First Things First Please set cell phones and pagers to silent Refrain from side discussions. We all want to hear what you have to say! Feel free to ask questions. If your question is off-topic or will be discussed later in the training course, we will write it on a flip chart (parking lot) to be sure we cover it later Two breaks and a one hour lunch are planned Bathrooms / Snacks
Icebreaker Get to know your fellow Trainers and Drivers!
Participant Guide • Produced in Microsoft Word • Contains key concepts, processes, and task information required to complete a user’s role in SMART • Process flows and screenshots of the SMART system are included • This is a great reference to use after training!
Concept Slides • Used to help the Trainer facilitate the course materials • Produced in Microsoft PowerPoint • Contains key content and graphics • Generally used at the beginning or end of each Lesson
Business Process Flows • Used to present the flow of either business processes or information within SMART
Activity Guide • Produced in Microsoft Word • Contains a scenario for each activity completed in the training database • Provides data that you must enter for the exercise • Organized by classrooms and users • Take note of the user ID assigned to you
Activity Types • Demonstration – instructor only (hands off) • Walkthrough – instructor leads and participants complete exercise with instructor (hands on) • Exercise – Participants complete on their own • Challenge – Participants complete on their own
User Productivity Kits (UPKs) • An online help tool that contains user procedures for completing tasks in SMART • Used in training to perform a simulation of a SMART task or to be used during an activity as a help guide • UPKs are also available after training on the SMART Training website • UPKs are simulated to have the look and feel of SMART, but do not impact the production environment. It is a safe way to practice tasks that you perform in SMART.
Job Aids • A short document that contains key concepts or steps involved in a course • Can be content or system related • Available for all participants to use during training • Used after training for quick reference from the Training Portion of the SMART website • Referenced as often as possible during training to indicate the “handiness” of the material
Course Objectives • Upon completion of the course, you will be able to: • Understand assets and leases • Enter and update assets • Enter and update leases • Integrate Asset Management with Purchasing, Accounts Payable, and Project Costing
Lesson One Understanding Assets and Leases
Key Concepts for Asset Management • Physical asset information, such as profile ID, tag number, and serial number are entered during the Purchasing process • Financial asset information is recorded during the Accounts Payable process • Transactions are then loaded into Asset Management module to “create” the asset • Assets are sometimes entered manually when an asset does not come to the agency through the Purchasing process
Understanding Asset and Lease Processes Asset Management Roles – Tasks and Activities
Understanding Asset and Lease Processes End to End Asset Management process
Understanding Asset and Lease Processes End to End Asset Management process cont.
Lesson Summary In this lesson, you learned to: • Basic asset and lease processing terms • The two types of leases that can be entered into SMART and when to use each lease type • The end-to-end process for asset and lease entry and maintenance • The roles involved in asset entry and maintenance and tasks performed by each role
Lesson Two Entering and Updating Assets
Adding an Asset Using Express Add This topic is covered on pages 9 – 21 of your Participant Guide Use Express Add to add assets using an asset profile for default book and depreciation information. This allows the asset to be capitalized automatically with most of the critical information being derived from the asset profile by default. Basic Add is used to review or update information on an asset.
Begin Activities We will now complete Activity 1 in your Activity Guide
Begin Activities We will now complete a walkthrough using a UPK: Adding Assets Using Express Add/Basic Add
Begin Activities We will now complete Activity 2 in your Activity Guide
Copying an Existing Asset This topic is covered on pages 21 – 22 of your Participant Guide • Copying an asset saves time if the existing asset’s financial and physical information is similar to the asset that you want to create. After the copy is complete, you only need to change the information that is different between the existing asset and the new asset. • After you copy an asset, SMART assigns a different asset ID to the new asset automatically.
Begin Activities We will now complete Activity 3 in your Activity Guide
Adding Property Assets Adding Property Assets Process
Entering a Property Asset This topic is covered on pages 23 – 26 in your Participant Guide • Entering a property asset follows the same steps as entering a non-property asset except that when you select an Asset Profile, it will default in an Asset type of property. You cannot choose the asset type. SMART displays an additional tab, Asset Property. • When you enter a property asset, you have the ability to link a building to a site.
Entering a Property Asset This topic is covered on pages 23 – 26 in your Participant Guide • The Property ID is assigned sequentially statewide instead of within a business unit. Because of this, the State is using the naming convention described in the Property Name and Description field in your Participant Guide so that the agency can easily search for their Property Asset. Example: Property Name: 17300.Salina Prairie Gift Description: 17300. Salina Prairie Gift
Begin Activities We will now complete a walkthrough using a UPK: Adding Property Assets
Begin Activities We will now complete Activity 4 in your Activity Guide
Updating an Asset This topic is covered on pages 26 – 29 of your Participant Guide Updating an asset is the process of updating the physical attributes of an existing asset. Examples of physical attributes include: location of asset, license and warranty information, insurance information, entering maintenance activities and custodian of the asset. Note: An agency will only be able to see employees in their business unit in the custodian information.
Begin Activities We will now complete a walkthrough using a UPK: Reviewing and Updating Asset Information
Adding Parent-Child Assets Creating a Parent/Child Asset Relationship Process
Adding Parent-Child Assets This topic is covered on pages 30 – 32 of your Participant Guide • Adding Parent-Child Assets by Creating a Reporting Umbrella • You would create an umbrella parent asset to group playground equipment • for reporting purposes. Then, you would add three pieces of playground • equipment (e.g. slipper slide, merry-go-round, and swingset) as child assets • tied to the umbrella parent. This is a non-financial asset. • Designating one Component as a Parent Asset • You purchase a new pickup truck and then bought a snowplow blade to attach • to the pickup truck. The pickup truck would be entered as the parent asset • and then you would enter the snowplow blade as the child asset and associate • it to the pickup truck. This is a financial asset.
Begin Activities We will now complete a walkthrough using a UPK: Designating One Component as Parent Asset
Begin Activities We will now complete a walk through using a UPK: Adding Parent-Child Assets by Creating a Reporting Umbrella
Begin Activities We will now complete Activity 5 in your Activity Guide
Printing Asset Information This topic is covered on pages 33 – 35 of your Participant Guide. After adding an asset, you may need a printable view of the asset details. In SMART Asset Management, you can generate a printed copy of the asset basic information, default book, depreciation attributes, and asset cost information for the default book.
Begin Activities We will now complete a walkthrough using a UPK: Printing Asset Information
Begin Activities We will now complete Activity 6 in your Activity Guide
Lesson Summary In this lesson, you learned to: • Enter an asset using Express Add • Copy an existing asset • Enter a property asset • Review and update information for an asset • Create a parent-child relationship between at least two assets • Print asset information from the Printable View of an Asset Page
Lesson Three Entering and Updating Leases
Creating a Lease Creating a Lease Process