inventoried capital asset• AQ – Active and Queued for surplus
![Page 13: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/13.jpg)
LABU - List Assets for BU (cont)
• Capital Code• C – Capital asset (red tag)• N – Non capital asset (blue tag)
• Date – refers to the date the asset was acquired. This is an optional field used to narrow your search. Entering a date will only display assets that have an acquisition date on or after the entered date.
![Page 14: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/14.jpg)
Control No vs Tag No
Control No is unique system generated identifier for each
asset. This number stays with the asset throughout its life.
Tag No is the official number assigned by Property Accounting.
Once an asset is tagged, this number
is the primary identifier of an asset.
Red tag – capital assets
Blue tag – non-capitalassets
When entering a tag number in the Control No field, you must prefix the tag number with a T
![Page 15: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/15.jpg)
Viewing Asset Information
• Asset (A) function displays all the information about your asset.
• The first screen displays all of the primary information about the asset.
• The asset’s description is located to the right of the control number in the body of the screen.
• The extended text can be accessed by pressing PF9 (EText).
• The asset cost distribution can be accessed by pressing PF10 (CDst).
![Page 16: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/16.jpg)
Asset (A) – Basic information
AssetDescriptio
n
Physical Locationof asset
![Page 17: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/17.jpg)
Asset (A) – Asset Cost Distribution Window
AssetCost
Distribution
access bypressing PF10
![Page 18: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/18.jpg)
Viewing Asset Information (cont)
• The second screen displays audit information such as how and when the asset’s last location was verified.
• Information relating to the disposition of an asset, if appropriate.
![Page 19: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/19.jpg)
Asset (A) – Physical Location and Disposition Information
![Page 20: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/20.jpg)
Viewing Asset Information (cont)
• The third screen displays departmental information.
• Departmental users can enter information related to both capital and non-capital assets.
![Page 21: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/21.jpg)
Asset (A) – Departmental Information
DepartmentalInformation
![Page 22: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/22.jpg)
Viewing Asset Information (cont)
• The fourth screen displays all the audit log information. This screen is primarily used by Property Accounting.
![Page 23: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/23.jpg)
Asset (A) – Audit Log Information
![Page 24: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/24.jpg)
Asset Location and Responsibility
ALRM – Asset Location and Responsibility MenuABRL (Asset BU, Responsible employee, and
Location)MCRE (Mass Change of Responsible
Employee)LARE - List Assets for a Responsible
Employee
![Page 25: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/25.jpg)
No more paper forms
![Page 26: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/26.jpg)
You can process changes to your assets:
ABRL (Asset BU, Responsible emp. & Location) is the function that allows you to:Transfer an asset from one BU to anotherTARGET (electronic) approval by both the BU currently
assigned the asset and the BU receiving the asset Department head or director level required for BU transfers Contact person only for location or responsible employee
changesChange the physical location of an assetRe-verify the location of an asset during the physical
inventory process, if the asset wasn’t scanned or if the asset has an off-site address.
Change the responsible employee of an asset An email is sent to the new responsible employee to notify him/her
of his/her new asset responsibility.
![Page 27: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/27.jpg)
ABRL - Asset BU, Responsible emp. & Location
Transfer toanother
BUChangephysical location
Changeresponsible employee
This process eliminates the paper forms previously required by Property Accounting.
![Page 28: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/28.jpg)
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.
![Page 29: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/29.jpg)
Changing responsible employee for an employee who has responsibility for multiple assets within the same BU
MCRE (Mass Change of Responsible Employee) eases the changes to the responsible employee due to turn over or job reassignments.For all assets assigned to that employee for a
specified BU.Security by Value – user must be authorized for the
Asset BU. Note: User must also be the primary contact person for that BU.
An email is sent to the new responsible employee notifying him or her of his or her new responsibilities.
![Page 30: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/30.jpg)
MCRE (Mass Change Responsible Employee)
![Page 31: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/31.jpg)
Using Help (PF1) Facility to Find Responsible Employee and
Room Tag Numbers
![Page 32: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/32.jpg)
Using Help (PF1) Facility to Find Responsible Employee
Press PF1for
Employee Name search
![Page 33: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/33.jpg)
Using Help Facility to Find Responsible Employee (PF1)
Selectone of the names to
verify whether it’s the correct
employee
![Page 34: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/34.jpg)
Using Help Facility to Find Responsible Employee (PF1)
Employeeinformatio
n
&&&&&&&&&
![Page 35: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/35.jpg)
Using Help Facility to Find Responsible Employee (PF1)If you can’t find employee, try entering last name
![Page 36: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/36.jpg)
Physical Location of an Asset
For campus locations, the physical location is identified by the room tag number (typically the building code and room number).
AIMS allows users to enter an ‘off-site’ location for an asset. The off-site location is the address where the asset is currently located. For example, when an asset is at someone’s home.
![Page 37: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/37.jpg)
Using Help Facility to Find Room Tag No (PF1)
Current Building and
Room aredisplayed
![Page 38: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/38.jpg)
Using Help Facility to Find Room Tag No (PF1)
Enter desired
Building with or without
room
Select desiredroom
![Page 39: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/39.jpg)
Off-Site Locations are allowed
Blank out the Room Tag and
enter desired
address or off-site location
![Page 40: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/40.jpg)
LARE (List Asset for Responsible Employee)
Press PF6to displayTag No
![Page 41: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/41.jpg)
Departmental Assets
Create and maintain records for non-capital assets
Maintain information for capital assets
![Page 42: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/42.jpg)
DAI - Departmental Asset/Information
Facility for creating, updating, and viewing non-capital assets (blue tag).
Security by Value – user must be authorized for the asset’s BU in order to update information for that BU.
TARGET (electronic) approval by contact personUnlimited text featureBlue tagged assets may be scanned during the
annual Physical Inventory process.
![Page 43: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/43.jpg)
DAI - Departmental Asset/InformationAdding a non-capital asset
![Page 44: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/44.jpg)
DAI - Departmental Asset/Information (screen 2) Adding a non-capital asset
![Page 45: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/45.jpg)
DAI -Departmental Asset/Information – Extended Text (PF9)
ExtendedText –
Press PF9to add or
view information
![Page 46: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/46.jpg)
DAI - Departmental Asset/InformationCopying a non-capital asset
View assetthat you want
To Copy.Change Action
to C (Copy)and type in new Tag Noand press
Enter.
Simply type in correct Serial
Numberand press
PF10 to save.
Be sureto change Room, if
appropriate
![Page 47: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/47.jpg)
DAI - Departmental Asset/Information (cont.)
Additional departmental information that can also be added and maintained for capital assets via the second screen:Warranty ExpirationPossessing BUAsset Class Image URLInformation codes and Values
![Page 48: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/48.jpg)
DAI - Departmental Asset/Information for Capital Assets
![Page 49: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/49.jpg)
DAI - Departmental Asset/Information (Screen 2)for Capital Assets
Departmental
Information Codes
![Page 50: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/50.jpg)
Departmental Information Codes
Departmental Code – identifies a specific data item stored in an associated value field, i.e.: OS (operating system), MEM (memory), DLS (date last service), or PO (purchase order).
Data Value for an associated departmental information code – is the actual information being retained while the code identifies the type of information.
![Page 51: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/51.jpg)
LDIC (List Dept Information Codes by code)Examples of Dept Info Codes
![Page 52: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/52.jpg)
LDIC (List Dept Information Codes by code) Examples of Dept Info Codes
![Page 53: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/53.jpg)
LBUI (List assets for BU, Status & Info code) Dept Info Values
Dept Information
code
![Page 54: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/54.jpg)
LBUI (List assets for BU, Status & Info code) Dept Info Values
Dept Information
code
Dept Infovalues
![Page 55: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/55.jpg)
DAC – Departmental Asset Classification
Allows you define asset classifications to use for your own purposes of aggregating, sorting, or selecting their assets.
Departmental asset classifications are user defined for each BU.
![Page 56: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/56.jpg)
DAC – Departmental Asset Classification
![Page 57: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/57.jpg)
LDCC (List Departmental Asset Classes)
DepartmentalAsset Classes
For a BU
![Page 58: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/58.jpg)
LBUD – List assets for BU, Status & Dept Class Dept Asset Class
List of assets with a Departmental
Class of Desktop
![Page 59: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/59.jpg)
Reports via JOBS &
Data Warehouse information
![Page 60: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/60.jpg)
Reports
Several reports are available via JOBS:AIJCABU – Capital Assets for a
Budgetary UnitAIDAEF – Departmental Assets Extract
fileAIJMCAB – Missing Capital Assets for a
Budgetary Unit
![Page 61: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/61.jpg)
AIJCABU – Capital Assets for a Budgetary Unit
Enter your BU. You can sort
the report by Tag
number or Location.You can print the report,
download a file, or
both.
![Page 62: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/62.jpg)
AIDAEF – Departmental Assets Extract file
![Page 63: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/63.jpg)
AIJMCAB – Missing Capital Assets for a Budgetary Unit
![Page 64: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/64.jpg)
Data Warehouse
AIMS.Asset file – contains all asset information
AIMS.Asset_BUNIT – contains the contact information and inventory dates
AIMS.Asset_Cost – contains the asset cost information
AIMS.Asset_Item – contains the asset item information
AIMS.Asset_Room – contains building and room informationData warehouse file for Departmental Information codes and Values – future file
![Page 65: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/65.jpg)
Surplus
The State sanctioned method for disposing of items no longer
needed by departments.
![Page 66: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/66.jpg)
Surplus
Create surplus batchIdentify items to add to surplus batchApproval by management of items to be
surplusedReport and labels sent to surplus
employeeItems picked up and moved to the Surplus
WarehouseItems auctioned to the public
![Page 67: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/67.jpg)
Create Surplus BatchSPB (Surplus Pickup Batch)
![Page 68: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/68.jpg)
Create Surplus BatchSPB (Surplus Pickup Batch)
SurplusBatch No
![Page 69: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/69.jpg)
SA (Surplus Asset) - Adding Items to Surplus BatchSurplus Description Window
Select anitem
description
Press PF10
to save
![Page 70: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/70.jpg)
SA (Surplus Asset) - Adding Assets to Surplus BatchAdditional Information about Asset or Item
Information about asset
Condition
Pre-surplus action
Press PF10
to save
Quantity Location
![Page 71: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/71.jpg)
SA (Surplus Asset) - Adding Assets to Surplus BatchPre-surplus Action Code Help Window
Required toenter a
pre-surplus code for
each item
![Page 72: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/72.jpg)
SA (Surplus Asset) - Adding Assets to Surplus BatchNewly added item
All desks, file cabinets, bookcases,
and credenzasmust be
certified that they are unlocked
and empty
Cannot entry multiple
quantities of these items, must create
a SA for each item referenced
Above.
![Page 73: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/73.jpg)
SA (Surplus Asset) – Adding Assets to Surplus BatchAdding next item
Blank outControl No
field or enter a
Tag number to
add another asset to Surplus Batch
![Page 74: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/74.jpg)
SA (Surplus Asset) - Adding Tagged Assets to Surplus BatchCapital or Departmental
Enter the Tag number
in the Control No field and
press Enter.
Surplus Description
window appears.
![Page 75: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/75.jpg)
SA (Surplus Asset) - Adding Tagged Assets to Surplus BatchCapital or Departmental
![Page 76: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/76.jpg)
SA (Surplus Asset) - Adding Tagged Assets to Surplus BatchTagged Asset’s status is changed when added to a Surplus Pickup
Batch
Tagged Asset’s status is
AQ (Active Queued
for Surplus)
![Page 77: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/77.jpg)
LSB (List Surplus assets for a Batch)
Control or Tag number
are the numbers used by
Surplus for the labels
that you will receive to
affix to your assets for pick up by
the Surplus Warehouse.
![Page 78: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/78.jpg)
Information regarding Surplus Batch Pickup
Press PF4 (DCode) to
display information regarding the batch
![Page 79: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/79.jpg)
Surplus Pickup Batch Approval
Submit batchfor approval
Must be approved by department
head or director
![Page 80: AIMS –Asset Inventory Management System. AIMS – combines the following areas into one integrated system:](https://reader036.vdocuments.us/reader036/viewer/2022062320/56649cf75503460f949c6d31/html5/thumbnails/80.jpg)
Questions