1. Asset Management

2. Overview Overview of Asset Management at UVM
Overview of basic information stored for an asset
Asset processing activities
Modifying Asset Information
Inquiry & Reporting
Asset Management Responsibilities
Tell them that Navigation is what we call moving thru the screens in PeopleSoft.

3. Asset Management at UVM
Approximately 3000 pieces of moveable equipment inventoried (not capitalized)
Approximately 400 buildings
Only a few software assets
Approximately 300 vehicles (primarily not capitalized)
Other assets

4. Basic Information Stored for an Asset
Custodian
Department or Project Grant that ‘owns’ the asset
Description
Asset Notes/Comments
UVM Tag #
In Service Date
Acquisition Date (or date received, if the equipment was furnished by the Federal Government)
Disposal Date
Unit Acquisition Cost
Manufacturer's Name/Vehicle Make
Manufacturer’s Serial Number
VIN
Model
Location

5. Other Asset Info Captured
Other fields used for Vehicles
License Information (Plate #, Registration #, and Title #)
Production Date (Model Year)
Weight
Custom Attributes (Building, Room, Condition with effective date)
Product Version - federal stock number, national stock number, or other identification number.
Ultimate disposition data, including date of disposal and sales price or the method used to determine current fair market value where a recipient compensates the Federal awarding agency for its share, will be included as a Comment.

6. Asset Management at UVM
All depreciation is straight line.
Only moveable equipment assets over $100,000 are capitalized and depreciated.
Any moveable equipment less that $100,000 will not be capitalized, unless the moveable equipment is included in the cost of a construction project and will be capitalized as a part of the project costs.
Renovation and construction projects over $25,000 are capitalized.

7. Asset Management at UVM
All buildings and structures, and fixed equipment are considered fixed assets.
All fixed equipment included in the initial construction or major rehabilitation project shall be capitalized. Fixed equipment of $5,000 or more acquired at other times will be capitalized.
Moveable equipment received as a gift may be recorded as a gift in kind and assigned to the benefit of a specific University department.
Any major application software and appropriate implementation costs (i.e. training and moveable equipment) will be capitalized if the total project is greater than $100,000.

8. Asset Management at UVM – Useful Lives
Moveable equipment - 5 years
Building components are only broken down for 3 research buildings. Other buildings are capitalized in total and depreciated over 40 years.
Building service systems - 25 years
Building interiors - 20 years
Building shell - 40 years
Fixed equipment - 15 years
Software - 7 years
I changed the heading slightly, I changed Peoplesoft to PeopleSoft. It should always be written like that.
Maybe this would be a good time to ask them if that seems like a good list of the types of things that they do – just to get a little interaction.

9. Asset Categories
Asset categories classify assets by type for accounting entry purposes. Typically, these categories reflect how assets are reported on balance sheets.
MEQFA – moveable equipment between $5K - $100K
MEQPD – moveable equipment depreciable over $100K
BLDGS – buildings
BLINT – building interiors
BLSYS – building service systems
BLSHL – building shell
FXEQP – fixed equipment
SFTWR – software
LAND – land
VEHOD – owned & depreciated vehicles
VEHON – owned & non-depreciable vehicles
VEHFA – vehicles between $5 - $100K
VEHLE – leased vehicles
-changed the color of the numbers from green to black

10. Asset Profiles
An asset profile is a template that contains standard depreciation criteria for an asset type and its corresponding asset books.
MVEQUIPDPR – depreciable movable equipment
MVEQUIPFA – moveable equipment for F & A
VEHCLEASED – leased vehicle
VEHCLOWDPR – vehicle owned & depreciable
VEHCLOWNDP – vehicle owned & non-depreciable
VEHICLEFA -- vehicle for F & A
SOFTWARE – software
FIXEDEQUIP – fixed equipment
LAND - land
BUILDINGS – general buildings
BLDGSYSTEM -- building service systems
BLDGINTERS -- building interiors
BLDGSHELLS -- building shell

11. UVM Asset Books University Book - UVM F&A Book - F&A
The F&A book is for moveable equipment between $5000 and $100,000, for the F&A rate calculation, with no depreciation recorded in the general ledger.
Federal Book - FEDERAL
Alternative Minimum Tax Book - AMT

12. Typical AM Monthly Tasks
Run AP/PO interface data into AM loader tables
Run Interface Loader Edit Program
Run Transaction Loader
Validate each asset’s cost
Review the asset info and verify that each asset is capitalized
Run Depreciation Calculation
Validate calculated depreciation
Run Accounting Entry Creation
Review the accounting entries created for each asset

13. Accounting Entries Accounting entries come from two sources:
from financial transactions such as asset additions, adjustments, or retirements
from depreciation close for a given accounting period

14. AM Month End Close Processes
Calculate Depreciation – stored in table.
Create Accounting Entries.
Create Monthly Depreciation Entry.
Run the Load Net Book Value Table process.
Run the Load Depreciation Reporting Table process.
Reconcile Asset Management Accounting Line with Journal Entries.
Close AM accounting period.
Run the Journal Generator process for AM.

15. Changing Asset Information
Adding an Asset using Basic Add
Copying an Asset
Adjusting Asset Information
Transferring Assets within Business Unit
Retiring Financial/Non-Financial Assets
Reinstating Assets

16. Activities
Adding an Asset
Using Basic Add
&
Copying an Asset

17. Adding an Asset Using Basic Add
Activity 1
Adding an Asset Using Basic Add
Navigation: Asset Management > Asset Transactions > Owned Assets > Basic Add
Reference: Adding an Asset Using Basic Add Job Aid

18. Reference: Copying an Asset Job Aid
Activity 2
Copying an Asset
Navigation: Asset Management > Asset Transactions > Owned Assets > Copy Existing Asset
Reference: Copying an Asset Job Aid

19. Activities
Monthly
and
Month-End Processing

20. Run AP/PO interface data into AM loader tables (AMPS1000)
Activity 3
Run AP/PO interface data into AM loader tables (AMPS1000)
Navigation: Asset Mgmt > Send/Receive Info > Retrieve Info From AP/PO
Reference: Loading an Asset from Purchasing to Asset Management Job Aid

21. Activity 4 Run Interface Loader Edit Program (AMIFEDIT)
Navigation: Asset Mgmt > Send/Receive Information > Load Transactions > Edit Transactions
Reference: Run Interface Loader Edit Job Aid

22. Activity 5 Run Transaction Loader (AMIF1000)
Navigation: Asset Mgmt > Send/Receive Info > Load Transactions > Load Transactions into AM
Reference: Run Transaction Loader Job Aid

23. Activity 6 Validate Each Asset’s Cost
Navigation: Asset Mgmt > Asset Transactions > History > Review Cost
Reference: Review Asset Cost Job Aid

24. Activity 7
Review the Asset Info and Verify that each Asset is Capitalized
Navigation: Asset Mgmt > Asset Transactions > Owned Assets > Basic Add
Reference: Verify Asset has been Capitalized Job Aid

25. Activity 8 Run Depreciation Calculation (AM_DEPR_CALC)
Navigation: Asset Mgmt > Depreciation > Processing > Calculate
Reference: Processing Depreciation Calculation Job Aid

26. Activity 9 Validate Calculated Depreciation
Navigation: Asset Mgmt > Depreciation > Review Depreciation Info > Asset Depreciation
Reference: Validate Calculated Depreciation Job Aid
Note: Summary level depreciation detail available via navigating to: Asset Mgmt > Financial Reports > Cost and Depreciation Summary
Reference: View Cost and Depreciation Summary Job Aid

27. Activity 10 Run Accounting Entry Creation (AM_AMAEDIST)
Navigation: Asset Mgmt > Accounting Entries > Create Accounting Entries
Reference: Running Accounting Entry Creation Job Aid

28. Activity 11 Review the Accounting Entries Created for Each Asset
Navigation: Asset Mgmt > Accounting Entries > Review Financial Entries
Reference: Review Financial Entries Job Aid

29. Activity 12 Run Depreciation Close (AM_DPCLOSE).
Navigation: Asset Mgmt > Accounting Entries > Depreciation Close
Reference: Running Depreciation Close Job Aid

30. Activity 13 Run the Load Net Book Value Table process (AMLDNBVT).
Navigation: Asset Mgmt > Financial Reports > Load Reporting Tables > Net Book Value Table
Reference: Run Load Net Book Value Job Aid

31. Activity 14
Run the Load Depreciation Reporting Table process (AMDPREPT).
Navigation: Asset Mgmt > Financial Reports > Load Reporting Tables > Depr Reporting Table
Reference: Run Load Depr Reporting Table Job Aid

32. Modifying Asset Information
Adjusting Asset Information
Transferring Assets within Business Unit
Attaching Images
Printing Asset Information
Retiring Financial/Non-Financial Assets
Reinstating Assets

33. Online Inquiry
To view the depreciation schedule for an asset online, go to the page Asset Management > Depreciation > Review Depreciation Info > Asset Depreciation
To view the accounting entries for an asset online, go to the page Asset Mgmt > Accounting Entries > Review Financial Entries.
To view the depreciation accounting entries for an asset online, go to the page Asset Management > Accounting Entries > Review Asset Journals.
To view net book value by chartfield, category, or account go to the page Asset Management > Financial Reports > Cost and Depreciation > Asset Net Book Value.
Run the query Asset Net Book Value to view accumulated depreciation, current period depreciation, and year-to-date depreciation.

34. Report ID and Report Name
Description
Navigation
AMAS1100
Asset Categories
Lists Asset Categories (Crystal)
Set Up Financials/Supply Chain > Product Related > Assets > Reports > Asset Categories
AMAS2000
Cost Activity
Sorts cost activity by ChartField, by Category, or by Account (SQR). Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types.
Asset Management > Financial Reports > Cost and Depreciation > Cost Activity Report
AMAS2100
Asset Acquisitions by ChartField
Lists asset information and also includes Cost, LTD and YTD Depreciation and Net Book Value with ChartField, Book and Report totals. (SQR)
Asset Management > Financial Reports > Asset Details > Asset Acquisitions
AMAS2110
Asset Acquisitions by In Service Date
Lists asset information and also includes Cost, LTD and YTD Depreciation and Net Book Value with ChartField, In-service Period/Year, Book and Report totals. (SQR)
AMAS2200
Assets by Location
Lists information on assets by location. (SQR)
Asset Management > Financial Reports > Asset Details > By Location
AMAS2210
Assets by Asset ID
Sorts assets by Asset ID. (SQR)
AMAS2300
Asset Transfers by ChartField
Lists asset transfers transactions ordered by ChartField. (SQR)
Asset Management > Financial Reports > Cost and Depreciation > Asset Transfers
AMAS2400
Asset Reclassifications
Lists asset recategorizations ordered by ChartField. (SQR)
Asset Management > Financial Reports > Cost and Depreciation > Asset Reclassifications
AMBU1000
Asset Management Units/Books
Lists all valid business units and asset books. (SQR)
Set Up Financials/Supply Chain > Business Unit Related > Reports > Asset Management Units/Books
AMDP2000
Depreciation Activity
Sorts cost activity by ChartField. (SQR), by Category, or by Account. Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types.
Asset Management > Financial Reports > Cost and Depreciation > Depreciation Activity

35. Report ID and Report Name
Description
Navigation
AMDP2200
Depreciation by Period
Sorts assets by period depreciation at asset, category, department, book, or project levels. (SQR) Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types.
Asset Management > Financial Reports > Cost and Depreciation > Depreciation by Period
AMDP2300
Depreciation by Fiscal Year
Sorts assets by fiscal year deqpreciation at asset, category, project, department, or book levels. (SQR) Use the PeopleSoft Asset Management report formatting features to include/exclude data and append suffixes to identify report types.
Asset Management > Financial Reports > Cost and Depreciation > Depreciation by Fiscal Year
AMGL1000
Crystal - AM to GL Reconciliation by ChartField
Reconciles AM to GL by ChartField. (Crystal)
Asset Management > Financial Reports > Cost and Depreciation > AM/GL and NBV Reports
AMGL1010
Crystal - AM to GL Reconciliation by Category
Reconciles AM to GL by category. (Crystal)
AMNB1000
Crystal - Asset NBV by ChartField
Sorts net book value by ChartField. (Crystal)
AMNB1010
Crystal - Asset NBV by Category
Lists net book value related amounts sorted by category. (Crystal)
AMAS2030
Account Activity Summary - Cost
Lists cost and related transaction amounts per account with ChartFields, book, and report totals. (SQR)
Asset Management > Financial Reports > Accounting Entries > Account Activity Summary
AMDP2030
Account Activity Summary - Depreciation
Lists depreciation and related transaction amounts per account with Chartfields, book, and report totals. (SQR)

36. Report ID and Report Name
Description
Navigation
AMDP2130
Account Activity Summary - Net Book Value
Lists cost balance, YTD, LTD, depreciation and NBV amount per account. (SQR)
Asset Management > Financial Reports > Accounting Entries > Account Activity Summary
AMAE1000
List of Accounting Entry Templates
Lists all accounting entry templates by category. (Crystal)
Set Up Financials/Supply Chain > Product Related > Asset Management > Reports > Accounting Entry Templates
AMAE2100
Accounting Entry Detail
Lists accounting entry details. (SQR)
Asset Management > Financial Reports > Accounting Entries > Account Entry
AMAE2110
Accounting Entry Detail - Cost
Lists cost and related transaction amounts per asset, with ChartFields, book, and report totals. (SQR)
AMAE2120
Accounting Entry Detail - Depreciation
Lists depreciation and related transaction amounts per asset, with ChartFields, book, and report totals. (SQR)
AMAE2130
Accounting Entry Detail - Net Book Value
Lists cost balance, YTD, and LTD depreciation and NBV amounts per asset. (SQR)
AMRT2000
Retirement by ChartField
Sorts retirement information by ChartField. (SQR)
Asset Management > Financial Reports > Retirement > Retirement Information Report
AMRT2010
Retirement by In Service Date
Lists retirement information with totals per in service year/period. (SQR)
AMRT2100
Retirement Activity
Lists retirement related information. (SQR)
Asset Management > Financial Reports > Retirement > Retirement Activity Report

37. Asset Management Responsibilities
Asset Management Setup –
maintaining the setup values as configured and work with Project CATalyst staff to alter the setup values as needed
Asset Management Processes –
loading assets from other modules, running monthly processes to calculate depreciation and generate accounting entries, coordinate with people on campus running capital projects for capitalization purposes, etc.
Reconcile Asset Management with the General Ledger
Update Assets –
maintain attribute information about assets, perform adjustments to assets, transfer assets between departments, retire or reinstate assets, etc.
Manually Add Assets –
assets that do interface into Asset Management from other PeopleSoft feeder systems like Purchasing, such as equipment that is transferred in with incoming researchers and donated equipment from donors
Reporting and Inquiry
Continually Improve the Asset Management System

38. THANK YOU