2. 2
Functional Stories
Why, how, and the results
• What is Asset Inventory Certification Document
• Facts about UCI Equipment Management Office
• Background
• Old Process and New Process
• Advantages and Savings
• Custodian Feedback
• AICD Features
• Demonstration
3. 33
What is Asset Inventory Certification
Document?
A document to allow custodians to complete equipment inventory as
required by Federal Uniform Guidance and university
A document is automatically spawned to custodian’s action list after fiscal
year end closing so that they can certify location (building and room),
condition, serial number, and utilization ratio
After custodian completes certification and approves the document (first
signature), the document will route to department head for
acknowledgement (second signature)
4. 44
Background – why inventory?
BUS-29
Any property identified as not needed should be processed for
disposal. In addition, every two years, the head of the custodial
department shall review the use of University property in the
custody of that department. Any equipment with a fair market value
greater than $10,000 which is available for shared use or is temporarily
or permanently not needed shall be reported to the Equipment
Management Department for inclusion in a list of excess material. This
list shall be screened by the Equipment Management Department and
the Materiel Management Department against local campus needs
prior to being circulated to all campuses for the purpose of utilizing
University property to the fullest extent.
5. 55
UCI Equipment Management
UCI Equipment Management
Size of Equipment Management Office
Campus: 3.5 FTE
Medical Center: 3.5 FTE
Number of assets in the system: Near 20,000 for both Campus and Med Center
Number of custodians: 652
6. 6
Old Process
Equipment Management annually (July after fiscal year-
end) printed paper report and distributed individual
pages to custodians of the equipment for inventorial
purpose
User could update through legacy Equipment System
(EQS) on-line or update on paper report with manual
signatures and send it back to Equipment Management
for update
The completed paper document was then saved in the
master binder for audit
Inventory status was manually tracked and delinquent
notification was manually sent out
7. 7
New Process
Asset Inventory Certification Document is
automatically spawned to custodians of asset in July
Custodians may update
Serial number
Building Code
Room
Condition Code
Utilization Ratio
Custodian will certify inventory on-line
The document routes to Custodial Code Reviewer
(department head) for acknowledgment and updates
the asset table when a custodian submits ACID
8. 88
Advantages and Savings
Paper reduction
Ability to discover inventory status from the doc search or a report
Multiple custodians may work on inventory
Easy reassignment – Equipment Manager can reassign custodian and reroute
the document in the case of turnover
Ability to recreate AICD for missing inventory document
AICD updates asset attributes and inventory date upon document being
approved
AICD lets custodians know if there are other CAM documents impacting the
same asset
Placed barcode inventory on the back burner
11. 1111
Feedback from Custodians
Inventory instruction linked to AICD documents is helpful
It is to very easy to complete
It is convenient to update and save AICD at their own pace
Custodian can generate an EXCEL spreadsheet from ACID and email it to PI for
annotation. The annotated report can be scanned and attached to AICD Notes
& Attachment
Document can be easily assigned to a different custodian, if the original
custodian has left
Custodian can ad hoc ACID
Document can never be lost and can always be retrieved
20. 2020
Admin - Reassign
After changing custodian in the Custodial Code Table, Asset Manager can reassign the
document to a new custodian by clicking reassign
24. 24
Custodian Role
Custodian role breaks down CAM Processor into smaller
units
UCI was not able to align org codes to granular level
as intended by baseline (conflict with Budget Office’s
desire to reduce the number of organization codes)
CAM access was changed to custodial code vs.
organization code
Concept of Primary Asset Rep and Secondary Asset
Reps (custodians)
Primary Asset Rep is a derived role from the
custodial code table
Secondary Asset Reps are role members qualified
by custodial code
Org Code
Custodial
Code
Primary
Asset Rep
Secondary
Asset Rep
Secondary
Asset Rep
Custodial
Code
Primary
Asset Rep
25. 2525
Custodial Code Reviewer Role
Custodial Code Reviewer acknowledges AICD document
Role is qualified by Custodial Code
At UCI, Custodial Code Reviewer is set up by automated role member request process (Kuali
Security Management System) where Asset Manager approves membership
26. 2626
Batch Process
assetInventoryCertificationStep
Filtering criteria
Capital equipment based on object sub-type code (baseline parameter)
Active assets only (new parameter)
Exception asset type (new parameter)
Exclude retired asset (new parameter)
Asset received up to 6/30 of the calendar year (new parameter)
Batch Process
Submits and routes the document to custodian’s action list
Attaches csv file to each document for snapshot report
29. 2929
AICD Document
Custodian (Primary Asset Rep) can certify and approve the document
Secondary asset rep(s) can change the values and save the document
For a large unit, this will allow multiple custodians to divide up inventory responsibilities
Users may download csv file directly from the AICD document as a snapshot report
Custodians might choose to walk around with the report and take an inventory, and then
update AICD with the result
When AICD document is approved inventory date, serial number, building, and room
number, condition, and utility ratio are updated
32. 3232
Certification Process in KFS
With success of AICD rollout, UCI plans to roll out similar type of certification processes
Access control certification
Ledger reconciliation
Payroll certification
In the event that the custodian changes, Equipment Manager can change the custodial code table and then click Reassign to reroute the document.
Asset Inventory Instruction URL takes the users to campus instruction page
Asset inventory tab support 50 assets on one page
Users are able to sort assets by column header
Retired asset or asset that is being edited will show in different colors
Certification is required before submitting the document
Users may use EXCEL as the worksheet for inventory
Asset Manager can create a single AICD document and submit (route) the document to a custodian
