Surplus Property System (SPS)

Transcription

1 Surplus Property System (SPS)

2 Course Outline System Definition Site Uses & Roles System Access & Navigation Example: Creating a Disposal Request Non-Tagged Assets Tagged Assets (Owning Dept) Tagged Assets (Non-Owning Dept) Tagged Assets (Legacy) Disposal Request Approval Redeployments Logging Out Contact Information

3 System Definition: What is the SPS? Property Disposition System Used to replace the paper Equipment Disposition Form (EDF) requests Separate from the Sunflower Equipment Management System (SF) Updates the SF on a nightly basis

4 System Definition: What is the SPS? Phased Roll Out of the System Anticipated Disposal Types 1. Turn Into Surplus 2. Move/Transfer 3. Trade In 4. Release of Ownership 5. Donations to UAB 6. Temporarily Misplaced 7. Loss Write Off 8. Special Bid Sales

5 Site Uses & Roles Site Flex (Departmental Users) Roles Accountable Equipment Officer (AEO) Authorized Signor Link for Test System:

6 Workflow Approval Maintenance (WAM) Accountable Equipment Officer (AEO) Authorized Signors

7 Key Terms Surplus Property System (SPS) Sunflower (SF) Equipment Disposition Form (EDF) Tagged Asset Non-Tagged Asset Legacy Asset Redeployment UAB Equipment Accounting UAB Surplus Warehouse UAB Movers

8 Access & Navigation FLEX SITE

9 Access: Logging In Go to: Select the SPS button Log in with your BlazerID & password Click on the LOGIN button

10 Navigation: System Environment Navigation Filter Data Option: Bar Used to filter data that is populated on the screen Viewing Pane: Displays data and forms Menu Title Icons Filter Data Option Navigation Bar: Used to perform specific tasks Menu Title: Displays Viewing current location Pane Refresh & Print Buttons: Used to update lists and to print data Icons: Yields access to Frequently Asked Questions (FAQs), Legend Refresh & Instructional & Videos Print Buttons

11 Navigation: Navigation Bar Login Info: Displays the organizations/departments that the current logged in user has access to Login Info Menu Options Menu Options: Active links that enables the user to view data and/or update the system

12 Navigation: To Do List (Active Tasks) Active Tasks Lists items that require your attention. Cannot approve EDFs from this form. Tasks can be removed from this list when they are completed by checking the C box.

13 Navigation: To Do List (Completed Tasks) Completed Tasks Lists items that were marked as complete. The list can be sorted and filtered.

14 Navigation: Department Profile Inquiry Only Menu Option Lists authorized users for organization/department Information is pulled from the AEO/Auth Signor document in the Workflow Approval Maintenance (WAM) system Information is updated nightly

15 Navigation: Disposal Requests (Search Tab) Lists saved disposal requests for the selected organization/department List can be filtered

16 Navigation: Disposal Requests (Add Edit Tab) Used to create and submit Disposal Requests (Equipment Disposition Form)

17 Navigation: Disposal Tracking (Disposal Requests Tab) Lists requests that have been entered by the selected organization/department with the current document status Can print a copy of the EDF from this view

18 Navigation: Disposal Tracking (Line Items Tab) Lists the item detail for each EDF listed on the Disposal Requests tab List can be filtered

19 Navigation: Surplus Inventory Enables users to search and display a list of available items that are currently listed as surplus at the UAB Surplus Warehouse The magnifying glass icon gives users a printable inventory profile that displays specific details about the listed item

20 Navigation: Disposed Items Lists the disposition history for the selected organization/department Items that were sold or redeployed Available Search Options: EDF # Inventory # Asset #

21 Example CREATING A DISPOSAL REQUEST (EQUIPMENT DISPOSITION FORM)

22 Header Line Item Information Authorize Section

23 Example Disposal Request CREATING THE HEADER

24 Step 1: Select the desired department for the request. Step 2: Click on the Disposal Requests menu option.

25 Step 3: When the Disposal Requests screen appears, click on the Add Edit tab. Step 4: Click on the New button located at the bottom of the screen. At the top of the screen, the option Turn Into Surplus should already be displayed in the Disposal Type field.

26 Step 5: The Contact Person field will default to the person who is currently logged in. To select another departmental contact, click on the down arrow and select the person s name.

27 Step 6: Choose the method of delivery by clicking on the down arrow in the Pickup Type field.

28 EDF Pickup Types UAB Movers Pickup Type Description System Message The department will be contacted by UAB Movers to schedule a convenient pickup time for the item(s). To ensure pickup by the UAB Movers please list all items for disposal. Self-Delivery The department assumes responsibility for delivery of item(s) to the UAB Warehouse. Please coordinate your delivery with the Surplus Warehouse by calling Non-UAB Mover The department uses an external moving source to pickup and transport the item(s) to the UAB Warehouse. Please coordinate your delivery with the Surplus Warehouse by calling

29 Example Disposal Request CREATING THE LINE ITEM

30 Line Item Example ENTERING AN ITEM (NON-TAGGED ASSETS)

31 Step 1: Enter the UAB building code in the Building field to indicate the current location of the item. The adjacent field will be populated with building names that match your search criteria. Click on the desired building name.

32 Step 2: Enter the room number in the Room field.

33 Step 3: Click in the Item field. A list of items will be displayed to choose from. In the Search keywords field, key in the entire or part of the name of the item. When the item name is displayed, click on the name and click on Select at the bottom of the box. If the item you are looking for is not available on the drop down list, choose the item name that most closely resembles the item that you want to surplus.

34 Step 4: Enter the quantity of this item that is to be turned into surplus in the Qty field. The default quantity value in this field is 1. This value can be changed if needed. Step 5: Click on the down arrow in the Condition field and select the current estimated condition of the item.

35 EDF Condition Types Condition Excellent Good Fair Major Repair Salvage Description New in box or slightly used Fairly new In working condition Not working Can be used for parts

36 Step 6a: If you have the item s serial number, model number and/or manufacturer name, enter this information in the applicable field(s).

37 Step 6b: If you are turning in a group of like items (i.e., box or pallet), list the items in detail in the Additional Information field. Step 7: Click on the Save Line Item button.

38 Step 8: After the Save Line Item button is pressed, the item will be added to the display located at the bottom of the screen.

39 Line Item Example ENTERING AN ITEM (TAGGED ASSETS FOR OWNING DEPARTMENTS)

40 Step 1: Click on the down arrow in the Condition field and select the current estimated condition of the item.

41 Step 2: Enter the asset identifier number in the Asset # field and press the Tab key on your keyboard to update the form.

42 The following fields will be auto-populated: Building, Room, Item, Serial #, Model #, Manufacturer, Acq. Date and Acq. Cost. Note: The Building and Room fields will be populated with the last known location per the SF System. If this is not where the asset is to be picked up for surplus, then the building and room number should be changed.

43 Step 3: Click on the Save Line Item button.

44 Step 4: After the Save Line Item button is pressed, the item will be added to the display located at the bottom of the screen.

45 Line Item Example ENTERING AN ITEM (TAGGED ASSETS FOR NON-OWNING DEPARTMENTS)

46 Step 1: Click on the down arrow in the Condition field and select the current estimated condition of the item.

47 Step 2: Enter the asset identifier number in the Asset # field and press the Tab key on your keyboard to update the form.

48 The following fields will be auto-populated: Building, Room, Item, Serial #, Model #, Manufacturer, Acq. Date and Acq. Cost. Note: The Building and Room fields will be populated with the last known location per the SF System. If this is not where the asset is to be picked up for surplus, then the building and room number should be changed.

49 Step 3: Click on the Save Line Item button.

50 Step 4: You will receive the following warning that will let you know that you are attempting to surplus an item that is owned by another organization/department. Click on the OK button to confirm the action and select an authorized contact or click on the Cancel button to cancel the line item.

51 Step 5: If you responded in the affirmative the to warning, the Select a Contact Person for Approval box will appear. Choose a contact person from the dropdown list. Step 6: After selecting the desired contact person, click on the Close button to close the box.

52 Step 7: Click on the Save Line Item button again.

53 Step 8: After the Save Line Item button is pressed, the item will be added to the display located at the bottom of the screen. Follow the previous steps to add additional items to the request.

54 The owning organization/department will receive an FYI notification indicating that the item will be sent to the warehouse for surplus.

55 Line Item Example ENTERING AN ITEM (TAGGED LEGACY ASSETS)

56 Step 1: Click on the down arrow in the Condition field and select the current estimated condition of the item.

57 Step 2: Enter the asset identifier number in the Asset # field and press the Tab key on your keyboard to update the form.

58 Tagged Legacy Asset Numbers

59 The following fields may be auto-populated: Item, Serial #, Model #, Manufacturer, Acq. Date and Acq. Cost. The Building and Room fields will not populate. Step 3: Enter the Building and Room number.

60 Step 4: Click on the Save Line Item button.

61 Step 5: After the Save Line Item button is pressed, the item will be added to the display located at the bottom of the screen.

62 Example Disposal Request AUTHORIZING THE REQUEST

63 Step 1: When you are finished adding your items to the request, click on the down arrow in the Authorized By field and select your name. If you are not the authorized signer, select that person from the list.

64 Step 2: If you selected your name as the authorized signer, click the Authorized checkbox. Step 3: A Confirmation box will appear; please read it carefully. Click Yes to authorize the request.

65 Step 4: If you selected another person as the authorized signer, click on the Save button. The selected signor of the responsible organization/department will receive an notification prompting them to sign into the disposal request system so that they can respond to the request.

66 Disposal Request Approval

67 Approving Disposal Requests as an Authorized Signor 1. Log into the SPS with your BlazerID & password 2. Select the responsible organization/department 3. Click on the Disposal Requests menu option 4. Select the desired request from the list 5. Click on the Edit button 6. Check the Authorized box 7. Click on the Yes button to confirm your action

68 Deleting EDF Lines Can be done by the Surplus Warehouse or UAB Movers Department decides to retain items scheduled for pickup Items are not received into inventory notifications will be sent to the Contact Person on the EDF EDF record will not reflect the deleted items Status of the EDF will not update to Completed until the Surplus Warehouse has processed all items on the EDF

69 Deleting EDF Lines : Notification

70 Redeployments TRANSFERRING ITEMS FROM THE SURPLUS WAREHOUSE FOR USE IN A DEPARTMENT

71 Redeployments Requirements Valid UAB ID Receiving Department s Organization Number Authorized signor approval Notification sent by to the authorized signor Must be obtained before the transfer order is approved Surplus Property Management System Transfer Order Number XXXXX A member of your department has ordered the following items from the surplus property warehouse. Please click one of the links below to approve or deny this order. Call the Surplus Warehouse at if you have any questions regarding this transfer. Thank you. Item: INCUBATOR Inv.Number: Qty. 1 Click here to approve this order: Approve Transfer orders that are to be delivered by the UAB Movers will be forwarded to them for scheduling with the department Click here to deny this order: Deny Thank you.

72 Access: Logging Out Click on the Log Out button

73 For Questions or Assistance UAB Administrative Systems Instruction & Development Equipment Accounting UAB Surplus Warehouse UAB Movers