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Asset Management Services
Training
Classes Offered By
Asset Management Services
Description of Asset Management and Inventory Certification Classes
(As of October 21, 2003 - Subject to Change)
A02
Asset Management
Session
I: OVERVIEW OF OHIO'S ASSET MANAGEMENT PROGRAM, POLICES AND PROCEDURES
This session will focus on the basic fundamentals
of asset management. The purpose of this training session is to
familiarize both new and experienced agency inventory control officers
with information and class exercises to help them properly perform
their inventory duties within their agency and comply with state
policies and statute.
We will review the services provided to the agencies from Asset
Management Services in General Services Division of Administrative
Services. Also, we will focus on the responsibility of the agency
in regards to maintaining and reporting accurate inventory of state
owned assets. The class will review the inventory policies for the
State of Ohio. This will include a review of inventory terms and
their definitions. The instructor will discuss common and appropriate
inventory practices for agencies to follow for successful control
and accurate inventory.
We will review answers to frequently asked questions such as:
- Why is custodial stewardship important and what is involved
with implementing it?
- Why is it important to promptly document activity on your inventory
as the status of assets change?
- How do we go about properly cannibalizing personal computer
equipment so as to keep the inventory accurate?
- When and how to conduct a successful physical inventory?
- What documents and data are required to setup an asset record
on your inventory?
- How do you retire an asset record?
Additionally, the session will devote time to discuss topics such
as:
- The role and responsibility of an equipment custodian.
- The appropriate dates for submitting annual certification forms
and supporting documentation.
- The major asset classes and the criteria for them to be recorded,
maintained and reported in an agencies inventory.
- Flow charts illustrating key business processes for collecting
data, approvals, recording the asset record to inventory, and
tagging assets.
Session ll: FAMS ENTRY LEVEL - OVERVIEW and DATA
ENTRY
This is an introductory session with emphasis on basic FAMS on-line
functions, navigation, data entry and inquiry. Instructors will
review how to access FAMS, what information and screens are required
to add and change asset records, when and how to transfer asset
records to new ID numbers and locations, as well as how to retire
asset records. Performing inquiries to asset records is limited
to using only the asset ID number. Asset modeling is demonstrated
for expediting the addition of large quantities of similar asset
records. Finally, supplemental information screens are discussed
and demonstrated.
Target audiences are persons that are new to FAMS and need either
basic inquiry to asset records via asset ID numbers or need additional
on-line transaction experience for adding and maintaining asset
records.
Hands on training will be provided upon customer request.
Section lll: INTERMEDIATE LEVEL - FAMS Alternate
Index Screens and
FAST (Fixed Asset Search and Transfer) Web Application
The session initially focuses on the use of the FAMS Alternate
Index Screens to perform inquiries and then how to display a list
of asset records based on the selection criteria of the inquiry.
The instructor demonstrates how the selection criteria for inquiries
can consist of single keys or a combination of keys, for example,
where the serial number is the key rather than the asset Id number
being the key. Displaying a list of asset records that match a
category code and building number, is an example of multiple keys.
The participants are shown how to display only active records,
only retired records or both. The class will inform students what
Alternate Index Screens perform inquiries to only a single agency
and which screens perform global inquires, including multiple
agency codes. Students are shown how to use the Interrupt function
with the Alternate Index Screens, and the benefits of this function.
The instructor reserves time for the participants to gain some
hands-on experience.
The second portion of the intermediate session will focus on
FAST (Fixed Asset Search and Transfer), a Web-based application
accessible through the DAS' intranet. FAST will eliminate the
need to use the FTP software to transfer FAMS extract files to
your PC. The FAST application gives customers access to perform
the following functions:
- Access to view and print FAMS activity reports (FAR &
GAR)
- Display asset record inventory data in an Excel format
- Download and transfer all or a selected portion of inventory
data to your PC to perform a wide range of ad-hoc reports
- Search for employee names and position control numbers (PCN's)
- Download to your PC, inventory data with worksheets and instructions
to perform physical inventories.
Once the Excel spreadsheet is saved to the students PC, the instructor
demonstrates how the data can be formatted to meet your needs.
The participants are shown how to filter the data in the spreadsheet,
and how to sort the asset records by various columns (fields)
for further analysis and ad-hoc reporting.
Target audiences are persons that are experienced with FAMS and
need to perform more complex inquiries and/or need to access their
inventory to perform additional reporting or analysis. Participants
are required to be experienced with the use of Microsoft Excel
spreadsheets.
C01 INVENTORY CERTIFICATION
- INSTRUCTIONS FOR PREPARING AND
FILING ANNUAL CERTIFICATIONS
This class
will focus on the step-by-step instructions for completing an
accurate annual certification. The targeted audience will be those
who are new to inventory control and are responsible for completing
your annual certification. All FAMS' year-end GAR/FAR reports
that are used to complete the annual certification will no longer
be mailed out in paper form. All FAMS' year-end GAR/FAR reports
will be posted on the FAST web application. To comply with ORC,
Section 125.16, it is imperative that you have a FAST account
so you will be able to access the reports needed to complete the
annual certification.
We will be discussing the following topics:
- FAMS' year-end GAR/FAR reports: A2, N4, O4, L1, B1, R2, F1,
R8, D8 and FAR 21-6
- Common areas of certification form
- Completing schedule A and B of certification form
- Deadlines for submitting certification
1 on 1 TRAINING
This session will focus on
the basic fundamentals of asset management. The purpose of this
training session is to familiarize both new and experienced agency
inventory control officers with information and class exercises to
help them properly perform their inventory duties within their agency
and comply with state policies and statute.
This session also includes detailed instructions on basic FAMS on-line functions,
navigation, data entry and inquiry. Instructors will review how
to access FAMS, what information and screens are required to add
and change asset records, when and how to transfer asset records to
new ID numbers and locations, as well as how to retire asset records.
Performing inquiries to asset records is limited to using only the
asset ID number. Asset modeling is demonstrated for expediting the
addition of large quantities of similar asset records. Finally,
supplemental information screens are discussed and demonstrated.
For 1 on 1 training please contact Fred Zabonik at
fred.zabonik@das.state.oh.us or Crawford Wall at crawford.wall@das.state.oh.us.
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