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					UC San Diego – Business & Financial Services




Nomination
2011 UC Larry L. Sautter
Award for Innovation in IT
UC San Diego Campus Asset Management
System (CAMS)




                                               20 May 2011
               UC San Diego
      Campus Asset Management System
                   (CAMS)

1. Submitter’s Contact Information:
     Bill McCarroll
     Manager, General Accounting & Equipment Management
     Business & Financial Services, UC San Diego
     wmccarroll@ucsd.edu
     858-534-4736


2. Project Leaders & Team Members:
      Project Owner                                             Bill McCarroll

      Project Manager                                           Jamie Wheat

      Technical Support Administrator                           Steve Ste. Marie

      Business Rules and System Edits Administrator             Maria Lieggi

      System Administrator                                      Bessie Douglas

      Project Sponsors

      Vice Chancellor, UC San Diego Business Affairs            Steve Relyea

      Assistant Vice Chancellor, Academic Computing             Elazar Harel

      Assistant Vice Chancellor Business & Financial Services   Don Larson
      /Controller

      Financial Applications

      Director, Financial Systems                               Kian Colestock

      Project Lead                                              Mike McGill

      Marketplace Application                                   Bill Sweetman
Security and Network Applications

Single Sign On (SSO)                Matt Elder

Single Sign On (SSO)                Everett Stauffer

Systems

UCSD/EAMS Classic Development       Steven Higgins

                                    Jayne Reynolds

Surplus Sales/Storehouse

                                    Steve Van Duine

                                    David Gomez

AssetWorks (formally InCircuit)

                                    Kim Vela-Walker

                                    Sean Pugatch

                                    Ellena Howze

                                    Dean Herbert

                                    Darrin Daigle

Campus Users (Super Users)

Division of Biological Sciences     Monica Flores

Integrated Oceanography Division    Minerva Nelson

Geosciences Research Division       Jan Hess

Department of Medicine              Kathryn Caro

Clinical Engineering                Andy Aguinaldo

Clinical Engineering                Deborha McManus

Marine Physical Laboratory          Martha Flores

San Diego Supercomputer Center      Cindy Lee

San Diego Supercomputer Center      Sonia Nayak
3. Summary
UC San Diego’s legacy asset management system (EAMS) was developed in the early 90’s. It was
written in ObjectPal which is part of the Paradox 7 platform. EAMS didn’t have the ability to accept
accounting data to value each asset that could then be matched and reconciled to the general ledger
and the campus financial statements in accordance with accepted accounting principles. We were
also facing resource constraints due to budget cuts. The number of dedicated Equipment
Management staff in General Accounting fell from a previous high of four to only one individual who
is now responsible for central oversight of all campus equipment inventories. Federal and state
compliance vigilance has also increased requiring accurate inventories that can be validated for
assurance on grants and awards. We have a distributed accountability environment and so rely on
up to 900 users across campus to manage inventorial assets. These campus custodians needed a
modern automated tool for effective inventory management. EAMS also didn’t have the capabilities
we needed to effectively track movement of assets on campus. These weaknesses were noted in a
2004 audit report as a repeat finding.

As a result, the campus recognized the need to bring new asset management capabilities to UC San
Diego and set out to find a vendor who could meet our needs through a formal bid process. We
required our new tool to have the capability to accurately capture and account for all assets
throughout their life cycles from initial purchase to final disposition. As a result, we had to integrate
the new Campus Asset Management System (CAMS) with our purchasing and disbursements
systems and with surplus sales to accommodate disposal of obsolete equipment and non-inventorial
assets like office equipment and furniture. The system also had to reflect daily transfers of
equipment between departments and account for changes in location of the assets. The new
system had to also accommodate tracking of assets loaned to other institutions and assets that we
are borrowing. Most importantly, the value of our inventory had to reconcile to our financial
records.

After a competitive bidding process, UC San Diego’s General Accounting office and Academic
Computing partnered with AssetWorks (formerly InCircuit Development Corporation) to mutually
customize the vendor’s off-the-shelf hosted solution to provide a complete Asset Management
System for UC San Diego. The system was required to help us effectively manage inventoriable and
non-inventoriable assets at the University to ensure adequate care, maintenance, financial records,
physical inventory, disposal and control of University equipment and other assets. Design and
development activities spanned approximately eighteen months of close collaboration between our
vendor, ACT and General Accounting/Equipment Management. We went live with our new system
in March 2010.


4. Background
Assets at UC San Diego are centrally managed at UC San Diego with distributed responsibility to
Department Property Administrators (custodians) for department inventories.
A department’s property administrator is responsible for the actual identification and tracking of
inventorial equipment within each Department. Departments now use CAMS to track their own
inventories that are then consolidated by Equipment Management for the campus.

As mentioned previously, CAMS is a hosted solution and was developed by AssetWorks (formerly
InCircuit Development) http://www.incircuit.com/. As a hosted solution, CAMS saves local campus
resources for maintenance and recurring support while keeping the software current with scheduled
upgrades.

The three levels of security within CAMS in addition to single sign-on are Administrator, Approver
and General User.

CAMS is able to integrate with the databases already deployed within UC San Diego’s Business
Affairs (DB2, MS SQL Server, Oracle).

In addition to current department needs, we anticipated growth and the need for additional
departments to accept property administrator responsibilities in the future. CAMS is completely
scalable and flexible to accommodate growth. CAMS is also capable of being completely shareable
within the UC system and has the potential to be scalable as a strategic database that UC could
develop as a system to be able to capture inventorial data for all campuses.

A sampling of institutions who have adopted AssetWorks software include:

Education:                                 State Governments:           Government Contractors:
Baton Rouge Community College              Alabama                      Anteon Corporation
Coahoma Community College                  Florida                      Cubic Applications, Inc.
Holmes Community College                   Illinois                     EOD Technology, Inc.
Louisiana Delta Community College          Louisiana                    SERCO
Louisiana State University                 Massachusetts                Siemens
Mississippi Gulf Coast Community College   Mississippi                  Vought Aircraft Industries
Mississippi State University               South Carolina
Texas A & M University                     Texas
University of California - San Diego
University of Connecticut
University of Texas



The number of users and UC San Diego asset values include the following:

       Estimated department users online at any one time is 10-12
       There are 8 CAMS system administrators and 2 Surplus Administrators
       There are 770 total users on CAMS made up of 233 guests (view only), 198 departmental
        equipment custodians and 339 departmental equipment administrators.
       There are 786 custody codes including the Medical Center with 245.
       Current total value of campus assets in CAMS is $921,152,294; including the UC San Diego
        Medical Center total of $183,789,423.
       Total number of items is approximately 34,761 active items (5,371 at Medical Center), 668
        active non-inventorial items and 145,879 disposed items.
       Staff trained since February 2010 is 359.

    * The Medical Center uses the University’s system to track its inventory; the purchase order
    information is fed from its own Purchasing system.

Property administrators use CAMS (Campus Asset Management System) to electronically manage
department inventorial equipment to:

       Make online changes to the inventorial equipment database

       Electronically process a Surplus Transfer Request (STR) to Surplus Sales or disposal of an
        asset

       Search for inventorial equipment by UCID number, asset description, serial number from
        CAMS Quick Search, or CAMS advanced search

       Make edits to the asset record, attach documents or pictures to the asset record, or review
        historical information about the asset

       Find the Custodian responsible for department inventorial equipment

       Loan and borrow equipment

       Reduce paper processing (paper forms no longer needed for Surplus Sales,
        interdepartmental transfers, and disposals)

       Define electronic role based approvals

       Sort and select options for reports, generate and print multiple reports which are either
        custom or template driven, view and update accounting details

       View the PO report in FinancialLink with one click

       Manage non-inventorial equipment/ supplies with the CAMS elective module

       Auto complete vehicle inventories with smart VIN lookup and data entry


5. Project Requirements
We designed the following success criteria for the UC San Diego Campus Asset Management System:

Inventory Management

Ability to report expenditures for equipment to federal, state, and private funding agencies as
recorded under “acquisition value” and “current value” in the asset record
Accurately record the inventory value, including depreciation, of equipment located at UCSD.
Depreciation is not calculated or tracked by the current system, but tracked by the UCOP system so
we needed to be able to generate accurate capitalization reports that met UC’s criteria. We kept the
option open to have the ability to calculate and track depreciation on selected items at UC San Diego
if required in the future.

CAMS must be able to accurately track the acquisition cost (including changes and adjustments
during the purchasing or fabrication process) to ensure accurate and reconcilable values are entered
into the University’s accounting system that agree with values in our asset management system.



                    CAMS – addresses the 10 life cycle outcomes associate with
                     managing property with the Stakeholders in perspective.

                              Government, the State of California and all external
                                                  Sponsors

                                     University faculty, staff and students

                                     Equipment Management (EQM) and
                                          Custodian Departments
   Accountability




                                          Laboratories and Hospitals


                                             Individual Campuses

                                                 Office of the
                                                  President

                                                  University
                                                 of California




Make records of equipment transactions available to UCSD's auditing agencies. CAMS keeps a full
record of all changes made to assets from purchase through final disposal.

Migrate legacy data accurately from previous Equipment Management System-EAMS.

Generate accurate annual reports to UCOP consisting of length delimited text files listing selected
fields from each record in asset file.

Generate accurate semi-annual reports showing total net changes of acquisition and current values
in the asset file and a detail listing of all transactions that comprise the total net change.

Surplus Sales
Campus Surplus Sales processes unneeded items for sale to other Departments or to outside parties.
We seamlessly integrated CAMS to process transactions to the legacy surplus sales system which we
decided to keep as a proven and effective tool.

CAMS is able to track methods and status of equipment disposal after it has been determined that
the excess material is of no immediate use within the University system in accordance with UC Policy
(Business and Finance Bulletins BUS-49, "Cashiering Responsibilities and Guidelines," and A-51,
"Application of Proceeds from the Sale, Trade-In or Transfer of University Property") and to remain
in conformance with federal regulations and law for federally titled or federally owned property
managed by the University.

CAMS needed to facilitate and support surplus sales operations with functionalities for collection,
marketing, tracking and documentation of equipment through the surplus sales operational process.
Any asset disposals or sales update the active asset inventory and provide adjustments accurately in
the University’s accounting records. Transfer and disposal transactions to surplus sales are handled
by CAMS as an interface with the surplus sales system.

The surplus sales system then manages the sales order process providing selected data that is
integrated back into CAMS and the financial system.

The surplus sales process may be initiated at the Equipment Management level as well as at the
Custodian level with appropriate approvals.
6. Project Description
CAMS establishes access based on user profiles and grants permissions based on those profiles




                                                Acquisition
                           Property
                           Closeout                                  Receipt



                                              The Life Cycle
                   Maintenance                                                  Records
                                                   for
                                                 Managing
                                              Property for UC
                                                 and UCSD
                                               Stakeholders                      Physical
                   Utilization                                                  Inventory




                                Relief of
                                                                Sub-recipient
                              Stewardship
                                                                  Control
                             responsibility
                                                 Reports




System Administrator in Equipment Management reviews and approves all assets imported to CAMS
and all disposals are approved by CAMS-Administrator. The Administrator can also create
Inventorial Assets and approves all user access.

Department Users: (Custodian is the highest department level) is the final approver for surplus
transfer requests and interdepartmental transfers. They also create non-Inventorial assets for their
department.

Departmental Equipment Administrator (DEA) updates assets details, creates transfers and
disposals, and generates loan requests.

Guest – everyone initially must register as a Guest first via Single Sign On, and then follow up with
department DSA to request additional access.

Surplus Administrator submits disposal files for property sold via Surplus Sales.

Surplus Operator receives property at Surplus for sale or disposal via CAMS Surplus Module

HOME Tab and Navigating CAMS
The top of the screen contains the following links:
Home - returns user to this main welcome page
Help - opens a window with additional help about the current screen
Support - opens a window that allows user to send a message or question to technical support staff.
There are also embedded tutorial videos available on the system for user assistance in specific
subjects.
Sign Out - signs user out of the application when finished.
Under these links are tabs that represent the menu of options available to each user. If user clicks
on any of these tabs, they will see a sub-menu listed under the tab with additional options.

User Tabs are displayed and sub-tabs are displayed just below the main tab.

The first two regions on the screen contain the Quick Search and User Info boxes:
Quick Search - enter any portion of an asset number and then press the Enter key or click the Search
button to retrieve a list of assets that have matching asset numbers.




Quick Search: by UCID number or Transfer Number – user enters a portion of the UCID or the entire
UCID number to view the Asset by UCID # (Asset number).

Two quick search options for search are available for Assets:

    Quick Search from the Welcome screen (search default asset status of all).

    Quick Search from the Assets tab (search assets by default status of not inactive and assets tab
    offers sub-tabs for Advance Search and Create).
Quick Search also allows user to search multiple assets. Enter the first part of the UCID number and
view multiple assets (see more details regarding Quick Search by clicking Help at the top of the
screen).


       From the Help button users can access a variety of online video tutorials to assist them at
any time.

The Asset Detail screens

1) Enter the UCID number or Description to view Asset Detail screen.




At the bottom of the screen there are additional regions that can be expanded to display additional
information about the asset. Click the plus icon next to the region and it will expand to show
additional information. The following is a list of common regions (but the regions user actually will
see on their screen depend on permissions):

Accounting - This region displays the accounting ledger for the asset and lists entries such as Original
Acquisition, Upgrade, Depreciation, and Disposal.


Documents & Images - This region allows user to attach, edit and view images and documents
related to the asset.


History - This region lists all changes made to the asset. Each line displays the following: Date/Time
the change was made, the Field that was changed, the New and Old values for the field that was
changed, the Username of the user that made the change, and the History Type (the type of change
that was made, such as User Edit, Import, or Change Request).


Validation - The region displays information collected from bar code scanner during the physical
inventory process. It displays the date/time the asset was scanned, the user that performed the
scan, and whether the asset information was correct as-is or was modified.

Validation Region - Scan and Validate

Scan & Validate is end-to-end software for automating the asset inventory process. It
works with scanners to automate the collection of inventory data in the field, but it's
much more than scanner software. Scan & Validate easy-to-use features automate the
reconciliation, validation, reporting and all administrative oversight of the campus
inventory.
VIN Explosion

CAMS populates specific vehicle information based on entry of the Vehicle Identification Number.
This has increased the accuracy and quality of vehicle information for fleet management. Risk
Management has also leveraged this data to increase the accuracy of their database to lower
insurance costs.




Surplus Transfers, Inter-Departmental Transfers and Disposals

Transfers (now a completely paperless process)

Three types of Transfers – Inter Departmental (UCSD campus only); Temporary Transfer (loan to
another department at UCSD, not within user’s custody codes); Surplus Transfer Requests (all
transfers to Surplus Sales) which include Assets (inventorial) and Elective assets (Non-Inventorial).

Approvals: CAMS uses a strict automated process which requires an automated approval and
automated receive system. Everything activity is tracked in the History region. No approval required
for transferring assets within a department that has multiple custody codes (e.g. School of
Medicine).

CAMS Transfers tab include two distinct sub-tabs, “Transfer” and “Surplus.”

Transfer sub-tab: this is the default sub-tab. Three regions to the Transfer sub-tab: Quick Search,
Search Transfers and Create Transfer.

Transfers to Surplus Sales:
This screen allows user to search for surplus transfers or initiate new surplus transfers of assets.


Quick Search Transfers

To quickly search for a surplus transfer by its Surplus Number, users can enter a Surplus Number into
the field and press the Enter key or click the Search button. To perform a more advanced search on
surplus transfers, users can click the plus icon on the Search Surplus region. This will open up the
region and allow user to specify additional criteria.

Insert Transfers

To initiate a new surplus transfer of one or more assets, user can click the plus icon on the Insert
Surplus region; enter the header information relevant to the transfer, then click the Create button.
This will create the transfer header and then give user a new screen where users can specify the
assets being placed into the transfer.




3) Disposals

CAMS allows users to search for disposals or initiate new disposals of assets.

Quick Search Disposals
To quickly search for a disposals by its Disposal Number, users can enter a Disposal Number into the
field and press the Enter key or click the Search button

Search Disposal
To perform a more advanced search on transfers, users can click the plus icon on the Search
Transfers region. This will open up the region and allow them to specify additional criteria.

Create Disposal
To initiate a new disposal of one or more assets, users can click the plus icon on the Create Disposal
region, enter the header information relevant to the disposal transfer, then click the Create button.
This will create the transfer header and then give them a new screen to specify the assets being
placed into transfer.

Reports

CAMS offers predefined reports and the ability for users to create their own custom reports. The
Edit Report feature allows the user to display specific fields, arrange the order of display and sort it
to their custom requirements. The user can save the report for future use and not have to recreate
every time. The Report can be downloaded to a excel worksheet or as a PDF. User can click on the
View icon to quickly update the Asset and use the back button to return to the report to update the
next record.

This is a NEW Feature has never existed for users! All previous reports were paper only and had to
be requested through and created by the Equipment Management Office.




Technical Requirements

If using IE, must use version 7 or higher. For other browsers, reports are rendered as PDF so Adobe
PDF Viewer must be installed. Also, if using IE the user must have all pop-up blockers turned off and
the ability to install ActiveX installers. For other browsers, reports are rendered as PDF so Adobe
PDF Viewer must be installed. This covers MAC users. There are no limitations with Firefox except
that the reports cannot be exported. The reports come up in Acrobat Viewer/Reader on Firefox just
like any other browser (except for IE). They can be saved if need be, but in pdf format only.


Additional Equipment Management Information:

http://www.ucop.edu/ucophome/policies/bfb/bus29.html (download the BUS 29) The Business and
Finance Bulletin 29 has many more links to assist users with the rules associated with Equipment
Management.

				
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