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Asset Management User Group Meeting

Asset Management User Group Meeting. February 21 & 27, 2006. Today’s Agenda. Reminders – John Harnick Scanner Contract Update – Kathleen M. Anderson Overview of Physical Inventory – Stephen Perkins Review agency use of Profiles – Roland Lataille Asset Mgmt training events – Kelly Clark

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Asset Management User Group Meeting

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  1. Asset Management User Group Meeting February 21 & 27, 2006

  2. Today’s Agenda • Reminders – John Harnick • Scanner Contract Update – Kathleen M. Anderson • Overview of Physical Inventory – Stephen Perkins • Review agency use of Profiles – Roland Lataille • Asset Mgmt training events – Kelly Clark • Introduction to the CO-59 – Stephen Perkins • Fiscal YearEnd Activities – Kelly Clark

  3. Reminders • Share this information with staff at your agency • Reduces questions • Reduces errors • Increases productivity

  4. Reminders • Year End Error notifications • Core-CT notifies agencies of errors • Agency staff needs to keep up with error correction • Spend your budgeted funds • Make FYE work smoothly

  5. Scanners for Asset/Inventory The State supported handheld scanner will be the wireless Intermec CK31CA RF.

  6. How Can Agencies Purchase Scanners? Micromation Attn: Jan Schulze – schulze@micromation.com 16300 Katy Freeway, Suite 140 Houston, Texas 77094 1-800-959-1960 Fax: 281-578-0414 DOIT Contract Award 05ITZ0099

  7. Is it mandatory for all agencies to use the scanners for physical Asset/Inventory? • It is not mandatory for agencies to use the scanners for Asset/Inventory. • Agencies that currently use scanners may continue to use their old ones, however, the purchase of the new CK31CA is highly recommended. • Agencies that perform their physical Asset/Inventory manually may continue to do so. Agencies should keep in mind that the electronic method is more efficient than the manual method. VS.

  8. What to purchase? • Intermec CK31C-CK31CA RF Handheld Computer $1,709.50 each • Standard Range Laser $189.00 each • DOC, COMM, Single Position, CK30/31 Part No. AD1 $193.60 each • Power Supply Part No. 073573 - $67.50 each • AC Power Cord US Part No. 586105 - $5.40 each • USB Cable Part No. 321-576-002 - $26.40 each Total $2,165.00 Single Scanner

  9. How will users learn to use the scanners? Please Read the Manual • A handout has been created to aid users. • We do ask that users read the manual as well.

  10. Downloading Instructions Go to the CORE-CT Web Site – http://www.core-ct.state.ct.us/ under New and Useful Links http://www.core-ct.state.ct.us/financials/aibsp/index.htm

  11. Questions, issues, concerns? • Application issues - Contact the CORE-CT HelpDesk 860-622-2300core.support@ct.gov • Contract issues – Marcie Wilson, PSO2 DOIT 860-622-2329 or marcie.wilson@ct.gov • Micromation issues – Jan Schulze 1-800-959-1960 or schulze@micromation.com

  12. Coming Soon from... “On-Line” Customized Bar Code Label Contract! Stay Tuned…

  13. Revisions to the Property Control Manual • Chapter 3 • The annual report of all capitalized real and personal property must be in the format prescribed by the Office of the State Comptroller. The report must be submitted by October 1st and must reflect the sum total of the physical inventory as of June 30th. • Revision Date • TBD

  14. Revisions to the Property Control Manual • Physical Inventory must be completed in Core-CT • Two ways to conduct the physical inventory • Hand held scanner count • Manual count

  15. Inventory in Accordance with the Property Control Manual

  16. Inventory in Accordance with the Property Control Manual

  17. Inventory in Accordance with the Property Control Manual

  18. Inventory in Accordance with the Property Control Manual

  19. Inventory in Accordance with the Property Control Manual

  20. Inventory in Accordance with the Property Control Manual

  21. Review Profiles • Profiles that begin with “1” VS “IS” Profiles • How the Profile Impacts the CO-59 • Correct uses of 1Software Profile

  22. 1. Review Profiles • Profiles that begin with “1” VS “IS” Profiles • “IS” Profiles may only be used by Internal Fund agencies • DASS1, DOCS1, ITDS1, DOTD1 • “1” Profiles may be used by all agencies including Internal Fund agencies

  23. 1. Review Profiles • “1” May be used by all State Agencies • 1FINEART Fine Art & Historical Treasures • 1LAND State Owned Land • 1SITEIMPRO Site Improvements • 1LEASEPROP Leased Property Improvements • 1BUILDINGS State Owned Buildings • 1LEASEDBUI Leased Buildings • 1SOFTWARE Software Owned By State • 1BOOKS/MAP Books, Maps, & Records • 1EQUIPMENT Furnishings & Equipment • 1LIVESTOCK Livestock • 1AIRCRAFT Aircraft & Equipment • 1VEHICLES Cars, Buses, Trucks etc. • 1BOAT Boat • 1RAIL CAR Railroad Car • 1CNTRLITEM Controllable Assets • 1LCNTRL Lease Controllable • 1ROAD/BRIG Roads and Bridges • 1RAIL/BRIG Railways and Bridges • 1AIR LAND Airport Landing & Parking-20 yrs • 1CONSTRUCT Construction in Progress

  24. 1. Review Profiles • “IS” Restricted to Internal Service Fund Agencies • ISEQUIP3 Equipment 3 year life • ISEQUIP4 Equipment 4 year life • ISEQUIP5 Equipment 5 year life • ISEQUIP10 Equipment 10 year life • ISEQUIP84 Equipment 84 months • ISEQUIP66 Equipment 66 months • ISVEHICLES Cars, Buses, Trucks etc. • ISBUILD30 Airport Buildings-30 years • ISBUILD20 Airport Buildings-20 years • ISBUILD10 Airport Buildings-10 years • ISAIRLAND Airport Landing & Parking-15 yrs • ISAIRLAND Airport Landing & Parking-30 yrs • ISWATERSYS Water System • ISSEWERSYS Sewer System • ISGLYCOL Gylcol System

  25. 1. Review Profiles • How the Profile Impacts the CO-59 • Profile determines • Category • Useful Life (Depreciation) • Depreciation is used by Comptroller in her annual financial report

  26. 2. Review Profiles • Equipment applies to “1” and “IS” Profiles • PROFILECATEGORY • 1AIRCRAFT • 1BOAT • 1BOOKS/MAP • 1EQUIPMENT • 1LIVESTOCK • 1RAIL CAR • 1VEHICLES • ISEQUIP10 • ISEQUIP3 • ISEQUIP4 • ISEQUIP5 • ISEQUIP66 • ISEQUIP84 • ISVEHICLES EQUIP

  27. 2. Review Profiles • PROFILECATEGORY • 1FINEART ART • 1BUILDINGS • ISBUILD10 • ISBUILD20 • ISBUILD30 • 1CNTRLITEM CNTRL • 1CONSTRUCT CONST • 1SITEIMPRO IMPRO • 1AIR LAND • 1RAIL/BRIG • 1ROAD/BRIG • ISAIRLAND • ISAIRLAND • ISGLYCOL • ISSEWERSYS • ISWATERSYS • 1LAND LAND • 1LEASEDBUI LBUIL • 1LCNTRL LCNTR • 1LEASEPROP LIMPR • 1SOFTWARE SOFT BUILD INFRA

  28. 2. Review Profiles DRAFT

  29. 3. Review Profiles • Correct uses of 1Software Profile • Software written by or for the State • Does NOT include software we purchase • We only purchase a license to use • We DO NOT own the source code • Example: Microsoft, anti-virus software

  30. 3. Review Profiles • Software Management Policy • The Software Management Policy Manual has been incorporated into the Property Control Manual. (Chapter 7) • “A software inventory(s) must be established by all agencies. This inventory will include software acquired with State funds (excluding external funding sources) and installed by an agency or its funding units. ****Most state software is not state-owned and consequently would not be listed on the CO-59, but accounted for in the respective agency's software inventory records.****”(emphasis added)

  31. 3. Review Profiles • Software Management Policy Manual • OLD: “Software inventory that is reportable on the CO-59 would be listed in the "Exceptional items" category within the state-owned personal property section. This would include in-house developed software systems.” • ►NEW◄ designation for software written by or for the State - SOFT

  32. 3. Review Profiles • Tracking Licensed Software • Track outside of Core-CT • State Property Control Manual – Chapter 7 • Track inside of Core-CT • 1CNTRL • Establish a Class called Software for reporting purposes • Reminder: Core-CT is a Financial System and not a software tracking system OR

  33. 3. Review Profiles

  34. Upcoming Asset Training Events • Physical Inventory Training • Physical Inventory labs • Scanner inventory • Manual inventory • Process • Helpdesk arrangements

  35. 1. Physical Inventory Training • Designed for person responsible for performing the inventory • Only Asset Processors will be admitted • Scanner agencies trained separately from manual agencies • FAM210 – Physical Inventory (Scanner) • FAM211 – Physical Inventory (Manual) • Sessions will be formally announced after the February 27 user group meeting

  36. 1. Physical Inventory Training • March 13 through March 23 • 16 sessions / 14 users per session • Two sessions per day • 8:30-12:00 and 1:00-4:30 • State Office Building • Room G38 • Kelly Clark and Stephen Perkins • Contact your Training Registration Contact

  37. 2. Help Desk Arrangements • Support Team (ARC) • Carolyn Mercier • Betty Daly • Sam Johns • Elise Helmecki • Brenda Halpin

  38. 2. Help Desk Arrangements • All Physical Inventory questions • 702-TBD • Response will be • Email • Phone • Visit to Agency • Asset Management lab • Response will be determined by the Helpdesk

  39. 3. Physical Inventory Labs • By Appointment • Labs are held on Fridays • 8:30, 10:00, 11:30 • Contact 702-TBD • Scanner labs • Manual Inventory labs • Process labs

  40. Introduction to the CO-59 DRAFT

  41. Introduction to the CO-59 • Due October 1 • Changes • Listing is by Category • Last Year Balance crosswalk • Additions and Deletions from Core-CT

  42. Introduction to the CO-59 • New • LAND • IMPRO • Old • LAND • Site Improvements

  43. New BUILD LBUIL - Leased Buildings LIMPR - Leased Buildings (Improvements) ART Other Property Owned with Trustee Funds Old Buildings Improvements on Leased Property Works of Art, Historical Treasures Other Property Not Owned by the State Property of the US Government Introduction to the CO-59

  44. New Equipment Old Books, Maps, Records, Video Exceptional Items Furnishings and Equipment Livestock Aircraft & Equipment Cars, Trucks, Buses, Motorcycles Boats Railroad Stock Introduction to the CO-59

  45. New Materials and Goods in Process Stores and Supplies Old Materials and Goods in Process Stores and Supplies Introduction to the CO-59

  46. Introduction to the CO-59 • New Categories • CONST – Construction in Progress • LEQUI – Leased Equipment (Capitalized) • SOFT – Software Owned by the State (Capitalized) • INFRA – Infrastructure Real Property GAAP Personal Property Other

  47. Introduction to the CO-59 • Queries – Additions and Deletions • CT_CORE_FIN_AM_COST_NEG • CT_CORE_FIN_AM_COST_POS • CT_CORE_FIN_AM_DEPR_NEG • CT_CORE_FIN_AM_DEPR_POS • CT_CORE_FIN_IN_CO_59_RCV • CT_CORE_FIN_IN_CO_59_DEP Asset Module Users Reserved for OSC Inventory Module Users

  48. Resources • State Accounting Manual • Commitments Section • 3.4 Special Instructions for Leases and Contracts • 5.4 Definitions and Guidelines for Capital Lease Determinations • State Property Control Manual • Preface • Chapter 3: Fixed Assets/Property Inventory Report • Chapter 7: Software Inventory Control Policy and Procedures

  49. Fiscal Year End Activities • Record InterUnit Transfers • Record Retirements • Clear Pending Transactions

  50. Fiscal Year End Activities • Record InterUnit Transfers • Core-CT: Asset Management > Financial Transactions > Cost Adjust/Transfer Asset • WLA: Core-CT Asset Management > Adjusting, Transferring, Retiring, and Reinstating Assets > Data Entry Procedures > Adjusting and Transferring Assets • WLA: Core-CT Asset Management > Job Aids > Job Aid Procedures > Different Adjustment Types • Role: CTAGYFINASSETPROCESSOR

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