Asset Management Physical Inventory

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Asset ManagementPhysical Inventory

• March 2006

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Agenda

• Physical Inventory for Assets Overview
• Practice
• RapidBuilder Exercises
• Setup Extract and Scan Scope
• Define Physical Inventory Criteria
• Define Inventory Occurrence
• Steps 1 2 Load/Match/Reconcile PI Info
• Scanner Demo/Practice
• Discussion and Questions

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Process Overview
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1. Setup the Inventory Session
The scan scope and extract are defined using AMs
Mass Change functionality. Extract and Scan Scope
should contain the same criteria
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1. Setup the Inventory Session
The Inventory Occurrence definition links the
scope and extract, and establishes settings for
generated asset transactions.
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2. Create/Generate the Extract
The extract file contains information about
assets that may be scanned during the inventory
session.
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Scanner Input File Layout

• Field Name Len. Description
• TagNumber 12 Assets tag number.
• SerialID 20 Assets serial number.
• AssetID 12 Assets system ID same as tag .
• DeptID 10 Core-CT department ID of the asset.
• Model 30 Assets model number or name.
• Location 10 Core-CT location ID of the asset.
• Descr 30 Description of the asset.
• Custodian 30 Name of the Custodian
• EmplID 11 Employee ID of the asset custodian.
• Manufacturer 30 Assets manufacturer.

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3. Perform Inventory

• Perform Physical Inventory
• Scan Process
• Manual Process

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4. Load Inventory Results
After performing the inventory, the scan data is
uploaded into Core-CT.
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Scanner Output File - Layout

• File Layout Len. Description
• TagNumber 12 Assets tag number.
• SerialID 20 Assets serial number.
• AssetID 12 Assets system ID same as tag .
• Dept ID 10 Core-CT Department of the Asset
• Model 30 Assets model number or name.
• Location 10 Core-CT location ID of the asset.
• Description 30 A description of the asset.
• Custodian 30 Name of the asset custodian.
• EmplID 11 Employee ID of the asset custodian.
• Manufacturer 30 Assets manufacturer.
• MatchStatus 1 Reserved by the system.
• Review 1 Review requested for asset
• IP Address Not used.
• IP Alias Not used.
• SW Version Not used.
• Scan BU Not used.
• PI Operator 30 Name of Scanner operator.
• Comment 900 Operator comments .

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Scanner Output File Sample Data

• File Layout Len. Description
• TagNumber 12 8001008251
• SerialID 20
• AssetID 12
• Dept ID 10
• Model 30
• Location 10 ADOC333027
• Description 30
• Custodian 30
• EmplID 11
• Manufacturer 30
• MatchStatus 1 O
• Review 1 Y
• IP Address
• IP Alias
• SW Version
• Scan BU
• PI Operator 30 Jones
• Comment 900 Review asset status

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5. Resolve Duplicate Tag Serial s
Scan results with duplicate tags must be handled
prior to matching and generating transactions.
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6. Match Scanned Data w/ Scan Scope
The Generate Results step in the PI Process
matches the scanned data against the scan scope
defined earlier. The results are viewed via the
Review Matching Results page. Click a line for
more detailed information about the entry
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6. Match Scan Data w/ Scan Scope
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Types of Match Results - Status

• All match results are marked with a status
• Inventory - Assets that were expected to scan and
  did scan. The asset was defined in the scan scope
  and collected in the scan data.
• Over - Assets that were not expected to scan, but
  did scan. These assets were collected in the scan
  data but not defined in a scan scope.
• Under - Assets that were expected to scan, but
  did not scan. Defined in a scan scope but not
  collected in the PI scan data.

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Types of Match Results - Flags

• Match results may also be marked by a flag
• Result in Error indicates the asset could not be
  processed any further due to one of three
  conditions
• If any duplicate tags still exist in the scanned
  data, the results generated for those duplicates
  will contain errors.
• A scanned asset is recorded as retired in AM.
• A scanned tag was found for an asset in a
  business unit other than the one for which youre
  processing Physical Inventory.
• Manual Review Required is set if the scan
  operator requested a special review of the asset.
• These flags are fixed manually in Core-CT.

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7. Generate Transactions

• The Generate Transactions step of the PI
  process creates transactions that reconcile the
  data in Core-CT Asset Management with the results
  of the physical inventory.
• Transactions are processed through the AM
  interface. They are reviewed, and loaded into AM
  via the Transaction Loader process.

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Setup Extract and Scan Scope

• Define Criteria in Production
• Extract
• Scan Scope
• Define an Inventory Occurrence
• Complete steps 12
• Extract
• Gen Extract

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Scanner Setup

• Down Load Active Sync
• Down Load Application Software
• Demonstrate Scanner

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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