Mississippi Management and Reporting System
Department of Finance and Administration
9102
MMRS Training Materials MMRS Protégé Asset Management Effective Date: 07/31/2008 Version: 1
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9102 Protégé Asset Management Table of Contents
V1 07/2/31/2008
Protégé Overview .........................................................................................................................3 Access Protégé Home Page.........................................................................................................4 Add Asset......................................................................................................................................7 Saving Asset .................................................................................................................................9 Searching Assets ....................................................................................................................10 Search – by Advanced............................................................................................................13 Assets Search Results Screen ...............................................................................................14 Building Asset Record.................................................................................................................17 Saved Building Asset Record .....................................................................................................19 Add a Land Asset Record ...........................................................................................................20 Add a Land Improvement Asset Record .....................................................................................23 Saved Land Improvement.......................................................................................................25 Add an Infrastructure Asset ........................................................................................................26 Saved Infrastructure Asset Record .........................................................................................27 Submit Change Request.............................................................................................................28 Change Requests – Pending Approval Screen ......................................................................32 Adding a New Accounting Transaction .......................................................................................35 Upgrades ................................................................................................................................35 Decrease New Accounting Transaction Screen .....................................................................38 Asset Disposal ............................................................................................................................42 View Reports...............................................................................................................................45
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9102 Protégé Asset Management Protégé Overview
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Protégé is a secured web-based property management system designed to track and manage asset information. The Mississippi Protégé application includes the following modules: • Asset Management -- includes functionality for the physical tracking of property, as well as maintaining accounting information such as depreciation, fund-accounting and adjustment/transfer functionality. The Office of the State Auditor, Property Audit Division, is responsible for managing a master inventory of property for all state agencies and universities. Fleet Management - includes functionality for tracking vehicles and equipment from the asset management perspective allowing for detailed vehicle information to be maintained in compliance with Mississippi Fleet Management legislation. The Department of Finance and Administration, Office of Purchasing, Travel, and Fleet Management, is responsible for managing the detailed information related to fleet management for state agencies.
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9102 Protégé Asset Management Access Protégé Home Page
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To access Protégé go to your internet browser, type www.incircuit.com in the URL. Click on Asset Management to sign in.
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Enter your Username (Assigned User ID) and Password; Database = MS: Service = Asset Management, and click on the Sign In button.
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The Asset Management Home Page screen will appear with your username, system profile, and current database information.
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9102 MMRS Protégé Asset Management Add Asset
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To add an asset from the Sub-Navigation Bar under the Assets Menu, select Add Asset.
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Enter the three digit agency number, followed by a hyphen (-) and the seven digit property number in the Asset Number field.
Note: 1. The seven digit property number can be a combination of letters and numbers. 2. The seven digit property number is created by the agency. 3. The Asset Number must be a total of 11 characters including the hyphen (Example: 155abc1345). Fields with an asterisk (*) are required fields. Required fields must have valid data entered or selected before saving new vehicle records. Fields without an asterisk (*) are optional fields to enter data.
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9102 MMRS Protégé Asset Management Saving Asset
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Save & View: This method will save the record and allow the user to view the saved Vehicle record. Save & Same: This method will save the record and allow the user to create a new Vehicle record using most of the data from the previous record. The Asset number and VIN number will be blank. This method can be used to enter multiple vehicles that are similar. Save & New: This method will save the record and create a blank screen for the user to add a new vehicle.
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9102 MMRS Protégé Asset Management Saved Asset Record
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Searching Assets There are two methods for searching assets: • • Search - Advanced: Users can use Advanced Searches on either one or multiple fields. Search - Asset Number: The user can search for one asset record at a time from a Partial Match at the End (Default), Exact Match, Partial Match at Beginning, and Partial Match Anywhere.
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Search - by Asset Number
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Asset Record Screen
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9102 MMRS Protégé Asset Management Search – by Advanced
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In the Description field, type the printer along with the wildcard “%” (%printer%), go to any field you want to include with your search (ex. Location Code) and type the data in the field, and press the search button.
Note: For detailed instructions on how to use the search method, click on the “Get Help with Filter Syntax” button. This feature provides users various wildcard features to use when searching for assets.
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9102 MMRS Protégé Asset Management Assets Search Results Screen
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The user has the option to save searches.
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In the Search Name field, type the name of the search you want to save, and press the Save button.
Saved Searches can be accessed from the Assets Menu, click on “Saved Searches” option. Users will be able to return to the Saved Search when they need to run the report.
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If you would like to change the Search Name of a previously saved search, you can select the Search Name and edit this information.
Editing an Asset Record The Asset Detail screen divides the data into two sections, but it is treated as one form. The top of the screen contains basic information. The bottom of the screen is separated into tabs that give more detailed data by groups. Clicking on the tab will display the information listed under that title.
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Once the asset record has been modified, users can view changes from the History tab.
Building Asset Record To Add a Building asset, select from the Assets Menu option, “Add Building.”
Note: 1. 2. 3. 4. 5. 6.
The Asset Number must be a total of 14 characters (including the hyphen). The first three digits represent the agency number followed by a hyphen (-). The first letter following the hyphen must be a “B.” The last nine (9) characters represent the property number. The nine characters may be a combination of letters and numbers. The property number is assigned by the agency.
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Enter the three digit agency number, followed by a hyphen (-) and the ten digit property number (Ex., 155-B12349DDDD).
Note: Fields with an asterisk (*) are required fields. Required fields must have valid data entered or selected before saving new vehicle records. Fields without an asterisk (*) are optional fields to enter data.
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9102 MMRS Protégé Asset Management Saved Building Asset Record
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Add a Land Asset Record To Add a Land asset, select from the Assets Menu option, “Add Land.”
Note: 1. 2. 3. 4. 5.
The Land asset number must be a total of 12 characters (including the hyphen). The first 3 digits must be the agency number followed by a hyphen (-). The last eight (8) characters can be a combination of letters and numbers. The first letter following the hyphen must be an “L.” The eight-character property number is assigned by the agency.
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Enter the three-digit agency number, followed by a hyphen (-) and the eight-digit property number (Ex., 155-L1260CCC).
Note: Fields with an asterisk (*) are required fields. Required fields must have valid data entered or selected before saving new vehicle records.
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Saved Land Asset
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9102 MMRS Protégé Asset Management Add a Land Improvement Asset Record
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To Add a Land Improvement asset, select “Add Land Improvement” from the Assets Menu.
Note: 7. The Asset Number must be a total of 13 characters (including the hyphen). 8. The first three digits represent the agency number followed by a hyphen (-). 9. The next two characters following the hyphen must be an “LI.” 10. The last seven characters represent the property number. 11. The seven characters can be a combination of letters and numbers. 12. The seven-character property number is assigned by the agency. Infrastructure and Land Improvement Assets examples can be found in the Office of State Auditor Property Officers Manual.
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Enter the three-digit agency number, followed by a hyphen (-), and the nine-digit property number (Ex., 155-LI0139GHJ).
Note: Fields with an asterisk (*) are required fields. Required fields must have valid data entered or selected before saving new vehicle records. Fields without an asterisk (*) are optional fields to enter data.
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Saved Land Improvement
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Add an Infrastructure Asset To Add an Infrastructure Asset, select “Add Infrastructure” from the Asset Menu option.
Note: 1. 2. 3. 4. 5. 6.
The Asset Number must be a total of 12 characters (including the hyphen). The first three digits represent the agency number followed by a hyphen (-). The first letter following the hyphen must be an “I.” The last (8) characters represent the property number. The eight characters can be a combination of letters and numbers. The property number is assigned by the agency.
Infrastructure and Land Improvement Assets examples can be found in the Office of State Auditor Property Officers Manual.
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Enter the three digit agency number, followed by a hyphen (-) and the eight-digit property number (Ex., 155-I0004523).
Note: Fields with an Asterisk (*) are required fields. Required fields must have valid data entered or selected before saving new vehicle records. Fields without an Asterisk (*) are optional fields to enter data. Saved Infrastructure Asset Record
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9102 MMRS Protégé Asset Management Submit Change Request
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To Submit a Change Request, Click on the envelope symbol next to the field, Submit a Change Request. The following fields are required for a change request: Asset Number, Original Cost, Acquisition Date, and Report Number.
When submitting the change request requires NEW information and a reason. Type the NEW Asset Number, type in your Reason for Change, and Click on the Submit button.
Note: Users will receive a message, “The change request was saved successfully.” The Mississippi Office of State Auditor (OSA) is required to approve all change requests.
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OSA will go the Admin Menu option, select Approvals, and click on Change Requests.
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Change Requests – Pending Approval Screen
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9102 MMRS Protégé Asset Management OSA will either reject or approve the Change Request.
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An e-mail notification will be sent to users when a change request has been approved or rejected by OSA.
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9102 MMRS Protégé Asset Management Click on the Acquisition Tab to view the new Net Book Value amount.
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9102 MMRS Protégé Asset Management Adding a New Accounting Transaction Upgrades
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From the Accounting Tab, click the Insert button. Users will be able to create upgrades and decreases for assets.
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Select a Transaction Type and Method from the drop down boxes, and then enter the amount of the Upgrade and the Description, and click Save.
Note: All fields with an asterisk (*) are required fields and must have data entered before saving the New Accounting Transaction.
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9102 MMRS Protégé Asset Management Click on the Acquisition Tab to view the new Net Book Value amount.
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Note: The Original Cost field remains the same and the Net Book Value Amount changes to reflect the increases or decreases done for the vehicle asset record.
The Accounting Tab will display the Original Transaction and any Upgrades or Decreases for the vehicle asset.
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Decrease New Accounting Transaction Screen
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Note: Click on the Refresh button from your web browser Navigation Bar once the entry has been saved. This will make sure the asset record has updated successfully in the system.
From the Transfers Menu Option, click on Create Disposal.
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In the Asset Number field, enter the asset number; enter the Proceeds amount; enter Disposal Date, and click Save.
Note: If there is no disposal cost, put zero or leave the field blank. The system will automatically assign the disposal record a transfer number.
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9102 MMRS Protégé Asset Management Transfer Detail
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Assets will display the asset status “Y” for Approved. Click on the Approved asset.
The status of the asset will change from “Active” to “Inactive.”
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Click on the Disposition tab to view the Proceeds amount for the asset.
Asset Disposal From the Navigation Bar, select the Transfers option, and click Create Disposal.
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The From Department and To Department fields will automatically populate information. Click on the down arrow button to select the Type of Method for Disposal, enter the Remarks, and click Create.
Note: For a complete listing of the disposal codes, please go to the Mississippi Office of State Auditor website: www.osa.state.ms.us . The listing can be found in the State Property Officer’s Manual.
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In the Asset Number field, enter the asset record number you are disposing of; enter the Disposal Cost if needed; enter Disposal Date; and click Save. Specify Assets to Dispose Screen
The Transfer Detail: Assets will display the asset status “Y” for Approved. Click on the Approved asset.
Note: If there is no disposal cost, put zero or leave the field blank. The system will automatically assign the disposal record a transfer number.
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9102 MMRS Protégé Asset Management The status of the asset will change from “Active” to “Inactive.”
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View Reports To run reports, Select Reports from the Menu option, and then Click on View Reports.
To run Vehicle Reports, from the Categories Menu option, click on Vehicle Reports.
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Note: 1. 2. 3. 4. 5.
Use Microsoft Internet Explorer 6.0 or higher. Turn off internet pop-up blockers to run reports. Reports are generated by Crystal Reports through Protégé. Depending upon the number of assets, the data may take a longer period to generate. Reports can be saved to an Excel Spreadsheet.
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