Property Inventory System

TTUHSC Finance Systems Management July 2017 |29

Table of Contents

Annual Certification Process

Overview and How to Access the System

Departmental Inventory Listing

Items Missing Information

Missing Property

Lost and Stolen Property

Annual Certification

Search Fixed Assets

Search by Category

Search by Tag or Serial Number

Transfers

Initiate

Pending

Approve

Delegate

Transfers

Questions and Help

Questions and Help Resources


Annual Certification Process

Overview and How to Access the System (click to return to TOC)

HSC OP 63.10, Property Management, defines the scope of property management at

TTUHSC, and provides the policy and procedures to manage, control and account for all

institutional property at TTUHSC. For additional information on property management policy

and procedures, please review this policy.

State law requires that a complete physical inventory be conducted each year. This

inventory, or Annual Certification, will be completed by the departmental Property Custodian

and other departmental personnel using the most recent listing from the Property Inventory

System.

The inventory process will occur over a two-month period in the spring of each year. Email

notifications will be sent to Property Custodians. All updates and changes that need to be

made must be entered and reflected in the inventory reports before the certification can

begin.

To access the Property Inventory System, log into the WebRaider portal and select F & A

Work Tools tab. Under the Finance portlet and Property Management, click the Property

Inventory System link.

The Property Inventory System may also be accessed through the Property Management

webpage.

Click Property

Inventory System

http://www.ttuhsc.edu/hsc/op/op63/op6310.pdf

http://www.fiscal.ttuhsc.edu/propertymanagement/

http://www.fiscal.ttuhsc.edu/propertymanagement/


Departmental Inventory Listing (click to return to TOC)

The first step of the Certification Process requires the verification of all property that is tied to

your department listed on the Departmental Inventory Listing. To access this report, click the

Reports link in the menu bar on the left side of the page.

The Select Report page displays a list of organizations and a list of Available Reports. Select

the Organization and then select the Report to view by clicking on the appropriate radio

button for each. After completing the selection, click Go To Report.

If you are authorized to view inventory for more than one department, change departments

by selecting a different department from the drop down menu and click Change Dept. The

department selected will display in the box.

Select Reports

Select Organization

Click Go To Report

Select Available Reports


Select the Departmental Inventory Listing from the Available Reports and click Go To

Report.

The Departmental Inventory Listing can be printed by selecting View PDF of Departmental

Inventory. Return to the Select Report page to change a selection by clicking the Select

Different Report or Organization link.

The verification of all property that is tied to a department listed on the Departmental

Inventory Listing includes verifying the serial number, the building and room location, and the

Select Departmental

Inventory Listing

Click Go To Report

Click

Change Dept

Select Department


condition of the asset. These fields can be edited, if corrections need to be made. To edit an

item, click Edit.

To edit the condition of the asset, click the drop down arrow under the Cond (Condition) field

and select from New, Good, Fair, or Poor.

To edit the serial number, enter the correct serial number in the textbox. It is important to

note that the serial number must be entered as the serial number assigned by the

manufacturer. Do not enter any other information in this field. Placing other

information in this field renders the asset unsearchable.

To edit the room location, first select the correct Building from the drop down menu. After

the correct building is selected, select the correct Room number from the drop down menu.

To cancel the changes for an item, click Cancel. After all the changes are complete, click

Update.

Click Edit

Select the

Condition

Enter the correct

Serial Number


The rows with changes will be highlighted in yellow. To cancel all changes, click the Undo

All Changes button. Verify all the changes entered are correct and then click Save.

Selecting Save will queue these changes to process in Banner.

Equipment which has become inadequate for the needs of a department may be used as a

trade-in towards the purchase of new equipment when the Property Custodian determines

that such action is in the best interest of TTUHSC. The department must file

Attachment C - Departmental Certification for Removal of an Inventoried Item form, stating

that the equipment will be used as a trade-in towards the purchase of new equipment. Select

Forms from the menu bar on the left side of the page, and then select TTUHSC.

The amount allowed for the equipment used as a trade-in must be shown on the form to

have the equipment deleted from inventory. The purchase order number that was used to

order the new equipment and references the trade-in must be included in the deletion reason

section.

Select Building

Verify changes are

correct and click Save

Click Update or

Cancel

Select Room

Click Undo All

Changes to

cancel changes

Rows with changes

highlighted in yellow


Items Missing Information (click to return to TOC)

The next step in the certification process requires the review of Items Missing Information.

Select the Reports link from the menu bar on the left side of the page.

From the Select Report page, select the appropriate Organization and Items Missing

Information from the Available Reports. When you have completed your selection, click Go

To Report.

Select Reports

Click Attachment C


The Items Missing Information page will display a list of inventory items from the selected

organization that require a serial number and/or room location. To edit an item, click Edit.

By selecting Edit, the row is placed in edit mode allowing any missing information to be

entered or to edit the condition, serial number, building and room fields. It is important to

note that the serial number must be entered as the serial number assigned by the

manufacturer.

Do not enter any other information in this field. Placing other information in this field

renders the asset unsearchable.

Select Items

Missing Information

Click Go To Report

Click Edit

Select

Organization


To cancel the changes, click Cancel. To save changes, select Update for each row that was

changed.

The rows with changes will be highlighted in yellow. To cancel all changes, click the Undo

All Changes button. Verify that all the changes entered are correct and then click Save. This

will queue the changes to process in Banner.

Missing Property (click to return to TOC)

If there are inventory items that are on the Departmental Inventory Listing that cannot

physically be located, these items must be reported as missing. Due diligence must be made

to locate the items before reporting them as missing.

Click Update

or Cancel

Edit Condition, Serial Number,

Building and Room

Click Undo All Changes

to cancel changes Rows with changes

highlighted in yellow

Verify changes are

correct and click Save


Click the Reports link in the menu bar on the left side of the page. Select Missing Property

from the list of Available Reports and click Go To Report.

Before certification is completed, all items that were not found during the review must appear

on the Missing Property report.

For items already on the report because they were reported as missing in previous

inventory cycles and are still missing, no further action is required.

For items reported in previous inventory cycles that were located during the current

review, notify Property Management at [email protected] to have the

items removed from the report.

For items identified as missing in the current review that are not already on the report,

submit the Attachment B - Missing, Lost or Stolen Property Report form. To access

the form, select the Forms link in the menu bar on the left side of the page. Click

TTUHSC and the form link, Attachment B.

Please allow 3 to 5 business days for Property Management to process the form. The

missing, lost or stolen items must appear on the report before proceeding with the

Certification Process.

Select Missing Property

Click Go To Report

mailto:[email protected]


Make every attempt to locate all missing items as they will be reported to the State

Comptroller’s Office after two calendar years from the date that it was determined the

property was missing.

Lost and Stolen Property (click to return to TOC)

Click the Reports link in the menu bar on the left side of the page. Select Lost and Stolen

Property from the list of Available Reports and click Go To Report.

Select Lost and

Stolen Property

Click Go To Report

Click TTUHSC

Click

Attachment B Select Forms


If items on this list have been located, please notify Property Management at

[email protected].

Annual Certification (click to return to TOC)

The Annual Certification is a two-step process. It must first be submitted by the Property

Custodian or an individual the Property Custodian has designated, and then

approved/certified by the Property Custodian. If the individual is not able to view the reports

for the department, email Property Management at [email protected].

Submitting Certification

After completing all edits and transfers, reporting missing items, and verifying that the

Departmental Inventory Listing is correct, submit the reports for certification. Please keep in

mind that any changes that were submitted to Property Management could take several days

to process, and you must ensure these items are appropriately reflected on the reports

before submitting for certification.

Click the Reports link in the menu bar on the left side of the page. Select Annual

Certification from the list of Available Reports, and click Go To Report.

The Annual Certification History page includes a listing of previous years’ certified inventory

reports for the selected organization. Click Submit This Year’s Inventory Reports for

Annual Certification.

Select Annual

Certification

Click

Go To Report




The top part of the Submit Annual Certification page provides links to each of the inventory

reports that will be submitted. Click the links and make sure each of the reports are correct.

The middle of the page contains a statement of acknowledgment for the submitter when the

certification is submitted. The submitter should read the statement and understand that they

are affirming the condition and location of all property is accurately reflected in the TTUHSC

Property Inventory System. The name of the person designated as the approver for the

certification of the annual property inventory is listed. If the person listed is not the correct

person, contact Property Management by using the link.

Check the statement box and click the submission button to submit the annual certification.

Click Submit This Year’s

Inventory Reports for

Annual Certification

Inventory Report links

Click to

Submit for Annual

Certification

Check

Statement


The confirmation screen confirms the Annual Certification has been submitted for approval.

When the departmental inventory is submitted for certification, the submitter and the date the

report was submitted will display on the Annual Certification History page.

Approving Certification

An automated email is sent to the departmental Property Custodian to notify them that the

inventory is ready for annual certification. When the Property Custodian receives the email

notification, they are able to click the link in the email and log into the TTUHSC Property

Inventory System.

Select Reports in the left menu bar, and then click the red text highlighted in yellow. There

are items requiring your approval. Click here to view them.

Submitted By and Submit Date

Request submitted for approval


The next screen will show all of your pending inventory reports waiting for approval. You may

View or Deny the reports. If all reports are correct, select View.

The top part of the Approve Annual Certification page provides links to each of the inventory

reports that will be submitted. Click the links and make sure each of the reports are correct.

The middle of the page contains a statement of acknowledgment for the submitter when the

certification is approved. The Property Custodian should read the statement and understand

that they are affirming the condition and location of all property is accurately reflected in the

TTUHSC Property Inventory System.

Check the statement box and click the submission button to complete the annual

certification.

Click to view Individual

Property Reports Click View or Deny

Click Reports

Click There are items requiring your

approval. Click here to view them.


Once the Annual Certification is approved, the Annual Certification Confirmation screen will

appear and allow you to return to the annual certification history or select a different report.

An email with the Annual Certification Confirmation will also be sent to the submitter.

Request submitted for approval

Inventory Report links

Click to

Submit for Annual

Certification

Check

Statement


Search Fixed Assets

Search by Category (click to return to TOC)

The Property Inventory System has two search options for fixed assets including Search by

Category and Search by Tag/Serial Number.

To search by category, select the Search Fixed Assets link from the menu bar on the left

and select Search by Category.

Select the category from the drop down menu and click Search.

A list of all items at TTUHSC that are in the category selected will display with the Tag

Number, Description, Department, and Property Custodian.

Click this link to log in Click this link to log in

Select Search by Category

Select a Category

Click Search


Search By Tag or Serial Number (click to return to TOC)

To search by tag or serial number, select the Search Fixed Assets link from the menu bar

on the left and select Search by Tag or Serial Number.

Items found in your department that are not on your inventory list can be searched by either

tag or serial number to determine whose inventory list the item is on. It is possible that an

item was transferred to your department, but the documentation was not completed. Please

notify Property Management if this is the case.

Enter the Tag Number or Serial Number and click Search.

The search results will display with the Tag Number, Serial Number, Manufacturer, Model,

Description, Location (Room and Building), Acquisition Date, Department, Organization, and

Property Custodian.

Select Search By Tag

or Serial Number

Enter Tag Number or Serial Number

Click

Search


Transfers

Initiate (click to return to TOC)

If inventory items need to be transferred to another department, select the Transfers link in

the menu bar on the left side of the page and select Initiate.

Assets can be transferred from the Departmental Inventory Listing or Items Missing

Information report. Select the report from the list of available reports and click Go To Report.

To initiate a transfer, check the transfer box located on the line item of the asset to transfer

and then click the Transfer button.

Select Initiate

Select Departmental

Inventory Listing

Click Go To Report


The Transfer page will be pre-populated in the left box with the Tag #, Description, current

Orgn and Room of the asset selected to transfer. Displayed in the right box are drop down

menus to select the Department, Orgn, Building, and Room for the transfer. Department

and Orgn are required for submission. The Building, Room and Transfer Reason may be

entered but are not required for submission. Click Submit to initiate the transfer.

A confirmation screen will appear indicating the transfer has been successfully submitted.

The transfer number will be provided. An automated email is sent to the Property Custodian

of the department the asset is being transferred to.

Transfer to Surplus

To transfer items to Surplus, select the Transfers link in the menu bar on the left side of the

page and click Initiate. An Asset can be transferred from the Departmental Inventory Listing

Select Department and Orgn

Click Submit

Click Transfer

Check Transfer box


or Items Missing Information report. Select the report from the list of available reports and

click Go To Report.

To initiate a transfer, check the transfer box located on the line item of the asset to transfer.

Then click the Transfer button.

The Transfer page will be pre-populated in the left box with the Tag #, Description, current

Orgn and Room of the items selected to transfer. Displayed in the right box are drop down

menus to select the Department, Orgn, Building, and Room for the transfer. The

department must initiate the transfer to the respective Surplus Property Department. HSC

OP 63.11, Attachment B, outlines the process for the Lubbock campus. Other locations

should contact their Surplus Property Coordinator. When completed, click Submit.

Select Departmental

Inventory Listing

Click Go To Report

Click Transfer

Check Transfer box

http://www.ttuhsc.edu/hsc/op/op63/op6311b.pdf


For the Lubbock campus only, once the transfer is pending, run the Surplus Property

Pending Transfer report located at: Cognos > HSC Finance > Specialized Department

Reports > General Services. Running the report produces an auto-populated form of the

items from the online transfer request. Add any non-inventoried items that will transfer at the

same time. Provide complete descriptions to ensure proper identification. If only non-

inventoried items have to be sent to Surplus, use the Non-Inventoried Form. For computers,

use the Computer Disposal Form. The form is optional for Lubbock Surplus. For laptops,

refer to Process for Laptop Surplus. Follow your campus policy to arrange pick-up.

Pending (click to return to TOC)

View

To view the transfer, mouse over the Transfers link in the menu bar on the left side of the

page and select Pending.

The Pending Transfers page will provide a list of transfers on which you are either the

initiator, the custodian of the Department the asset is being transferred to, or the delegate

Select Pending

Select Department

and Orgn

Click Submit

https://cognos.texastech.edu/ibmcognos/cgi-bin/cognos_module?b_action=cognosViewer&ui.action=run&ui.object=%2fcontent%2ffolder%5b%40name%3d%27HSC%20Finance%27%5d%2ffolder%5b%40name%3d%27Specialized%20Department%20Reports%27%5d%2ffolder%5b%40name%3d%27General%20Services%27%5d%2freport%5b%40name%3d%27Surplus%20Property%20Pending%20Transfer%27%5d&ui.name=Surplus%20Property%20Pending%20Transfer&run.outputFormat=spreadsheetML&run.prompt=true

https://cognos.texastech.edu/ibmcognos/cgi-bin/cognos_module?b_action=cognosViewer&ui.action=run&ui.object=%2fcontent%2ffolder%5b%40name%3d%27HSC%20Finance%27%5d%2ffolder%5b%40name%3d%27Specialized%20Department%20Reports%27%5d%2ffolder%5b%40name%3d%27General%20Services%27%5d%2freport%5b%40name%3d%27Surplus%20Property%20Pending%20Transfer%27%5d&ui.name=Surplus%20Property%20Pending%20Transfer&run.outputFormat=spreadsheetML&run.prompt=true

http://www.ttuhsc.edu/gs/documentservices/documents/SPPT.xlsx

http://www.ttuhsc.edu/gs/surplus/images/CDF.jpg

http://www.ttuhsc.edu/gs/surplus/documents/OP63_11C_060816.pdf


approver for that custodian. Click the red transfer ID number link to view the transfer.

Cancel

The initiator of a transfer can cancel a transfer if the transfer is in a submitted status (not

approved or rejected).

If you need to delete the transfer, click Cancel. Reasons for deleting the transfer are optional

and can be entered in the Cancel Comments field.

A confirmation screen indicating the transfer has been successfully cancelled will appear.

When the initiator of a transfer cancels a transfer, an automated email will be sent to the

Property Custodian.

Click ID Number

Click Cancel

Enter Cancel

Comments


Reject

To reject transfers initiated to the department where you are the Property Custodian or

delegate approver, click the Transfers link in the left side of the page and select Pending.

On the Pending Transfers page, locate the transfer and click the red transfer ID number link.

The receiving department’s custodian or custodian’s delegate can reject a transfer by

clicking Reject if the transfer is in a submitted status (not approved or cancelled). Entering

comments for the reason of rejection is recommended but not required.

Click the ID

Enter Rejection

Reason

Click Reject


An automated email is sent to the initiator when a transfer is rejected.

Approve

To approve transfers initiated to the department where you are the Property Custodian or

delegate approver, click the Transfers link in the menu bar on left side of the page and

select Pending. Click the Approve button. Remember, transfers require a transfer reason

before approval.

Approve (click to return to TOC)

Transfers may also be approved from the Transfers link in the menu bar on left side link of

the page, and clicking Approve. If you want to view a transfer and approve individually, click

the red Transfer ID. To approve one or more transfers, click the check boxes and then

select Approve.

Click

Approve

Check boxes of

transfers to approve

Click ID to view

Enter Transfer

Reason

Click

Approve


A confirmation screen will indicate the transfer has been successfully approved. An

automated email will be sent to the initiator when a transfer has been approved.

Delegate (click to return to TOC)

By default department custodians always have access to approve transfers to their

department. The Delegates page will allow the Property Custodian to assign a delegate who

will also be able to approve transfers to their department. To access the Delegates page,

mouse over Transfers in the menu bar on the left side of the page and select Delegate.

On the Delegates page, click Update to add or change a delegate. To remove a current

delegate, click Remove.

Names are searched in “First, MI, Last” format. The percent symbol (%) may be used to help

with a search. Enter all or part of a name to search and click Search.

Select Delegate

Click Update

Enter name

Click Search


Select the delegate by clicking the red R number link.

The new delegate will now be assigned. Again, changes to the delegate can be made by

clicking Update. To delete the delegate, click Remove.

Transfers (click to return to TOC)

To search for a Transfer, mouse over Transfers in the menu bar on the left side of the page

and select Search.

Click R number

New Delegate

Select Search


On the Transfer Search page,

enter the parameters to view a

list of transfers. The search

feature uses “AND” when more

than one criteria is specified, so

the results will match all the

criteria specified and not just

one or the other. For the

initiator, enter all or part of the

name to search. The percent

symbol (%) may be used to help

with a search. Enter the desired

search criteria and click Search.

Click the red ID number link to view the transfer.

The transfer will display the initiated Orgn and Room and the pending/approved Department,

Orgn, Building, and Room.

Click the ID number

Enter search criteria

Click Search


Questions and Help (click to return to TOC)

For additional help resources, click Help in the menu bar on the left side of the page and

then click TTUHSC. Select any of the PDF documents to assist with Property Inventory.

For questions, contact Property Management at [email protected].

Click Help

Click TTUHSC

Select

any PDF

document


Property Inventory System

Documents

Transcript of Property Inventory System