These resources are designed for those who manage financial, operational, and physical property and construction projects for the university using the Asset Management and Projects modules in the myUFL portal.
Asset tracking at UF is done using hand-held scanner that read bar codes from UF Property decals. The scanners are controlled using software from HighJump which interfaces to the PeopleSoft Financials system.
Frequently Asked Questions
For more information about Asset Management, please read the Frequently Asked Questions.
Glossary
A glossary of terms is available to help you with definitions of terms and acronyms used in the myUFL systems.
Training Materials
Visit the myUFL Toolkits pages at http://hr.ufl.edu/training/myUFL/Toolkits/.
Additional Resources
- Asset Management
Checklist - End
Use this checklist to complete requests for End User roles for Asset Management in the Access Request System (ARS). - Asset Management Checklist - Core
Use this checklist to complete requests for Core User roles for Asset Management in the Access Request System (ARS). - Capital Projects Checklist - End
Use this checklist to complete requests for End User roles for Capital Projects in the Access Request System (ARS). - Capital Projects Checklist - Core
Use this checklist to complete requests for Core User roles for Capital Projects in the Access Request System (ARS).
Policies
UF Handbook Business Policies and Procedures for Campus Management and Construction, for Property/Vehicles, and for Construction Accounting.
Security Roles
- Financial Business Unit Access Roles
Required for any account with end- or core-user access to PeopleSoft Financial systems. These roles specify the business unit(s) to be accessed by an account. - UF_FI_FUNC_USER
Required for anyone who has an end or core user role for any myUFL Financial system. - UF_GL_FISCAL_FUNCTIONS and UF_GL_RESEARCH_REPORTING and
ReportSuperUser
Required for anyone who has an end or core user role and must view or run reports in PeopleSoft (not Enterprise Reporting) to perform their job duties.
End User Roles
- UF_AM_ASSET_REPORT
Run online delivered PeopleSoft reports available from the Asset Management menu. (P3) - UF_AM_INQUIRY
Inquire the Asset Management System. Hold physical custody of assets. Bear accountability for a capital asset. (P3) - UF_N_AM_IMAGING_CLIENT_VIEW
Asset Management Client View - this function will not be listed on the users Administrative Menu. The user must have Content Manager software. (P3) - UF_N_AM_IMAGING_VIEW
View Asset Management Images - this function will be listed on the users Administrative Menu. (P3) - UF_PC_INQUIRY
Inquire on projects–related transactions and supporting information, in read–only mode. (P3) - UF_PC_REPORTING
Run, view and print reports related to project transactions. (P3)
Core User Roles
- UF_AM_ADMINISTRATOR
Administer the configuration and maintenance of the Asset Management System including installation options, business unit definitions and options and product specific options. Reconcile Asset Management to General Ledger and other systems. Make adjusting entries in Asset Management General Ledger. Extract data for further analysis. Provide overall direction and oversight to Asset Management team. Validate process output. Run processes when the Asset Management Administrator is not available. Monitor ChartField coding accuracy. Authorize changes to system transactions and posted records. Identify assets for consolidation, utilization, reclassification and transfer. Query and view display–only information. Enter and correct owned and leased asset records. (P4) - UF_AM_ASSET_ADD
Enter Assets via Express Add. Enter Assets via Basic Add. Update other non–financial asset information. (P4) - UF_AM_ASSET_CHANGE
Adjust, transfer and recategorize assets. (P4) - UF_AM_ASSET_RETIRE Retire financial and non–financial assets. Reinstate financial and non–financial assets. (P4)
- UF_AM_EXPRESS_ADD
Enter Assets via Express Add. (P4) - UF_N_AM_IMAGING_CLIENT_MAX
Asset Management Client Max will not be listed on the user's Administrative Menu. The user must have Content Manager software. (P3) - UF_N_AM_IMAGING_CLIENT_UPDATE
Asset Management Client Update will not be listed on the user's Administrative Menu. The user must have Content Manager software. (P3) - UF_AM_INCOMING_RECORDS_RVW
Role needed to run transactions and interfaces to load assets. Approve asset–related information. (P3) - UF_AM_INVENTORY_MGR
Role for users who manage the physical inventory process; use for asset scanning and scan reconciliation. (P4) - UF_FI_MASSCHANGE_PM
This role is restricted to Property Management staff. When assigning this role, the permission list UFFINP–MASSCHANGE–PM must be assigned to the Primary Profile of the user’s profile in Financials. (P4) - UF_PC_ANALYST
This role is for users who reconcile budgets and actuals transactions, and use the reconcile project costing subsystem to General Ledger and/or other subsystems. User will be able to adjust entries in PC subsystem and/or General Ledger, and extract information for further analysis. (P4) - UF_PC_CONST_BUDGET_ADMIN
This role grants users access to the construction accounting role. Users will have the ability to add Resources and Activity Types under the Setup Financials/Supply Chain. (P4) - UF_PC_CONST_PROJ_ADMIN
This is role is used to create new projects in PeopleSoft Projects. User will be able to administer and update the PC system configuration, collect budget requests from project personnel, review and consolidate original and revised budget submissions, coordinate budget review and approval. User will also be able to submit project managerial budgets to Finance and Accounting for PeopleSoft General Ledger upload. Audit completeness and accuracy of project receipts and expenditures, identify corrections and additions to project receipts and expenditures, establish final project cost, and determine the breakdown of project cost for use in asset capitalization and depreciation. Run project–related processes. Monitor data integrity. Create and maintain project budgets. (P4) - UF_PC_PROJECT_ADMIN
Create new projects in PeopleSoft Projects. Administer and update the PC system configuration. Collect budget requests from project personnel. Review and consolidate original and revised budget submissions. Coordinate budget review and approval. Submit project managerial budgets to Finance and Accounting for PeopleSoft General Ledger upload. Audit completeness and accuracy of project receipts and expenditures. Identify corrections and additions to project receipts and expenditures. Establish final project cost. Determine breakdown of project cost for use in asset capitalization and depreciation. Run project–related processes. Monitor data integrity. (P4) - UF_PC_PROJECT_CREATE
Abbreviated Project Administrator role use by business units which intend to use the project_id field as a GL ChartField and will not need the full suite of Projects functions. Training required; coordinate through Construction Accounting. (P3)
Bridges User Roles
- UF_AM_BRIDGES
Administer and update system configuration. Run product–related processes. Monitor data integrity. (P5) - UF_FI_MASSCHANGE_BR
Run mass changes for Asset Management. Restricted to Bridges Asset Management staff. (P5)
Assistance
For assistance with university policies and procedures regarding asset management, please contact Asset Management Services (392-2556). For assistance with university policies and procedures regarding construction projects, please contact Facilities Planning and Construction (392-1256) or Construction Accounting (392-8251).
Please contact the UF Help Desk (392-HELP) for questions regarding the use of myUFL and asset management.
