[FAS_equipment_management] Equipment Meeting Notes 5-20-14

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@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.