A Resource for Boulder Campus Property Managers
Is your department hanging onto equipment no longer in use??
Reasons why this is important to the campus?
- Assets that are no longer being used for their intended purpose are considered impaired; e.g. using an old desktop to run just one old software program because new operating systems are incompatible with the software program; or some of an item’s features don’t work anymore so the item is operating at a much lower capacity. The auditors ask for a list of impaired assets each year. Rationale: Overstatement of asset value.
- Assets that are no longer being used but are kept as replacement parts for fabrications, computers, etc. These assets should be removed from our books once they are cannibalized. Rationale: Overstatement of asset value.
- Other departments on campus may be able to use the equipment you are no longer using. Budgets are tight and your equipment can be loaned (if you think you might want it back) or transferred to a department that can use the items, saving valuable budget money. You can even arrange for the other department to pay for the item. Rationale: Maximizing asset utilization and cost savings to CU.
- Storing unused assets takes up space, in some cases creates safety issues, and reduces auction value with each passing month. Just 6 months of storage for a computer reduces its value by half at auctions and also reduces its effectiveness for another department.
- Safety issues arise from old refrigerators, computers, monitors, combustible materials, etc. that are stored in rooms that our Safety Department is not aware of being there during fires or floods.
Please contact Jeanne.Connely@Colorado.edu if you have any unused equipment, thanks!
Purchasing/Receiving Capital Equipment
- Fund 30/34
- Please use 810100 when purchasing assets >= $5,000. Contact Patty.Patterson@Colorado.edu if you have any questions. ext 2-8030
- UCB and Fed Fabrication Tag Request Form
- Transfer Tagged asset between departments on campus. Interdepartmental Transfer
- Transfers to another campus or not-for-profit entity (must be surplused/disposed on our campus first) contact Jack.Brubaker@Colorado.edu ext 2-7207
- Transfers from another campus or not-for-profit entity contact Jeanne.Connely@Colorado.edu ext 2-2424
- Transfers from a for-profit entity, treat as a Gift In Kind (GIK) see next item.
- GIK Gift In Kind Form
Tracking/Maintenance of Tagged Equipment
- Change of Location Send email with Tag number & new location to: Jeanne.Connely@Colorado.Edu
- Change of Status
Cannibalization is when a dept disassembles a tag and uses the pieces for other uses.
Impaired: Equipment no longer used for intended purpose due to reduced functionality.
Office of Contracts & Grants
- Forms Link takes you to OCG's webpage for property.
Property Disposal/Transfers/Donations off campus
- Disposal Takes you to Property Services webpage for disposing of property.
- To Transfer, Donate or Sell Equipment Send an email to: Jack.Brubaker@Colorado..edu
Would you like 'read only' access to PeopleSoft Asset Management?
PSAM allows you to query your departmental assets to review their tag#, location, funding source, responsible person, etc. It's a great way to manage your assets and reduce your biennial inventory headaches. Contact Greg.Roers@Colorado.edu ext. 2-6376 to start the process.
- Email Questions to: firstname.lastname@example.org
- FAQ (under construction)
New Equipment Fabrication Procedure Celebrates 1 Year Anniversary:
60 new fabrications have been set-up using the process outlined below within the last year. We can now see that tracking costs by speedtype provides an accurate and easier method for reconciling the variety of charges associated with the fabrication. The success of this process goes to all the departments providing feedback on each of the steps involved. Thank you all!
As of January 2, 2013 all fabrications will be assigned a subclass speedtype to the main project in order to more accurately and consistently capture the costs associated with a fabrication. For DPMs the Fabrication Request Process will remain the same, request a fabrication tag from Patty.Patterson@Colorado.edu and she will walk you through the set up of the subclass speedtype. The subclass speedtype will streamline the reconciliation of fabrication expenses when placing the fabrication in service and when the project is closed.
Department Property Management Training:
Future Sessions: If you have any questions or training needs prior to the modules being offered
- Session 1 General Overview Hosted by ABS has happened for 2014 you can contact Jeanne.Connely@Colorado.edu 2-2424 to schedule one-on-one training
- Session 2 How to Relinguish CU Rights to Equipment Hosted by Property Services April 2014 Jilliandra.Michko@Colorado.edu 2-6324
- Session 3 Sponsor Funded Equipment Purchases Hosted by OCG will be scheduled in the Fall 2014 Pat.Dodson@Colorado.edu 5-6277
Update on DPM Certification Trainings
Congratulations! To Date, 24 DPMs have attended all 3 sessions and became certified as Departmental Property Managers: If you missed one or two of the 3 sessions last year and would like to complete the certification process this year, just let us know when you register. ABS is tracking attendance and uploading the attendance into the MyCUinfo training. You can keep track of your progress there.
Overall Numbers To Date: 232 attendees (146 unique attendees) for the 8 sessions held since December 2010. The goal is to certify the 159 staff who have property roles within their department but all staff are welcome to come and learn about the exciting world of property management. It sounds so simple till you get into the details!
159 Departmental Property Managers manage ~$500,000,000 of capital campus assets! For most, DPM duties are in the ‘Not Elsewhere Classified’ category of the PDQ. It can be tough if you do not know where to go for assistance and so OCG, Property Services, and ABS developed this training program to help. Contact: Greg.Roers@Colorado.edu or 303-492-6376 if you have any questions.