June 1, 1998

MEMORANDUM No. NCAS-98-0024

To:      Fiscal Officers and Fixed Asset Users

From: Chuck Cooper

Assistant State Controller
Re:    FA Data Entry Deadline (08/06/98) and Operations Schedule

The last day available for entering any fixed asset information for the year ending June 30, 1998 will be Thursday, August 6, 1998. This date is final and no extensions can be granted due to the CAFR reporting requirements. The following Year-end reports are available for your agency to run from the FAPUBLIC library in IE (Some of these fixed asset reports may be too large to view in RVLS, so if you need any assistance, contact the OSC NCAS Helpdesk at 875-HELP):

1) C-FA-FA755-GE5000
Active Asset Reconciliation Report for Assets Costing >/= $5000

2) C-FA-FA755-ADD
Active Asset Additions Report for Current Year Asset Additions Costing >/= $5000

3) C-FA-RETIRED-DATE
List of Fiscal 98 Retirements (all)

4) C-FA-FA755-FXXX
Active Asset Reconciliation Report for All Assets

5) C-FA-FA755-RETIRE-GE5000
All Retired Assets with Cost >/=$5000

6) C-FA-COST-ADJ
Listing of Cost Increases/Decreases to Prior Year Asset Acquisitions

7) C-FA-TRANSFERS-IN
Listing of assets transferred into an agency

8) C-FA-TRANSFERS-OUT
Listing of assets transferred out of an agency
      9)C-U-FA-DEPRXX (This report can be run instead of the Expense Ledger which is not available for those agencies that depreciate for financial reporting purposes)
OSC will not be running a final set of year end Fixed Asset reports after the final day of data entry on August 6. Therefore, we encourage agencies to periodically run these reports, as needed, to balance their fixed assets and to retain for audit purposes. We also require that the attached Fixed Asset Year-End Report Certification form be completed and returned to us after completion of your year-end reconciliation. This form is required no later than August 31, 1998.

As you are aware, both a valid RACF Password and NCAS ID are required to achieve access to the DBS Fixed Asset System. Please note that the RACF Password must be changed every 90 days or it will expire. Should your RACF password expire, you must contact your Agency's RACF Administrator to have your password reinstated. If you do not know your NCAS ID, contact the OSC NCAS Helpdesk.

The following schedule has been established for the Fixed Asset end of year processing:
 
July 8, Wed. Master file will be updated. Validation and Audit Ledger reports will be available July 9 at the I/O window. MAD controls will be reset on this day and depreciation calculated. All depreciable assets must be entered by 7:00 p.m. on July 8, 1998 for depreciation to be calculated automatically by the system. For assets entered after the monthly update depreciation cycle has been executed, the operator must manually calculate and enter the amount of applicable depreciation for fiscal year 1998 for the new asset in the "Year to Date Depreciation" and the "Life to Date Depreciation" fields on screen 260.
July 9, Thurs. –Aug. 6, Thurs. Year-end reports will be available in the FAPUBLIC library to be run as needed.
July 9, Thurs. System available for all users. Begin entering June 1998 Retirements.
July 9, Thurs. - July 31, Fri. Fixed assets received in June, paid in July with an accrual indicator will be interfaced from AP to FA. This activity is reflected on the daily AP to FA Interface reports in RMDS group MM132-1. All accruals paid after July 31st will need to be added manually to the Fixed Asset module.
July 9, Thurs. All asset transfers for FY 1997/1998 must be received by OSC NCAS Helpdesk for data entry into the system.
Aug 6, Thurs. Final day of data entry. The final update process for Y/E 1998. No more FA processing for 1998. The system will be down until August 10, 1998.
Aug. 10, Mon. -Aug 19, Wed. Begin FA processing for fiscal year 1999. Enter July 1998 asset information.
Aug. 10, Mon. Fixed assets paid in July that are not June 1998 accruals (no accrual indicator) will be interfaced from AP to FA.
Aug. 19, Wed. Booked through date set to 99-01. July monthly production reports and depreciation run.
Aug. 20, Thurs. -Aug. 31, Mon. Enter August 1998 asset information.
Aug. 20, Thurs. Fixed assets with a pay date of August 1st through August 20 will be interfaced. Then, the nightly interface will resume.
Aug. 31, Mon. Booked through date set to 99-02. August monthly production reports and depreciation run.
Sept. 1, Tues Resume normal operations schedule, begin September activities.
In order to help you complete your fixed asset processing requirements on a timely basis, the NCAS operating hours have been extended. The system will be available from 6:00 A.M. to 7:00 P.M. Mondays through Fridays (except holidays). The system should also be available most Saturdays from 9:00 A.M. to 2:00 P.M. during June, July, and August. In order to accommodate year-end activities, the system will be available on Saturday, June 27, 1998 from 8 A.M. to 3 P.M. Consult the SIG for the latest schedule of system availability. A special production cycle will be run on Saturday, June 27. Watch your CICS signon screen and the SIG for special messages concerning system operations.

A copy of this memo and Fixed Asset Year-End Report Certification can be found in the SIG under New Bulletins/Important Memos/Current Memos/Memorandum No.98-0024. Any questions you have regarding the Fixed Asset System, including IE report questions, may be directed to the NCAS Help Desk at 875-HELP. Thank you in advance for your cooperation.

CC/cw

Attachment (Fixed Asset Year End Report Certification Form)

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