ASST MGMT-Ref Doc 3-Oracle Fixed Asset Training Manual

OFFICE OF THE COMPTROLLER
ORACLE FIXED ASSET TRAINING
TABLE OF CONTENTS
1. E-MAIL QUESTIONS/INQUIRIES TO:..................................................................................2
2. ORACLE-FA@UTPA.EDU................................................................................................2
3. 1. ASSET INQUIRY ........................................................................................................3
4. 2. TRANSACTION INQUIRY............................................................................................14
5. 3. VIEW CLASSROOM USAGE INFORMATION.................................................................19
6.
......................................................................................................................23
4. UTPA ASSET TRANSFER APPROVAL WORKFLOW..................................................24

Business Rules:........................................................................................................................................24
Process Flow:...........................................................................................................................................24
..................................................................................................................................................................25
7. 5. UTPA ASSET REMOVAL APPROVAL WORKFLOW....................................................34

Business Rules:........................................................................................................................................34
Process Flow............................................................................................................................................34
WORKFLOW PROCESS STEPS:.........................................................................34
8. 6.UTPA ASSET RETURN APPROVAL WORKFLOW.........................................................43

Business Rules:........................................................................................................................................43
Process Flow............................................................................................................................................43
WORKFLOW PROCESS STEPS:.........................................................................43
9. 7. CUSTOM FIXED ASSET REPORTS ............................................................................53

10. APPENDIX A UTPA 2009 BUILDING LIST..................................................................63
ORACLE FIXED ASSETS
E-MAIL QUESTIONS/INQUIRIES TO:

ORACLE-FA@UTPA.EDU
Page 2 of 67
ORACLE FIXED ASSETS
1. ASSET INQUIRY
Responsibility: UTPA Fixed Assets Inquiry
Overview:
In this session, you will learn how to inquire information
on Assets. Asset inquiry is the process of finding out the
details of the assets including the Description, Tag
Number, Category, Serial Number, Asset Key
(Organization), Location, PO Number, Cost, and the
Project Manager the asset is assigned to.
Navigation:
1. Navigate to the Find Assets window.
(N) Inquiry > Financial Information
2. Enter the Asset Number or any other parameter to
query an asset (Ex.
Employee Name, Location, or Serial Number)
and select (B) Find.
3. Review
the
Asset
Details
and
select
(B)
Assignments to view information on the Asset

Location and Project Manager Information.
4. Select (B) Source Lines to view the payment
information.
5. Select (B) Books to view the financial information.
6. Go to (M) File and select the Close Form.
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ORACLE FIXED ASSETS
Example:
1. Navigate to the Find Assets window.
(N) Inquiry > Financial Information
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ORACLE FIXED ASSETS
2. Enter the Asset Number 0000016648 and select (B)

Find.
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ORACLE FIXED ASSETS
3. Select the Asset Number to be reviewed. Scroll to the

right to review other information like Asset Key
(Organization), Asset Type, Property Type and Property
Class.
To view the Asset Location and Account Manager details
select (B) Assignments.
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ORACLE FIXED ASSETS
Review the Assignment details and close the window.
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ORACLE FIXED ASSETS

The screenshot above indicates that asset 0000016648
is under Pedro Martinez
and is located at MAIN.322.103. To view what the
location numbers represent,
click on the location field and then click on the pencil
(Edit Field) Icon; a popup
box will display with the location descriptions (See
screenshot below)
Note:
The Expense Account is the Depreciation Account used
internally by the Fixed Assets Department
4. To view Payment information like Invoice Number,

PO Number, etc. select (B) Source Lines in the
Assets window.
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ORACLE FIXED ASSETS
Review the Source lines details. Scroll to the right to

view all information and close the window.
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ORACLE FIXED ASSETS
5. To view the financial information of the Asset select

(B) Books in the Assets window.
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ORACLE FIXED ASSETS
Review the Financial Information of the asset. Click on

the Cost History Tab to view additional financial
information on asset selected.
Note: The transaction button will be covered in more
detail in the next section.
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ORACLE FIXED ASSETS
Page 12 of 67
ORACLE FIXED ASSETS
6. Go to (M) File and select the Close Form.
Page 13 of 67
ORACLE FIXED ASSETS
2. TRANSACTION INQUIRY
Overview:
In this task, you will learn about inquiring the
Transaction History of an asset. The Transaction
History window helps to review all the transactions from
the UTPA FA BOOKS on any single asset or range of
assets. The Transaction Detail window will show in
detail any change that has been made to the Asset.
Navigation:
1. Navigate to the Find Transactions Window.
(N) Inquiry > Transaction History
2. Enter Book and Asset Number and select (B)
Find.
3. Select the required Reference Number and
select (B) Details.
4. Review the Transaction Details of the required
Reference Number.
5. Go to (M) File and select Close Form.
Example:
1. Navigate to the Find Transactions Window.
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ORACLE FIXED ASSETS

(N) Inquiry > Transaction History
2. Enter the query parameters and then select (B) Find.
Parameter
Book
Asset Number
Value
UTPA FA BOOKS
0000016648
3. Select the desired Reference Number and select (B)

Details.
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ORACLE FIXED ASSETS
4. Review the Transaction Details of the Asset.

Transaction Type: Addition (Used to view Financial
Information, Date Placed in Service, etc.)
Page 16 of 67
ORACLE FIXED ASSETS

Transaction Type: Transfer In (Used to see the first
Employee (Project Manager) assigned to the Asset,
Depreciation Account and Location)
Transaction Type: Transfer (Used to see any changes

made to the asset Ex. Changes in Project Managers,
changes in the Depreciation Account and changes in
the Location of the Asset.)
Note: Every time an asset is transferred to a different

account manager or just to a new location there will be
a new Transfer line added once the Assets Transfer
Workflow has completed.
Page 17 of 67
ORACLE FIXED ASSETS
Page 18 of 67
ORACLE FIXED ASSETS
3. VIEW CLASSROOM USAGE

INFORMATION
Overview:
In this session, you will learn how to review the Class
Room Usage Information.
Note: For information/questions on room type/classroom
usage codes/building numbers visit THECB website
http://www.thecb.state.tx.us/InteractiveTools/FacInv/
or contact Assets Management @ 2993.

Refer to Appendix A for a list of Building Numbers.
Navigation:
1. Navigate to the Custom Room Info window.
(N) Custom Room Info
2. Enter the required Building number or select one
from the LOV and press tab.
3. Review the Custom Room Info Details.
Example:
Example:
1. Navigate to the Custom Room Info window.
Page 19 of 67
ORACLE FIXED ASSETS

(N) Custom Room Info
2. Choose a building number from the list of values
and press the tab key.
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ORACLE FIXED ASSETS
3. Review the Custom Room Info Details.
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ORACLE FIXED ASSETS
Page 22 of 67
ORACLE FIXED ASSETS
Go to (M) File and select Close Form.
Page 23 of 67
ORACLE FIXED ASSETS
4. UTPA ASSET TRANSFER

APPROVAL WORKFLOW
In this session you will learn about the process of
transferring assets online from:
Changing Locations (Building, Room)
Changing Project Managers
Department to Department
Department to Surplus/Storage (Use
21CMPT038)
While transferring assets, you should consider the
following:
Business Rules:
An approval workflow will be sent to the destination

project manager
Time out on approvals = 5 days per approver
An approval notification will be sent to the Current

Project Manager, the New Project Manager and the FA
Department. The Requestor will receive an FYI
notification once the transfer is complete.
The System will automatically update the Asset

transfer to the New Manager and also the Asset Key is
updated based on the Organization of the New
Account Manager.
Process Flow:
Page 24 of 67
Workflow Approval process:
Workflow approval process starts with transferring the asset information. It retrieves
all the information pertaining to the asset transfer. Department determines that asset
will be transferred (either to another department, location, project manager or to
surplus)
The process compares whether the asset transfer requestor is the current manager
or not. If both are the same then the workflow goes directly to Notify New Manager
for Approval.
o If the asset transfer requestor is not the current manager, then the approval
notification is sent to the Current Project Manager of the asset and a
notification will be sent to the requestor that the current manager rejected the
transfer.
A notification is then sent to the New Project Manager about the asset transfer
o A notification is sent to the requestor if the new project manager rejects the
request for the transfer of the asset.
A notification is then sent to the FA Department for review after the approval of the
new account manager about the transfer of the asset.
o A notification is sent to the requestor if FA Department rejects the request for
the transfer of the asset.
The Transfer Asset Key (Organization) is updated once FA Department approves the
transfer of the asset.
Finally an FYI notification is sent to the Requestor that the transfer of the asset is
approved and the system has transferred the asset to the new destination.
If a notification is sent to the Requestor indicating to update the asset information

manually because the system failed to make the asset transfer automatically.
Contact Mary Lou at the FA department x2775. The FA Department will make the
manual change.
The Workflow process for the transfer of the asset ends.
25
UTPA Asset Transfer Approval Workflow

Navigation:
1. Navigate to the Find Requests window.
(M) View > Requests
2. Select (B) Submit a New Request.
3.
Select Single Request option and then select (B) OK.
4.
Enter Request Name as %Asset Transfer% and hit the Tab key.
5.
Select UTPA Asset Transfer Approval Workflow and then select (B) OK.
6.
Select the required parameters and select (B) OK. Only one asset at a time may
be transferred.
7.
Select (B) Submit.
8.
Receive a Notification about the approval once the workflow is complete.
9.
Navigate to Transaction History window.
10. Query Asset Number and view the details.

11.
Review Transaction History
12.
Review Transaction Details

Example:
(M) View > Requests
26
27
3. Select Single Request option and then select (B) OK.
4. Enter Request Name as %Asset Transfer% and hit the Tab key.
5. Select UTPA Asset Transfer Approval Workflow and select (B) OK.
28
6. Enter the following parameters and select (B) OK.

Note: Use account 21CMPT038 to transfer assets to Surplus/Storage
Parameters
Asset Number
New Account Number
New Account Manager
New Location
Values
0000016687
21CMPT038 SURPLUS Account
Barragan, Ms Karla Priscilla Auto populates
OFF.284.SURPLUS
29
7. Select (B) Submit.
A notification to transfer the asset will be sent to the current account manager and
then to the new project manager for approval before it reaches the Fixed Assets
manager for approval.
Note: There will be NO Output for Workflow requests.
30
8. Once all the approvals or rejections are received the Workflow ends and the
requestor will get a FYI Notification. At this point the requestor can log into Fixed
Assets and verify that the asset has been transferred.
9. Navigate to the Transaction History window.
(N): Inquiry > Transaction History
10. Enter the following parameters and select (B) Find.
Parameters
Book
Asset Numbers (From & To)
Values
UTPA FA BOOKS
0000016687
31
11. Review the Transaction History. To view the details of the asset transferred select
the last TRANSFER line and select (B) Details.
32
12. Review the Transaction Details

The Previous Project Manager will have a -1 and the new project manager will be
listed second.
If the transfer is just to change locations (room, building) then the project manager
will remain the same only the location field will change.
33
5. UTPA ASSET REMOVAL APPROVAL WORKFLOW

In this session you will learn how to complete the Request to Remove State Property
from Campus Online. Keeping track of State Property that is removed from campus is a
UTPA Policy. In order to meet this requirement a workflow has been developed to
simplify the removal process of the assets.
Business Rules:
Two Approvals needed-Project Manager and one by Fixed Assets Manager (Fixed
Assets Department).
Process Flow
Removal of State Property Workflow:
WORKFLOW PROCESS STEPS:
The Workflow process starts as it gets the Asset Information. It retrieves all the Asset
Removal Information.
The process compares whether the requestor is the current account manager or not.
o If both are not same then the workflow notifies the current account manager
about the request for the removal of the asset.
o A notification is sent to the requestor if his request is rejected by the current
account manager.
A notification is sent to the FA Manager if the current account manager approves

the request.
o A notification is sent to the requestor if the request is rejected.
The updating of the location of the asset is done by the system after the approval of
the FA Manager.
34
An FYI notification is sent to the Requestor that the request is approved and the
system has transferred the asset to the destination.
The Workflow process ends.
UTPA Asset Removal Approval Workflow

Navigation:
(M) View > Requests
4. Enter Request Name as %Asset Removal% and select (B) Find.
5. Select UTPA Asset Removal Approval Workflow and then select (B) OK.
6. Select the required parameters and select (B) OK.
8. Current Account Manager will receive an Approval Notification for the Removal of
the Asset.
9. Navigate to Financial Information window.
10. Query Asset Number and view the details.
11. Select (B) Assignments to view Location
12. Review Off campus location
35
Example:
(M) View > Requests
2.
Select (B) Submit a New Request.
36
3.
4. Enter Report Name as %Asset Removal% and then hit the Tab key.
5. Select UTPA Asset Removal Approval Workflow and select (B) OK.
37

Parameters
Asset Number
Removal Date
Employee Name
Location
Address
Values
0000029582
01-MAR-2009
Esparza, Miss Karina O
OFF CAMPUS AUTOMATICALLY POPULATES
Conference
38
8. An approval notification to remove State Property will be sent to the Current Account
Manager.
The Requestor will receive a Notification of the Asset Removal once the approvals
have been collected from the Current Project Manager and the FA Manager.
Note: No output is generated for workflow requests.
39
Once the asset removal has been approved by the project manager and the FA
Department the requestor will receive a notification similar to the screen shot below:
40
9. Navigate to the Financial Information to verify that the asset was removed.
(N): Inquiry > Financial Information
10. Enter the Asset Number and select (B) Find.
41
11.
Select (B) Assignments in the Assets window to view Asset location.
12.
The location of the Asset is now OFF CAMPUS in the Assignments window.
13.
42
6.UTPA ASSET RETURN APPROVAL WORKFLOW

In this session you will learn about the ability to complete the Request to Return State
Property to Campus online. Keeping track of State Property that is removed from and/or
returned to campus is a UTPA Policy. In order to meet this requirement a workflow is
developed to simplify the return process of the assets.
Business Rules:
Two Approvals needed-Project Manager and one by Fixed Assets Manager (Fixed
Assets Department).
Process Flow
Return of State Property Workflow:
WORKFLOW PROCESS STEPS:
The Workflow process starts as it gets the Asset Information. It retrieves all the Asset
Information.
The process compares whether the requestor is the current project manager or not.
o If both are not the same then the workflow notifies the current project
manager about the request to return the asset
o A notification is sent to the requestor if the request is rejected by the current
project manager.
An approval notification is sent to the FA Manager if the current project manager

approves the request.
o A notification is sent to the Requestor if the request is rejected.
43
The updating of the location of the asset is done by the system after the approval of
the FA Manager.
An FYI notification is sent to the Requestor that the request is approved and the
system has transferred the asset to the destination.
The Workflow process ends.
UTPA Asset Return Approval Workflow

Navigation:
(M) View > Requests
2.
Select (B) Submit a New Request.
3.
4.
Enter Request Name as %Asset Return% and hit the Tab key.
5.
Select UTPA Asset Return Approval Workflow and then select (B) OK.
6.
Select the required parameters and select (B) OK.
7.
Select (B) Submit.
8.
Current Account Manager will receive an Approval Notification for the Return of
the Asset.
9.
Navigate to Financial Information.
10.
Query Asset Number.
11.
Go to the Assignments button to view the change in location.
12.
44
Example:
Asset is currently Off Campus:

(M) View > Requests
45
46
4. Enter Report Name as %Asset return% and hit the Tab key.
5. Select UTPA Asset Return Approval Workflow and select (B) OK.
47

Parameters
Asset Number
Return Date
Return Location
Values
0000017547
01-MAR-2009
MAIN.171.217B
48
7. Select (B) Submit
Click (B)Refresh data until the Phase and Status changes to Completed and
Normal respectively.
49
8. An FYI Notification will be sent to the Requestor once the asset has been
approved and the system has changed the status of the asset. Once this
notification has been approved the Requestor can log into UTPA Fixed Assets
Inquiry and verify that the asset location has been updated.
9. Navigate to the Financial Information.

(N): Inquiry > Financial Information.
10. Enter the following parameter and select (B) Find.
Parameters
Asset Numbers (From & To)
50
Values
0000017547
11. Select (B) Assignments.
51
12. Review the Assignments information. The Location should have changed from
OFF-CAMPUS to location specified by Requestor.
52
7. CUSTOM FIXED ASSET REPORTS

Responsibility: XXEIS Fixed Assets Reports
53
Custom Reports Section
Select UTPA List of Assets by Project Manager Report Revised
Click on the Calendar Icon and select the Start Date and End Date
Note: Always use 01-SEP-1900 as the Start Date
Reason: To ensure that all assets are captured from the old FRS system; some of our assets date back
to the 70s, so we use that date to be all inclusive.
54
Click on the folder icon and search for Project Manager

Enter the Last Name% and click Search
Select name and click Add To List
Note: If list if too long, click Clear and then check only the name(s) you wish to select.
Click Done
55
Click Submit once all parameters are entered.
Click View Requests
56
Wait until report completes

Select Excel as the Output
57
Click Yes
58
Note: In order to view output in Excel format the following program must be installed
first EIS Plug-InContact your computer support staff or call x2020.
Once the EIS Plug-In is installed the Report will open in Excel format.
Departments can save file to their computers and sort as desired.
To run another report go back to the screen below. Choose the Home tab and select
another report.
59
Users also have access to running the UTPA Listing of Buildings, Rooms and
Classroom Utilization
60
Enter the parameters for the new report.
Once report has completed open the output in Excel format.
61
62
APPENDIX A UTPA 2009 BUILDING LIST

The University of Texas-Pan American
Building List- 2009
Number
0060
Name
UNIVERSITY CENTER
0061
STUDENT UNION
0065
UNIVERSITY BOOKSTORE
0070
EMILIA SCHUNIOR RAMIREZ HALL
0071
HERITAGE HALL
0075
BRONC VILLAGE COMPLEX A
0076
BRONC VILLAGE COMPLEX B
0077
BRONC VILLAGE COMPLEX C
0078
BRONC VILLAGE COMPLEX D
0079
BRONC VILLAGE COMPLEX E
0080
BRONC VILLAGE COMPLEX F
0095
CHILD DEVELOPMENT CENTER
0100
PHYSICAL SCIENCE BLDG
0105
SCIENCE BUILDING
0110
ACADEMIC SERVICES BUILDING
0115
ENGINEERING BUILDING
0120
LEARNING ASSISTANCE CENTER
0121
SOCIAL AND BEHAVIORAL SCIENCES
0122
COMMUNICATIONS ARTS AND SCIENCES
0125
INTERNATIONAL TRADE AND TECHNOLOGY
0130
STUDENT SERVICES BLDG
0141
H-E-B PLANETARIUM
0170
COMPUTER CENTER
0171
ADMINISTRATION BUILDING
0190
GROUNDS SHOP
0200
SOUTHWICK HALL
0201
DARREL K TROXEL RESIDENCE HALL
0205
UNITY HALL
0260
RESTROOMS PE
0274
UT-PAN AMERICAN BASEBALL OFFICES
63
0275
UT-PAN AMERICAN CLUBHOUSE
0281
VAN WEEK OFFICE BLDG
0283
UTILITY PLANT
0284
HAGGAR BUILDING
0285
COMPOUND WAREHOUSE
0286
SUPPORT FACILITIES
0287
PHYSICAL PLANT STORAGE BUILDING
0288
LUMBER STORAGE BUILDING
0300
CHAPEL
0310
HEALTH SCIENCES/HUMAN SERVICES WEST
0311
BIOLOGY ANNEX
0312
COASTAL STUDIES LAB
0320
FINE ARTS BUILDING A
0321
FINE ARTS BUILDING B
0322
FINE ARTS BUILDING C
0323
FINE ARTS ANNEX
0330
HEALTH AND P.E. COMPLEX
0331
HEALTH AND P E II
0340
EDUCATION COMPLEX
0341
HEALTH SCIENCES & HUMAN SERV.EAST
0350
BUSINESS ADMINISTRATION BUILDING
0355
MATHEMATICS & GENERAL CLASSROOM
0356
NEW COMPUTER CENTER
0360
LEARNING RESOURCE CENTER
0370
STARR COUNTY UPPER LEVEL CENTER
0380
VALLEY OUTREACH CENTER
0400
ACADEMIC AND ADMINISTRATING ANNEX
0401
LAMAR
0402
LAMAR A
0403
LAMAR B
0404
LAMAR C
0405
LAMAR D
0406
LAMAR E
0407
LAMAR F
0408
HUMAN RESOURCES BUILDING
0452
909 ELIZABETH-HUGHES L3 B4
0457
1008W SCHUNIOR-KRUEGER LT7#LK2
64
0459
1012 SCHUNIOR-KRUEGER L3 BLK 2
0462
1016 SCHUNIOR-KRUEGER L2 BLK 2
0463
VAN WEEK-KRUEGER L1 BLK 3
0464
WELLNESS & REC SPORTS COMPLEX
0465
STUDENT HEALTH CENTER
0703
EDINBURG REGIONAL ACAD HLTH CTR
65

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OFFICE OF THE COMPTROLLER

ORACLE FIXED ASSET TRAINING

4. UTPA ASSET TRANSFER APPROVAL WORKFLOW..................................................24

7. 5. UTPA ASSET REMOVAL APPROVAL WORKFLOW....................................................34

WORKFLOW PROCESS STEPS:.........................................................................34

8. 6.UTPA ASSET RETURN APPROVAL WORKFLOW.........................................................43

WORKFLOW PROCESS STEPS:.........................................................................43

9. 7. CUSTOM FIXED ASSET REPORTS ............................................................................53

ORACLE FIXED ASSETS

E-MAIL QUESTIONS/INQUIRIES TO:

ORACLE FIXED ASSETS

Assignments to view information on the Asset

ORACLE FIXED ASSETS

ORACLE FIXED ASSETS

2. Enter the Asset Number 0000016648 and select (B)

ORACLE FIXED ASSETS

3. Select the Asset Number to be reviewed. Scroll to the

ORACLE FIXED ASSETS

Review the Assignment details and close the window.

ORACLE FIXED ASSETS

4. To view Payment information like Invoice Number,

ORACLE FIXED ASSETS

Review the Source lines details. Scroll to the right to

ORACLE FIXED ASSETS

5. To view the financial information of the Asset select

ORACLE FIXED ASSETS

Review the Financial Information of the asset. Click on

ORACLE FIXED ASSETS

ORACLE FIXED ASSETS

6. Go to (M) File and select the Close Form.

ORACLE FIXED ASSETS

ORACLE FIXED ASSETS

3. Select the desired Reference Number and select (B)

ORACLE FIXED ASSETS

4. Review the Transaction Details of the Asset.

ORACLE FIXED ASSETS

Transaction Type: Transfer (Used to see any changes

Note: Every time an asset is transferred to a different

ORACLE FIXED ASSETS

5. Go to (M) File and select Close Form.

ORACLE FIXED ASSETS

3. VIEW CLASSROOM USAGE

or contact Assets Management @ 2993.

ORACLE FIXED ASSETS

ORACLE FIXED ASSETS

3. Review the Custom Room Info Details.

ORACLE FIXED ASSETS

ORACLE FIXED ASSETS

Go to (M) File and select Close Form.

ORACLE FIXED ASSETS

4. UTPA ASSET TRANSFER

An approval workflow will be sent to the destination

Time out on approvals = 5 days per approver

An approval notification will be sent to the Current

The System will automatically update the Asset

ORACLE FIXED ASSET TRAINING

Workflow Approval process:

If a notification is sent to the Requestor indicating to update the asset information

The Workflow process for the transfer of the asset ends.

ORACLE FIXED ASSET TRAINING

UTPA Asset Transfer Approval Workflow

Select Single Request option and then select (B) OK.

Select (B) Submit.

Receive a Notification about the approval once the workflow is complete.