GeorgiaFIRST Financials How to Better Manage Your Assets in PeopleSoft 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 PeopleSoft 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 9.2

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

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 $ , 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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