Asset Management User Group Meeting

February 21 & 27, 2006

2

Today’s 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

3

Reminders

Share this information with staff at your agencyReduces questionsReduces errorsIncreases productivity

4

Reminders

Year End Error notificationsCore-CT notifies agencies of errorsAgency staff needs to keep up with error

correctionSpend your budgeted fundsMake 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

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?

A handout has been created to aid users.

We do ask that users read the manual as well.

Please Read the Manual

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

“On-Line” Customized Bar Code Label

Contract!

Stay Tuned…

13

Revisions to the Property Control Manual

Chapter 3The 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 DateTBD

14

Physical Inventory must be completed in Core-CT

Two ways to conduct the physical inventoryHand held scanner countManual count

Revisions to the Property Control Manual

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

1. Profiles that begin with “1” VS “IS” Profiles

2. How the Profile Impacts the CO-59

3. Correct uses of 1Software Profile

22

Profiles that begin with “1” VS “IS” Profiles“IS” Profiles may only be used by Internal

Fund agenciesDASS1, DOCS1, ITDS1, DOTD1

“1” Profiles may be used by all agencies including Internal Fund agencies

1. Review Profiles

23

“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

1. Review Profiles

24

“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

1. Review Profiles

25

How the Profile Impacts the CO-59Profile determines

CategoryUseful Life (Depreciation)

– Depreciation is used by Comptroller in her annual financial report

1. Review Profiles

26

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

2. Review Profiles

EQUIP

27

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 1LCNTRL LCNTR 1LEASEPROP LIMPR 1SOFTWARE SOFT

2. Review Profiles

INFRA

BUILD

28

2. Review Profiles

29

Correct uses of 1Software Profile

Software written by or for the State

Does NOT include software we purchaseWe only purchase a license to useWe DO NOT own the source codeExample: Microsoft, anti-virus software

3. Review Profiles

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 SoftwareTrack outside of Core-CT

State Property Control Manual – Chapter 7

Track inside of Core-CT1CNTRLEstablish 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

1. Physical Inventory Training

2. Physical Inventory labs Scanner inventory Manual inventory Process

3. 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 2316 sessions / 14 users per sessionTwo sessions per day

8:30-12:00 and 1:00-4:30

State Office BuildingRoom G38Kelly Clark and Stephen PerkinsContact your Training Registration Contact

37

2. Help Desk Arrangements

Support Team (ARC)Carolyn MercierBetty DalySam JohnsElise HelmeckiBrenda Halpin

38

2. Help Desk Arrangements

All Physical Inventory questions702-TBD

Response will beEmailPhoneVisit to AgencyAsset Management lab

Response will be determined by the Helpdesk

39

3. Physical Inventory Labs

By AppointmentLabs are held on Fridays

8:30, 10:00, 11:30Contact 702-TBD Scanner labsManual Inventory labsProcess labs

40

Introduction to the CO-59

41

Introduction to the CO-59

Due October 1

ChangesListing is by CategoryLast Year Balance crosswalkAdditions and Deletions from Core-CT

42

Introduction to the CO-59

NewLANDIMPRO

OldLANDSite Improvements

43

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

44

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

45

Introduction to the CO-59

NewMaterials and Goods

in Process

Stores and Supplies

OldMaterials and Goods

in Process

Stores and Supplies

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_NEGCT_CORE_FIN_AM_COST_POS

CT_CORE_FIN_AM_DEPR_NEGCT_CORE_FIN_AM_DEPR_POS

CT_CORE_FIN_IN_CO_59_RCVCT_CORE_FIN_IN_CO_59_DEP

Asset Module Users

Reserved for OSC

Inventory Module Users

48

Resources

State Accounting ManualCommitments Section

3.4 Special Instructions for Leases and Contracts 5.4 Definitions and Guidelines for Capital Lease

Determinations

State Property Control ManualPrefaceChapter 3: Fixed Assets/Property Inventory Report Chapter 7: Software Inventory Control Policy and

Procedures

49

Fiscal Year End Activities

1. Record InterUnit Transfers

2. Record Retirements

3. Clear Pending Transactions

50

Fiscal Year End Activities

Record InterUnit TransfersCore-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

51

Fiscal Year End Activities

52

Fiscal Year End Activities

53

Fiscal Year End Activities

Record RetirementsCore-CT: Asset Management > Financial

Transactions > Retire/Reinstate Asset WLA: Core-CT Asset Management >

Adjusting, Transferring, Retiring, and Reinstating Assets > Data Entry Procedures > Retiring/Reinstating Assets

Role: CTAGYASSETPROCESSOR

54

Fiscal Year End Activities

55

Fiscal Year End Activities

Clean Pending TransactionsCore-CT: Asset Management > Send/Receive

Information > Approve Physical Information > Review-A

WLA: Core-CT Asset Management > Integrating With Other Applications > View Procedures > Loading Preview - Physical Transactions A

Role: CTAGYASSETPROCESSOR

56

Fiscal Year End Activities

57

ConclusionThank You for your participation

today. We hope this information proved helpful…

Look for this presentation and meeting Q & A’s 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 A&B

AR/BI/GL User Group Meeting March 2006 9am-noon (w/p.m. discussion) 101 East River Drive, Room 1002 A&B

***(don’t forget to sign up)