ISW Fixed Assets – Overview of Ad Hoc and Static Reports

ISW - Ad Hoc Report

The Ad Hoc report offers the user rapid access to up-to-date departmental equipment inventory information with minimal input.

There are six search variables that are user-defined:

Department Number
Inventory Unit
FRS Account
FRS Object Code
Class Code
Tag Number

To produce an Ad Hoc report in the viewing mode, enter at least one of these values.

There are three additional user-selected variables that are required to more clearly target the output of the report. The following drop-down menu choices are offered:

Capital Asset Flag: ‘Y’ (Capital Assets); ‘N’ (Non-Capital) or ‘ALL’
Owner Title: ‘U’ (University); ‘F’ or ‘G’ (Federal); ‘O’ (Other) and ‘ALL’
Delete Flag; ‘N’ (Active Assets); or, ‘Y’ (Deleted Assets)

Once all of the desired search criteria have been selected, the user will then choose a report format:

First, select either Pre-Defined, or All output fields.
Second, select the sort order – either by Department, or by Tag order.
Third, choose mode: Viewing, or Spreadsheet (if further data analysis desired).
Finally, select the ‘Get Data’ button to process the output into the final report.

ISW - Static Fixed Asset Reports

There are seven static Fixed Asset reports that are available to view under the ISW ‘Electronic Reports’ application, by selecting the ‘Fixed Assets’ folder.

Federal Assets Not In Compliance Report

Will be run monthly to identify any Federal Asset records that are incomplete (i.e., missing Model Numbers, Serial Numbers or showing invalid locations)
This is an exception report - Only discrepant content will be included
Users are encouraged to sign-up for ISW email notification

Capital Equipment Inventory sorted by Department, Building and Room

Will be run in connection with the biennial inventory
Will be run each Fiscal Year-End

-Capital Equipment Inventory sorted by Department and Tag Number

Will be run in connection with the biennial inventory
Will be run each Fiscal Year-End

-Department Non-Capital Inventory sorted by Department, Building and Room

Will be run Monthly

-Department Non-Capital Inventory sorted by Department and Tag Number

Will be run Monthly

-Office of Naval Research Federally Funded Assets

Will be run as requested (see below)

-Office of Naval Research Federally Titled Asset

Will be run as requested (see below)

Office of Naval Research (ONR) – Federally Funded Report and Federally Titled Report:

Periodically (1 to 3 years) the Office of Naval Research audits the University of Arizona’s Property Control and Management System. The purpose of this audit is to determine if the University is complying with Generally Accepted Accounting Principles and federal requirements for the acquisition, control and management of federally owned and federally funded equipment. The audit concentrates on Jet Propulsion Laboratory, NASA, DoD and NIH owned and funded equipment. The ONR audit findings are a significant factor in the government’s determination of the University’s eligibility to receive federally funded research and development grants and contracts.

The Office of Naval Research uses these reports to first select their physical examination samples. These reports provide asset information to test for accuracy, completeness and control of assets during the auditor’s physical inspection of assets, and review of the asset information retained in the University Property Management and Control System.

These reports will form the bases of the pre-ONR audit inventory required by FSO and SPS to be performed by the University departments with federally owned and federally funded equipment. The asset physical existence and report information must be verified by responsible departments as complete and accurate through their physical inspection of the assets.

Go take a look at the Ad Hoc Report!

Go take a look at the Static Fixed Asset Reports!

(Make sure to select the Fixed Assets folder)