Equipment Survey Instructions

Each year, departments are expected to complete a survey of the capital equipment assigned to them. Departments are expected to verify the accuracy of the inventory, complete relocation forms for any changes that need to be made, and then notify Asset Management that their survey is complete. Please note that the equipment relocation webform is currently being developed. Until the form is available, please e-mail Karen Brown with all changes.

These instructions provide an overview of the equipment survey process from start to finish. If you experience data problems or make mistakes at any point in the process, you may delete the survey file, rerun the query and start over. If you need additional assistance, please feel free to email your questions to asset-mgt@udel.edu or contact Karen Brown at x8951.

1. Getting the Data
   Log on to UOD Financials (it will open in a new window). Please note that PeopleSoft works best in Internet Explorer. From the menu on the left, go to Reporting Tools, Query, Query Viewer.

   In the Query Search box, type AME_SURVEY.

   The query will prompt you for your DEPT ID and will return a listing of your department's equipment and its location.
   Remember: All DEPT IDs have a leading zero.
   The wildcard (%) will allow you to broaden query results to include a range of DEPT IDs. For example:

   • 01111 will return only department 01111
   • 0111% will return the range 01110 through 01119
   • 011% will return the range 01100 through 01199

   Because there is no security built on DEPT ID, a broad selection may return data for departments that are not under your administration. Please check results carefully and if necessary, rerun the query with appropriate DEPT ID parameters.

   Use the Download to Excel feature on the query page to save your results in xls format. Depending upon the number and range of departments under your administration, the query may need to be rerun several times with different parameters in order to gather all reportable data. Results from each query will need to be downloaded and saved as separate Excel files to an accessible location on your computer. (Your computer may default to Save As html. Select the xls file type.) Name each file by DEPT ID, and include "Equipment08" in the title (Ex: "Equipment08-02001"). Do not save files as the default WebLibQuery.

2. Getting the Data Corrected
   In your EXCEL document, select Edit, Move or Copy Sheet, and then select "move to end" and check "create a copy". This will create a second copy of your worksheet in the same workbook. Right click the tab on the first worksheet and change the name to "Master", then change the name of the second tab to "Updated".

   Do not make any changes to the "Master" sheet. Select the "Updated" sheet and add the title "Explanation of Change" to the first blank column after your data fields.

   Review each row of data. If you have no changes to make, send an e-mail to asset-mgt@udel.edu indicating that you have completed the survey and that there are no changes. Please include "Equipment Survey" and your department name and code in the subject line in the email.

   If there are rows on your spreadsheet that are incorrect, please change the data on the line to the correct data. You must include a note in the "Explanation" column for every change made.
   

3. Getting the Survey Returned
   After reviewing the completed survey(s), save your changes and email the file(s) to: asset-mgt@udel.edu. Please include "Equipment Survey 2008" and your department name and code in the subject line of your email. If you are responsible for multiple departments (and therefore have multiple files), please attach all files to a single email, use only one department name/code in the subject line, and then include a list of all departments surveyed in the body of your e-mail. Please also provide your equipment administrator's name, contact number and email so that our information remains current.

   Please return all surveys no later than August 29, 2008.

   If you have problems getting the query data, please review the following troubleshooting table for some possible solutions. If you continue to experience problems, or if you have questions about any of the other instructions, please contact Karen Brown in Asset Management at x8951.

   Suggestions? We want to make the survey process as quick and easy as possible. We welcome your ideas and suggestions at: asset-mgt@udel.edu. Thanks!

   Troubleshooting
   Problem	Likely Cause	Fix
   No query results.	The leading 0 was omitted from DEPT ID or the % sign was omitted from a DEPT ID range.	Correct input and rerun query.
   Query results will not Download To Excel.	A file named WebLibQuery was detected by the Query Tool.	Delete the file and rerun query.
   I saved the query results, but the Excel file does not exist.	The file was saved as html.	Rerun query if needed and select Save As xls file.

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