Fas_equipment_management-list

fas_equipment_management-list@lists.fas.harvard.edu

73 discussions

by Colannino, Kara

When: Wednesday, March 14, 2012 1:00 PM-2:30 PM (GMT-05:00) Eastern Time (US & Canada). Where: NW Labs Room 255 Note: The GMT offset above does not reflect daylight saving time adjustments. *~*~*~*~*~*~*~*~*~* Good Afternoon! I have set the next Equipment Coordinators meeting for Wednesday, March 14th at 1pm in the Room 255 of the Northwest Labs. The current agenda is: 1) Roles and Responsibility Matrix for Equipment Management - Feedback from departments will be requested. 2) Capital Equipment Decision Tree Update - Final copy will be available I will have some treats for all to enjoy. If you have any other agenda items that you are looking to discuss, please forward them to me as soon as possible. Look forward to seeing you all on March 14th. Cheers Kara

12 years, 2 months

Equipment Coordinators Meeting

by Colannino, Kara

When: Wednesday, February 08, 2012 11:00 AM-12:00 PM (GMT-05:00) Eastern Time (US & Canada). Where: Room 205 in Northwest Labs Note: The GMT offset above does not reflect daylight saving time adjustments. *~*~*~*~*~*~*~*~*~* Good Afternoon and Happy New Year! I have set the next Equipment Coordinators meeting for Wednesday, February 8th at 11am in the Room 205 of the Northwest Labs. The current agenda is: 1) RMAS Equipment Audit Final Report 2) Updates and Improvements to Equipster • Paige Duncan - Manager of Client Relations and Product Management at HUIT will be looking for feedback on some of our requests. 3) Capital Equipment Decision Tree Update If you have any other agenda items that you are looking to discuss, please forward them to me as soon as possible. Look forward to seeing you all on February 8th. Cheers 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 • Please consider the environment before printing this email.

12 years, 3 months

Equipster Fixes and outage

by Colannino, Kara

Good Afternoon All, So Equipster was to originally receive an update last night but was postponed until this evening. Equipster will be down on Tuesday, December 20th from 7pm to 8pm for service and upgrades. The following items have been fixed and should be in operation after the shutdown on Tuesday: 1) Unassigned Assets Tab - when clicking to remove -nothing happens: This has been resolved 2) Disposal Form not printing correctly information comes out blank: This has been resolved 3) If offsite - comments field not keeping information in it: This item has been resolved. There are several other items and enhancements currently being worked on by HUIT. As soon as I have a better indication as to when those will go into effect I will be in touch. Great job on your physical inventory, thank you for all your hard work! I wish you all a well deserved holiday break! Happy New Year. Cheers, 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, 4 months

Equipster Fixes and outage

by Colannino, Kara

12 years, 4 months

Signature Authorization Form

by Colannino, Kara

Good Afternoon, Attached please find the revised and required Signature Authorization Form. This form currently exists with the current OSP policy; however, the recent RMAS findings identified an inconsistent treatment of this form across FAS. RMAS recommendations and our agreed-to actions were to do several things: 1) Communicate this form to you, as I did today at RAS Friday, as well as through this email, by November 18, 2011. 2) I ask that you ensure that this revised form is filled out for the appropriate individuals who handle disposals, transfers, sales relocations, and physical inventories. 3) As a new and agreed to action, we are required to track and keep copies here in RAS; please return this form to me no later than December 15th for all current employees. 4) This form is going to be available on our Website as well as on the new OSP website. Here is a link to the form on the new OSP website: http://osp.fad.harvard.edu/sites/osp.fad.harvard.edu/files/Signature_Author… Should you have any questions concerning this form, please do not hesitate to contact me. Thank you in advance for your cooperation in this matter. 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, 5 months

Equipster Updates and Issues

by Colannino, Kara

Good Morning All, Writing with a few updates and request for information from you. 1) Good News - most of you have completed your inventory for FY11. Great job and Thank you!! 2) The disposal form is printing blank - it appears that all information is recorded in Equipster but when you go to hit print the form comes up blank. The programmers are working on this and as soon as it is fixed I will let you all know. 3) It appears that not all PO numbers are being pulled into Equipster making it difficult for the end user to assign the assets to tags again this is a situation that the Programmers are working on and trying to determine what the problem is, hopefully a fix will happen soon. We have been working with the HUIT to update Equipster and one of the items I need your help on is the reports. There are over 40 columns in the Asset Listing and Asset Detail Report's. I would like them to be able to generate a report that is viewable and easier to read. I am asking for your to contribution as to whether or not the following items are what you would like to see. Please let me know by Thursday 11/17/11 in the AM, if possible. The items I see as important for an overview of your Equipment are: Asset Number Asset Description Asset Status Transaction Date Invoice # Vendor Asset Amount PO # Costing (33-Digit) PI/User 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, 5 months

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, 8 months

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Fas_equipment_management-list