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