Fas_equipment_management-list July 2011

fas_equipment_management-list@lists.fas.harvard.edu

1 participants
2 discussions

by Colannino, Kara

Hi All Sorry here are the attachments. Thank you, Kara ------------------------------------------- Kara Colannino Research Finances and System Specialist Research Administration Services Faculty of Arts and Sciences Harvard University 1414 Massachusetts Avenue, 2nd Floor Cambridge, MA 02138 Phone: 617 495 1488 Fax: 617 496 7400 http://fas.harvard.edu/research P Please consider the environment before printing this email.

12 years, 10 months

Meeting Notes 5/24 and Updates on Equipment Inventory for FY11

by Colannino, Kara

Good Morning, I would first like to say thank you to all those who attended the last Equipment Managers Meeting on May 24th and secondly I would like to apologize for this long overdue follow-up email. I hope your year-end closing is going well and have successfully assigned all of FY11 transactions to assets for the June 30th close. I have some good news about the Bi-Annual Physical Inventory, you will now have additional time to assign your assets as we have extended the deadline to October 15th, 2011. Physical Inventory Parameters, Process: In order to complete your Physical Inventory, all capital assets not inventoried since 6/30/09 must be inventoried by October 15th. The Process for inventory is as follows: 1. Run a Report: * There are 2 ways of running a list of assets that need to be updated (please see attached PDFs) and it depends on the following: a) if the department had a lot of assets to inventory (See attached "Asset Detail Search Parameters") b) if the department only as 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 and accurate. 3. Update any Equipster data that you know is incorrect or inaccurate. 4. Once assets are located & inventoried, update the "Last Inventory Date" field in Equipster 5. Email kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> to let me know that your department's inventory is completed. I am attached two PDF's, containing the report instructions. If you have any questions about running these reports, please let me know. I have been met with Admin. Computing and we are working on several Equipster updates in the next few months. I will keep you updated on our progress for enhancements to the system. The following are additional requests: * Search on unlocated/located * Create an unlocated Report * Search on Comments field * Have comments show up in a asset listing detail report * PI and User ID #'s removed from reports. If I have missed anything, please let me know and I will add it to the list. It was requested that FAS RAS provide further clarification for Works in Progress, Fabrication and System. I met with Maureen Rekrut from FAS Finance and Sarah Elwell from MCB. We are working on a one-page guide to be rolled out at the next Equipment Managers Meeting if not before. I am also working on guidance for Disposing of Equipment. I hope to also roll this out at the next Equipment managers meeting. The Insurance FAQ's has been updated and will be uploaded to the FAS RAS Equipment website within the next week. Please mark your calendars for the following Equipment Managers Meetings: Tuesday, August 30th at 11:00 am at 1414 Mass Ave Room 256 - I have invited Cara Noferi of FAS Office of Physical Resources & Planning to attend this meeting to discuss Centerstone and its possible usage with Equipster. Thursday, September 23rd at 1:00pm @ 1414 Mass Ave Room 256 - I have invited Maureen Rekrut to discuss Capital Equipment Object Codes and their usage. Happy 4th of July. See you in August. In the meantime if you have any Equipment related questions or requests, please do not hesitate to contact me. Best, Kara Colannino 5-1488 ------------------------------------------- Kara Colannino Research Finances and System Specialist Research Administration Services Faculty of Arts and Sciences Harvard University 1414 Massachusetts Avenue, 2nd Floor Cambridge, MA 02138 Phone: 617 495 1488 Fax: 617 496 7400 http://fas.harvard.edu/research P Please consider the environment before printing this email.

12 years, 10 months

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Fas_equipment_management-list July 2011