1. Asset Management User Group Meeting February 21 & 27, 2006

2. 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. 3 Reminders  Share this information with staff at your agency  Reduces questions  Reduces errors  Increases productivity

4. 4 Reminders  Year End Error notifications  Core-CT notifies agencies of errors  Agency staff needs to keep up with error correction Spend your budgeted funds Make FYE work smoothly

5. 5 Scanners for Asset/Inventory The State supported handheld scanner will be the wireless Intermec CK31CA RF.

6. 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. 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. 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. 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. 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. 11 Questions, issues, concerns?  Application issues - Contact the CORE-CT HelpDesk 860- 622-2300 core.support@ct.gov core.support@ct.gov  Contract issues – Marcie Wilson, PSO2 DOIT 860-622-2329 or marcie.wilson@ct.gov marcie.wilson@ct.gov  Micromation issues – Jan Schulze 1-800-959-1960 or schulze@micromation.com schulze@micromation.com

12. 12 “On-Line” Customized Bar Code Label Contract! Stay Tuned…

13. 13 Revisions to the Property Control Manual  Chapter 3  The 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 Date  TBD

14. 14  Physical Inventory must be completed in Core-CT  Two ways to conduct the physical inventory  Hand held scanner count  Manual count Revisions to the Property Control Manual

15. 15 Inventory in Accordance with the Property Control Manual

16. 16 Inventory in Accordance with the Property Control Manual

17. 17 Inventory in Accordance with the Property Control Manual

18. 18 Inventory in Accordance with the Property Control Manual

19. 19 Inventory in Accordance with the Property Control Manual

20. 20 Inventory in Accordance with the Property Control Manual

21. 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. 22  Profiles that begin with “1” VS “IS” Profiles  “IS” Profiles may only be used by Internal Fund agencies DASS1, DOCS1, ITDS1, DOTD1  “1” Profiles may be used by all agencies including Internal Fund agencies 1. Review Profiles

23. 23  “1” May be used by all State Agencies  1FINEARTFine Art & Historical Treasures  1LANDState Owned Land  1SITEIMPROSite Improvements  1LEASEPROPLeased Property Improvements  1BUILDINGSState Owned Buildings  1LEASEDBUILeased Buildings  1SOFTWARESoftware Owned By State  1BOOKS/MAPBooks, Maps, & Records  1EQUIPMENTFurnishings & Equipment  1LIVESTOCKLivestock  1AIRCRAFTAircraft & Equipment  1VEHICLESCars, Buses, Trucks etc.  1BOATBoat  1RAIL CARRailroad Car  1CNTRLITEMControllable Assets  1LCNTRLLease Controllable  1ROAD/BRIGRoads and Bridges  1RAIL/BRIGRailways and Bridges  1AIR LANDAirport Landing & Parking-20 yrs  1CONSTRUCTConstruction in Progress 1. Review Profiles

24. 24  “IS” Restricted to Internal Service Fund Agencies  ISEQUIP3Equipment 3 year life  ISEQUIP4Equipment 4 year life  ISEQUIP5Equipment 5 year life  ISEQUIP10Equipment 10 year life  ISEQUIP84Equipment 84 months  ISEQUIP66Equipment 66 months  ISVEHICLESCars, Buses, Trucks etc.  ISBUILD30Airport Buildings-30 years  ISBUILD20Airport Buildings-20 years  ISBUILD10Airport Buildings-10 years  ISAIRLANDAirport Landing & Parking-15 yrs  ISAIRLANDAirport Landing & Parking-30 yrs  ISWATERSYSWater System  ISSEWERSYSSewer System  ISGLYCOLGylcol System 1. Review Profiles

25. 25  How the Profile Impacts the CO-59  Profile determines Category Useful Life (Depreciation) –Depreciation is used by Comptroller in her annual financial report 1. Review Profiles

26. 26  Equipment applies to “1” and “IS” Profiles  PROFILECATEGORY  1AIRCRAFT  1BOAT  1BOOKS/MAP  1EQUIPMENT  1LIVESTOCK  1RAIL CAR  1VEHICLES  ISEQUIP10  ISEQUIP3  ISEQUIP4  ISEQUIP5  ISEQUIP66  ISEQUIP84  ISVEHICLES 2. Review Profiles EQUIP

27. 27  PROFILECATEGORY  1FINEART ART  1BUILDINGS  ISBUILD10  ISBUILD20  ISBUILD30  1CNTRLITEM CNTRL  1CONSTRUCT CONST  1SITEIMPRO IMPRO  1AIR LAND  1RAIL/BRIG  1ROAD/BRIG  ISAIRLAND  ISGLYCOL  ISSEWERSYS  ISWATERSYS  1LAND LAND  1LEASEDBUI LBUIL  1LCNTRL LCNTR  1LEASEPROP LIMPR  1SOFTWARE SOFT 2. Review Profiles INFRA BUILD

28. 28 2. Review Profiles

29. 29  Correct uses of 1Software Profile  Software written by or for the State  Does NOT include software we purchase We only purchase a license to use We DO NOT own the source code Example: Microsoft, anti-virus software 3. Review Profiles

30. 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. 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. 32 3. Review Profiles  Tracking Licensed Software  Track outside of Core-CT State Property Control Manual – Chapter 7  Track inside of Core-CT 1CNTRL Establish a Class called Software for reporting purposes  Reminder: Core-CT is a Financial System and not a software tracking system OR

33. 33 3. Review Profiles

34. 34 Upcoming Asset Training Events 1.Physical Inventory Training 2.Physical Inventory labs  Scanner inventory  Manual inventory  Process 3.Helpdesk arrangements

35. 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. 36 1. Physical Inventory Training  March 13 through March 23  16 sessions / 14 users per session  Two sessions per day 8:30-12:00 and 1:00-4:30  State Office Building  Room G38  Kelly Clark and Stephen Perkins  Contact your Training Registration Contact

37. 37 2. Help Desk Arrangements  Support Team (ARC)  Carolyn Mercier  Betty Daly  Sam Johns  Elise Helmecki  Brenda Halpin

38. 38 2. Help Desk Arrangements  All Physical Inventory questions  702-TBD  Response will be  Email  Phone  Visit to Agency  Asset Management lab  Response will be determined by the Helpdesk

39. 39 3. Physical Inventory Labs  By Appointment  Labs are held on Fridays  8:30, 10:00, 11:30  Contact 702-TBD  Scanner labs  Manual Inventory labs  Process labs

40. 40 Introduction to the CO-59

41. 41 Introduction to the CO-59  Due October 1  Changes  Listing is by Category  Last Year Balance crosswalk  Additions and Deletions from Core-CT

42. 42 Introduction to the CO-59  New  LAND  IMPRO  Old  LAND  Site Improvements

43. 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. 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. 45 Introduction to the CO-59  New  Materials and Goods in Process  Stores and Supplies  Old  Materials and Goods in Process  Stores and Supplies

46. 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. 47 Introduction to the CO-59  Queries – Additions and Deletions  CT_CORE_FIN_AM_COST_NEG  CT_CORE_FIN_AM_COST_POS  CT_CORE_FIN_AM_DEPR_NEG  CT_CORE_FIN_AM_DEPR_POS  CT_CORE_FIN_IN_CO_59_RCV  CT_CORE_FIN_IN_CO_59_DEP Asset Module Users Reserved for OSC Inventory Module Users

48. 48 Resources  State Accounting Manual  Commitments Section 3.4 Special Instructions for Leases and Contracts 5.4 Definitions and Guidelines for Capital Lease Determinations  State Property Control Manual  Preface  Chapter 3: Fixed Assets/Property Inventory Report  Chapter 7: Software Inventory Control Policy and Procedures

49. 49 Fiscal Year End Activities 1.Record InterUnit Transfers 2.Record Retirements 3.Clear Pending Transactions

50. 50 Fiscal Year End Activities  Record InterUnit Transfers  Core-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. 51 Fiscal Year End Activities

52. 52 Fiscal Year End Activities

53. 53 Fiscal Year End Activities  Record Retirements  Core-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. 54 Fiscal Year End Activities

55. 55 Fiscal Year End Activities  Clean Pending Transactions  Core-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. 56 Fiscal Year End Activities

57. 57 Conclusion Thank 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/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)