UCSD Equipment Management

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Equipment Management Overview

Contents:
    Overview
    Equipment Management Responsibilities
    Department Responsibilities
    Equipment Asset Management System

Changing the University's Definition of Equipment:

OVERVIEW

Equipment Management is a division of the Business and Financial Services Department, located in the at Torrey Pines Center South, Suite 345. For assistance with problems relating to equipment please call x42845 or x42847.

This division is responsible for the management of inventorial equipment owned by, or in the custody of The Regents of the University of California.

Equipment Management operates in accordance with the requirements set forth in University Business and Finance Bulletin #29, "Management and Control of University Inventorial Equipment", Business and Finance Bulletin #38 "Disposal of Excess Material and Transfer of Federally-Funded University-Owned Material", PPM 522-1, "Property Inventory Control System Operating Procedures", and the Federal Register Office of Management and Budget (OMB) A110.

EQUIPMENT MANAGEMENT RESPONSIBILITIES

Maintain property control records of all inventorial equipment ( including FAB orders )
Process all equipment acquisitions into the Inventory System.
Follow-up with departments to insure all equipment is identified, inventoried and recorded.
Insure that University, State and federal regulations are adhered to.

DEPARTMENT RESPONSIBILITIES

Each department head and appropriate principal investigator has primary responsibility for the care, maintenance, records, physical inventory and control of equipment in their custody, however acquired, under the terms of a contract or grant. The policies identified above require departmental records to be current and accurate.

Records identifying movement of equipment shall be current and maintained in a manner that assures the equipment can be located, for inventorial purposes, within a reasonable time. The responsible department shall notify Equipment Management of any change in the physical location of inventorial equipment.

EQUIPMENT ASSET MANAGEMENT SYSTEM

INTRODUCTION:

The Equipment Asset Management System (EAMS) is now available online via web by using Netscape Navigator 3.0 or higher. EAMS provides departmental Property Administrators with direct online access to their respective inventories and allows for online inventory maintenance.

The EAMS online system has been designed to replace the paper and batch processing method currently in use while providing efficient tracking of departmental assets and real time inventory status.

EAMS provides Property Administrators the authority to make online changes, within certain guidelines, to their capitalized asset database in addition to processing Equipment Inventory Modification Requests (EIMR) electronically to facilitate disposal or transfer of department assets as required by Federal, or State regulation and University policy and procedures. Additional features of the EAMS process include the ability for a department to generate various reports on-site when needed and, to initiate a search by UCID, Serial Number, Building/Room or an individual's name.

For assistance on the use of the EAMS online system, please contact Bessie Douglas at X42847 or via Email to bdouglas@ucsd.edu

REGISTRATION:

Registration for access to EAMS is available to all designated Property Administrators via the online web registration feature. A request for access to the system as a Registered Designated Alternate requires the approval of the Dept. Head, MSO or incumbent property administrator.

Business Managers and Property Administrators are encouraged to visit the EAMS web site for an introduction to the new asset management system.

DEPARTMENT CONTACTS:

Bessie Douglas ------- x42847

Anthony Singleton ----x 46635

Deborha McManus ---- x42845

Robert Forsythe -------x43082 ( Equipment Manager )