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:
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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@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@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@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
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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
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