[FAS_equipment_management] 8/11/09 Notes + Physical Inventory Status

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