Fas_equipment_management-list September 2011

fas_equipment_management-list@lists.fas.harvard.edu

1 participants
4 discussions

Equipment meeting notes 9/22 and some additional Equipment information

by Colannino, Kara

Dear Equipment Coordinators, Just wanted to pass along my notes from last Thursday's meeting. Please let me know if anything is unclear/wrong Notes from 9/22/11 Equipment Management Meeting: =========================================== Participants: Mary Walsh, Chemistry Joe Fitzgerald, Rowland Jason Green, OEB Anna Salvato, OEB Sarah Elwell, Division of Science Robyn Provost, LPPC Eric Martin, CNS Chris McCartney- Melstad, CBS Sabrina Garcia, Psychology Suela Caushi, Psychology Kathleen McCloskey, Physics Silke Exner-Su, Physics Michelle Wong, Physics Kim Li, Physics Chris Nicholson, Psychology Kelly Collette, Psychology Brendan Durkin, HCL Maureen Rekrut, FAS Finance Notes: A. The Physical inventory report has been fixed in Equipster. As a reminder The Physical Inventory Parameters, Process: In order to complete the Physical Inventory, all capital assets not inventoried since 6/30/09 need to be inventoried by October 15, 2011. 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 me at kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> to let me know if you have already completed your department's inventory. I will be following up with October 4th, 2011 status updates. B. Attached you will find a copy of the capitalization decision tree that Maureen Rekrut, Sarah Elwell and myself worked on. Please note this is a working draft if you have any comments or additions please feel free to email me at kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> so that we can make sure we are encompassing all departments. Please get back to me no later than October 20th with any additions/changes you may have to this resource document. C. The Signature Authorization Form - I am still awaiting confirmation about who needs to have this form signed off on. Just Equipster Users or anyone who has a say in actions regarding equipment disposals, transfers, sales, relocations, physical inventories, etc., for as soon I as I know I will be contacting you all to make sure that you have this required form in place. Additional information: A. Admin. Computing and those that deal with the programming of Equipster are aware that the prepayment done through HCOM are not being pulled into Equipster and this is being worked out. Maureen checked in with Michael Jackson and Christine Benoit regarding the Prompt Pay Discounts. Christine stated that they do not show up in the Detailed Listing as you point out. This is because its information that comes from the PAYMENT tables and not the expense tables. They do however show up in the HU Vendor Detail report in CREW. We have escalated the issue in requesting that the information also appear in the detailed listing but we are instructing users to find the information in that Vendor Detail Report in the meantime. Any changes/updates on these topics I will let you know as soon as possible. B. Currently there is an issue with the If offsite Location field, changes made here are not being saved. The problem has been given to HUIT and hopefully soon there will be a fix. C. RAS will be offering Equipment Training (Equipster and some policy) in February 2012, in the meantime if you have someone new in your department and need training before please contact me at kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> Again, if I have left any information off this email please let me know. 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, 7 months

Reminder of Equipment Coordinators Group Meeting

by Colannino, Kara

When: Thursday, September 22, 2011 1:00 PM-2:00 PM (GMT-05:00) Eastern Time (US & Canada). Where: UPDATE - Change in Northwest Labs Room 453 Note: The GMT offset above does not reflect daylight saving time adjustments. *~*~*~*~*~*~*~*~*~* Good Afternoon All, This is a reminder that we will have an Equipment Coordinators Group Meeting on Thursday, September 22nd at 1pm at the Northwest Labs Room 453. Please note the change in Rooms Following are the Agenda items that we will be discussing: 1) Fabricated Equipment with Maureen Rekrut and Gina Armstrong of FAS Finance - Draft of Capitalized Equipment Decision Tree 2) Inventory - Updates - Questions 3) Insurance - New deductible 4) Department signature authority forms - Handout Please bring any other questions and ideas regarding Equipment management to this meeting. Please RSVP to kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> if you are able to attend this meeting. Thank you and I look forward to seeing you. Kara

12 years, 7 months

Reminder of Equipment Coordinators Group Meeting

by Colannino, Kara

When: Thursday, September 22, 2011 1:00 PM-2:00 PM (GMT-05:00) Eastern Time (US & Canada). Where: UPDATED ROOM Bowditch Room at the Peabody Museum, 11 Divinity Avenue #9 Note: The GMT offset above does not reflect daylight saving time adjustments. *~*~*~*~*~*~*~*~*~* Good Afternoon All, This is a reminder that we will have an Equipment Coordinators Group Meeting next Thursday, September 22nd at 1pm in the Bowditch Room at the Peabody Museum, 11 Divinity Ave, Room #9. Located on the first floor just beyond the stairwell and restrooms. Following are the Agenda items that we will be discussing: 1) Fabricated Equipment with Maureen Rekrut and Gina Armstrong of FAS Finance - Draft of Capitalized Equipment Decision Tree 2) Inventory - Updates - Questions 3) Insurance - New deductible 4) Department signature authority forms - Handout Please bring any other questions and ideas regarding Equipment management to this meeting. Please RSVP to kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> if you are able to attend this meeting. Thank you and I look forward to seeing you. Kara

12 years, 7 months

Physical Inventory Report

by Colannino, Kara

Good Morning All. I am happy to report that the Physical Inventory Report has been fixed. IF you have any problems or questions concerning your physical inventory, please let me know. Thank you and have a great long weekend. Best, ------------------------------------------- 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, 7 months

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Fas_equipment_management-list September 2011