Georgia FIRST Financials How to Better Manage Your

Georgia. FIRST Financials How to Better Manage Your Assets in People. Soft 9. 2 Wanda Aldridge, ITS Christy Todd, ITS

Agenda • The Upgrade Process -- where we are today • The Upgrade Process -- upcoming activities • Changes in Version 9. 2 – – – – Dropped reports and pages Handling of Federally Funded Assets Handling of Missing Assets File Attachments Asset Acquisition Detail New Reports Other New Features

The Upgrade Process • Reviewed new functionality available in 9. 2 • Completed Fit/Gap sessions – Reviewed each modification to see if it was still necessary or if there was an acceptable workaround • Why reduce modifications? • Presented Decisions to Chief Accounting Officers for their approval • Currently creating functional specifications for modifications; development work • Currently reviewing configuration

Upcoming Activities • System Testing – testing of delivered functionality, modifications being carried forward, new modifications • Clean-up Tasks – Interface Items in a status of Pending • User Acceptance Testing • Documentation

Changes in Version 9. 2 • Dropped Reports* – AM to Journal Audit Report – Asset PO Voucher Compare Report – Physical Inventory Report modifications *reports were dropped primarily due to reporting metrics that indicated very little usage

Changes in Version 9. 2 • Dropped Pages/Processes – Custom values and custom page related to Federally funded assets – Custom values and custom page related to Missing assets – DOAS Inventory Interface – no longer required

Federally Funded Assets • Handling of Federally Funded Assets – Currently we have custom values in the Acquisition field and a custom page that tracks attributes – In version 9. 2, we will be using People. Soft delivered field, Asset Class to identify federally funded assets. We will also use the delivered asset attribute fields. • Will modify the Federal Asset report to refer to the new fields.

Federally Funded Assets–Version 8. 9

Federally Funded Assets – Version 8. 9

Federally Funded Assets – Version 9. 2

Federally Funded Assets – Version 9. 2

Missing Assets • Missing Assets – Currently there is a modification that adds the value “Missing” to the Asset Status drop-down box. Additionally, there is a custom field, Missing Date, that writes to a separate BOR created table (Missing_Date_BOR) – In Version 9. 2, we will Retire an asset using the Retirement code, Missing, to indicate a missing asset

Missing Assets– Version 8. 9

Missing Assets – Version 9. 2

Missing Assets – Version 9. 2 • Query will be developed to track any assets with a retirement status of Missing and the Retirement transaction date. • If the asset is found during the two year period, it can be reinstated. • If the asset is not found during the two year period, it should be reinstated and then re-retired using the proper disposal code (ex: Disappeared Asset, Disposal Due to Theft, etc). • This method has the additional benefit of preventing the missing asset from depreciating during the missing period

File Attachments • Version 9. 2 allows file attachments for assets

File Attachments

Asset Acquisition Detail Multiple Asset Acquisition Detail rows can be added at the same time without leaving the page

New Reports • Asset NBV to Dist_Ln Compare reports – Will replicate the data on the BOR_AM_NBV_COMPARE query – Compares the NBV of an asset with what has posted for that asset in Dist_Ln

New Reports • Dist_Ln to Journal Compare Report – Replicates the detail from the BOR_AM_DIST_JRNL_RECON query • Also includes manual journals – Compares AM entries in Dist_Ln to those in the Journal per asset

New Reports • Report that compares Journal Information from Dist_Ln to Journal and Trial Balance. • So new that it does not even have a name yet • Report that replicates BOR_AM_CY_RECON query – Excludes period 0 data from the trial balance

Query is currently run by Account and Fiscal Year. May add more parameters.

New in 9. 2 – Other Items • Ability to track warranty and license data has been expanded – Detailed description field on Location/Comments/Attributes page • Additional fields have been added to further define an asset’s physical attributes • Capitalization Thresholds can be used to automate categorizing assets as SVP or depreciable assets • Combo-editing in AM • Queries will be renamed to use a standard naming convention – BOR_AM_query_name

New in 9. 2 – Other Items • There are currently modifications in Purchasing and Accounts payable that affect Asset Management – Current mod verifies that if an asset account number is used, then the profile_id is populated; if a profile id is used, that the account number is in the range of the asset accounting entry template – These modifications will be replaced with PO and Voucher Workflow. • If an asset account is used, the cost is over $3000. 00, and the profile id is blank, the transaction will route to an approver • If a profile_id is populated but an asset account is not used, the transaction will route to an approver

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