Fas_equipment_management-list May 2014

fas_equipment_management-list@lists.fas.harvard.edu

1 participants
3 discussions

by Colannino, Kara

Equipment coordinator group meeting notes 5-20-14. Oracle Fixed Assets Update Oracle Fixed Assets (OFA) will go live July 1st. After this time OFA will start pulling GL transactions for FY15 into the mass addition screen. The process will be that departments will continue to create requisitions and PO's in HCOM and pay the related invoices. After the invoice has been paid those capital equipment transactions will be sent to mass addition screen in OFA. Next step is to prepare the Mass Addition and then Post Mass Additions will happen. Once the post pass addition happens it becomes an asset in the asset workbench - this is where the asset will receive a tag number and the asset information lives. As it currently stands Gail Pisapio' s group in FAS Finance will be completing the mass addition process for the non-science departments starting July 2015. Sarah Elwell of the Division of Science and her group will be completing the mass addition process for the following departments and units: [Departments Astronomy Chemistry & Chemical Biology Earth & Planetary Sciences Human Evolutionary Biology Mathematics Molecular & Cellular Biology Organismic & Evolutionary Biology Physics Statistics Stem Cell & Regenerative Biology] [Units Arnold Arboretum Center for Astrophysics Center for Brain Science Center for Nanoscale Systems The Center for Ultracold Atoms FAS Center for Systems Biology Harvard College Observatory Harvard Forest Harvard Museum of Natural History Harvard Stem Cell Institute Harvard University Center for the Environment Harvard University Herbaria Institute for Theoretical Atomic, Molecular and Optical Physics Institute for Quantum Science and Engineering Institute for Theory and Computation Laboratory for Particle Physics and Cosmology Microbial Sciences Initiative Museum of Comparative Zoology Origins of Life Initiative Program for Evolutionary Dynamics] v Sarah mentioned that tag numbers for new "stand alone" equipment would not be given out at the time of purchase but when the piece of equipment hits the floor in the department. The exception to this is fabrications. A fabrication form must be filled out and this tag number should be assigned to all requisitions relating to this piece of equipment. This form is located http://osp.fad.harvard.edu/sites/osp.fad.harvard.edu/files/attachments/52/f… v The A/P adjustment process will remain at the departmental level v Sarah's group will be conducting annual inventories. All FAS departments and units will have inquiry access for their respective orgs. This will allow departments to run reports relating to their capital equipment. The permissions are given at ORG Level and inquiry access will happen once data conversion is complete this will most likely be in August 2014. There will be more information to follow in the coming weeks as the university proceeds with the data conversion process. Thank you all for your patience. I also want to thank you for your hard work in getting the assets assigned and for completing your inventories. Equipster Update As of June 1st, all users will have their access shut off for the month of June and until the system becomes read only. This is for conversion purposes. Sarah's group will be assigning transactions in Equipster for the Science Division and Kara Colannino will be assigning assets for the non-science departments. If you need a report run or need help with anything equipment related, please contact Kara at kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> or Sarah Elwell at sarah_elwell(a)harvard.edu A/P Adjustment Please note the last time to make any equipment adjustments for FY14 will be July 7th, 2014. After this time no equipment journals can be processed for FY14. Insurance FAQ's The insurance FAQ's have been updated by Mark Frazier from RMAS and have been attached in this email. Should you have any questions or concerns regarding these, please contact Kara Colannino. If I have left anything out or you need to more information, please do not hesitate to contact me. 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 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.

9 years, 11 months

Inventory - Assignment to Assets - Updates

by Colannino, Kara

Happy Friday to you all! A big thank you to all who have been assigning their assets and updating inventory. Reminder of next Tuesday's Meeting - it will be held in Room 353 of the Northwest Labs. See you then. Kara As you have heard the go live date for Oracle Assets is July 1st. What does this mean and what should you be doing now? Currently - all departments that are using Equipster should be: 1. Assigning your unassigned assets on your Equipster homepage every day. 2. Inventory - this should have already been started and should be completed no later than May 28th. a) This inventory is for any asset that does not have an inventory date within the FY14 fiscal year. Anything with a date prior to July 1st, 2014 or no inventory date will need to be inventoried, updated and reflected with the new inventory date. b) Any equipment room changes need to be updated. c) Any incomplete assets (2nd tab on your home screen of Equipster) must be completed. d) Any fabrications that are older than 2 years must be placed in service in Equipster on the fabrication tab Meeting Agenda for 5/20/14 - It is strongly recommended that all attend. 1) Update on Oracle Fixed Assets - Gail Pisapio from FAS Finance will discuss updates on Oracle Fixed Assets (OFA), as well as the implementation timeline. - Please note that some FAS departments will have their assets converted to OFA prior to June 1st. Those departments will be contacted within the next week. 2) The Life of Equipster after implementation of OFA 3) Any other agenda items that are requested Please contact me with any questions or concerns you may have. Thank you and have a great weekend. Kara

9 years, 11 months

Inventory - Assignment to Assets - Updates

by Colannino, Kara

Happy Friday to you all! As you have heard the go live date for Oracle Assets is July 1st. What does this mean and what should you be doing now? Currently - all departments that are using Equipster should be: 1. Assigning your unassigned assets on your Equipster homepage every day. 2. Inventory - this should have already been started and should be completed no later than May 28th. a) This inventory is for any asset that does not have an inventory date within the FY14 fiscal year. Anything with a date prior to July 1st, 2014 or no inventory date will need to be inventoried, updated and reflected with the new inventory date. b) Any equipment room changes need to be updated. c) Any incomplete assets (2nd tab on your home screen of Equipster) must be completed. d) Any fabrications that are older than 2 years must be placed in service in Equipster on the fabrication tab Meeting Agenda for 5/20/14 - It is strongly recommended that all attend. 1) Update on Oracle Fixed Assets - Gail Pisapio from FAS Finance will discuss updates on Oracle Fixed Assets (OFA), as well as the implementation timeline. - Please note that some FAS departments will have their assets converted to OFA prior to June 1st. Those departments will be contacted within the next week. 2) The Life of Equipster after implementation of OFA 3) Any other agenda items that are requested Please contact me with any questions or concerns you may have. Thank you and have a great weekend. Kara

9 years, 11 months

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Fas_equipment_management-list May 2014