Equipment.doc
EQUIPMENT
Capital Equipment
The definition and value threshold for capital equipment varies yearly.
Always check with Finance to determine the current status.
As of January 2003, Capital equipment is defined as:
-Equipment that has a dollar value greater than $5000.00, or
-Capital Sensitive (pilfer-able) such as computers, printers and cameras.
All Capital/Capital Sensitive equipment should have an NSF tag number
and is tracked by the property administrator (Finance).
All purchases of capital or capital sensitive items should be reviewed by
the Finance property administrator and assigned a Capital Equipment
Document Number (CAPDOC#) and bought using the appropriate capital
equipment TCB (Transaction Cost Breakdown) code.
The Equipment Module
The MAPCON Equipment module provides a means to manage and track
individual items of equipment. It functions in conjunction with the Work
Order and Inventory modules by sharing or cross-liking some data.
Each of the major departments at McMurdo has the option of using or
not using the module and if they use the module to what extent.
Logistics has little direct control or participation in the equipment
module. Even those departments, which do not use the module, may be
required to have their equipment tracked in it because another
department requires this tracking to provide maintenance (e.g. IT&C
requires all computers to be tracked).
The following departments (as of January 2003) use the equipment
module:
-Operations (VMF, Power & Water, AGE, etc) (work order & equipment).
-IT&C (Information Technology & Communications) (equipment only).
-FEMC (Facilities, Engineering, Maintenance, Construction) (work order
& equipment). FEMC also tracks non-capital items in the equipment
module.
-MEC (Mechanical Equipment Center) (work order & equipment).
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The following departments do not participate directly in the equipment
module:
-Science and Science Support (except MEC).
-Operations departments (Housing, Recreation, Store)
The Equipment module provides a way to ensure accountability and
control of USAP equipment. However, Logistics/Supply does not
maintain it. There is a misconception that all capital equipment is
entered into the MAPCON Equipment Module. As each division within
Raytheon Polar Services determines whether or not they will utilize the
Equipment Module to track equipment, they also determine which
equipment they will enter.
Note: It is not necessarily the division that owns the equipment that
enters and maintains the equipment record; rather it is the division that
maintains the equipment.
Note: Because many items of equipment do not have equipment
numbers. Do not hold up receiving or inventory transactions waiting for
an equipment number to be assigned.
Note: There is no hard and fast rule about what is entered into the
equipment module. It is a decision that is made by each division.
Cross-linking Equipment and Inventory
Parts that go to a piece of equipment are entered into the second page of
the equipment record by the maintaining division:
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These stock number cross over to the inventory record and adds the
equipment number to the EQUIP# field on the second page:
Likewise, if you enter an equipment number on the second page of an
inventory record the stock number will appear in the equipment record.
Note: Only the inventory record for the actual major piece of equipment
is marked IN EQP? “YES” and it can only be marked “YES” if the there is
an existing equipment record (most new items will arrive marked “NO”).
The parts linked to a piece of equipment are marked IN EQP? “NO”.
Note: There is no inventory link between the ISSUES & RETURNS and
the Equipment Module. An issue to “Equipment” does nothing to the
equipment record.
Not all departments want to have all parts that are issued to a piece of
equipment associated to the equipment and listed on the second page of
the equipment record. For example, a filter may be issued for use with a
furnace, but it is not listed as being a part of the furnace.
The MET and Equipment:
The MET does not maintain or create Equipment records. They do create
the inventory stock record used to purchase the equipment. However,
because the MET maintains the Manufacturer Table we do impact the
equipment records.
Note: Do not remove a manufacturer from the manufacturer list, unless
you have verified that it is not being utilized in an equipment record.
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The MET also enters equipment number into the second page of the
inventory record when it is identified that a stock item is a repair part to
a piece of equipment. This will cross over to the equipment record.
If the inventory record is the piece of equipment (such as record 0066701
which is for a Pick-up Truck), do not enter the equipment number in the
EQUIP# field. Enter “YES” in the field IN EQP? as in the example below.
Any other information that may be important for the equipment record
should be passed on to the appropriate department POC.
Receiving Equipment:
When equipment is received on station, the TCN usually will have the
NSF tag number either in the description or in the upper right hand
corner, if the item is considered Capital Equipment. Equipment is
received the same as other stock material.
Keep in mind – Not all equipment is assigned an equipment number in
MAPCON. It all depends on whether or not the item will be maintained
by using station personnel.
The materials personnel are responsible for making two extra copies of
the receiving document (TCN):
-Original copy to the MET, as usual.
-Give one copy to the Finance Property Administrator.
-Give one copy to the equipment POC for the department.
Note: In the winter, the Supply Supervisor may be the collector for some
or all of these copies.
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With the constant seasonal influx of new personnel, this often gets
overlooked. The MET needs to be aware of equipment being received and
remind the materials person that the copies of the TCN need to be
forwarded to the appropriate people.
Issuing Equipment:
The MET must be constantly aware of the different methods of issuing
Equipment verses normal materials:
Note: It is important that when a piece of equipment is being issued that
it is issued correctly. We do not issue equipment to individuals in
MAPCON.
Note: Do not issue equipment to Work Orders.
Many express concern that issuing to equipment will not show who takes
the equipment. Most equipment is issued as a “DTO” (direct turnover). It
is perfectly acceptable to have the customer sign for the DTO on the
receiving document (TCN).
Items with NSF property tags (and items improperly missing their tags)
are issued (and returned) differently from normal materials. Various
departments have different policies concerning the management of
capital equipment (NSF Tagged items). Some departments enter capital
equipment into the MAPCON Equipment Module and others do not.
Only departments consistently utilizing the Equipment Module will
assign an Equipment# (Operations, IT&C, FEMC, MEC). An equipment
number (if assigned) can be found by browsing in the Equipment Module
under the “Browse by Tag#” selection and then inspecting the applicable
equipment record, if found.
Issue policies also differ by owning department concerning accounting for
inventory on the stock record. Some departments issue capital
equipment upon receipt and never return it to the warehouse (except for
ERR). Other departments keep items in the warehouse or return capital
equipment items to the warehouse and wish the quantity to be reflected
in the inventory stock record when not actually “in-use”.
Equipment numbers are found by browsing the Equipment Module using
the NSF Tag#. DO NOT delay reporting or processing an issue
transaction to wait assignment of an Equipment#. Report and process
the issue when it occurs.
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If you have an NSF Tagged item that is to be issued but it has not been
assigned an equipment number, enter the NSF tag number in place of
the equipment number. If/when an item has been entered into
equipment and given a number it is possible to edit the issue ticket at
TCL and replace the NSF tag number with the equipment number. Due
to the large number equipment items never receiving an equipment
number perform this edit at your convenience not as a must do
requirement. You must have SYS9 do Edit at TCL, if you do not have this
access, request the MET to edit the issue ticket.
There are three basic formats:
-Issued when the Equipment# is known.
-Issued when only the NSF# is known.
-Issued to “Unknown” or “Serial#” ONLY when neither the
Equipment# nor NSF# is known.
ISSUED TO is “EQUIPMENT/EQP#”
Redacted
ISSUED TO is “EQUIPMENT/NSF#”
Redacted
ISSUED TO is “EQUIPMENT/UNKNOWN” or “EQUIPMENT/Serial
number”
Redacted
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