Announcements
Online Asset Transfers with Workflow
Finance and Accounting is pleased to announce the availability of an online request system for asset transfers and for declaring assets lost or missing. On Monday, October 12, 2009, the online system will replace paper forms currently in use for assets belonging to UCF departments. Assets belonging to projects and grants are not included in the initial launch of the online system; please continue to use paper forms to request transfers or declare a status of lost or missing for any assets associated with projects.
This project extends existing functionality within the Oracle PeopleSoft UCF Financials system, and creates a number of efficiencies between departmental personnel who are responsible for state-owned assets, and the Property and Inventory Control section at Finance and Accounting which is responsible for tracking it.
How does it work?
Here is the basic outline of the asset transfer request system with workflow:
- Each department at UCF that can reasonably be expected to contain an asset must have a single Property Custodian assigned on the Departmental Authorization List (DAL). The DAL code for Property Custodians is PCT, and there can be only one PCT per department number at a time.
- The transfer and lost/missing request originates within the UCF Financials system, and Property Custodians are empowered to create and approve certain requests. Therefore, the PCT role requires that the employee be a user in UCF Financials.
- For asset transfers, workflow routes new requests from the originating Property Custodians to the PCTs, Responsible Fiscal Officers (RFOs)
and Deans, Directors and Chairs (DDCs) in the receiving department. PCTs, RFOs and DDCs can select to be notified either via e-mail or through the worklist feature in UCF Financials that there is a transfer or lost/missing request to approve.
- After approval at the departmental level, workflow routes the request to the Property and Inventory Control section at Finance and Accounting, alerting that office to make the transfer or declare the asset lost or missing in the Asset Management module of UCF Financials.
Flowchart 
Where can I get training and information?
An online training course is available, and is required for employees who are assigned the Property Custodian (PCT) role on the Departmental Authorization List (DAL). The class, FAM111 Property Custodian Training can be accessed from the FSS Training Web page, and teaches the navigation and process for creating and responding to asset transfer and lost/missing requests. It is approximately 30 minutes in length, and includes a short quiz to help you test your knowledge of the new procedures and business process.
Are business processes changing at Property and Inventory Control?
Effective October 12, the Property section will no longer accept paper forms for request transfers for departmental transfers, and to declare an asset lost or missing. Updated information about the lost/missing and asset transfer business process is located at http://www.fa.ucf.edu/Property/Publications/Publications.cfm
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