Asset%20Management%20User%20Group%20Meeting

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Asset Management User Group Meeting

• February 21 27, 2006

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Todays Agenda

1. Reminders John Harnick
2. Scanner Contract Update Kathleen M. Anderson
3. Overview of Physical Inventory Stephen Perkins
4. Review agency use of Profiles Roland Lataille
5. Asset Mgmt training events Kelly Clark
6. Introduction to the CO-59 Stephen Perkins
7. Fiscal Year End Activities Kelly Clark

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Reminders

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

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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

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Scanners for Asset/Inventory
The State supported handheld scanner will be the
wireless Intermec CK31CA RF.
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How Can Agencies Purchase Scanners?

• Micromation
• Attn Jan Schulze schulze_at_micromation.com
• 16300 Katy Freeway,
• Suite 140
• Houston, Texas 77094
• 1-800-959-1960
• Fax [phone]

DOIT Contract Award 05ITZ0099
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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.
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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
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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.

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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/i
  ndex.htm

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Questions, issues, concerns?

• Application issues - Contact the CORE-CT HelpDesk
  860-622-2300core.support_at_ct.gov
• Contract issues Marcie Wilson, PSO2
• DOIT 860-622-2329 or marcie.wilson_at_ct.gov
• Micromation issues Jan Schulze
• 1-800-959-1960 or schulze_at_micromation.com

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Coming Soon from...
On-Line Customized Bar Code Label Contract! Sta
y Tuned
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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

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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

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Inventory in Accordance with the Property Control
Manual
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Inventory in Accordance with the Property Control
Manual
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Inventory in Accordance with the Property Control
Manual
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Inventory in Accordance with the Property Control
Manual
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Inventory in Accordance with the Property Control
Manual
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Inventory in Accordance with the Property Control
Manual
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Review Profiles

• Profiles that begin with 1 VS IS Profiles
• How the Profile Impacts the CO-59
• Correct uses of 1Software Profile

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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

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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

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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

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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

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2. Review Profiles

• Equipment applies to 1 and IS Profiles
• PROFILE CATEGORY
• 1AIRCRAFT
• 1BOAT
• 1BOOKS/MAP
• 1EQUIPMENT
• 1LIVESTOCK
• 1RAIL CAR
• 1VEHICLES
• ISEQUIP10
• ISEQUIP3
• ISEQUIP4
• ISEQUIP5
• ISEQUIP66
• ISEQUIP84
• ISVEHICLES

EQUIP
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2. Review Profiles

• PROFILE CATEGORY
• 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

BUILD
INFRA
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2. Review Profiles
DRAFT
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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

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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)

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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

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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
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3. Review Profiles
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Upcoming Asset Training Events

• Physical Inventory Training
• Physical Inventory labs
• Scanner inventory
• Manual inventory
• Process
• Helpdesk arrangements

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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

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1. Physical Inventory Training

• March 13 through March 23
• 16 sessions / 14 users per session
• Two sessions per day
• 830-1200 and 100-430
• State Office Building
• Room G38
• Kelly Clark and Stephen Perkins
• Contact your Training Registration Contact

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2. Help Desk Arrangements

• Support Team (ARC)
• Carolyn Mercier
• Betty Daly
• Sam Johns
• Elise Helmecki
• Brenda Halpin

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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

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3. Physical Inventory Labs

• By Appointment
• Labs are held on Fridays
• 830, 1000, 1130
• Contact 702-TBD
• Scanner labs
• Manual Inventory labs
• Process labs

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Introduction to the CO-59
DRAFT
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Introduction to the CO-59

• Due October 1
• Changes
• Listing is by Category
• Last Year Balance crosswalk
• Additions and Deletions from Core-CT

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Introduction to the CO-59

• New
• LAND
• IMPRO
• Old
• LAND
• Site Improvements

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Introduction to the CO-59

• 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

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Introduction to the CO-59

• New
• Equipment

• Old
• Books, Maps, Records, Video
• Exceptional Items
• Furnishings and Equipment
• Livestock
• Aircraft Equipment
• Cars, Trucks, Buses, Motorcycles
• Boats
• Railroad Stock

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Introduction to the CO-59

• New
• Materials and Goods in Process
• Stores and Supplies

• Old
• Materials and Goods in Process
• Stores and Supplies

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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
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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
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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

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Fiscal Year End Activities

1. Record InterUnit Transfers
2. Record Retirements
3. Clear Pending Transactions

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Fiscal Year End Activities

• Record InterUnit Transfers
• Core-CT Asset Management gt Financial
  Transactions gt Cost Adjust/Transfer Asset
• WLA Core-CT Asset Management gt Adjusting,
  Transferring, Retiring, and Reinstating Assets gt
  Data Entry Procedures gt Adjusting and
  Transferring Assets
• WLA Core-CT Asset Management gt Job Aids gt Job
  Aid Procedures gt Different Adjustment Types
• Role CTAGYFINASSETPROCESSOR

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Fiscal Year End Activities
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Fiscal Year End Activities
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Fiscal Year End Activities

• Record Retirements
• Core-CT Asset Management gt Financial
  Transactions gt Retire/Reinstate Asset
• WLA Core-CT Asset Management gt Adjusting,
  Transferring, Retiring, and Reinstating Assets gt
  Data Entry Procedures gt Retiring/Reinstating
  Assets
• Role CTAGYASSETPROCESSOR

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Fiscal Year End Activities
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Fiscal Year End Activities

• Clean Pending Transactions
• Core-CT Asset Management gt Send/Receive
  Information gt Approve Physical Information gt
  Review-A
• WLA Core-CT Asset Management gt Integrating With
  Other Applications gt View Procedures gt Loading
  Preview - Physical Transactions A
• Role CTAGYASSETPROCESSOR

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Fiscal Year End Activities
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Conclusion
Thank You for your participation today. We
hope this information proved helpful

• Look for this presentation and meeting Q
  As on the Core-CT Website www.core-ct.state.ct
  .us/
• PO/AP/AM User Group Meeting March 2006
  9am-noon (w/p.m. discussion) 101 East River
  Drive, Room 1002 AB
• AR/BI/GL User Group Meeting March 2006
  9am-noon (w/p.m. discussion) 101 East River
  Drive, Room 1002 AB
• (dont forget to sign up)