Equipment

1

• Equipment
• Inventory
• Subsystem

EIS
2
Getting Started

• Establish Board Policy addressing each of the
  following issues.
• Capitalization Limits.setting dollar threshold
  and life limits for fixed assets
• Controlled Items
• Using Percent of Foundations?
• How to handle transfer and dispositions of items?
• Will operating leases be maintained on the
  system?
• Will appraisal co. be hired to perform physical
  inventory?
• How will items be physically tagged?

3
Getting Started

• Establish Locally Defined Codes
• Item Categories Asset Classes
• Function Codes Fund Codes
• Location Codes Organizational Units
• Condition Codes Disposition Codes

4
Getting Started

• Load inventory into EIS files
• Contact appraisal company to come in and do
  physical inventory
• Should have your codes defined prior to the
  appraisal company coming to your district
• This enables them to use the codes you want
• Results in less clean-up after the inventory
  tape has been loaded.
• Use EISIX program to load appraisal tape into
  files (with the assistance of your DA-site
  personnel).

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EISMNT

• EISMNT EIS Local Code Maintenance Program
  allows you to enter the locally defined codes and
  also holds the configuration data file where the
  capitalization criteria is defined.

6
DATSCN - EIS Configuration Data
Determines if items are capitalized. If a life
limit is specified, the items must have a life
limit specified on the ITMSCN record to be
capitalized.
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CLSSCN - Asset Class Codes

• Define broad classes of fixed assets and are GAAP
  required
• The codes can be up to 4 characters in length
• ODE defines the first 2 as shown here
• the last 2 digits can be defined by the district
  to further break down the asset classes.

8
CATSCN - Item Category Codes

• Used to define Item Category codes which further
  subdivide asset classes into more detailed units.
• These are not GAAP required but are very
  beneficial in providing the ability to generate
  reports on specific items.

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FNDSCN - Fund Codes
G Governmental P Proprietary F Fiduciary

• Defines where the asset is currently being used
  (not necessarily the fund used in purchasing the
  item)
• GAAP Required

10
FNCSCN - Function Codes

• Defines the current activity or function the item
  is used for
• GAAP required

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LOCSCN - Location Codes

• Identifies where an item is located
• Not GAAP required but is required for adding
  items into EIS

12
DSPSCN - Disposition Codes

• Tells how an item was disposed of
• Required for posting disposition transactions

13
ORGSCN - Organizational Units

• Describes who is responsible for an item
• Not GAAP required but are useful in generating
  reports

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Let's Look at EISMNT
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EISSCN

• EISSCN..used for adding new items and
  maintaining data on file for already existing
  items.
• ITMSCN..used in adding new items, viewing and
  modifying existing items
• ACQTRN..used to post acquisition transactions
  for items and record payments on items
• DSPTRN..used in disposing items - posts
  disposition transactions and sets the status of
  the item to D
• TRNTRN..used in transferring an items fund,
  function, or class

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ITMSCN Screen 1
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ITMSCN Screen 2
This information is necessary for all capitalized
assets to meet GAAP reporting requirements
Necessary for calculating Life-to-Date
depreciation as well as for capitalizing items if
a life limit is specified for capitalization
criteria on the DATSCN.
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ITMSCN Screen 3
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Acquisition Transactions
ACQTRN
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Disposition Transactions
DSPTRN
Comes from the Disposition codes set up on the
local code file in EISMNT/DSPSCN
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TRNTRN
Transfer Transactions

• 3 Types of Transfers
• FD Fund Transfer
• FC Function Transfer
• CL Asset Class Transfer

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EISSCN

• PENDING..this option of EISSCN allows you to
  view or delete items that are being held on the
  EIS pending file
• Pending File a holding place for fixed assets
  as they are acquired by a district. Stores
  purchase order information necessary for adding
  the items to EIS.
• Items are placed on the pending file in 2 ways
• Running the EIS program EISPND transfers all
  items on the USAS invoice file with an object
  code of 6XX 7XX in the associated charge
  account to the pending file.
• Flag in USASDAT

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EIS Pending File and USAS
USASDAT/USACON

• Setting the flag in USASDAT/USACON allows items
  invoiced in USAS/APE or INPROC to be posted
  directly to the EIS Pending File
• 3 Options
• Y Yes, INPROC/APE will prompt whether to add
  500/600/700 object code items to the pending
  file.
• N No, not accessing EIS or no interface
  desired.
• A Yes, INPROC/APE will automatically add items
  with a 600/700 object code to the pending file.
• Threshold if extended cost of items meet
  threshold, they will be added to the pending file

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Sample Pending File
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EISSCN

• Split Option..allows you to split a lot item
  into multiple tag items.
• Lot a collection of like items entered into the
  inventory system under a single tag number, but
  with a value greater than one in the number of
  items field on the ITMSCN record.

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EISRPT
EISRPT - EIS Report Programs 1. EIS001 -
Code Listing Report 2. EIS101 - Schedule of
Fixed Assets by Source 3. EIS102 - Schedule
of Fixed Assets by Function 4. EIS103 -
Schedule of Changes in Fixed Assets 5. EIS104
- Schedule of Changes in Depreciation 6.
EIS202 - Leased Asset Listing 7. EIS203
- Asset Listing by Grant/Source 8. EIS302 -
Location Worksheet 9. EIS303 - Inventory
Master Listing Report 10. EIS304 - Brief
Asset Listing 11. EIS305 - Book Value
Report 12. EIS306 - Maintenance Contract
Listing Report 13. EIS401 - Values for
Insurance Report 14. EIS501 - Pending File
Report 15. EIS601 - Item List Maker 16.
EIS801 - Audit File Report Function/Class
EIS GAAP Schedules looking only at items that
meet the capitalization criteria.
EIS Non-GAAP Reports option to look at all items,
capitalized only, or non-capitalized only
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Non-GAAP Reports

• EIS302 Location Worksheet..can be used as an
  aid in completing an inventory broken out by
  location category listing all items that have
  been entered into EIS under that location.
• EIS303 Inventory Master Listing..includes all
  data on file for items can produce a complete
  listing of all items or of specified subsets can
  choose to report on all information on file or
  specific information.

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Non-GAAP Reports

• EIS304 Brief Asset Listing..a one line per
  item listing of all items on file or subsets
• VERY USEFUL
• Lists most of the GAAP required fields making it
  very useful in cleaning up files after loading a
  new inventory
• Provides many selections making it possible to
  produce different types of listings
• Example Listing of additions since a specified
  date will provide a listing of all items that
  have been entered for the current fiscal year.

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(No Transcript)
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Non-GAAP Reports

• EIS305 Book Value Report..shows depreciation
  information listing original cost, salvage value,
  book value, of depreciation, and last year of
  useful life.
• EIS401 Insurance Values Report..lists
  insurable values and replacement cost information
  for items insurable values listed reflect the
  insurance classifications assigned to the item
  categories in EISMNT/CATSCN.
• EIS801 Audit Report..tracks changes made to
  the EIS files
• Demand Option for district use to see changes
  that have been made and can be run at any time
  offers selection options
• Official Option used for an official audit
  trail should be run at regular intervals no
  selection options

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GAAP Schedules

• EIS101 Schedule of Fixed Assets by
  Source..provides a summary of the original cost
  of capitalized items by their source or the fund
  the items were originally charged to when
  purchased.
• EIS102 Schedule of Fixed Assets by Function and
  Class..produces summaries of the original cost
  and/or book value of capitalized items by their
  function and/or class.
• EIS103 Schedule of Changes in Fixed
  Assets..shows beginning and ending balances,
  additions, dispositions, transfers, and any error
  adjustments that occurred causing changes in
  balances by fund, function, or asset class
  generates a summary, detail, and error report
  GAAP flag must be set to Y to be able to
  generate this report.
• EIS104 Schedule of Changes in
  Depreciation..similar to the EIS103 in that it
  is a change schedule, however this report shows
  changes in depreciation option to report
  information by fund, function, or class GAAP
  flag must be set to Y to be able to generate
  this report.

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EIS101
Made up of items entered on the system without an
acquisition record
Item record is missing fund code or fund code
does not have a valid fund type specified in
EISMNT/FNDSCN
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EIS102
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Sample EIS103
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Sample EIS104
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Other EIS Reports

• EIS also offers several UDMS reports that are not
  part of the EISRPT report module. These are
  accessible from the main EIS menu.
• DSPLST List of Dispositions by Date..generates
  a listing of items that have been disposed of
  during a specified date range. Information
  included comes strictly from the disposition
  record.
• DSPLS2 List of Dispositions by Date with Item
  Data..similar to the DSPLST but also includes
  the description, location, organizational unit,
  and replacement cost from the item screen
  records.
• EIS101D Detailed Breakdown of
  EIS101..generates a listing of all the items
  that contribute to the totals appearing on the
  EIS101. Any items falling under the
  Acquisitions prior to system startup total WILL
  NOT appear on the EIS101D.

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Life to Date Depreciation

• LTD depreciation total depreciation for an item
  through June of the last fiscal year closed.
• Book Value LTD - Salvage Value
• ------------------------------------------
• Useful Life - Age
• Life-to-Date depreciation is stored on screen 2
  of the ITMSCN record.
• FTD (Fiscal-to-Date) depreciation depreciation
  for the current year
• Total Depreciation LTD depreciation any FTD
  depreciation for the current fiscal year.

Calculation
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Depreciation Example
Example Useful Life 8 years, Original Cost
10,000, Salvage Value 2,000
First Year Depreciation
Second Year Depreciation
Fifth Year Depreciation
Suppose during the 5th year the original cost is
increased by 2,000 making the original cost
12,000, the calculation then becomes
Fifth Year Depreciation
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EISDEPR

• Recalculates Life-to-Date depreciation from
  scratch on items that have had changes made to
  the depreciation information on the item record.
• Looks at the last fiscal year closed recorded on
  the DATSCN record and calculates depreciation up
  to that point. Does not include any depreciation
  for the current fiscal year.
• Should be used with caution
• Example from previous slide..original cost of an
  item with a useful life of 8 years was increased
  by 2,000.00 in the 5th year

Before EISDEPR
After EISDEPR
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EISCHG

• Provides the ability to mass change certain
  fields. The primary purpose of most options is to
  enable you to change the value of certain fields
  that were put in place by an appraisal company to
  something more meaningful to you.
• Each option of EISCHG offers the ability to run a
  projection only allowing you to see the changes
  that will be made if choosing to actually update
  the files.
• Offers 7 options
• Mass Change Item Categories
• Mass Change Location Codes
• Mass Change Function/Activity Codes
• Mass Change Asset Class by Item Category

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EISCHG

• Update Replacement Cost/Insurable Value by
  Inflation Rate
• Mass Change to Full Depreciation
• Enables you to update all fields on the item
  records related to depreciation information.
• Calculates Life-to-Date depreciation for the
  items being updated.
• Must have valid original cost, acquisition date,
  and item category values in place on the item
  record in order for the life-to-date depreciation
  to be properly calculated.
• Useful life values should also be entered into
  EISMNT/CATSCN.
• Can choose to update all items or just those with
  the Depreciation Method currently set to N,
  can also choose capitalized, non-capitalized, or
  both.
• May select straight line or declining balance
  method
• Mass Change Current Asset Function based on
  Location Code

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EISCLS

• EISCLS is the EIS Fiscal Year Closing Program.
  Should be run every year as part of the fiscal
  year closing procedure.
• Adds one more year of depreciation to the LTD
  depreciation stored on the item record.
• EISDEP.TXT report generated summarizing the
  depreciation posted by fund
• Advances the fiscal year closed field on the
  EISMNT/DATSCN record by one year.
• If on GAAP, also updates the beginning balances
  for the next fiscal year
• EISCLS.TXT report generated displaying the
  beginning balances by fund, function, and asset
  class.