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Agresso Fixed Asset Module Implementation
City of St. Albert R
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Ed Kaemingh - Manager of Accounting
Introduction Ed Kaemingh - Manager of Accounting Carole Rowe - Manager of Application Services Caleb Anderson - Business Analyst Agresso fixed asset module implementation focus areas: about the City of St. Albert prior to implementation module implementation using the fixed assets module challenges and lessons learned R
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About the City of St. Albert
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About the City of St. Albert
located in Alberta, Canada north west of Edmonton St. Albert St. Albert Edmonton Edmonton Calgary Vancouver Seattle Spokane K
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About the City of St. Albert
over 60,000 residents and 22,000 land parcels Alberta’s 5th largest city covers an area of 36 km2 or 14 mile2 median family income of 87,300 per year (2003) employs up to 600 staff members 32 staff members in Financial Services K
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About the City of St. Albert
high quality of life for residents safest community in Western Canada award winning cultural and recreational programs attractive and extensive park system K
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About the City of St. Albert
over 50,000 assets: water meters to buildings over $ 1,025,000,000 (CAD) worth of assets 13 groups of assets depreciable asset groups Building Improvements Book Collections Buildings Land Improvements Vehicles Machinery & Equipment Engineering Structures General Engineering Structures Utilities Leasehold Improvements non-depreciable asset groups CIP Buildings CIP Building Improvements CIP Land Improvements CIP Machinery & Equipment CIP Engineering Structures Land K
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About the City of St. Albert
Asset Group Base Value CIPMACHEQUIP $ 203,644.74 LSHDIMPR $ 237,972.59 CIPBLDG $ 462,249.05 BLDGIMPR $ 1,325,116.47 CIPLANDIMPR $ 1,864,456.30 CIPBLDGIMPR $ 2,029,062.43 BOOKCOLL $ 2,224,404.28 CIPENGSTR $ 3,602,766.01 MACHEQUIP $ 22,435,174.10 LANDIMPR $ 41,885,064.06 VEHICLES $ 37,516,787.14 BUILDINGS $ 127,228,814.36 ENGUTILITIES $ 209,710,224.24 ENGGENERAL $ 250,901,590.56 LAND $ 323,817,450.41 $ 1,025,444,776.74 K
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About the City of St. Albert
Using Agresso since October 2000 (11 years) Current Version: sp0 Database: Oracle Full Financial Suite including the modules G/L, A/P, A/R, Logistics, Purchasing, web reporting. Agresso users across 8 main buildings (City Hall, Public Works, Transit, RCMP, two recreation facilities, Library, Human Resources). K
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Prior to the Implementation
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Prior to the Implementation
assets were tracked using Excel 63 different Excel spreadsheets were used 189 hours spent updating the spreadsheets one person responsible for tracking and updating K
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Prior to the Implementation
fixed asset spreadsheet K
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Prior to the Implementation
example of fixed asset report K
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Module Implementation
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Module Implementation
fixed assets project team Mike Dowler, Manager Financial Services Project Sponsor Carole Rowe, Manager Application Services ITS Project Manager Joel DeBlock, Senior Business Analyst Technical: data conversion and reporting. Caleb Anderson, Business Analyst Technical: Agresso configuration Mary Grace Lumbab, Capital Asset Accountant Financial Services Lead Josh Lieneman, Agresso Consultant Agresso Consultant R
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Module Implementation
fixed assets project schedule Weeks Tasks 2010 – 14 2010 – 18 2010 – 22 2010 – 26 2010 – 30 2010 – 34 2010 – 38 2010 – 42 2010 – 46 2010 – 50 2011 – 02 2011 – 06 2011 – 10 2011 – 14 2011 – 18 Business Requirements Review Data Preparation in Excel Business Requirements Documentation and Feedback Solution Design Workshops Solution Design, Documentation and Feedback Test configuration and Building Test Scripts Training on Module Business Requirements/Solution Signoff Test Data Loading Testing Solution Production Configuration Production Data Loading Production Go Live Production Flexi Field Data Loading Report Development R
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Module Implementation
data came from multiple information systems & departments Capital Asset Accountant reviewed and organized financial information from an accounting perspective Senior Business Analyst reviewed and organized information from a data management perspective R
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Module Implementation
57,327 assets loaded into Agresso objective: to organize data so that information can be used efficiently - balance data file to accountant’s total - upload into Agresso - balance data file to Agresso totals K
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Module Implementation
an efficient data structure was key to minimizing potential problems in particular, the GL being out-of-balance in some way the accounting values for the 57,327 assets were constantly changing - values were being revised or corrected - assets were being added or deleted K
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Module Implementation
Basic Asset Info 49 AT09 GL Information 11 BIF Flexi-Field Information 17 files (30 worksheets) One Access Table 104 Upload Files With 55 Tables Not a Normalized Table R
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Module Implementation
- Basic Asset Information - GL Information AT09 - Original capitalization amount - Current accumulated depreciation BIF Files for Flexi-Fields - Sundry information we identified R
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Module Implementation
Basic Asset Information (AT08) R
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Module Implementation
GL Information (AT08) R
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Module Implementation
Capitalization and Depreciation (AT09) R
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Module Implementation
BIF #1 BIF #2 BIF #3 BIF #4 Sundry Information for each Asset. R
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Module Implementation
batch inputting was done using BIF BIF is able to convert excel files into flat files imported into Agresso via importing routines R
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Module Implementation
test script templates provided by Agresso testing done by many users during the project multiple issues found during the testing R
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Using the Fixed Assets Module
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Using the Fixed Assets Module
demo fixed assets menu used to access the fixed asset functions A
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Using the Fixed Assets Module
demo creating a new asset asset the asset master file to create assets A
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Using the Fixed Assets Module
demo capitalizing an asset create a proposal and confirmation A
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Using the Fixed Assets Module
demo depreciating an asset create a proposal and confirmation A
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Using the Fixed Assets Module
demo searching for asset transactions use master file, browser enquiry, or reports A
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Using the Fixed Assets Module
demo using other fixed asset functions create from invoice, sales/disposal, reversals A
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Using the Fixed Assets Module
Excelerator is used for most reports summary of assets by: - activity & asset group - GL account & asset group list of assets by: - asset group and sub-category - account type and asset group - net book value by asset ID for auditors - additions, sales , depreciation, reversals, regroupings A
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Using the Fixed Assets Module
Excelerator report example: A
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Using the Fixed Assets Module
browser reports created - general searches - simple lists of assets A
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Using the Fixed Assets Module
demo browser reports created browser report added as a flexi-field A
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Challenges and Lessons Learned
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- reports take a long time to run
Challenges too many records - reports take a long time to run - reporting on 57,000 assets can cause errors small asset values rounding errors during depreciation some assets are valued at $0.15 A
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reduce the number of records
Solutions reduce the number of records - Agresso had difficulty with 57,327 records and assets with very small values - reduce the number of assets significantly by either grouping the smaller assets, or not recording them - assets with a replacement value of less than $10,000 account for 63% of the records, but only 3.5% of the total replacement value A
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Solutions 63% 3.5% A
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Solutions only 279 records are required to maintain the integrity of the calculation of depreciation 406 records are required if we want to categorize by Major Asset Category 1,078 records are required if we want to categorize by Minor Asset Category A
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we are currently maintaining information on 57,327 separate assets
Solutions 1,078 records are required if we want to categorize by Minor Asset Category we are currently maintaining information on 57,327 separate assets location information would see the number of required assets increase to ~20,000 A
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use Agresso version 5.5.3 or above
Lessons Learned use Agresso version or above understand that software will not solve all issues engage Agresso experts early plan for things to not go according to plan perform training on actual historical data do not turn a financial system into an asset inventory system effective use of asset grouping is important K
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spend time organizing asset information
Lessons Learned spend time organizing asset information spend time thinking about business requirements spend time thinking about system design ensure proper resources are allocated to project K
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Agresso Fixed Asset Module Implementation
Questions? R
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