myassets 3.0 Overview

Transcription

1 myassets 3.0 Overview THIS OVERVIEW INTRODUCES THE MYASSETS 3.0 PROPERTY SYSTEM AND ios INVENTORY APPLICATION TO PROPERTY CUSTODIANS AND CONTACTS. JANUARY 7, 2019

2 Overview of myassets 3.0 Property Custodians and Contacts will use the newly updated myassets 3.0 and ios application to manage capital assets, attractive property, and federal property.

3 OBJECTIVES Introduce the myassets 3.0 property system. Review updates to myassets appearance, functionality and process flow. Introduce the ios inventory application. Use the newly updated myassets 3.0 system and ios application to manage capital assets, attractive property, and federal property.

4 myassets 3.0 Security Roles UF_FI_UNIVERSAL_INQUIRY Provides read only access to myassets UF_N_AM_MYASSETS_DEPT_ADMIN Grants access to the myassets module for the management of departmental property. This allows the user to: Identify and track attractive property Request decals for property and locations Initiate or approve property transactions including off-campus and inaccessible certifications, property updates, disposals, surplus pick-up requests and transfers Track inventory and process inventory updates Generate reports on the department s Property

5 Data Flow How does data flow?

6 DATA FLOW Capital Assets myufl is official record. 1. Every morning myassets capital items are refreshed by the information in myufl. 2. Departments initiate inventory updates in myassets Scanning Off-site certification Inaccessible certifications Property updates Transfers Disposal Requests Surplus pick-ups 3. Inventory updates are sent to myufl from myassets nightly. 4. All other requests are reviewed and processed in myufl by AM staff. 5. Departments receive notifications when items are processed in myufl.

7 CAPITAL ASSETS DATA FLOW myassets capital items are refreshed by the information in myufl myassets will reflect the update the next morning Departments initiate inventory updates for capital assets in myassets Inventory updates get sent to myufl from myassets nightly. AM staff review and process all other requests in myufl. Departments receive notifications when items are processed in myufl.

8 DATA FLOW Attractive Assets myassets houses information on attractive items. 1. Departments will initiate and complete transactions for attractive items in myassets once required approvals are received. 2. Updates are immediate once approved, no record to update in myufl.

9 Home Page The Home Page is where you will begin when you log in to myassets. We ll orient you to the Home Page in this section.

10 HOME PAGE MAIN NAVIGATION MENU

11 HOME PAGE NAME, INBOX, AND ROLE

12 HOME PAGE SEARCH BY DECAL, DESCRIPTION, or SERIAL UNIVERSITY- WIDE

13 HOME PAGE CAPITAL, ATTRACTIVE, SCANNED, & UNSCANNED ASSETS TILES

14 HOME PAGE MyINVENTORY WITH OPTIONAL FIELDS

15 HOME PAGE MyINVENTORY WITH OPTIONAL FIELDS

16 HOME PAGE SEARCH IN MyINVENTORY

17 REQUESTS INDEPENDENT PRACTICE 1. Click on the 3 bars 2. Add 3 more fields to the MyInventory view Location Dept ID ACQ Date 3. Sort MyInventory by different fields

18 HOME PAGE PENDING INBOX ITEMS

19 HOME PAGE WORKLIST ITEMS

20 ASSET PAGE

21 ASSET PAGE FINDING AN ITEM

22 ASSET PAGE CHANGING AN ASSET S INFORMATION

23 ASSET PAGE CHANGING AN ASSET S INFORMATION

24 ASSET PAGE EDITING AN ITEM

25 ASSET PAGE NOTES

26 ASSET PAGE CONTACTS & CUSTODIANS

27 My Inbox

28 MY INBOX ACCESSING THE INBOX

29 MY INBOX FULL INBOX

30 MY INBOX EMPTY INBOX

31 TOOLS

32 TOOLS MY PROFILE

33 TOOLS UPLOAD ASSETS

34 TOOLS CONTACT LIST

35 Requests

36 NEW ASSET

37 REQUESTS NEW ASSET

38 REQUESTS GUIDED PRACTICE Add an Attractive Asset 1. Go to Requests > New Asset 2. Click the blue Add Attractive Asset button 3. Add the relevant information Use your DEPT ID 4. Click Add 5. Find your Asset

39 UPDATE ASSET INFORMATION

40 REQUESTS GUIDED PRACTICE Update the asset s information

41 DECALS

42 REQUESTS

43 REQUESTS REQUESTING DECALS

44 REQUESTS REQUESTING DECALS Use building number or name to find and select building, then select individual room or multiple rooms by holding down the control key.

45 REQUESTS REQUESTING DECALS For an Asset Decal request, you will need to include reason why a duplicate decal is needed.

46 REQUESTS GUIDED PRACTICE Request a decal for the asset 1. Search for this decal number:

47 TRANSFER

48 REQUESTS REQUESTING SURPLUS TRANSFER

49 REQUESTS GUIDED PRACTICE Request a Surplus Transfer

50 DISPOSAL

51 REQUESTS REQUESTING DISPOSALS

52 REQUESTS REQUESTING DISPOSALS

53

54 REQUESTS GUIDED PRACTICE Submit a Request for Disposal

55 SURPLUS

56 REQUESTS GUIDED PRACTICE Request a Surplus Transfer This will go in the warehouse section

57 REQUESTS INDEPENDENT PRACTICE 1. Add an asset 2. Update the asset s information 3. Request a Surplus Pickup 1. Request an authorized warehouse user

58 USERS

59 REQUESTS GUIDED PRACTICE Request a New User

60 REQUESTS GUIDED PRACTICE Request an Alternate Contact

61 FOREIGN TRAVEL

62 myassets 3.0 Questions? Questions? Questions?

63 BREAK.

64 Worklists SUBTITLE OR FURTHER DESCRIPTION, AS NECESSARY CAN BE MULTIPLE LINES

65 WORKLISTS MAIN NAVIGATION MENU

66 EXPIRING PROJECTS

67 WORKLISTS EXPIRING PROJECTS

68 WORKLISTS EXPIRING PROJECTS

69 INACCESSIBLE LOCATIONS

70 WORKLISTS INACCESSIBLE LOCATION CERTIFICATION

71 WORKLISTS INACCESSIBLE LOCATION CERTIFICATION

72 WORKLISTS INACCESSIBLE LOCATION CERTIFICATION

73 INACCESSIBLE ASSETS

74 WORKLISTS INACCESSIBLE ASSETS SORT BY STATUS

75 WORKLISTS INACCESSIBLE ASSETS

76 WORKLISTS VERIFIED INACCESSIBLE LOCATIONS

77 WORKLISTS REQUEST INACCESSIBLE LOCATION

78 INVALID LOCATIONS

79 WORKLISTS INVALID LOCATIONS

80 WORKLISTS INVALID LOCATIONS

81 WORKLISTS INVALID LOCATIONS

82 WORKLISTS INVALID LOCATIONS

83 MISSING SERIALS

84 WORKLISTS MISSING SERIALS

85 WORKLISTS MISSING SERIALS EXCEL DOWNLOAD

86 WORKLISTS MISSING SERIALS

87 WORKLISTS MISSING SERIALS

88 WORKLISTS MISSING SERIALS Hint Use your cell phone to take a picture of the serial number when it is in a hard to see location or is too small to read.

89 OFF- SITE CERTIFICATIONS

90 WORKLISTS OFF- SITE CERTIFICATIONS

91 WORKLISTS OFF- SITE CERTIFICATIONS

92 WORKLISTS OFF- SITE CERTIFICATIONS

93 WORKLISTS OFF- SITE CERTIFICATIONS

94 UNSCANNED

95 WORKLISTS UNSCANNED INVENTORY

96 Reports

97 REPORTS

98 myassets ios application

99 ios APP SETTINGS SCREEN You can refresh from this screen to get updated building and asset information.

100 ios APP SCAN INVENTORY SCREEN Notice there is no building or room selected. Tap on Change Room to scan assets for a specific room.

101 ios APP SELECTING A BUILDING Select the building.

102 ios APP SCAN INVENTORY SCREEN Select a room within the building.

103 ios APP SCANNING A DECAL The list of Unscanned Inventory needs to be scanned.

104 ios APP SCANNING A DECAL Scan the room decal first. Then scan the assets within the room.

105 ios APP Scan decals for each of the assets in the room.

106 ios APP SCANNING A DECAL Green checks mean that assets have been scanned, recognized, and inventoried.

107 myassets 3.0 RESOURCES ASSET MANAGEMENT Asset Management toolkit

108 myassets 3.0 Questions? Questions? Questions?