Fas_equipment_management-list

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FW: New Accounting Policy Brown Bag 6/24-registration now available

by Colannino, Kara

Dear All, An important brown bag - updates to the facilities and equipment policy. ------------------------------------------- Kara Colannino 5-1488 Work Hours: Tuesday-Friday 9:15 to 4:45 http://fas.harvard.edu/research P Please consider the environment before printing this email. From: Gustavsson, Amy [mailto:amy_gustavsson@harvard.edu] Sent: Monday, June 16, 2014 9:12 AM To: Volcy, Nadege; Cohen, Samantha S; McGowan, Nuala; Schmidt, Jessica; Lo, Judy; Froman, Kristie; Colannino, Kara; Bourgeois, Thomas; Brunelli, Carleen A Cc: Axelrod, Sarah T. Subject: New Accounting Policy Brown Bag 6/24-registration now available Dear, all- Please see below for the announcement of the new accounting policies brownbag on June 24th. Please forward to anyone in your area as applicable. Thanks. Amy Jennifer Robinson, Associate Director of Financial Reporting, and Steve Nedder, Associate Director of Accounting Operations, will give an overview of the new Accounting for Internally-Developed Software and Lease Accounting policies, as well as highlights of the updated Facilities and Equipment policy. You can register on the event page below. Please feel free to send questions in advance to financialpolicy(a)harvard.edu<mailto:financialpolicy@harvard.edu>. We look forward to seeing you there! http://policies.fad.harvard.edu/event/new-accounting-policy-brown-bag Thanks, Andrea Andrea Sexton Associate Director, Policy and Business Process Harvard University 1033 Massachusetts Avenue, Third Floor Cambridge, MA 02138 E: andrea_sexton(a)harvard.edu<mailto:andrea_sexton@harvard.edu> T: 617.495.3976 F: 617.495.1937

9 years, 10 months

Equipment Meeting Notes 5-20-14

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

Equipment Coordinators Meeting Notes

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.

10 years, 1 month

Equipment Coordinators Meeting

by Colannino, Kara

Good Afternoon All! The next equipment coordinators group meeting will be held on Thursday, March 20, 2014 from 11 to 12pm in CGIS North( Knafel) in Room K262. Here is our agenda for the upcoming meeting: 1) The A/P adjustment process - Gail Pisapio 2) Oracle Fixed Assets and New Roles - Sarah Elwell and Gail Pisapio 3) Data Conversion for Oracle Fixed Assets 4) IDC Rate ****For the IDC Rate Calculation Inventory**** A. Please assign all unassigned assets. If you have an asset that has been 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 and please place in service any open fabrications that are older than 2 years 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 April 1st - May 31, 2014, Anything that does not have an inventory of a date of October 2013 and beyond will need to be inventoried. I will be sending out reports to departments they will include unassigned transactions, open fabrications and incomplete asset records within the next week for your review and use in cleaning up the above to do's. If you have any questions or concerns, please do not hesitate to contact me. See you on the 20th , and have a great weekend. Best, Kara

10 years, 1 month

Equipster Back up!

by Colannino, Kara

Good Morning All, Equipster has been restored and appears to be running correctly now. If you do incur a problem with Equipster, please make sure to include me in any correspondence you send to HUIT. Thank you and have a great day! 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.

10 years, 1 month

Equipster Issue

by Colannino, Kara

Good Morning, Equipster is currently experience some problems when looking up (view/update) an asset. HUIT has been notified and they are working on the problem. As soon as it is cleared I will send out another email. Sorry for any inconvenience this may be causing you. 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.

10 years, 1 month

Update on Duplicate asset creation issue

by Colannino, Kara

Good Afternoon, The Programmers confirmed along with help from Mary Walsh and Lisa Wilkes Ball that if you use the Firefox browser, a duplicate Asset will not be created. This is true whether you create the Asset 1) from a particular transaction or 2) apart from any transaction. This is now the workaround everyone should be using: Equipster users should use Firefox when creating an Asset, either from a transaction or apart from any transaction. They should not use Internet Explorer for this purpose. Unfortunately, this will cause a bit of inconvenience to people who use Internet Explorer for other tasks, since they will have to switch over to Firefox to use Equipster, but at least they will not have to worry about creating duplicate Assets. Please contact me with any questions you may have regarding this issue. 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.

10 years, 4 months

Duplicate Asset Creation Work Around

by Colannino, Kara

Good Afternoon All, There is a bug in Equipster that causes duplicate entries to be created. This occurs when an Equipster user tries to create an Asset directly from an Unassigned Transactions rather than assigning the transaction to an existing Asset. In this scenario, the user receives an error onscreen and two copies of the Asset are created instead of just one. HUIT has asked that we do a work around while they address this problem. This work around would be to create the asset first and then assigning the transaction to it, rather than trying to create the Asset directly from the transaction. If you have any questions or concerns please 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/Thursday/Friday 9:15 to 4:45 Wednesdays 8:45 to 12:15 Phone: 617 495 1488 Fax: 617 496 7400 http://fas.harvard.edu/research P Please consider the environment before printing this email.

10 years, 4 months

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