Asset Management User Group MeetingFebruary 21 & 27, 2006

Todays AgendaReminders John HarnickScanner Contract Update Kathleen M. AndersonOverview of Physical Inventory Stephen PerkinsReview agency use of Profiles Roland LatailleAsset Mgmt training events Kelly ClarkIntroduction to the CO-59 Stephen PerkinsFiscal Year End Activities Kelly Clark

RemindersShare this information with staff at your agencyReduces questionsReduces errorsIncreases productivity

RemindersYear End Error notificationsCore-CT notifies agencies of errorsAgency staff needs to keep up with error correctionSpend your budgeted fundsMake FYE work smoothly

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

How Can Agencies Purchase Scanners?MicromationAttn: Jan Schulze schulze@micromation.com16300 Katy Freeway, Suite 140Houston, Texas 770941-800-959-1960Fax: 281-578-0414

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.

What to purchase?Intermec CK31C-CK31CA RF Handheld Computer $1,709.50 eachStandard Range Laser $189.00 eachDOC, COMM, Single Position, CK30/31 Part No. AD1 $193.60 eachPower Supply Part No. 073573 - $67.50 eachAC Power Cord US Part No. 586105 - $5.40 eachUSB CablePart No. 321-576-002 - $26.40 eachTotal $2,165.00Single Scanner

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

Downloading InstructionsGo 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

Questions, issues, concerns?Application issues - Contact the CORE-CT HelpDesk 860-622-2300 core.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

On-Line Customized Bar Code LabelContract!Stay Tuned

Revisions to the Property Control ManualChapter 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

Revisions to the Property Control ManualPhysical Inventory must be completed in Core-CTTwo ways to conduct the physical inventoryHand held scanner countManual count

Inventory in Accordance with the Property Control Manual

Inventory in Accordance with the Property Control Manual

Inventory in Accordance with the Property Control Manual

Inventory in Accordance with the Property Control Manual

Inventory in Accordance with the Property Control Manual

Inventory in Accordance with the Property Control Manual

Review ProfilesProfiles that begin with 1 VS IS Profiles

How the Profile Impacts the CO-59

Correct uses of 1Software Profile

1. Review ProfilesProfiles that begin with 1 VS IS ProfilesIS 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 Profiles1 May be used by all State Agencies1FINEARTFine Art & Historical Treasures1LANDState Owned Land1SITEIMPROSite Improvements1LEASEPROPLeased Property Improvements1BUILDINGSState Owned Buildings1LEASEDBUILeased Buildings1SOFTWARESoftware Owned By State1BOOKS/MAPBooks, Maps, & Records1EQUIPMENTFurnishings & Equipment1LIVESTOCKLivestock1AIRCRAFTAircraft & Equipment1VEHICLESCars, Buses, Trucks etc.1BOATBoat1RAIL CARRailroad Car1CNTRLITEMControllable Assets1LCNTRLLease Controllable 1ROAD/BRIGRoads and Bridges1RAIL/BRIGRailways and Bridges1AIR LANDAirport Landing & Parking-20 yrs 1CONSTRUCTConstruction in Progress

1. Review ProfilesIS Restricted to Internal Service Fund AgenciesISEQUIP3Equipment 3 year lifeISEQUIP4Equipment 4 year lifeISEQUIP5Equipment 5 year lifeISEQUIP10Equipment 10 year lifeISEQUIP84Equipment 84 monthsISEQUIP66Equipment 66 monthsISVEHICLESCars, Buses, Trucks etc.ISBUILD30Airport Buildings-30 yearsISBUILD20Airport Buildings-20 yearsISBUILD10Airport Buildings-10 yearsISAIRLANDAirport Landing & Parking-15 yrs ISAIRLANDAirport Landing & Parking-30 yrsISWATERSYSWater SystemISSEWERSYSSewer SystemISGLYCOLGylcol System

1. Review ProfilesHow the Profile Impacts the CO-59Profile determinesCategoryUseful Life (Depreciation)Depreciation is used by Comptroller in her annual financial report

2. Review ProfilesEquipment applies to 1 and IS ProfilesPROFILECATEGORY1AIRCRAFT 1BOAT 1BOOKS/MAP 1EQUIPMENT 1LIVESTOCK 1RAIL CAR 1VEHICLES ISEQUIP10 ISEQUIP3 ISEQUIP4 ISEQUIP5 ISEQUIP66 ISEQUIP84 ISVEHICLES EQUIP

2. Review ProfilesPROFILECATEGORY1FINEART ART1BUILDINGS ISBUILD10 ISBUILD20 ISBUILD30 1CNTRLITEM CNTRL1CONSTRUCT CONST1SITEIMPRO IMPRO1AIR LAND 1RAIL/BRIG 1ROAD/BRIG ISAIRLAND ISAIRLAND ISGLYCOL ISSEWERSYS ISWATERSYS 1LAND LAND1LEASEDBUI LBUIL1LCNTRL LCNTR1LEASEPROP LIMPR1SOFTWARE SOFTINFRABUILD

2. Review Profiles

3. Review ProfilesCorrect 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 ProfilesSoftware 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)

3. Review ProfilesSoftware 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

3. Review ProfilesTracking Licensed SoftwareTrack outside of Core-CTState 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 systemOR

3. Review Profiles

Upcoming Asset Training EventsPhysical Inventory TrainingPhysical Inventory labsScanner inventoryManual inventoryProcessHelpdesk arrangements

1. Physical Inventory TrainingDesigned for person responsible for performing the inventory

Only Asset Processors will be admitted

Scanner agencies trained separately from manual agenciesFAM210 Physical Inventory (Scanner)FAM211 Physical Inventory (Manual)

Sessions will be formally announced after the February 27 user group meeting

1. Physical Inventory TrainingMarch 13 through March 2316 sessions / 14 users per sessionTwo sessions per day8:30-12:00 and 1:00-4:30State Office BuildingRoom G38Kelly Clark and Stephen PerkinsContact your Training Registration Contact

2. Help Desk ArrangementsSupport Team (ARC)Carolyn MercierBetty DalySam JohnsElise HelmeckiBrenda Halpin

2. Help Desk ArrangementsAll Physical Inventory questions702-TBDResponse will beEmailPhoneVisit to AgencyAsset Management labResponse will be determined by the Helpdesk

3. Physical Inventory LabsBy AppointmentLabs are held on Fridays8:30, 10:00, 11:30Contact 702-TBD Scanner labsManual Inventory labsProcess labs

Introduction to the CO-59

Introduction to the CO-59Due October 1

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

Introduction to the CO-59NewLANDIMPRO

OldLANDSite Improvements

Introduction to the CO-59NewBUILD LBUIL - Leased BuildingsLIMPR - Leased Buildings (Improvements)

ART

Other Property Owned with Trustee FundsOldBuildingsImprovements on Leased Property

Works of Art, Historical Treasures

Other Property Not Owned by the StateProperty of the US Government

Introduction to the CO-59NewEquipmentOldBooks, Maps, Records, VideoExceptional ItemsFurnishings and EquipmentLivestockAircraft & EquipmentCars, Trucks, Buses, MotorcyclesBoatsRailroad Stock

Introduction to the CO-59NewMaterials and Goods in Process

Stores and SuppliesOldMaterials and Goods in Process

Stores and Supplies

Introduction to the CO-59New Categories

CONST Construction in Progress

LEQUI Leased Equipment (Capitalized)SOFT Software Owned by the State (Capitalized)

INFRA Infrastructure Real PropertyGAAP Personal PropertyOther

Introduction to the CO-59Queries 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_DEPAsset Module UsersReserved for OSCInventory Module Users

ResourcesState Accounting ManualCommitments Section3.4 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

Fiscal Year End ActivitiesRecord InterUnit Transfers

Record Retirements

Clear Pending Transactions

Fiscal Year End ActivitiesRecord 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 AssetsWLA: Core-CT Asset Management > Job Aids > Job Aid Procedures > Different Adjustment TypesRole: CTAGYFINASSETPROCESSOR

Fiscal Year End Activities

Fiscal Year End Activities

Fiscal Year End ActivitiesRecord 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 AssetsRole: CTAGYASSETPROCESSOR

Fiscal Year End Activities

Fiscal Year End ActivitiesClean 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 ARole: CTAGYASSETPROCESSOR

Fiscal Year End Activities

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

The State Property Control Manual (Chapter 3) has been updated to reflect processing in Core-CT.The Comptroller has made it a policy that the annual inventory of assets must be recorded in the Asset Management module of Core-CT.The completion of the physical inventory process takes into account that not all agencies use scanners or intend to use scanners.With the exception of one step, the process will be the same, whether an agency is using scanners or performing a manual count.Manual count agencies will have to format the output from Core-CT in order to correctly account of assets.The Core-Ct training team will be holding classes to teach the specifics of conducting the physical inventory. This is meant only as an overview.The first step in setting up the physical inventory is to define the scope of the inventory. You can count and process an entire agency or a segment of an agency. Agencies with multiple physical locations may find it easier to count each physical location as its own counting event.There are two events that need to be definedThe scan scope used by the Core systemThe extract which creates an eye readable documentThe second tab allows you to define the location or department that you want to inventory. These are the criteria fields for your Scan and Extract.Locations were configured as part of the setup for Asset Management.Departments are Chartfield values.Once you have defined which part of your agency you want to count, the Asset Management module has to create the instructions it will use to gather the information. These definitions are reusable, but keep in mind that each time you reuse a definition you have to regenerate the instructions.If you could run this process from here you would count the rows to be processed. Since this process has to be run in batch, you cannot count the rows. If you select Count, you will get an error message. Ignore the count button.Once you have defined the locations or departments you wish to inventory, you have to set up an occurrence that brings together the two definitions (scan scope and extract).The occurrence also assigns an Interface Id (next slide) that the agencies will use to complete the inventory.This page determines how Core-CT will handle the physical inventory results that you produce using a scanner or by manual count.This page shows the processing steps required to complete the physical inventory process. The first two steps are used to generate information that is used by the people conducting the inventory.Between the second and the third steps, the inventory count takes place.Third through fifth steps inventory information is processed in Core-Ct.Sixth through ninth steps temporary files are deleted so you can reuse this run control for other physical inventory counts.

Classes going into detail will be held in March. There will be more information on thes classes a little later in this presentation.This part of our presentation covers the use of profiles in Core-CT. The Asset Management team has been reviewing how agencies have been using Profiles in anticipation of Fiscal Year End processing and has noticed that some mistakes were made in assigning Profiles to equipment.There are two major types of Profiles:1 profiles which are used by all agencies to classify the assets owned by an agency;IS profiles which may be used only by Internal Service Fund agencies

Internal Service Fund agencies have some unique reporting requirements that require a level of detail that is different from General Fund agencies. The IS profiles were developed to recognize those differences.

If you are not an Internal Service Fund agencies you cannot use the IS profile. If your agency does both ISF and General fund (ex. DASS1 and DASM1) only the ISF portion may use the IS profiles. This is a list of 1 profiles. These profiles may be used by both general fund and ISF agencies.The IS profiles are restricted for use by ISF agencies. The ISF agencies were listed on a previous page and are:DASS1ITDS1DOCS1DOTD1The profile determines the Category.Category provides a grouping mechanism for assets. In many cases, there is a one to one relation between Profile and Category. In other cases, Category includes a number profiles. Category is used by the Comptroller in order to classify assets for reporting purposes.Profiles also determine the useful life of an asset. While some of you may feel these classifications are too broad for all of the equipment an agency uses, remember that just because an asset has used up its useful life according to Core-CT it doesnt mean that you have to retire it. You can continue to use an asset for as long as you need to.

All of these profiles are categorized as Equipment for reporting purposes (yes, even livestock).This slide shows the remaining profiles and how they are classified for reporting purposes.This is a draft of the CO-59 that you will use to record your assets as 6/30/2006 (fiscal year 2006)The Asset Management Team has noticed incorrect usage of the 1SOFTWARE profile.The State Software Policy has been incorporated as part of the State Property Control Manual Chapter 7.These quotes are from the Preface to the State Property Control Manual.Software that is owned by the State will be listed on the CO-59 in a separate category. Formerly, it was carried as an exceptional item under the Personal Property section.Chapter 7 of the State Property Control Manual details the requirements for agencies to maintain a listing of licensed software used by the agency. Licensed software does not need to be tracked in Core-CT.Some agencies have expressed an interest in tracking software in Core-CT.First, Core-CT is a financial system and not a software tracking system. This means it may not do everything you want it to.If you choose to track software within Core-CT then you would use the 1CNTRL Profile, but you would create an Asset Class called Software so you can report on the amounts and types of software licenses in your possession.This shows an example of how you can use Core-CT to track software.In this section, we will review how the CO-59 has been revised to reflect the Categories and the States asset accounts.The CO-59 is still due by October 1 for inventories conducted by June 30th.The listing will now be by Category. Formerly, the listing was by what we now call Profile. We have already discussed how Profiles relate to Categories in previous slides.We will explain how you can get your new starting balances and how you will figure your additions and deletions.There has been no change.Buildings have been split between buildings the State owns versus buildings the State leases under FASB 13 rules. If it is not a capital lease under FASB 13 rules then it does not have to be included on the CO-59Other Property Owned with Trustee Funds is really a new listing. Research determined that there was not any real value to the old information, Insurance Risk Management was unconcerned with the information as it did not require any special insurance, therefore, it served no purpose. The reason why we have titled it as Other Property Owned with Trustee Funds, is for the assets held in trustee accounts and we may require this information for possible audits in the future. Property not owned and property of the US government will no longer be collectedThe Category Equipment collects together in one listing all of the items listed here on the right. Remember that Exceptional Items will no longer include software written by or for the State. That will have its own designation.There is no change in these two classifications.These are new categories that were not collected in the past.Note about Infrastructure. If you have a question about whether your agency has infrastructure, please contact the Comptrollers Office.There are six queries used for the completion of the CO-59.Two Asset Management module queriesTwo Inventory module queriesTwo queries reserved for use by the Comptrollers Office.Before you call with your questions, be sure you have reviewed the appropriate section of the State Accounting Manual or the State Property Control Manual.Be sure these activities are up to date. Youll be glad you did as we get closer to 6/30.Where to get information about interunit transfersWhere to get information about asset retirementsWhere to get information about pending transactions.