Fas_equipment_management-list March 2014

fas_equipment_management-list@lists.fas.harvard.edu

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by Colannino, Kara

Good Evening All, Please see the following notes from the Equipment Coordinators Meeting held on March 20th, 2014 Attached please find the slides regarding the time line of Fixed Assets Module that Gail Pisapio, FAS Finance and Monica Fisher of the Fixed Assets Project Team presented. Upcoming Date/Deadlines: April 1st , 2014 - The A/P Adjustment process for all capital object codes goes live. April 2014 - The 1st round of Data Conversion from Equipster to Fixed Assets, the exact date has not been determined at this time. March - June 30, 2014 - Inventory and Equipster Data Cleanup. July 1st , 2014 - Fixed Asset Module replaces Equipster. Inventory For the upcoming data conversion and IDC rate calculation you should be conducting the following: A. Please assign all unassigned assets. If you have an asset that you have assigned but is sticking to your homepage please email me the details and I will work with HUIT to remove these. B. Please take a look fabrication report in Equipster and please place in service any open fabrications that are older than 2 years (2012 and older) C. Please update and complete your incomplete asset records. These transactions are located on the 2nd tab of the homepage. D. We will be conducting a partial inventory March 20th - May 31st , 2014, Anything that does not have an inventory of a date of July 2013 and beyond will need to be inventoried and should be reflected in Equipster with an FY14 date. It is critical that above be taken care of prior to May 31, 2014, in an effort to clean up our asset records so that our data is a clean as it can be. The month of June should be spent cleaning up any transactions that appear during the month of June. I will be sending out reports to those departments that have open fabrications, unassigned assets and incomplete asset records by Monday, March 31, 2014. Updates I recently learned that the A133 Audit will take place prior to year end. I will be submitting a report to the auditors next week for all assets that are in Equipster as of March 31, 2014. The site visit will happen during the first two weeks of June. Should you have any questions or concerns regarding the above, please do not hesitate to contact me. Thank you all for your hard work in cleaning up your assets. All my best, 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 Work Hours: Tuesday - Friday 9:15 to 4:45 Phone: 617 495 1488 Fax: 617 496 7400 http://fas.harvard.edu/research P Please consider the environment before printing this email.

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Fas_equipment_management-list March 2014