Equipment Management

Mandatory Data Fields

NO MATTER WHICH METHOD IS EMPLOYED, the following data fields must be verified and updated, where necessary, for each item on the inventory:

PHYSICAL LOCATION

A UCSB Building number is mandatory. While a Room number is optional, it is strongly recommended.

Helpful Hints: CATS only accepts valid UCSB Building numbers (three digits) and Room numbers (four digits plus, in some cases, one or two letters). CATS verifies building and room numbers against the official campus database maintained by Budget & Planning. Room numbers provided by departments are sometimes rejected: (1) obsolete room numbers may still be posted following space reconfiguration; or (2) only rooms with assignable space (offices, classrooms, laboratories, etc.) are accepted; hallways, storage space, mechanical closets, etc. are usually not assignable space, even if they have room numbers.

Three-digit room numbers (frequently found in trailers and temporary buildings) must usually be entered with a leading zero in order to be valid. For example, enter "0105" instead of "105."

If your department has equipment located in more than one building, be certain to enter the correct building number: while 3123 may be a valid room number for building 571, it may not be for building 657.

If equipment is not located in a specific building or room, but in a yard or hallway, enter the main department campus building and office as its "official" location. The "true" location may be entered into the Alternate Location field in CATS (this field does not print on the EQ920, as it has been specially created for the benefit of departments and Equipment Management).

If equipment is located off-campus, follow the same rule of thumb: if it is located at an employee's house or at a research station, please enter his or her building and campus office number as the "official" location. In all cases of off-campus use, your department must identify the "true" location of the equipment and report it to Equipment Management as an "Off-Campus Loan" via the on-line EIMR process, or on an EIMR form.

NOTE: If your Department has access to the Datawarehouse, one of the standard reports, the "Inventory Report Alt Loc," automatically generates a list of all items on your inventory which have either a "Y" checked in the Off-Campus Use field or anything entered in the Alternate Location field. If your Department has a significant number of items located either off-campus (at employee's homes or research stations) or in non-standard locations (hallways, storage spaces, mechanical rooms, etc.), it may be helpful to run this report and use it as a guide while performing your inventory.

A User Code (two characters only) is optional but often helpful in locating equipment, especially in larger departments and ones in which equipment is moved frequently. It may be easier to locate equipment by conducting your Physical Inventory according to User Code (i.e., P.I) instead of by building and room number.

Helpful Hint: This field is limited to TWO alphanumeric characters; therefore, you cannot input a full name or project into it. Most frequently, the User Code is composed of the user's first and last initials. Some departments prefer the order of "last name/first name." If this is the case, please be consistent: if both "Mary Smith" and "Susan Mason" work in a large department, user codes may quickly become confused.

IDENTIFYING DATA

Departments should inform Equipment Management of any errors or discrepancies in the Description, Manufacturer or Model Number fields: they are not always clear on the purchase orders from which Equipment Management creates the item records and may contain errors.

Helpful Hints: The Description field cannot be updated on-line by departments. Please contact Equipment Management immediately if you wish to modify the Description or if there are significant discrepancies in this field; for example, if property tag 018001005 is affixed to a PowerMac and the EQ920 lists the property number as belonging to a Dell computer, a mistagging has occurred and both department and Equipment Management must work to resolve the problem and correctly tag both pieces of equipment, most probably via the provision of replacement property tags.

It is sometimes difficult for Equipment Management to determine the Manufacturer of a piece of equipment at the time that a Purchase Requisition is submitted: sometimes only the vendor's name (not necessarily the manufacturer) appears. Therefore, corrections may be required.

Frequently, Purchase Requisitions and Purchase Orders do not provide Equipment Management with a Model Number. Sometimes only a catalog number appears. Since a property number cannot be assigned with the model number field left blank, Equipment Management may need to enter the catalog number in this field and corrections may be required.

Sometimes it is better, for identifying and locating purposes, to enter the Model NAME instead of the Model Number: is it easier to find a PowerMac G4 or an MC3/245RS?

The Serial Number should be entered for all items of equipment having them, especially computing and high value items. It is the most critical item of information in reporting and tracing lost or stolen equipment. It is a mandatory element of the equipment record per Federal regulations.

Virtually all pieces of scientific and computer equipment have a Serial Number, although some specialized items do not. Equipment Management will NOT accept "NA" in the serial number field for an Apple computer!

CONDITION

Condition Code. The default is "N1." Where necessary, modify the two-character, alphanumeric code to best describe the condition of each item, using the reference grid below, in which N2 = purchased new, currently in good condition.

First Character (alpha) Second Character (numeric)
N = new 1 = excellent
E = used, reconditioned 2 = good
O = used, not reconditioned 3 = fair
R = repairs needed 4 = poor

Helpful Hint: Most equipment should be coded N1, N2, or N3, as most University equipment is purchased new from vendors. Alpha characters E and O should be used only in cases where equipment, AT THE TIME OF ACQUISITION, was used (for example, a 1995 pick-up truck, purchased in 1999).

Percentage of Utilization. The default is 100%. Only in rare cases, such as when a piece of equipment is shared with another department, would this default be reduced to reflect the amount of usage by the department that is the official custodian.