Fas_equipment_management-list August 2009

fas_equipment_management-list@lists.fas.harvard.edu

1 participants
4 discussions

8/11/09 Notes + Physical Inventory Status

by FAS Research

Dear Equipment Coordinators, Just wanted to pass along my notes from the meeting today. Please let me know if anything is unclear/wrong. *Please also: any Department Not Listed under "**Status of Physical Inventory Process**" below needs to email fasrsrch(a)fas.harvard.edu with the status of their Physical Inventory and let us know if you need help. * Cheers, Karen* * *Notes from 8/11/09 Equipment Management Meeting:* =========================================== *Participants:* Mary Walsh, Chemistry Lisa Ball, Chemistry Joe Fitzgerald, Rowland Irene Coyle, Observatory Jason Green, OEB Karen Barkow, Stem Cell, SCRB Robyn Provost, LPPC Grace Shin, SEAS Eric Martin, CNS Karen Woodward Massey, RAS *Equipment Management 2009*: KWM clarified that there are two steps to the equipment management process we embarked upon last spring: 1) All Capital Transactions with Posted Dates prior to 7/1/09 needed to be assigned to Equipster Assets and 2) the Physical Inventory needed to be completed. * **Physical Inventory Parameters, Process:* In order to complete the Physical Inventory, all capital assets not inventoried since 6/30/08 need to be inventoried by August 31. The Process follows 1. Run a Report: There are 2 ways of running a list of assets that needed to be updated (please see attached PDFs) depending if the department had a lot of assets to inventory (See attached "Asset Detail Search Parameters") or only a few (See attached "Phys Inv Rpt Parameters" file.) 2. Have someone physically locate the asset and let you know if the Equipster data about it is correct 3. Change any Equipster data that you know is incorrect 4. Once assets are located & inventoried, update the Last Inventory Date field. 5. Email fasrsrch(a)fas.harvard.edu to let Karen, Alan, and Kara know that your department's inventory is done. * Physical Inventory Priorities:* If you MUST prioritize, make sure that all Non-Federal assets in buildings where sponsored research takes place are inventoried by August 31st. The rest will still need to be done, however! * Status of Physical Inventory Process:* If your department is NOT listed below, please email fasrsrch(a)fas.harvard.edu ASAP and let us know what's up! Chemistry: On Track for August 31/Done (with extra thanks to Sarah Elwell and Luke) Rowland: On Track for August 31 Observatory: On Track for August 31 OEB: On Track for August 31 Stem Cell, SCRB LPPC: On Track for August 31 SEAS: Less than 100 assets to inventory, need to talk to Alan to come up with plan CNS: On Track for August 31 FAS IT: *over 700 assets to inventory* EPS: On Track for August 31 MCB: On Track for August 31 OAR: On Track for August 31 Life Sciences/Science Division: On Track for August 31 Dean's Office: On Track for August 31 Systems Biology: On Track for August 31 * To Do's: =================== *KWM: ask Alan about Eric Martin question: When is "Unlocated" acceptable? KWM: suggested by CCB: Can we add PO# and/or "Comments" to Asset Detail report? KWM: print out list of FAS IT Unassigned Transactions- Originals and Journals and circulate them to group to see if they can be assigned to assets in departments debited. KWM: report bug from latest upgrade: some assets, when queried, show up multiple times (Eric, Mary, & Irene have seen this, see Eric's email for more details) KWM: talk to Alan about developing Best Practices around what parameters to include in header of an equipment journal so header points to the original transaction. Example: Put the Equipment Tag Number in the header, or have Oracle request it. -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 50 Church Street, 5th Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 8 months

Meeting @ 3 today- NEW LOCATION

by FAS Research

Dear All, Just wanted to remind you all that our FAS equipment coordinators group will be meeting in ROOM 561 of 1414 MASS AVE (new location!!!!!) TODAY (Tuesday August 11th) from 3-4:30. 1414 Mass Ave is above the Bank of America across from Out of Town News. Take the Elevator to the 5th floor and ask the receptionist to point you to the large conference room at the back of the building. We definitely have enough people to have a meeting so please come with issues/concerns you'd like to discuss. Cheers, Karen -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 50 Church Street, 5th Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 8 months

Please respond + Equipster Upgrade

by FAS Research

Dear All, 1. I REALLY hate to bug you guys but it's very important that we get the physical inventory completed on time. If you haven't yet given me a status update for your department's Unassigned Transactions and Physical Inventory process, please do!!!!! Remember the goal is to have all capital transactions assigned and inventoried by August 31st... 2. Please also let me know if you are coming to the equipment meeting next week. So far I have only one person attending besides me. 3. Equipster 2.04 was deployed on Monday. Changes included: Update to add CSV report format for unassigned transactions report; miscellaneous changes, and small corrections to Help pages. If you see any problems, please let me know. Thanks, Karen -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 50 Church Street, 5th Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 8 months

Meeting 8/11 3-4:30- New Location!

by FAS Research

Dear FAS Equipment Coordinators, Three Things: ============== 1. *Please RSVP to FASrsrch(a)fas.harvard.edu* and *send me things you'd like to talk about* at the equipment coordinators meeting to be held in *ROOM 561 of 1414 MASS AVE* (new location!!!!!) on *Tuesday August 11th from 3-4:30*. 1414 Mass Ave is above the Bank of America across from Out of Town News. Take the Elevator to the 5th floor and ask the receptionist to point you to the large conference room at the back of the building. 2. *Please let me know how assigning those Equipster homepage transactions is going and if you've been able to start doing the physical inventory.* If you are behind I will need to send someone to help you because we REALLY need this done by August 31st. Call me if you wish-- I'm at 6-1261. If I don't hear from you, expect a call. 3. Last but by no means least: *Hooray to MCB, CCB, and OAR* for getting all their transactions assigned and getting the physical inventory done already!!!!!! Cheers, Karen (Alan is on vacation and Kara is out till September.) -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 50 Church Street, 5th Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 8 months

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Fas_equipment_management-list August 2009