APPENDIX D: Supporting Document (1)

Oracle ERP Programme

BR-030 – Enhanced Asset Transfers

Version:

Prepared by:

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Document History

Revision Date Editor(s) Additions / Modifications

Document Approval
Date Title/Role &
Version # Signature Approver Name
Approved Functional Area

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Table of Contents
1. Business Requirement .................................................................................................. 3
1.1 Scope Assumptions ................................................................................................... 3
2. Options....................................................................................................................... 4
3. Evaluation ................................................................................................................... 5
3.1 Decision: .................................................................................................................... 5
4. Appendix 1 – Process Description ................................................................................... 6
Detail Process Description................................................................................................... 6
Visio Diagram ................................................................................................................... 6
Process Description............................................................................................................ 7

1. Business Requirement

FAO has a requirement to selectively transfer assets between projects and locations. Oracle Assets
core application does not allow the user to selectively transfer assets; assets must be transferred
en masse or singly.

Additionally, FAO policy requires that asset transfers are approved by the budget holders that are
transferring and receiving the assets. Currently, the approval process is supported using a series
of emails.

Issues caused by the restriction

Currently, project information (Activity) is stored in the Asset Key flexfield. This flexfield is not
available for update in mass transfers, so transfers between projects must be processed one-by-
one.

The approval process is also very cumbersome, time-consuming and subject to human error.
Storing emails or attaching them to transferred assets takes up space and is very inefficient.
Because of this limitation, all asset transfers are processed in the FAO Shared Service Center.

1.1 Scope Assumptions

Asset Transfers would best be processed by allowing data entry at the source which, in this case,
would be headquarters or decentralized offices. Based on this assumption, FAO has the following
requirements of the transfer process:
Easy to use
The user shall easily select the assets to be transferred based on a variety of filters that will
produce a list of assets.
Allow selective transfer
The user shall be allowed to select individual assets from the filtered list.
Transfers based on Asset Key
The transfer process shall allow the selection of assets based on the asset key and shall
update the asset key for assets transferred to new projects. In addition, historical records

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 pertaining to transfers of this nature shall be retained for reporting purposes in FPMIS and
other systems as required.
System-enforced approvals process
Transfers shall be supported by a workflow-enabled approvals process that will enforce
FAO’s business policies regarding transfers.

2. Options

The options considered were:

 Implement iAssets
 Use core Assets transfers functionality.
 Use External Transfers

Option 1
Implement iAssets
This solution consists of the configuration and implementation of Oracle iAssets self-service
application. Users enter search criteria to view of list of assets and then individually select the
assets to be transferred. The application can be configured to require workflow approvals as well
as separate Asset Manager approval to effect the transfer in the system.
Pros
- Easy to use interface
- Provides workflow-enabled approvals
- Allows selective asset transfer
Cons
- May require separate licensing
- Requires simple custom coding to update Asset Key. This coding is required to support
FPMIS1 reporting

Option 2
Use Assets External transfers functionality
Pros
- Takes advantage of desktop integration
- Allows selective asset transfer
Cons
- Requires development of custom integrator
- Requires simple custom coding to update Asset Key.
- Does not enforce workflow approvals

Option 3
Use core Assets transfers functionality
Pros
- Eliminates custom coding
1
FPMIS is FAO’s bespoke Field Project Management Information System.

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Cons
- Requires custom coding to update Asset Key
- Does not enforce workflow approvals
- Increased risk of human error

3. Evaluation
All three options represent viable alternatives for processing asset transfers. In each case, custom
coding will be required to update the Asset Key once a transfer has been processed. With this in
mind, the use of iAssets requires the least amount of custom coding to process asset transfers and
most closely meets FAO’s needs to allow selective transers with a user-friendly, web-enabled
interface.

3.1 Decision:

Based on high-level analysis, it is decided that Option 1 – Implement iAssets best fulfills
FAO’s requirements related to asset transfers.

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4. Appendix 1 – Process Description

The purpose of this section is to describe the process for transferring assets between custodians, locations or projects. The
process documented herein assumes that iAssets will be used to initiate asset transfer transactions. The transfers process will
be enhanced to include:
 Approvals based on FAO policy
 Custom process to update the asset key flexfield for transfers between projects.

Detail Process Description

Visio Diagram

Deliverable: Asset Management Process

Process: Asset Transfers

Sub-Process: Significant new / modified

steps within the process
Timeline

Daily Monthly

Asset Not
Asset Transferred
Event

Asset to be Asset to be Transferred

Asset to be moved
transferred to a assigned to a
to a new location
new project different employee
Custodian

Custodian Notified Custodian Notified

Initiate transfer Transfer not approved of denial of Approval
7 8

No
Approver

Supervisor Receiving BH Receiving

Budget Holder Supervisor
Approvals Approval Budget Holder
Approval? Yes Yes Approval? Yes Yes Yes
Required? Required? Approval?
2 4
3 5 6

No
Oracle

Transfer Accounting
Approval Workflow
No Processed Created
Custodian enters Launched
9 11
transfer request
Custom

Custom process to
update Asset Key
10

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Process Description

A number of different events can trigger the process to transfer an asset including:
 The asset should be deployed on a different project
 The asset is being moved to a new location
 The current custodian is separating from the Organization
 The current custodian is moving to a new location and the assets will be assigned to a new custodian
If any of these events occur, the current custodian of the asset should initiate the transfer process as depicted in the previous
diagram or discussed in the following steps:

Process Step
ID Title Description of Function Responsibility
Type
The custodian selects the assets to be
transferred, enters the new assignment
1 Custodian enters transfer request Data Entry iAssets
information and submits the transfer for
approval.
Transferring Budget Holder The transferring Budget Holder for the asset
2 Workflow
Approval? is required to approve the transfer.
If the Budget Holder is also the custodian of
3 Supervisor Approval Required? Workflow the asset, an additional level of approval is
required.
If Supervisor Approval is required, the
4 Supervisor Approval? Workflow Workflow process submits an email for
approval to the Budget Holder’s supervisor.
If the asset will fall under the responsibility
Receiving Budget Holder
5 Workflow of a new budget holder, the receiving budget
Approval Required?
holder must approve the transfer.
If Receiving Budget Holder Approval is
Receiving Budget Holder required, the Workflow process submits an
6 Workflow
Approval? email to the Receiving Budget Holder for
approval.
In the event that the transfer is denied at any
of the approval points, the initiating
7 Custodian Notified of denial. Workflow
custodian must be notified. The asset is not
transferred.

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 Process Step
ID Title Description of Function Responsibility
Type
When all of the required approvals have
been obtained, the initiating custodian must
8 Custodian Notified of approval Workflow
be notified. At that point, the custodian can
transfer the asset.
A process will be submitted each night to
9 Transfer Processed System update approved asset transfers in the Assets
system.
A custom process will be submitted
immediately following the asset transfers
10 Update Asset Key Custom Assets
process to update the asset key for assets
transferred to new projects.
Assets SLA will create journal entries to
move cost and accumulated depreciation
11 Create Accounting System Assets
associated with assets transferred to new
projects.

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