Changing Building/Room location of assets in PeopleSoft
The following 2 PS Public Queries were
developed to enable users to extract data
from the PSAM database:
PSAM_DEPT_ASSET_QUERY this query
was designed to provide users with a means
of either extracting information for a
particular capital or controlled asset, or
extracting a listing of all capital and
controlled assets for any given Location
Department Code.
PSSAM_DEPT_COST_QUERY this query
was developed to provide users with a means
of identifying the PS Cost Center(s) that
was (were) used to purchase a particular
capital or controlled asset.
Upon fully expanding the Asset Management
menu selection, users with view only access
privileges will be able to see the following
page groups:
Basic Add the pages in this group
contain the general information for a
particular capital or controlled asset.
Business Unit this is a mandatory
criteria and the user must select and input
a value. In most instances, either 00730
(UH) or 00783 (UHS) will be selected.
Asset Identification this is a unique
number that PSAM automatically assigns
whenever a capital or controlled asset is
input into the system. It has no significant
meaning for users. (It is primarily a key
field established for database
administration purposes.)
Tag Number this is the UH Inventory Tag
Number. This is the search criteria that
should be used when trying to research a
particular capital or controlled asset.
Parent ID this is another parameter that
is used primarily by Property Management
when componentizing a building for State
Property Accounting (SPA) reporting
purposes. It has no significant meaning for
users.
Description since the content of this
field has not been standardized, using this
field as a search criteria will probably
yield less than satisfactory results.
The user will note that the following 4
pages are displayed:
Asset Information (this is the page that
is displayed below)
Asset Acquisition Detail
UHS Asset Detail
UHS Asset Location
(Many of the PSAM supplied fields are not
populated since they represent information
that we do not need to capture for SPA
reporting purposes.)
Some of the more relevant information
included on the Asset Information page
(displayed below) are the Tag Number,
Description, Asset Class Code, Asset Status,
and Acquisition Date.
Users with Location Change capabilities
(i.e., Designated Property Custodians) will
be able to make changes in the following
data fields on the UHS Asset Location page:
Effective Date the date the location
information is to become effective.
Building Number the number assigned to
the Building in which the capital or
controlled asset is located.
Room Prefix the number assigned to the
Room in which the capital or controlled
asset is located.
Room Suffix an additional numerical
identifier available for some rooms.
Location Comment an open field in which
comments may be added at the users
discretion.
Effective Sequence in most instances,
this field will not be used. However, in
those rare instances where there is one, or
more, location change(s) in the same day,
this field will need to be used to determine
the sequence of the location changes. (i.e.,
If an item is assigned to one location in
the morning and another location in the
afternoon, the morning location should have
an Effective Sequence of 0 and the
afternoon location should have an Effective
Sequence of 1.)
Making changes to any one of the
aforementioned data fields is accomplished
by ADDING a new layer of location
information. For example, to make a change
to the Room Number and Room Suffix the user
must select + which will result in an
addition to the UHS Asset Location
Information. This ensures that the history
of asset location changes is preserved. So,
users need to be careful and try to avoid
data input errors because once a location
change is saved, it can only be changed by
adding another layer of asset location
history.
