Surplus Property System (SPS)

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

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

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

Site Uses & Roles

Site Flex (Departmental Users) Roles Accountable Equipment Officer (AEO) Authorized Signor

Link for Test System: http://dev-surplus.ad.uab.edu/

Workflow Approval Maintenance (WAM) Accountable

Equipment Officer (AEO)

Authorized Signors

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

Access & Navigation FLEX SITE

Access: Logging In Go to:

www.uab.edu/adminsys/ Select the SPS button

Log in with your BlazerID &

password Click on the LOGIN button

Navigation: System Environment

Navigation Bar: Used to perform specific tasks

Menu Title: Displays current location

Navigation Bar

Menu Title Icons

Filter Data Option

Viewing Pane

Refresh & Print Buttons

Icons: Yields access to Frequently Asked Questions (FAQs), Legend & Instructional Videos

Filter Data Option: Used to filter data that is populated on the screen

Viewing Pane: Displays data and forms

Refresh & Print Buttons: Used to update lists and to print data

Navigation: Navigation Bar

Menu Options: Active links that enables the user to view data and/or update the system

Login Info: Displays the organizations/departments that the current logged in user has access to

Menu Options

Login Info

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.

Navigation: To Do List (Completed Tasks) • Completed Tasks

• Lists items that were marked as complete.

• The list can be sorted and filtered.

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

Navigation: Disposal Requests (Search Tab)

• Lists saved disposal requests

for the selected organization/department

• List can be filtered

Navigation: Disposal Requests (Add|Edit Tab)

• Used to create and submit Disposal Requests (Equipment Disposition Form)

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

Navigation: Disposal Tracking (Line Items Tab)

• Lists the item detail for each EDF listed on the Disposal Requests tab

• List can be filtered

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

Navigation: Disposed Items

• Lists the disposition history for the selected organization/department • Items that were sold or redeployed

• Available Search Options: • EDF # • Inventory # • Asset #

Example CREATING A DISPOSAL REQUEST (EQUIPMENT DISPOSITION FORM)

Header

Line Item Information

Authorize Section

Example Disposal Request CREATING THE HEADER

Step 1: Select the desired department for the request.

Step 2: Click on the Disposal Requests menu option.

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.

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.

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

Pickup Type Description System Message

UAB Movers 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 934-3344.”

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 934-3344.”

EDF Pickup Types

Example Disposal Request CREATING THE LINE ITEM

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

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.

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

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.

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.

EDF Condition Types

Condition Description

Excellent New in box or slightly used

Good Fairly new

Fair In working condition

Major Repair Not working

Salvage Can be used for parts

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

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.

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.

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

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

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

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.

The following fields will be auto-populated: Building, Room, Item, Serial #, Model #, Manufacturer, Acq. Date and Acq. Cost.

Step 3: Click on the Save Line Item button.

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.

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

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

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

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.

The following fields will be auto-populated: Building, Room, Item, Serial #, Model #, Manufacturer, Acq. Date and Acq. Cost.

Step 3: Click on the Save Line Item button.

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.

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.

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

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.

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

Line Item Example ENTERING AN ITEM (TAGGED LEGACY ASSETS)

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

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

Tagged Legacy Asset Numbers 322995 322997 322999 323000 323007 323010

323014 323019 323020 323022 323026 323027

Step 3: Enter the Building and Room number.

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 4: Click on the Save Line Item button.

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.

Example Disposal Request AUTHORIZING THE REQUEST

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.

Step 3: A Confirmation box will appear; please read it carefully. Click Yes to authorize the request.

Step 2: If you selected your name as the authorized signer, click the Authorized checkbox.

The selected signor of the responsible organization/department will receive an email notification prompting them to sign into the disposal request system so that they can respond to the request.

Step 4: If you selected another person as the authorized signer, click on the Save button.

Disposal Request Approval

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

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

Email 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

Deleting EDF Lines : Email Notification

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

Redeployments •Requirements

• Valid UAB ID • Receiving Department’s Organization

Number • Authorized signor approval

• Notification sent by email to the authorized signor • Must be obtained before the transfer order is

approved

• Transfer orders that are to be delivered by

the UAB Movers will be forwarded to them for scheduling with the department

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 934-3344 if you have any questions regarding this transfer.

Thank you.

Item: INCUBATOR

Inv.Number: 13657

Qty. 1

Click here to approve this order:

Approve

Click here to deny this order:

Deny

Thank you.

Access: Logging Out

Click on the Log Out button

For Questions or Assistance UAB Administrative Systems Instruction & Development instructeam@uab.edu Equipment Accounting 205-934-5144 UAB Surplus Warehouse 205-934-3344 UAB Movers 205-975-4454 uabmovers@uab.edu