AIMS –Asset Inventory Management System

1. AIMS –Asset Inventory Management System

2. After the scanner information is uploaded into AIMS What’s next?

3. Scanner Information The information that is updated when the scanner file is uploaded in AIMS: • Physical location is updated or changed • The time the asset was scanner updates the time location verified • If the asset tag was scanned or manually entered • If your BU scanned the asset or if another BU did

4. Asset Information Time – from the scanner If the asset tag was scanned or manually entered and if the asset BU or another BU scanned it

5. Asset Information Time – from the scanner How the tag was entered in the scanner and by which BU

6. What happens if scanner information doesn’t have a valid room tag, asset tag number, or neither?

7. LSBS – List Suspense for Batch and error by Sequence Displays all scan batch information where there were errors

8. Suspense Errors: Invalid Asset Tag Number – tag number entered incorrectly on the scanner or scanned a non-capital asset that is not in AIMS. Bad Room Tag Number – room number entered incorrectly on the scanner, room tag number was defective, or no room tag number available so a building and room were manually entered. Bad Room and Asset Tag – neither the room tag and asset tag numbers are valid.

9. How to find suspense errors

10. LSBS – List Suspense for Batch and error by Sequence Enter your BU and Suspense Error Code of B (the first character of the status)

11. LSBR – List Suspense for Batch and error by Room Displays suspense errors by room

12. How to correct suspense errors

13. LSBS – List Suspense for Batch and error by Sequence Enter your BU and Suspense Error Code of B (the first character of the status) Select items to correct Item with an invalid asset tag number

14. PISC – Physical Inventory Suspense Correction After selecting sequence number 19 and pressing PF2, With an action of U You can enter the correct asset tag number.

15. After the correct asset tag number has been entered and saved, the system changes the status of the suspense record to CA (Corrected Asset Tag error). If you scanned an old red tag (less than $2,500 that has not been added as a non-capital asset in AIMS), no correction is necessary.

16. LSBS – List Suspense for Batch and error by Sequence Enter your BU and Suspense Error Code of B (the first character of the status) Select items to correct Item with both room and asset tag error

17. PISC – Physical Inventory Suspense Correction You must correct both the Room Tag number and the Asset Tag number.

18. After the correct room tag and asset tag number have been entered and saved, the system changes the status of the suspense record to C2 (Corrected Room and Asset Tag errors).

19. How to mass change room errors

20. LSBR – List Suspense for Batch and error by Room Displays suspense errors by room

21. MCSR – Mass Change of Suspense Room Enter the room error in the Room ID field. There are 29 records with this room error. Enter the correct Room Tag number and press PF10 (Save).

22. Once you press PF10 (save), a window will appear to let you know when all the updates have been processed. After the correct room tag number has been corrected for each asset, the system changes the status of the suspense record to CR (Corrected Room error). Note: the system will not correct the room tag number if the suspense error record also has an asset tag number error.

23. How to find assets where the location was changed via the upload from the scanner

24. LSBD – List assets for Scan Batch with Different location Displaying current room location Press PF6 to display the previous location

25. LSBD – List assets for Scan Batch with Different location Previous location is displayed

26. How to manually verify assets that were not scanned

27. ABRL(Asset BU, Responsible emp. & Location) is the function that allows you to: • Change the physical location of an asset • Re-verify the location of an asset during the physical inventory process

28. ABRL - Asset BU, Responsible emp. & Location Transfer to another BU Change physical location Change responsible employee

29. Off-Site Locations must be re-verified If the location information is correct, simply press PF10 to save.

30. ABRL - Asset BU, Responsible emp. & LocationTransaction Reviews • No value security on this function since it has to be approved • Employees who are designated as Departmental Contacts will be responsible for approving changes made via ABRL. • If you are designated as the reviewer and you process a change, your approval will be automatic. • If you transfer an asset to another BU, that transaction must be reviewed at a department head/director level for your BU as well as the receiving BU.

31. Reports via JOBS &Data Warehouse information

32. Reports Several reports are available via JOBS: • AIJMCAB – Missing Capital Assets for a Budgetary Unit • AIJCABU – Capital Assets for a Budgetary Unit • AIDAEF – Departmental Assets Extract file

33. AIJMCAB – Missing Capital Assets for a Budgetary Unit Enter your BU and your report output destination

34. Questions