Introduction - Department of Public Works and Services
Contents
1. Backout Back Entry l 4 18 TI 2 lose Printer ENTER INSERT Nun CAPS STOP gt Figure 4 1 4 Controllable Assets User Manual 5 4 1 Table Maintenance Finding Records When you access this screen the system is automatically in FIND mode The cursor will move directly to the Position number field 1 Enter the Position number of the employee you are searching for and press Enter If you are unsure of the employee s position number press Enter and the cursor will move to the Surname field Type in the employee s last name and press Enter lt After you enter the employee s Position number or Surname the screen displays the employee s location department division region and community To change the information displayed enter the ID number of the field you wish to access and press Enter The cursor moves to that field and you can edit the information if you have the authority to do so Once you have changed the information ensure that you update or save the information before you exit the screen September 6 2000 Public Works amp Services 5 1 PUBLIC WORKS Z Reports This is option 40 in the Controllable Asset Management Menu The Controllable Asset Reports Screen is used to print out or view full inventory reports There are several different reports you can access according to the information you want You can view or print reports o2. Refer to figure 5 1 4 Printing an Inventory by Position Employee When you access this screen the system is automatically in ENTER mode The cursor will appear in the Position field September 6 2000 Public Works amp Services PUBLIC WORKS Z Surplus Inventory Report Enter the six digit Position number and press Enter If you are unsure of the position number you may skip this field by pressing Enter and the cursor will move to the Employee field or you may see Employee Code Lookup in the Helpful Hints section of this manual After you have entered the Position number the job title the employee s name department region and community will automatically appear on screen Once the information is on the screen press F4 to run the report If you chose to skip to the Employee field you enter the Employee s surname and press Enter The Employee Selection Screen will appear Type the ID number of the employee you are looking for and press Enter The Position number job title employee s name department region and community will automatically appear on the screen Press F4 to run the report This is option 04 of the Controllable Asset Reports Menu The Surplus Inventory Report is used to print out a report of all the items in Surplus To get into the screen from the Controllable Asset reports menu 1 Type lt 04 gt in the Action field at the top of your screen and press Enter
3. The Asset Lookup screen appears listing all the asset numbers the classes and descriptions for the community you are looking for 7 Enter the ID number of the item you are looking for in the Action field at the top of your screen and press Enter This takes you back to the screen you are working on If you have problems as you work with the Controllable Asset System there are many places to get help When in doubt about what to type in a field enter a lt gt symbol anywhere in the system and a list of valid actions will appear at the bottom of your screen Enter two lt gt symbols anywhere in the system and a screen with a more detailed list of valid actions will appear Fi Press the F1 function key and a screen with a detailed list of valid actions will appear Most screens with more than five fields include a lt gt lookup Enter a lt gt symbol in any field on the screen except in the Action field and a lookup screen will appear For detailed information on lookup screens see the Helpful Hints section of this manual Enter a lt gt symbol in any field and the cursor will move to September 6 2000 Public Works amp Services PUBLIC WORKS Z the previous field _ Enter two lt gt symbols in any field and the cursor will return to the Action field M Enter two lt gt symbols in the Action field and it will take you to the previous screen Function Keys The e
4. Type the letter that applies and press Enter The Status Date is automatically added to the system 6 The cursor moves to the next field 05 Model Type the model of the item and press Enter This will get you to the next field 06 Serial and so on If there is no model number it is ok to skip 7 Continue entering the information as you have been 8 Once you have entered all the information make sure that you save it Controllable Assets User Manual 3 Public Works amp Services 2 2 PUBLIC WORKS Z Asset Maintenance Maintenance screens allow you to change specific data relating to the screen For example if an employee leaves the department and another employee uses the office The assets in the office would have to be reassigned to the new employee The following screens are Maintenance Screens Asset Maintenance by Employee Asset Maintenance by Tag Number There are two ways to maintain existing data You can call up the entire list of Assets an Employee has by entering the Asset Maintenance by Employee option 11 or you can call up specific items by entering the Asset Maintenance by Tag option 12 Asset Maintenance by Employee This is option 11 in the Asset Entry Maintenance part of the system The Asset Maintenance by Employee Screen is used to update the inventory for a specific employee It lets you edit data related to a specific person You are able to change existing data here bu
5. 06 you may default to all of the assets within your department in a specific Region Community This is option 02 of the Controllable Asset Reports Menu The Inventory by Commodity screen is used to print out an Inventory report listing all the items September 6 2000 Public Works amp Services 5 1 PUBLIC WORKS Z To get into the screen from the Controllable Asset reports Menu 1 Type lt 02 gt in the Action field at the top of your screen and press Enter Refer to figure 5 1 3 Reflection 1 BEV RCF bd a File Edit hpKeys Connect Configure Window Help HODE E ACTION Controllable Assets System KCASRP 2 Inventory by Commodity Report Submission Parameters 81 Department L 82 Commodity 83 Alias 84 Printer Type Destination Enter the required parameters and press F4 to run the report Help Skip Skip Done Repeat Refresh Backout Back Entry 8 22 Stese Printer ENTER INSERT Nun Caps STOP Figure 5 1 3 Printing an Inventory by Commodity When you access this screen the system is automatically in ENTER mode The cursor will appear in the Department field block 01 1 Enter the two digit code number for the department you are looking for and press Enter If you are unsure of the numeric code for the department simply type a lt gt symbol and press Enter e The Client Departments Lookup Screen will appear listing all
6. Department and or location To get into the screen from the Controllable Asset reports Menu 1 Type lt 01 gt in the Action field at the top of your screen and press Enter Refer to figure 5 1 2 Reflection 1 BEV RCF Mi File Edit hpKeys Connect Configure Window Help x HODE E ACTION Controllable Assets Systen KCASRP 1 Inventory Detail Report Report Submission Parameters 81 Region Comnuni ty 62 Department 83 Location 84 Asset Status 85 Tag No 86 Position 8 Sorted By 88 Printer Type Dest ination Enter the required parameters and press F4 to run the report Help Skip Skip Done Repeat Refresh Backout Back Entry 6 22 i fal 2 Siese Printer ENTER INSERT Nun CAPS STOP Figure 5 1 2 Printing an Inventory by Department Location Report When you access this screen the system is automatically in ENTER mode The cursor will appear in the Region field block 01 1 Enter the two digit ID code for the region you are looking for and press Enter There are currently six regions in the Northwest Territories Yellowknife Region 11 Fort Smith Region 21 Inuvik Region 31 Baffin Region 41 Keewatin Region 51 and the Kitikmeot Region 61 September 6 2000 Public Works amp Services 5 1 PUBLIC WORKS Z 2 After you enter the regional ID the region s name will automatically appear on the screen Now the cursor moves to the Commu
7. HCAKTHO1 g Division Haintenance 81 Department code W Division Description 82 Help Skip Skip Done Repeat Refresh Backout Back Entry a Stese Printer ENTER INSERT Nun CAPS STOP g Figure 4 1 1 Controllable Assets User Manual 1 4 1 Table Maintenance Commodity Table Finding Records When you access this screen the system is automatically in FIND mode The cursor moves directly to the Department Code field 1 Type the Department Code of the department you are searching for and press Enter If you are unsure of the Department Code enter a lt gt symbol in the field and the Client Departments Lookup screen will be displayed with a listing of all the Government of the Northwest Territories Departments and their codes Up to fifteen items will be listed at a time To see more lines press Enter In the Action field type the ID number of the item you wish to access and press Enter After you enter the Department Code the screen displays a list of division codes and their description If you would like to change information on an item enter the ID number of the field you wish to access and press Enter The cursor will move to that field and you can edit the information if you have the authority to do so Once you have changed the information be sure you save it before you exit this screen This is option 31 under the Table Maintenance sectio
8. This will automatically take you to the Batch Job Submission Program Controllable Assets User Manual 5 1 Reports Employee Listing by Department This is option 05 of the Controllable Asset Reports Menu The Employee Listing by Department screen is used to print out a report listing all employees for the Department you select To get into the screen from the Controllable Asset reports Menu 1 Type lt 05 gt in the Action field at the top of your screen and press Enter Refer to figure 5 1 4 Printing an Employee Listing by Department Report When you access this screen the system is automatically in Enter mode The cursor will appear in the Region field 1 Type in the two digit ID code for the region you are looking for and press Enter There are currently six regions in the Northwest Territories Yellowknife Region 11 Fort Smith Region 21 Inuvik Region 31 Baffin Region 41 Keewatin Region 51 Kitikmeot Region 61 2 After you enter the regional ID the region s name will automatically appear on the screen Now the cursor moves to the Community field 3 Type in the three digit code number for the community you wish to locate and press Enter 8 September 6 2000 Public Works amp Services PUBLIC WORKS Z 5 1 If you do not know the community code simply type a lt gt symbol and press Enter The Community Codes Lookup Screen will automatically appear with a list of
9. or otherwise referred to as CAMS is a centralized mainframe system or application used to administer the inventory information on all existing and new capital assets acquired by the GNWT In addition CAMS contains two other integrated components or modules which are used to administer separate functions but have a direct relationship or link to capital assets These modules are the Lease Management System LMS and the Controllable Assets System CAS The Lease system is used to administer both the Expense and Revenue lease agreements initiated by the Government of the Northwest Territories GNWT The Controllable Assets system is used to administer the inventory of the GNWT s furniture and equipment Although each of these modules operate as part of the overall Capital Assets Management System their functions are not described as part of this document but are Controllable Assets User Manual 1 1 1 Introduction supported in separate manuals CAMS as with all systems has several features which have been designed to assist Users in preforming specific tasks along with navigating through the various functions of the system These support functions are described as follows System Support Features Function Keys Each screen in CAMS has a set of predefined function keys which may be used instead of typing various commands These function keys help simplify the system and eliminate additional keystrokes For consistency the lef
10. screen you were working on Location Inquiry If you don t know the location number CAMS Asset Lookup 1 Type a lt gt symbol and press Enter This will get you into the Asset Lookup screen 2 The cursor will be in the Community field Enter the community code for the location you are looking for If you do not know the community code enter a lt gt symbol here and press Enter The Community Codes Lookup screen will appear with a list of communities and their codes and region Up to 15 communities will be displayed at a time To view additional communities press Enter 3 Type the ID number of the community you need in the Action field and press Enter lt For example Aklavik is displayed with its community code next to ID number 02 You type lt 02 gt in the Action field and press Enter 4 This takes you back to the Asset Lookup screen The community code appears in the community field The cursor now moves to the class field 5 There are six possible entries you can make here lt R gt residential lt C gt commercial lt V gt Controllable Assets User Manual 3 Helpful Hints Keys to Know vehicle lt M gt mixed lt E gt equipment or lt O gt other For a detailed description of these options type lt gt The majority of the assets you are concerned with will be in lt C gt commercial 6 Type the letter that applies to this location and press Enter
11. will be notified by phone to pick up their new USER ID and Password If it is a Regional request this information will be given over the phone and followed up by mail Usually this process takes from three days to a week Steve Lewis Corporate Services Division Public Works amp Services Yellowknife NWT Tel 403 873 7506 Fax 403 873 0100 Upon complying with each of these steps you are now ready to sign on to the Capital Assets Management System To do so you 8 September 6 2000 Public Works amp Services 1 1 PUBLIC WORKS Z must initiate or start Reflections Minisoft You can then connect to the Starmaster system in one of two ways depending on the microcomputer your are using For IBM compatible PC s press the Ctrl and Break keys followed by Enter lt For Macintosh Systems press the Command Cloverleaf and B keys followed by Enter If you have connected properly the following screen will be displayed At the prompt type C and press Enter ims WELCOME TO THE CUNNINGHAM STARMASTER MENU YOU ARE SUBSCRIBER Sa1a4aaa gt E YK HP 3000 SYSTEM I Ko INUVIK DIAL OUT Bes a8 YK HP 3000 SYSTEM II lesist CAMBAY HP 3000 Cw YK HP 3000 SYSTEM III Mo CAMBAY DIAL OUT Dw YK HP 3000 SYSTEM IV Ne eta RANKIN HP 3000 Errors YK DATAPAC ACCESS Werre RANKIN DIAL OUT Fossi YK DIAL OUT Peia IQALUIT HP 3000 Borras THIS OPTION NOT AVAILABLE ETTEN IQALUIT DIAL OUT Hisse FORT SMITH HP 30
12. 00 Rw BULLETIN BOARD Does FORT SMITH DIAL OUT X YK HPDESK d INUVIK HP 300A YK HPNESK1 TIME DISPLAY THE CURRENT TIME DATE Z YK HPDESK2 BYE EXIT THE STARMASTER PLEASE CALL 873 7979 FOR PROBLEMS RELATING TO NETWORK OR MAINFRAME ACCESS x Enter your choice LINE mopiry BLock REMOTE TYPE MEMORY DISPLAY auto 9 MODIFY ALL MODE MODE AHEAD Lock FUNCTNS i f Figure 1 7 A colon will be displayed at which point you are required to enter the following HELLO lt user id gt lt account gt e g Hello ABCO CAMSP You will then be prompted for your password key in your password and press Enter NOTE All Users are required to have their own password There are different levels of security connected to each User therefore the distribution of one s password to another User is not allowed The use of pre defined Function keys for encoding passwords is a serious security breach and is not acceptable Controllable Assets User Manual 9 Public Works amp Services 2 1 PUBLIC WORKS Z Asset Entry This is option 10 in the Asset Maintenance part of the System The Asset Entry Screen is used to enter new inventory items into the system After any new item has been acquired it must be added to the inventory list This is where you do it To get into the screen from the Controllable Asset Management Menu 1 Type lt 10 gt in the Action field at the top o
13. 3 SRLO 1 5 165 NORMAN WELLS REGIONAL 31 WT NT 1995 Apr 7 SRLO 86 07 08 69 Bl 10 11 12 13 14 15 Enter the ID number of the desired option and press lt RETURN gt Refresh Prev A Screen zi Figure 1 6 At this point type the ID code of the appropriate selection and press Enter lt and the screen which called the Look up function will reappear displaying the selected value Controllable Assets User Manual 7 1 1 Introduction System Sign on Procedures For the purposes of this document it is assumed all GNWT employees requiring access to CAMS already have the proper software Reflections Minisoft and lines of communication available to their PC or MAC Before an individual can sign on to one of the Government Mainframe Computer systems the proper authorization must be obtained in the form of a User Id and password This can be completed by filling ina USER UPDATE REQUEST form which is available from the system Account Manager or designate see below First name last name and middle initial Division or Region Position Phone number System to be accessed The completed form must be signed by the new user and authorized by their Supervisor and forwarded to the system Account Manager Faxed copies are valid if outside the Headquarters area The completed form will be forwarded to the Supervisor Customer Services Section Computer Services Division Public Works and Services The new user
14. Asset Inquiry section of the system If you are looking for information on an item and you don t know the commodity code or the tag number this section of the system will be very useful to you Inquiry by commodity alias allows you to look for items by using the item s familiar name This section is used only for inquiry purposes no information can be changed or entered here To enter the Inquiry by Commodity Alias part of this system from the Controllable Asset Management Menu 1 Type lt 23 gt in the Action field at the top of your screen and press Enter Refer to figure 3 1 4 Reflection 1 BEY RCF bai a File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System HCAIO 24 Inquiry by Commodity Alias Employee Dept Tag No 81 Help Skip Skip Done Repeat Refresh Backout Back Entry 425 ii amp tese Printer ENTER INSERT Nun CAPS STOP Figure 3 1 4 Fin ding Records When you access this menu the system is automatically in FIND mode The cursor moves Controllable Assets User Manual 5 Inquiry by Location directly to the Commodity Alias field 1 Type the Commodity Alias of the item you are searching for and press Enter For example if you are looking for information on clothes irons you can type lt lron gt in the Commodity Alias field and press Enter Once you give the commodity alias a list of all the employe
15. Public Works amp Services 1 1 PUBLIC WORKS Z Introduction In 1992 a Federal audit was conducted on government asset management which examined the established rules and procedures regulating assets and their detailed records or inventories Asset management in the GNWT was determined to be inadequate Included in this review was the capital assets inventory maintained by the Department of Public Works and Services which consisted of government owned and leased buildings works and facilities The Department s inventory was found to be incomplete with individual assets and classes of assets missing and inconsistent information on those assets recorded It was recommended that both the Departments of Public Works and Services and Municipal and Community Affairs examine the feasibility of developing a single comprehensive capital assets management system and the current inventory for all owned and leased property be updated to include all pertinent details as required by government policy In response to this recommendation the Department of Public Works and Services has developed the Capital Assets Management System CAMS As part of this process the Departments of Municipal and Community Affairs and Transportation along with the N W T Housing Corporation were solicited for their input and requirements in establishing a government wide asset system What is the Capital Assets Management System The Capital Assets Management System
16. URN gt 05 Department sS a 6 Class is 7 Type 8 Category 09 Replacement Lst Cale Dt 20 Acquire Dispose 30 Cross Ref 4 Status History 50 Legal Desc 68 Bldg Info 7 Vehicles Equip 88 0 amp M Resp 9 HC Bldg Info 96 Off Space Info 97 Off Other Cost 99 Child Assets Help Skip Skip Done Repeat Refresh Backout 4 Back Entry Figure 1 1 If there are more choices or selections available than will fit on one screen press Enter to see the next screen To make a choice type the ID number in the Action block two digit number to the far left of the screen of the record to be selected and press Enter Once a selection has been made the Lookup screen will clear and you will be returned to the screen which initiated the Lookup function and the selected value will be displayed Controllable Assets User Manual 3 1 1 Introduction Select Function The select function is an option available to users from the action block of most system screens but in most cases would be used with the inquiry and lookup screens The purpose of this function is to allow users to select additional criteria for the system to compare against in locating and retrieving data records This function will prompt Users for selection values and then retrieve and display all records matching or meeting the criteria selected The following example will illustrate how this function is used When you first initiate or start a system Look
17. able Asset Management Menu 1 Type lt 22 gt in the Action field at the top of you screen and press Enter Refer to figure 3 1 3 S Reflection 1 BEV RCF xls File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System HCAIQ 22 Inquiry by Commodity Employee Dept Tag No 81 Help Skip Skip Done Repeat Refresh Backout Back Entry 4 23 l 2 tese Printer ENTER INSERT NUN CAPS STOP Figure 3 1 3 Finding Records When you access this screen the system is automatically in FIND mode The cursor moves directly to the Commodity Code field 1 Enter the Commodity Code of the item you are searching for and press Enter If you are unsure of the Commodity Code see Commodity Code Lookup under Helpful Hints in the last section of this manual 2 Once you give the commodity alias a list of all employees who hold that particular item is displayed along with their department and the tag number of their item Up to thirteen names are displayed at a time To see more lines press Enter lt 3 If you would like to see information about one item on the list enter its ID number in the Action field and press Enter The Asset Inquiry by Employee screen will appear displaying all the information on the item September 6 2000 Public Works amp Services 3 1 PUBLIC WORKS Z Inquiry by Commodity Alias This is option 22 under the
18. able to enter any new information You can update any of the information here except who the asset is attached to the employee s name department region and position This screen is especially useful if you need to update asset information but do not know who the owner is To enter the screen from the Controllable Asset Management Menu Controllable Assets User Manual 3 2 2 Asset Maintenance Type lt 12 gt in the Action field at the top of your screen and press Enter Refer to figure 2 2 2 Reflection 1 BEV RCF z File Edit hpKeys Connect Configure Window Help gt HODE F ACTION Controllable Assets System HCAKHD82 Asset Haintenance by Tag No Position Employee Depar tment Region Communi ty 61 Tag No D 83 Asset Status 82 Commodi ty Status Date 84 Hodel 85 Serial 86 Description 8 Location 88 Acquire Dte 89 Price 18 Purchase No 11 Condition Revised Hardware Help Skip Skip Done Repeat Refresh Backout Back Entry 9 73 ja 2 Siese Printer ENTER INSERT NUN CAPS STOP Figure 2 2 2 Updating Information by Tag Number When you access this screen the system will automatically be in the FIND mode and the cursor will be in the Tag No Field To see the information on a specific item 1 Enter the 11 digit tag number of the item you wish to access and press Enter All the information about tha
19. an inventory tag is attached to the item to identify it On the tag is a Tag Number an eleven 11 digit number that must be entered into the system and can be used to track down an item Commodity Number Each asset has a code which identifies what type of item it is The code consists of one letter and two numbers For example the commodity code G11 identifies the asset as an iron You can access a list of commodity codes and the corresponding items by going into the Inquiry by Commodity section of the system and entering a lt gt symbol in the Commodity Code field Asset Status The Asset Status field identifies the current state of an item It tells you if the item is active in use surplus not needed dispose beyond use or missing Your entry must be a singe letter character For example A for active S for surplus D for dispose and M for missing Controllable Assets User Manual 9 6 1 Helpful Hints Model Number Many items have a model number on them somewhere which identifies the make of the item Some items such as computers come in a variety of models The model number indicates the type of computer Not all assets will have model numbers Having the model number recorded in the Controllable Asset System is useful if the item is stolen or reported missing Serial Number An item s serial number is the individual number given to it for identification purposes Each computer for exam
20. community names and their numeric codes After you enter the community code the community name will automatically appear on the screen and the cursor will move to the Department field block 02 Type in the two digit code number for the department you wish to access and press Enter Again if you are unsure of the numeric code for the department simply type a lt gt symbol and press Enter The Client Departments Lookup Screen will appear listing all the departments and their numeric codes 6 Once you enter the department code the department s name will automatically appear on the screen and the cursor will move to the Action field at the top of your screen 7 After you enter all this information press F4 to run the report Location Listing by Community This is option 06 of the Controllable Asset Report Menu The Location Listing by Community screen is used to print out a report listing all the Location numbers for the Community you select To get into the screen from the Controllable Asset Report Menu 1 Type lt 06 gt in the Action field at the top of your screen and press Enter e Refer to figure 5 1 5 Controllable Assets User Manual 5 1 Reports Commodity Listing This is option 07 of the Controllable Asset Reports Menu The Commodity Listing screen is used to print out a report listing all of the Commodity Codes that are available for use in this system To get into the screen fr
21. e Code Lookup under Helpful Hints in this manual Employee Enter the surname last name of the employee Department Entry must be numeric Every Department has a department number two digits in length The department number identifies the department its region and community You can find a list of department codes by typing a lt gt symbol in the department field Region There are six regions in the Northwest Territories Yellowknife Region 01 Fort Smith Region 02 Inuvik Region 03 Baffin Region 04 Keewatin Region 05 and the Kitikmeot Region 06 Each Region has a two digit code for identification 8 September 6 2000 Public Works amp Services 6 1 PUBLIC WORKS Z purposes To find a list of the Regions and their corresponding codes enter the Employee Maintenance screen and type in an employee s position number Once the screen displays the information on the employee type the ID Number lt 07 gt of the Region field in the Action field and press Enter This will bring the cursor to the Region field once you are there type a lt gt symbol and press lt Enter gt The Region Codes Lookup screen will appear Community Each community has a three digit numeric code for identification purposes For example Aklavik s community code is 401 You can find a list of the communities and their corresponding codes through the Inquiry by Location screen Tag Number When a new item is acquired
22. e ID number of the field you wish to access and press Enter The cursor moves to that field and you can edit the information if you have the authority to do so 4 Once you have changed the information make sure you update or save the information before you exit the screen Controllable Assets User Manual 3 4 1 Table Maintenance Location Table This is option 32 under the Table Maintenance section of this system The Location Maintenance screen is used to maintain or update information on locations codes and their descriptions To enter the Location Maintenance part of this system from the Controllable Asset Management Menu 1 Type lt 32 gt in the Action field at the top of your screen and press Enter Refer to figure 4 1 3 Reflection 1 BEV RCF ba ea File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System KCAKTHO3 Location Haintenance Loc No Description 2 Help Skip Skip Done Repeat Refresh Backout Back Entry a A 2 Ctese Printer ENTER INSERT Nun CAPS STOP Figure 4 1 3 Finding Records When you access this screen the system is automatically in FIND mode The cursor moves directly to the CAMS Asset field 1 Type the Asset number you are searching for and press Enter If you are unsure of the number see Location Inquiry CAMS Asset Number Lookup under the Helpful Hints section at the end of this ma
23. earched for Since the code is unknown the search will be done based on the community description The first step is to place the cursor in the entry block of that field To locate and display all communities in the system having a Community Description beginning with the letter N the following steps would be used 1 Type N and press Enter lt The key serves as a wildcard similar to the used in DOS commands 2 Continue to press Enter lt until placed back in the action block or press the forward slash key twice followed by Enter lt 3 From the action block press Enter which will display all records matching the selection Refer to Figures 1 5 and 1 6 MODE S ACTION Capital Assets Management System 97 May 8 aj Community Codes Lookup Screen KCALK5 7 Code Description Reg Geo Jur Elec Postal Revised Date Revised By 61 N 02 ao 64 iw A Enter the ID number of the desired option and press lt RETURN gt Help Refresh Prev Screen Figure 1 5 September 6 2000 Public Works amp Services 1 1 PUBLIC WORKS Z MODE S ACTION Capital Assets Management System 97 May 8 4 Community Codes Lookup Screen KCALK587 Code Description Reg Geo Jur Elec Postal Revised Date Revised By 1 262 NAHANNI BUTTE 21 WT NT NAHE 1994 Febs23 SRLO 2 708 NANISIVIK 41 ET NT HIAR 1994 Feb 23 SRL N 83 213 NDULEE CAMSELL BEND 21 WT NT NAHE 19947 Sep 27 SRLO gt 4 300 NORMAN WELLS 31 WT NT SAHT 1994 Febs2
24. eat Refresh Backout Back Entry 9 13 2 iese Printer ENTER INSERT nun caps STOP Figure 3 1 Controllable Assets User Manual 1 Finding Records When you access this screen the system is automatically in FIND mode The cursor will move directly to the Tag Number field 1 Enter the Tag Number of the item you want information on and press Enter lt The system displays all the information it has on that item For example the commodity status person who has the item the location and so on will all be displayed Inquiry by Employee This is option 21 under the Asset Inquiry section of the system The Enquiry By Employee screen is used if you want to see the asset information on an employee To enter the Inquiry by Employee part of this system from the Controllable Asset Management Menu 1 Type lt 21 gt in the Action field at the top of your screen and press Enter Refer to figure 3 1 2 Reflection 1 BEV RCF bad File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System XCAKIOG1 Asset Inquiry by Employee Position B Employee Department Region Communi ty Asset Commodity Description Help Skip Skip Done Repeat Refresh Backout Back Entry l 4 15 fel 2 Siese Printer ENTER INSERT nun CAPS STOP Figure 3 1 2 2 September 6 2000 Public Works amp Serv
25. es who hold the item will be displayed along with their position number department and the tag number of the item Up to fourteen names are displayed at a time To see more lines press Enter If you would like to see information on one employee or item on the list enter the ID number of the employee or item you wish to access in the Action field and press Enter The Asset Inquiry by Employee screen will appear displaying all the information on the item This is option 24 under the Asset Inquiry section of the system The Inquiry by Location screen is useful if you are looking for information on items in a particular location This screen is used for inquiry purposes only No information can be changed or entered here To enter the Inquiry by Location part of this system from the Controllable Asset Management Menu 1 Type lt 24 gt in the Action field at the top of your screen and press Enter Finding Records When you access this screen the system is automatically in FIND mode The cursor moves directly to the Location Code September 6 2000 Public Works amp Services 3 1 PUBLIC WORKS Z 1 Type the Location Code of the items you are searching for and press Enter If you are unsure of the Location Code read Location Iquiry CAMS Asset Lookup under the Helpful Hints section at the end of this manual 2 Once you have entered the Location Code the screen will display a list of all the Tag nu
26. f your screen and press Enter Refer to figure 2 1 Reflection 1 BEV RCF v File Edit hpKeys Connect Configure Window Help HODE F ACTION Capital Assets Hanagement System 97 Jul 3 Controllable Asset Hanagement Henu KCAKHNG 1 Asset Entry Haintenance Asset Inquir 18 Asset Entry 26 Inquiry by Tag Number 11 Asset Haintenance by Employee 21 Inquiry by Employee 12 Asset Haintenance by Tag No 22 Inquiry by Commodity Code 13 Asset Transfer by Employee 23 Inquiry by Commodity Alias 14 Asset Transfer by Tag Number 24 Inquiry by Location 15 Asset Transfer to Surplus 25 Inquiry by Status 16 Reassign Surplus Asset Table Haintenance Other 38 Division 48 Reports 31 Commodity 32 Location 33 Employee a oe Oee 14 15 Siese Printer ENTER INSERT NUN CAPS STOP Figure 2 1 Controllable Assets User Manual 1 2 1 Asset Entry Entering New Information When you access this screen the system is automatically in ENTER mode This cursor moves directly into the Position field block 01 Figure 2 1 1 Reflection 1 BEV RCF bd a File Edit hpKeys Connect Configure Window Help HODE E ACTION Controllable Assets System KCAKDEG 1 Asset Entry Screen 81 Position BE Employee Department 14 PERSONNEL Region Communi ty 62 Tag No 84 Asset Status 83 Commodi ty Status Date 85 Hodel 86 Serial 8 Description 88 Location 89 Acquire Dte 10 Price 11 Purchase No 12 Cond
27. h is completed by typing S in the action block and pressing Enter This will clear the screen and prompt the User to enter an ID number for select values refer to Figure 1 3 Capital Assets Management Systen 97 May 08 Community Codes Lookup Screen KCALK507 Reg Geo Jur Elec Postal Revised Date Revised By Enter the ID number of the desired option and press lt RETURN gt Enter ID numbers for select values or press NEXT DATA to start data retrieval be Se ate Figure 1 3 The ID number refers to the two digit number displayed at the far left of the screen 01 02 To begin entering the criteria used with the Select function from the screen s action block type 1 and press Enter e This will place you in the entry block identified as Code which is adjacent the ID code 01 refer to Figure 1 4 MODE S ACTION 61 Capital Assets Management System 97 May 88 A Community Codes Lookup Screen KCALK5 7 Code Description Reg Geo Jur Elec Postal Revised Date Revised By e 2 oh Enter the ID number of the desired option and press lt RETURN gt EEE RT aa Figure 1 4 Controllable Assets User Manual 5 1 1 Introduction At this point there are two options available either type a value to select against or press Enter which will place you in the next available field For the purpose of the following example the community code assigned to Norman Wells is the information being s
28. has become obsolete or has deteriorated note all deletions or disposals from inventory are handled by the warehouse Asset Inquiry In the Asset Inquiry section of the system you can retrieve any information in the system about an item its location status or who currently has the item Table Maintenance In the Table Maintenance section of the system you can locate and maintain codes for divisions commodities locations and employees This is where you find tables of essential information that form the foundation of the system Other In the Other section of the system you can print out or view full Controllable Assets User Manual 7 6 1 Helpful Hints inventory reports Currently the reports you request are printed on the laser printers located on the 2nd floor of the Stuart M Hodgson Building Description of Fields There are a variety of fields in the Controllable Asset Management System A field is where you enter your data It is just like filling out a form each field corresponds to a blank on a form Below is a list of the fields you will encounter in the Controllable Asset Management System Position Entry must be numeric Every employee has a position number six digits in length which corresponds to their job title The position number identifies the employee their job title department region and community You can find an employee s position number in the Employee Code Lookup screen See Employe
29. ices 3 1 PUBLIC WORKS Z Finding Records When you access this screen the system is automatically in FIND mode The cursor moves directly to the Position field 1 Enter the position number of the employee you are searching for and press Enter If you are unsure of the position number see Employee Code Lookup in the Helpful Hints section at the end of this manual 2 Once you have entered the position number or employee s name into the system a list of all the items that employee holds will be displayed Up to thirteen 13 items are shown at atime To see more lines press Enter 3 If you would like to see information about one item on the list enter its ID number in the Action field Inquiry by Commodity Code This is option 22 under the Asset Inquiry section of the system The Inquiry by Commodity Code screen is used if you want a detailed list of information on specific type of item The system then automatically lists the names of all of them Example f you want to know where all the clothes irons in the department are you would enter the commodity code for clothes irons lt G11 gt This will show all employees with clothes irons their department number and the Tag number attached to each iron This screen is used only for inquiry purposes no information can be changed or entered here Controllable Assets User Manual 3 To enter the Inquiry By Commodity Code part of this system from the Controll
30. ight boxes at the bottom of your screen are your function keys The function keys at the bottom of you screen correspond to the F keys found along the top of your keyboard For example the function key on the far left of your screen should read Help Press the F1 key on your keyboard you will see a detailed list of help information Below are a few examples of function keys in the Controllable Asset System Features Function Key Help F1 or click on Box at The bottom of your Screen or enter Refresh F7 or click on the Box at the bottom of Your screen Exit F8 or click on the How it Works Help presents you witha list of Functions not listed in the function key at the bottom of your screen Refresh clears the screen of any extra data such as system messages Exit will exit Exit box at the bottom the portion Of your screen of the system you are in Controllable Assets User Manual 6 1 Helpful Hints Computer Details The Screen Mode Near the top of your screen are the Mode and Action Fields The Mode tells you what functions you will be able to perform For example if there is an lt E gt next to the Mode you are in lt Entry gt mode and will be able to enter new information into the system If there is an lt F gt next to the Mode you are in lt Find gt mode and will be able to view and sometimes update information on the screen but won t be able to enter new information Ac
31. igure Window Help HODE F ACTION Controllable Assets System HCAKTRO1 Asset Transfer to Surplus Tag No D Asset Status Commodi ty Status Date Hodel Serial Description Location Acquire Dte Price Purchase No Condi tion Revision Help Skip Skip Done Repeat Refresh Backout Back Entry 4 13 2 iese Printer ENTER INSERT Nun CAPS STOP Figure 2 3 2 Transferring Items to Surplus When you access this screen the system is automatically in FIND mode The cursor is in the Tag No Field To transfer items to surplus 1 Enter the tag number of the item you are transferring and press Enter The cursor moves to the From Employee field If you are not sure of the position number see Employee Code Lookup in the Helpful Hints chapter at the end of this manual 2 Enter the position number of the employee you are transferring the item from and press Enter The name of the employee you are transferring the item from and all the information on the item will be displayed on the screen 3 Once you have changed information there are several ways you can update the information You can type U to update or use one of the update methods given in helpful hints Controllable Assets User Manual 5 2 3 Transfer Reassign Surplus Asset This is option 16 on the Controllable Asset Management Menu The Reassign Surplus Asset screen is used to remove an item from sur
32. ing its ID number in the Action field and pressing Enter For example if you want to make changes to the first item listed enter lt 01 gt in the action field and press Enter 3 Refer to figure 2 2 1 September 6 2000 Public Works amp Services 2 2 PUBLIC WORKS Z Reflection 1 BEV RCF baa File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System XCAKHD 1B Asset Haintenance by Employee Position 999999 SURPLUS Employee Department 99 Region Communi ty 81 Tag No 00000005026 83 Asset Status Surplus 82 Commodity FO HONITOR Status Date 84 Hodel 85 Serial 871175882 86 Description SAHSUNG 8 Location 88 Acquire Dte 89 Price 8 88 18 Purchase No 11 Condition Unknown Revision 1992 Har 703 Hardware SII e apasal Siese Printer ENTER INSERT NUN CAPS STOP TIE 22 1 4 Once you have changed the information there are several ways you can update it You can type U to update or use one of the update methods given in helpful hints Asset Maintenance by Tag Number This is option 12 in the Asset Entry Maintenance portion of the system The Asset Maintenance by Tag Number Screen is used to update the information on a selected asset It enables you to edit data related to a specific item As with the Asset Maintenance by Employee screen you are able to change existing data here but you are not
33. ition Revised Hardware Help Skip Skip Done Repeat Refresh Backout Back Entry 4 15 2 Siese Printer ENTER INSERT nun caps STOP Figure 2 1 1 1 Enter the position number of the employee whose new inventory item you are entering into the system and press Enter An employee position number consists of six numbers If you don t know the employee s position number see Employee Code Lookup in Helpful Hints at the end of this manual 2 After you enter the position number the employee s name department and region automatically appear on the screen Now the cursor moves to the Tag number block 02 3 Type inthe Tag number of the item you are entering into the system and press Enter 2 September 6 2000 Public Works amp Services 2 1 PUBLIC WORKS Z 4 After you enter the tag number the cursor moves to the Commodity field field 03 Type in the commodity and press Enter If you don t know the commodity number of this item type a lt gt symbol and press Enter This will get you into the Commodity Lookup screen which lists names of commodities and their numbers Enter the ID number of the commodity or inventory item you are looking for and press Enter 5 The cursor moves to the next field 04 Asset Status There are four possible entries you can make here lt A gt active lt M gt missing lt D gt dispose or lt S gt surplus
34. m which allows a User to make a selection from a system table or file It allows for data to be validated during the data entry process and ensures information is recorded consistently for later use with system Inquiry and Reporting functions Data items in the system which have system Lookup screens available will always be identified in the on line help messages To access or initiate a Lookup screen enter in the field and press Enter lt The screen will blank and a list of the choices will be displayed refer to Figure 1 1 START Topikal assets Ranagenane Syster P77may708 ity Codes Lookup Ser KCALKS07 Reg Geo Jur Elec Postal Revised Date Revised By 21 UT NT 1995 Sepr 11 RPSO 31 WT NT MCDE mal RPSA z i 41 ET NT HIAR RPSO MODE E ACTION Capitay Si ET NT KIVA RPSG Asg 5 166 ARVIAT REGIONAL SVCS 51 ET NT SRLO 6 603 BAKER LAKE Si Et NT Kiya SRL 07 174 BAKER LAKE CORPORATE ET NT SRLO A A 167 BAKER LAKE REGIONAL SVCS SI ET NT sra 0l Asset No 111266 T 9 502 BATHURST INLET 61 ET NT KIIK SRLO n 10 589 BAY CHIMO UMINGMAKTOT 61 ET NT KIIK SRLO 2 Parent No 111266 11 896 BROUGHTON ISLAND MI ET NT BACE SRL 12 112 BUFFALO RIVER 21 HT NT SRLO j 13 5 CAMBRIDGE BAY 61 ET NI KIK SRLa A3 Data Custodians 32 14 161 CAMBRIDGE BAY CORPORATE 61 ET NT SRLO Asset Ownership 15 168 CAMBRIDGE BAY REGIONAL 61 ET NT RLO 4 Communi ty p sL Enter the ID number of the desired option and press lt RET
35. mbers for the items in that location as well as the employees who have the items and the employees position numbers and department codes Up to fourteen lines of information are displayed at a time To see more lines press Enter 3 If you would like to see information about one item on the list type the ID number of the item you wish to access in the Action field and press Enter e The Asset Inquiry by Employee screen will appear displaying all the information on the item Controllable Assets User Manual 7 Public Works amp Services 4 1 PUBLIC WORKS Z Table Maintenance The Table Maintenance screens allows you to enter edit or view detailed lists of Employees Divisions in the Department Locations and Commodity Codes All users of this system are able to look at the information listed however only those with special authority can enter and edit information here Division Table This is option 30 under the Table Maintenance section of the system The Division Maintenance screen is used to maintain division codes within the departments It is used for reporting purposes To enter the Division Maintenance part of this system from the Controllable Asset Management Menu 1 Type lt 30 gt in the action field at the top of your screen and press Enter Refer to figure 4 1 1 Reflection 1 BEV RCF baka File Edit hpKeys Connect Configure Window Help t HODE F ACTION Controllable Assets System
36. n Inventory by Department Location Inventory by Commodity Inventory by Position Employee Surplus Inventory Report Employee Listing by Department Location Listing by Community To get into the screen from the Controllable Asset Management Menu 1 Type lt 40 gt in the Action filed at the top of your screen and press Enter Refer to figure 5 1 Reflection 1 BEV RCF zi gt File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System KCAKHNG4 Controllable Asset Reports Henu 81 Inventory by Department Location 62 Inventory by Commodity 83 Inventory by Posi tion Employee a Surplus Inventory Report 85 Employee Listing by Department 86 Location Listing by Community 8 Commodity Listin 88 Division Listing by Department SJ SHOH ALL CAS JOBS PR PRINT OPTION HENU FID Ol l 1 15 Siese Printer ENTER INSERT Nun CAPS STOP Figure 5 1 You are now presented with the controllable Asset Report Menu and six report options to choose from We will go through each option and look at what it is for how to access the information and print the reports Inventory by Department Location Controllable Assets User Manual 1 5 1 Reports This is option 01 of the Controllable Asset Reports Menu The Inventory by Department Location screen is used to print out an Inventory report listing all the items in a specific
37. n of this system The Commodity Maintenance screen is used to maintain information on a commodity s description alias or depreciation This screen is also used to enter and edit information To enter the Commodity Maintenance portion of this system from the Controllable Asset Management Menu 1 Type lt 31 gt in the Action field at the top of your screen and press Enter lt Refer to figure 4 1 2 September 6 2000 Public Works amp Services 4 1 PUBLIC WORKS Z Reflection 1 BEY RCF bd ka File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System HCAKTHE2 g Commodity Haintenance 01 Commodity code MEM 82 Description 83 Alias 1 2 3 84 Depreciation Kevision Help Skip Skip Done Repeat Refresh Backout Back Entry 4 23 2 amp tese Printer ENTER INSERT Nun CAPS STOP j Figure 4 1 2 Finding Records When you access this screen the system is automatically in FIND mode The cursor moves directly to the Commodity Code field 1 Enter the Commodity Code of the item you are searching for and press Enter lt If you are unsure of the Commodity Code see Commodity Code Lookup under the Helpful Hints section at the end of this manual 2 After you enter the Commodity Code the screen displays a description of the item it s alias and depreciation 3 To change information on an item type th
38. nity field 3 Type inthe three digit code number for the community you wish to locate and press Enter If you do not know the community code simply type a lt gt symbol and press Enter e The Community Codes Lookup Screen will automatically appear with a list of community names and their numeric codes 4 After you enter the community code the community name will automatically appear on the screen and the cursor will move to the Department field block 02 5 Type in the two digit code number for the department you wish to access and press Enter e Again if you are unsure of the numeric code for the department simply type a lt gt symbol and press Enter The Client Departments Lookup Screen will appear listing all the departments and their numeric codes 6 Once you enter the department code the department s name will automatically appear on the screen and the cursor will move to the Location field block 03 7 Type in the Location number and press Enter e The cursor will automatically move to the Asset Status field block 05 8 Typeinthe letter corresponding to the Status of the Assets you are looking for and press Enter e There are four possible entries you can make here lt A gt active in use lt S gt surplus not in use lt D gt dispose beyond use lt M gt missing 9 The cursor moves to the next field 05 Tag No Type the Tag number of the item you are looking for and press Enter OR if you
39. nual September 6 2000 Public Works amp Services 4 1 PUBLIC WORKS Z 2 After you enter the CAMS Asset number the screen displays a list of location numbers and descriptions that correspond to the item you are looking for 3 To change information on an item type the ID number of the field you wish to access and press Enter e The cursor will move to that field and you can edit the information if you have the authority to do so 4 Once you have changed the information ensure that you save it before you exit the screen Employee Table This is option 33 under the Table Maintenance section of this manual The Employee Maintenance screen is useful if you are looking for or wish to change information on a specific employee This screen will display an employees position name location department division region and community This screen may be used to enter and edit information only if you have the proper authority To enter the Employee Maintenance part of this system from the Controllable Asset Management Menu 1 Type lt 33 gt in the Action field at the top of your screen and press Enter lt Refer to figure 4 1 4 Reflection 1 BEV ACF hae File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System HCAKTHO4 g Employee Haintenance 91 Position m7 85 Department 86 Division 87 Region 88 Communi ty Help Skip Skip Done Repeat Refresh
40. o Another When you access this screen the system is automatically in FIND mode and the cursor is in the Tag No Field To transfer an item from one employee Controllable Assets User Manual 3 2 3 Transfer Asset Transfer to Surplus to another ae Enter the tag number of the item you will be transferring and press Enter The cursor will move to the To Employee field If you are not sure of the position number see Employee Code Lookup in the Helpful Hints at the end of this manual Enter the position number of the employee you are transferring the item to and press Enter The first and last name of the employee whose item you are transferring the name of the employee you are transferring the item to their division name and all the information on the item will be displayed on the screen Once you have changed information there are several ways you can update it You can type U to update or use one of the methods given in helpful hints This is option 15 on the Controllable Asset Management Menu The Asset Transfer to Surplus screen is used to transfer items that are no longer in use To enter the screen from the Controllable Asset Management Menu 1 Type lt 15 gt in the Action field at the top of your screen and press Enter Refer to figure 2 3 2 September 6 2000 Public Works amp Services 2 3 PUBLIC WORKS Z Reflection 1 BEV RCF z File Edit hpKeys Connect Conf
41. om the Controllable Asset reports Menu 1 Type lt 07 gt in the Action field at the top of your screen and press Enter e This will automatically take you to the Batch Job Submission Program Division Listing by Department This is option 08 of the Controllable Asset Reports Menu The Division Listing by Department screen is used to print out a report listing all Divisions of the Department you select To get into the screen from the Controllable Asset Reports menu 1 Type lt 08 gt in the Action field at the top of your screen and press Enter Refer to figure 5 1 6 10 September 6 2000 PUBLIC WORKS Z Public Works amp Services 6 1 Contacts Making Corrections Helpful Hints If you ve gone through all the help options and nothing seems to be working you can contact the Manager Information Technology with Public Works amp Services at 867 873 7506 Use the function key lt F3 gt or click on the Skip Back box at the bottom of your screen or one forward slash lt gt to back up to any field you wish to correct To get to the Action field at the top of the screen type two backslash lt gt and press Enter e When the entry is correct press lt F4 gt or with your mouse click on the Done Entry box at the bottom of your screen to update the information In the action field always remember that F will find an existing record and E will allow you to enter a new record Controllable Asset
42. ple has a unique serial number Not all assets will have a serial number Recording the serial number of an asset in the Controllable Asset System will be useful if the asset is stolen or reported missing Description A description of the item The description should be clear and short For example iron painting camera Your description may be up to 40 characters in length Location Every floor in every building owned or leased by the Government of the Northwest Territories has an asset number assigned to it through the Capital Asset Management System These Capital Asset Numbers are to be used as the location number in the Controllable Asset System The location number is ten 10 digits long Acquire Date The date the item was purchased Enter the acquire date using the format DD MMM YYYY where D is the day M is the month in letters and Y is the year For example to enter June 3 1996 enter 03 Jun 1996 This entry is optional since it is not 10 September 6 2000 Public Works amp Services 6 1 PUBLIC WORKS Z always possible to find out when an item has been purchased Price The initial purchase price of the item This entry must be numeric You are able to enter up to six 6 dollar digits and two 2 cent digits For example you are able to enter 25 000 00 The purchase price is not always available so this entry is optional Purchase Number When the Government of the Northwest Territories pu
43. plus and assign it to an employee once it is in use again Only the System Manager at Public Works amp Services has the access to this screen Reassigning an asset from Surplus When you need to have an asset reassigned from surplus you should contact Warehouse Manager 873 7175 6 September 6 2000 Public Works amp Services 3 1 PUBLIC WORKS Z Inquiry The inquiry screens allow you to find or look up specific information by Tag number Employee name position number Commodity code Commodity Alias Location or Status These screens are for information only You can not enter or change any information here Inquiry by Tag Number This is option 20 under the Asset Inquiry section of the system The Inquiry by Tag Number screen is used if you want to see information on a specific item To enter the Inquiry by Tag Number portion of this system from the Controllable Asset Management Menu 1 Type lt 20 gt in the Action field at the top of your screen and press Enter Refer to figure 3 1 Reflection 1 BEV ACF z File Edit hpKeys Connect Configure Window Help 4 gt HODE F ACTION Controllable Assets System xCAIO 20 Asset Inquiry by Tag No Position Employee Depar tment Region Comnuni ty Tag No mE Asset Status Commodi ty Status Date Hodel Serial Description Location Acquire Dte Price Purchase No Condition Revised Hardware Help Skip Skip Done Rep
44. rchases an item it uses a purchase number usually a PO Purchase Order or LCA Local Contract Authority The Purchase numbers are eight 8 digits long two alpha and six 6 numeric Condition The Condition field identifies what kind of shape an item is in It tells you if the item is in new N good G fair F or poor P condition Your entry must be a single letter character Revision Revised When the information in the Controllable Asset System is updated or new information is entered the system automatically records the date and the ID number of the person that made the entry For example JJD1 1996 Jun 03 Depreciation The depreciation rate of the commodity A numeric entry which measures the percentage an item has lessened in value This is automatically calculated by the system Controllable Assets User Manual 11
45. s User Manual 1 Helpful Hints Look Up Screens Employee Code Lookup If you do not know the employee s position number 1 Type a lt gt symbol in the position number field and press Enter lt This gets you into the Employee Code Lookup screen The cursor on this screen goes automatically to the Department field Enter the Department number of this employee For example if you are looking for the position number of a Public Works amp Services employee type the department number lt 32 gt and press Enter lt If you don t know the department number see Client Department Lookup below After you enter the department number the cursor automatically goes to the Surname field Type in the last name of this employee and press Enter lt The screen displays a list of all the employees in that department with the surname you entered Type the ID number of the employee you are looking for in the Action field This automatically takes you back to the screen you are working on Commodity Code Lookup September 6 2000 Public Works amp Services 6 1 PUBLIC WORKS Z If you don t know the commodity number of the item 1 Type a lt gt symbol and press Enter This will get you into the Commodity Code Lookup screen which lists names of commodities and their numbers 2 Enter the ID number of the commodity or inventory item you are looking for and press Enter This takes you back to the
46. t item will be displayed on the screen You may now go into any field you wish to change by typing the ID number of the field you wish to access in the action field and pressing Enter You are not able to change the position department etc here If you need to make such changes you should go into the transfer screens Once you have changed information there are several ways you can update it You can type U to update or use one of the update methods in helpful hints September 6 2000 PUBLIC WORKS Z Public Works amp Services 2 3 Transfer The transfer screens allow you to transfer inventory to another person location or to from surplus Transfers between departments are not common but are possible The following screens are Transfer screens Asset Transfer by Employee Asset Transfer by Tag Number Asset Transfer to Surplus Asset Transfer by Employee This is option 13 of the Controllable Asset Management Menu The Asset Transfer by Employee screen is used to transfer all or individual inventory items from one employee to another employee To enter the screen from the Controllable Asset Management Menu 1 Type lt 13 gt in the Action field at the top of your screen and press Enter Refer to figure 2 3 Reflection 1 BEV RCF yl File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System HCAKDEG2 Asset Transfer by Employee From Employee BE To Employee T
47. t most keys do not change and the right most keys vary according to the functions which can be performed on the current screen For example the F1 key is always the Help key To use a function key press the keyboard function key Fl F2 corresponding to the system function or if you have a mouse click on the key displayed on the screen Help Keys At any point in the system whether it be in the action block of a screen or the entry block of a data item on line help is always available The help available from this system is in two formats The first being a one line help message which is displayed at the bottom of screen which provides a very brief description of the input required or indicate system look up screens are available To display the one line help message press the question mark key The second option is a full screen help message which will usually display a more comprehensive explanation of exactly what the system is expecting or will accept from you as input To display the full screen help message press the question mark key twice Moving Backwards The reverse slash key may be used to move backward from one field to the previous one Entering in a field and pressing return will delete the field contents and move the cursor to the previous field 2 September 6 2000 Public Works amp Services 1 1 PUBLIC WORKS Z Lookup Screens Lookup screens are a feature of the syste
48. t you are not able to enter new information If you choose to maintain by employee follow these steps This method is useful if you need to update more than one item belonging to an employee To enter the screen from the Controllable Asset Management Menu Controllable Assets User Manual 1 2 2 Asset Maintenance 1 Type lt 11 gt in the Action field at the top of the menu screen and press Enter Refer to figure 2 2 Reflection 1 BEY RCF bd a File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System XCAKHDO1 Asset Haintenance by Employee Position B Employee Depar tment Region Communi ty Commodity Description Help Skip Skip Done Repeat Refresh Backout Back Entry 4 15 E Stese Printer ENTER INSERT NUN CAPS STOP Figure 2 2 Updating Information by Employee When you access this screen the system will automatically be in the FIND mode The cursor will move directly into the Position field field 01 1 Enter the position number of the employee whose inventory you are updating and press Enter The employees name department and region as well as a list of all the items attached to that employee will automatically show up on the screen If you are not sure of the position number see Employee Code Lookup in Helpful Hints at the end of this manual 2 Select the item you wish to make changes to by typ
49. the departments and their numeric codes 2 After you enter the Department ID the Department s name will automatically appear on the screen Now the cursor moves to the Commodity field block 02 3 Enter the three digit Commodity Code and press Controllable Assets User Manual 5 Reports Enter Again if you are unsure of the code for the commodity simply type a lt gt symbol and press Enter e The Commodity Code Lookup Screen will appear listing all the commodities and their codes You may also press Enter lt and skip to the Alias field block 03 4 The Alias field allows you to enter a commonly known name for a commodity such as desk or chair Once you have entered the name press Enter e The cursor will move to the Printer Type block 04 Should you wish to print all the commodities skip past the Alias field and the system will default to all 5 The Printer Type is where you enter how you want the report printed L locally or B batch Once you have entered all this information press F4 to run the report Inventory by Position Employee This is option 03 of the Controllable Asset Reports Menu The Inventory by Position Employee screen is used to print out an Inventory report listing all the items assigned to a specific Position and or Employee To get into the screen from the Controllable Asset reports menu 1 Type lt 03 gt in the Action field at the top of you screen and press Enter
50. the item you may need Once you have changed information there are several ways you can update it You can type U to update or use one of the methods given in helpful hints 2 3 Another 1 2 3 4 2 September 6 2000 Public Works amp Services 2 3 PUBLIC WORKS Z Asset Transfer by Tag Number This is option 14 on the Controllable Asset Management Menu The Asset Transfer by Tag Number screen is used to transfer single items from one employee to another This portion of the system is useful when you have only a few items that you need to transfer You are able to change existing data here but you are not able to enter any new information To enter the Asset Transfer By Tag Number portion of this system from the Controllable Asset Management Menu 1 Type lt 14 gt in the Action field at the top of your screen and press Enter Refer to figure 2 3 1 Reflection 1 BEV RCF bad File Edit hpKeys Connect Configure Window Help HODE F ACTION Controllable Assets System XCAKDE83 Asset Transfer by Tag No Tag No P Asset Status Commodi ty Status Date Hodel Serial Description Location Acquire Dte Price Purchase No Condition Revision From Employee To Employee Help Skip Skip Done Repeat Refresh Backout Back Entry 4 13 tose Printer ENTER INSERT wun CAPS STOP Figure 2 3 1 Transferring Items from One Employee t
51. tion Field The Action field is where you tell the system what you want to see on the screen or what you want to do with the information on the screen For example if you enter option 02 in the Action field from the main menu the system will display the Controllable Asset Management Menu screen The Action field is like a gate into the system if you enter the right key it will open any screen you wish If this seems a little confusing now the system everything will fall into place ID Number The ID Number is the line number next to the item you wish to see or change For example Not every screen has this option available Function Keys Once you are in the Controllable Asset Management System the Function keys may be used to move around in the system The boxes at the bottom of the screens correspond with the Function keys at the top of your keyboard To use these keys you may press the Function key or click on to the box at the bottom of the screen with the mouse September 6 2000 Public Works amp Services 6 1 PUBLIC WORKS Z The Function keys are as follows Fi Help F2 Skip F3 Skip Back F4 Done Entry F5 Blank F6 Repeat F7 Refresh F8 Backout Asset Entry Maintenance In the Asset Entry Maintenance section of the system you can enter new inventory items add new information about inventory update existing information transfer items delete dispose of inventory that
52. up you will be placed in the action block of the Lookup screen and all associated records will be displayed You will note from the upper left corner of the screen refer to Figure 1 2 the system is ina mode defined as FIND which is displayed on the screen as F Capital Assets Management Systen 97 May708 2 Community Codes Lookup Screen KCALKS 7 Reg Geo Jur Elec Postal Revised Date Revised By 4 21 WT NT 1995 Sep 11 RPS 92 Cavik 31 HT NT MCDE 1995 Sep 11 RPSO 3 703 ARCTIC BAY 41 ET NI HIAR 1995 Sep 11 RPS AH 681 ARVIAT 51 ET NT KIVA 1995 Sep7 11 RPSO 5 166 ARVIAT REGIONAL SVCS 51 ET NT 1995 Apr 7 SRLO A6 603 BAKER LAKE Si ET NT KIVA 1994U Febs23 SRLO 97 174 BAKER LAKE CORPORATE 51 ET NT 1995 Apr7 7 SRLO 8 167 BAKER LAKE REGIONAL SVCS 51 ET NT 1995 Apr 67 SRL 99 502 BATHURST INLET 61 ET NT KITK 1994 Feb 23 sa 16 569 BAY CHIMO UMINGMAKTOT 61 ET NI KIIK 1994 Feb 23 SRLO 11 8 6 BROUGHTON ISLAND Hi ET NT BACE 19947Feb723 SRLA 12 112 BUFFALO RIVER 21 WT NT 1994 Feb 23 SRLO 13 500 CAMBRIDGE BAY 61 ET NT KIIK 1994 Febs23 SRL 14 161 CAMBRIDGE BAY CORPORATE 61 ET NT 1995 Aprv 7 SRLO 15 16 CAMBRIDGE BAY REGIONAL 61 ET NT 1995 Apr 67 SRL Enter the ID number of the desired option and press lt RETURN gt Help Refresh Prev Screen el Figure 1 2 September 6 2000 Public Works amp Services 1 1 PUBLIC WORKS Z The first step in using the SELECT function is to change your mode from Find to Select whic
53. wish to access all the items simply press Enter lt and all items will be selected for the report Controllable Assets User Manual 3 5 1 Reports Inventory by Commodity 10 11 12 13 14 The cursor will automatically move to the next field 06 Position This entry must be numeric Every employee has a six digit position number that corresponds to their job title The position number identifies the employee their job title department region and community You can find an employee s position number in the Employee Code Lookup screen see Employee Code Lookup under Helpful Hints in this manual Once you have entered the position number the employee s name and job title will automatically appear and the cursor will move to the next field 07 Sorted By This is where you choose how you would like the report sorted You have four options You can have it sorted by lt 1 gt Region Community Location lt 2 gt Region Community Department lt 3 gt Region Community Status lt 4 gt Region Community Position Enter your Sort option and press Enter The cursor moves to block 08 Printer Type This is where you enter how you want the report printed L locally or B batch Once you have entered all this information press F4 to run the report You may press Enter at the Location field block 03 and the system will default to all By pressing Enter lt at blocks 03 04 05 and
54. ype DTL to view asset detail Help Skip Skip Done Repeat Refresh Backout Back Entry 4 28 2 Ciose Printer ENTER INSERT NUN CAPS STOP Figure 2 3 Controllable Assets User Manual 1 Transfer Transferring Items from One Employee to When you access this screen the system is automatically in FIND mode The cursor is in the From Employee field To transfer items from one employee to another Enter the position number of the employee whose items you are transferring and press Enter The cursor moves to the To Employee field If you are not sure of the position numbers see Employee Code Lookup in Helpful Hints in the last section of this manual Enter the position number of the employee you are transferring items to and press Enter lt The first and last name of the employee whose items you are transferring from their division name and a complete list of their items will be displayed on the screen If you want information on a particular item such as its commodity number enter the ID number of the item you choose in the Action field and press Enter An asterisk will appear beside the tag number of the item you choose If you enter the wrong ID number simply enter it once more and the asterisk will disappear Enter the letters lt DLT gt in the Action field and press Enter This will bring up the Asset Inquiry by Employee screen that will display any information about
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