Fas_equipment_management-list

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73 discussions

Reminder for Equipment Management Meeting 8/30/11

by Colannino, Kara

Good Afternoon, Hope you all are having an enjoyable summer. This is a reminder email that there will be an Equipment Managers Meeting next Tuesday, August 30, 2011 from 11 - 12, at 1414 Mass Avenue in Room 256. Cara Noferi, Sr. Planner of the Harvard FAS Office of Physical Resources & Planning will be our guest to discuss Centerstone and how we may be able to incorporate it into Equipster. If you are able to attend on the 30th, please let me know by emailing kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu>. In the meantime, if you have any equipment items that you would like to discuss at the meeting, 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, 8 months

Oops Attachements

by Colannino, Kara

Hi All Sorry here are the attachments. 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, 10 months

Meeting Notes 5/24 and Updates on Equipment Inventory for FY11

by Colannino, Kara

Good Morning, I would first like to say thank you to all those who attended the last Equipment Managers Meeting on May 24th and secondly I would like to apologize for this long overdue follow-up email. I hope your year-end closing is going well and have successfully assigned all of FY11 transactions to assets for the June 30th close. I have some good news about the Bi-Annual Physical Inventory, you will now have additional time to assign your assets as we have extended the deadline to October 15th, 2011. Physical Inventory Parameters, Process: In order to complete your Physical Inventory, all capital assets not inventoried since 6/30/09 must be inventoried by October 15th. The Process for inventory is as follows: 1. Run a Report: * There are 2 ways of running a list of assets that need to be updated (please see attached PDFs) and it depends on the following: a) if the department had a lot of assets to inventory (See attached "Asset Detail Search Parameters") b) if the department only as 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 and accurate. 3. Update any Equipster data that you know is incorrect or inaccurate. 4. Once assets are located & inventoried, update the "Last Inventory Date" field in Equipster 5. Email kcolann(a)fas.harvard.edu<mailto:kcolann@fas.harvard.edu> to let me know that your department's inventory is completed. I am attached two PDF's, containing the report instructions. If you have any questions about running these reports, please let me know. I have been met with Admin. Computing and we are working on several Equipster updates in the next few months. I will keep you updated on our progress for enhancements to the system. The following are additional requests: * Search on unlocated/located * Create an unlocated Report * Search on Comments field * Have comments show up in a asset listing detail report * PI and User ID #'s removed from reports. If I have missed anything, please let me know and I will add it to the list. It was requested that FAS RAS provide further clarification for Works in Progress, Fabrication and System. I met with Maureen Rekrut from FAS Finance and Sarah Elwell from MCB. We are working on a one-page guide to be rolled out at the next Equipment Managers Meeting if not before. I am also working on guidance for Disposing of Equipment. I hope to also roll this out at the next Equipment managers meeting. The Insurance FAQ's has been updated and will be uploaded to the FAS RAS Equipment website within the next week. Please mark your calendars for the following Equipment Managers Meetings: Tuesday, August 30th at 11:00 am at 1414 Mass Ave Room 256 - I have invited Cara Noferi of FAS Office of Physical Resources & Planning to attend this meeting to discuss Centerstone and its possible usage with Equipster. Thursday, September 23rd at 1:00pm @ 1414 Mass Ave Room 256 - I have invited Maureen Rekrut to discuss Capital Equipment Object Codes and their usage. Happy 4th of July. See you in August. In the meantime if you have any Equipment related questions or requests, please do not hesitate to contact me. Best, Kara Colannino 5-1488 ------------------------------------------- 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, 10 months

Equipment Management Meeting on 5/24

by Colannino, Kara

Good Afternoon All, I will be holding an Equipment Management Meeting on Tuesday, May 24th from 10:30am to 11:30am at 52 Oxford Street, Room 453. We will be discussing the following: 1) Assignment of FY11 transactions to assets before books close on FY11. 2) The Bi-Annual Physical Inventory of our equipment that will be happening this summer. 3) Updates to Equipster. 4) Any other requests that you may have, please email these prior to 5/20 at kcolann(a)fas.harvard.edu Please RSVP to kcolann(a)fas.harvard.edu if you are able to attend this meeting. **** Equipster will be down for updates on May 10th from 6am to 8am***** Please feel free to share this meeting with any one that may not be on the listserv - encourage them to sign up on the listserv. 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.

13 years

Equipster Fixes and Enhancements January 2010

by FAS Research

Dear Equipment Coordinators, The programmers recently updated Equipster with the following fixes and enhancements: Fixes: 1) Assets are no longer appearing multiple times when you search for Assets (Actions -> View or Update Assets) 2) Unassigned transactions are no longer staying on the homepage after being assigned. Enhancements: 1) On the Asset Information page, all the information required to complete an asset has been marked with an (*) asterisk. The required fields are Tag#, Description, Prime User, Building, Room No, and Inventoried Date. Failure to complete these fields will result in an Incomplete Asset Record that remains on the home page. - For all offsite locations, we have requested that the programmers add "Offsite" to the Building pulldown. In the interim, for all offsite locations, please choose a building and then, in the "Location if offsite" box, type in as much clarifying information as possible. Once the programmers have added "Offsite" as a building choice we will send out another update. 2) Whenever any of the information on the Asset Information page is changed, Equipster automatically updates the Last Updated Date field with the most recent date. Should you notice that any of the above are not appearing as stated, please contact me as soon as possible. Thank you. Kara Colannino -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 1414 Massachusetts Ave. 2nd Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark 617 495 1185

14 years, 3 months

Two-Part Equipment Management Workshop Scheduled for 11/24/09

by FAS Research

Good Afternoon All, We just wanted to let you know that we will be holding a two-part Equipment Management workshop on Tuesday, November 24th from 1 to 3 pm. At 1:00 we'll cover the basics of equipment management and Equipster, and at 2:00 we'll work on answering questions and solving problems that departments have encountered recently. Participants are welcome to participate from 1-2, from 2-3, or the entire time, according to their individual needs. The workshop will be held in Science Center Computer Classroom 226. ** Part One from 1 to 2 pm: Equipment Management Basics * Topics: Equipment management, including log-in and use of Equipster, the FAS equipment database * Download the FAS Equipment Basics Workbook (PDF) Here <http://www.fas.harvard.edu/%7Eresearch/training/documents/FAS_Equipment_Bas…> * Pre-requisite: Access to Equipster (To obtain access email appsec(a)fas.harvard.edu <mailto:appsec@fas.harvard.edu>) Part Two from 2 to 3pm: Equipment Management Problems * Bring questions and issues to the group for help from peers and subject matter experts * Computers will be available so you can log in and fix problems in "real time" *Please register ASAP by sending an email with your name, phone number, and your role in equipment management to: fasrsrch(a)fas.harvard.edu. <mailto:fasrsrch@fas.harvard.edu>* We look forward to seeing you, Kara and Karen -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 1414 Massachusetts Ave. 2nd Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark 617 495 1185

14 years, 5 months

No Equipment Meeting Today

by FAS Research

Dear Equipment Coordinators, In case you were wondering, we're not having an Equipment meeting today. If there are enough agenda items, we might try to schedule a meeting either 9/15 or 9/22. To that end, 1. Could you please send us a list of things you'd like to discuss? 2. Please let us know if you could make a meeting on Tuesday 9/15 and/or on 9/22 from 3-4:30. In the meantime, could you please put 9/15 and 9/22 from 3-4:30 on your calendars? Thanks, Karen and Alan -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 1414 Massachusetts Avenue, 2nd Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 8 months

8/11/09 Notes + Physical Inventory Status

by FAS Research

Dear Equipment Coordinators, Just wanted to pass along my notes from the meeting today. Please let me know if anything is unclear/wrong. *Please also: any Department Not Listed under "**Status of Physical Inventory Process**" below needs to email fasrsrch(a)fas.harvard.edu with the status of their Physical Inventory and let us know if you need help. * Cheers, Karen* * *Notes from 8/11/09 Equipment Management Meeting:* =========================================== *Participants:* Mary Walsh, Chemistry Lisa Ball, Chemistry Joe Fitzgerald, Rowland Irene Coyle, Observatory Jason Green, OEB Karen Barkow, Stem Cell, SCRB Robyn Provost, LPPC Grace Shin, SEAS Eric Martin, CNS Karen Woodward Massey, RAS *Equipment Management 2009*: KWM clarified that there are two steps to the equipment management process we embarked upon last spring: 1) All Capital Transactions with Posted Dates prior to 7/1/09 needed to be assigned to Equipster Assets and 2) the Physical Inventory needed to be completed. * **Physical Inventory Parameters, Process:* In order to complete the Physical Inventory, all capital assets not inventoried since 6/30/08 need to be inventoried by August 31. 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 fasrsrch(a)fas.harvard.edu to let Karen, Alan, and Kara know that your department's inventory is done. * Physical Inventory Priorities:* If you MUST prioritize, make sure that all Non-Federal assets in buildings where sponsored research takes place are inventoried by August 31st. The rest will still need to be done, however! * Status of Physical Inventory Process:* If your department is NOT listed below, please email fasrsrch(a)fas.harvard.edu ASAP and let us know what's up! Chemistry: On Track for August 31/Done (with extra thanks to Sarah Elwell and Luke) Rowland: On Track for August 31 Observatory: On Track for August 31 OEB: On Track for August 31 Stem Cell, SCRB LPPC: On Track for August 31 SEAS: Less than 100 assets to inventory, need to talk to Alan to come up with plan CNS: On Track for August 31 FAS IT: *over 700 assets to inventory* EPS: On Track for August 31 MCB: On Track for August 31 OAR: On Track for August 31 Life Sciences/Science Division: On Track for August 31 Dean's Office: On Track for August 31 Systems Biology: On Track for August 31 * To Do's: =================== *KWM: ask Alan about Eric Martin question: When is "Unlocated" acceptable? KWM: suggested by CCB: Can we add PO# and/or "Comments" to Asset Detail report? KWM: print out list of FAS IT Unassigned Transactions- Originals and Journals and circulate them to group to see if they can be assigned to assets in departments debited. KWM: report bug from latest upgrade: some assets, when queried, show up multiple times (Eric, Mary, & Irene have seen this, see Eric's email for more details) KWM: talk to Alan about developing Best Practices around what parameters to include in header of an equipment journal so header points to the original transaction. Example: Put the Equipment Tag Number in the header, or have Oracle request it. -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 50 Church Street, 5th Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 9 months

Meeting @ 3 today- NEW LOCATION

by FAS Research

Dear All, Just wanted to remind you all that our FAS equipment coordinators group will be meeting in ROOM 561 of 1414 MASS AVE (new location!!!!!) TODAY (Tuesday August 11th) from 3-4:30. 1414 Mass Ave is above the Bank of America across from Out of Town News. Take the Elevator to the 5th floor and ask the receptionist to point you to the large conference room at the back of the building. We definitely have enough people to have a meeting so please come with issues/concerns you'd like to discuss. Cheers, Karen -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 50 Church Street, 5th Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 9 months

Please respond + Equipster Upgrade

by FAS Research

Dear All, 1. I REALLY hate to bug you guys but it's very important that we get the physical inventory completed on time. If you haven't yet given me a status update for your department's Unassigned Transactions and Physical Inventory process, please do!!!!! Remember the goal is to have all capital transactions assigned and inventoried by August 31st... 2. Please also let me know if you are coming to the equipment meeting next week. So far I have only one person attending besides me. 3. Equipster 2.04 was deployed on Monday. Changes included: Update to add CSV report format for unassigned transactions report; miscellaneous changes, and small corrections to Help pages. If you see any problems, please let me know. Thanks, Karen -- Finances, Systems, Learning and Support Research Administration Services Harvard University Faculty of Arts and Sciences ===================================== 50 Church Street, 5th Floor Cambridge, MA 02138 http://www.fas.harvard.edu/~research/ Fax: 617 496 7400 Alan Long 617 496 2491 Kara Colannino 617 495 1488 Karen Woodward Massey 617 496 1261 Nuala McGowan 617 495 7681 Jade Clark

14 years, 9 months

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