New, enhanced web forms

Equipment Activity, Request for Service-Facilities web forms to be released

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7:57 a.m., Nov. 26, 2013--University of Delaware Finance-Asset Management -- in collaboration with IT, Procurement Services, Facilities and the Research Office -- has created Equipment Activity web forms for departments and units to request changes to the status of University-owned equipment.

The forms are used for both tagged (capital) equipment (e.g., autoclaves) and non-tagged equipment (e.g., copiers, computers, etc.).

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Phase I of the Equipment Activity forms is now complete. Departments can submit changes on the status of equipment, including reporting equipment that is junked, cannibalized, stolen, permanently transferred off campus, sold, or relocated on campus.

Once the originator submits the form, it will automatically be routed to the proper approvers, depending on funding source, level of authority and other established criteria.

If the services of UD Movers are required for tagged equipment, and the appropriate selection is completed on the Equipment Activity form, a Request for Service (RFS) Facilities form will automatically be generated and sent to the web forms inbox of the Equipment Activity form originator. 

A completed and approved RFS form is required before UD Movers can move any piece of equipment. Please note that an Equipment Activity form and an RFS-Facilities form are both required before UD Movers can move a tagged piece of equipment. 

An important feature of the web form is the Data Sanitization Certification. Department and units disposing of or permanently transferring equipment to another entity must comply with the data sanitization policy and approved procedures. Links to information regarding the sanitization process are included on the web form to guide users through the process.

Future phases for these forms will include reporting of temporary off-campus relocation, fabrication of new equipment and found equipment.

Accurate reporting of equipment, particularly tagged equipment, is of great importance to the University as well as to the sponsors of grants to UD. This online process provides a valuable mechanism to assist campus departments and units and the central offices in timely and efficient tracking of the status of such equipment. Equally important is the data sanitization process and certification, which safeguards sensitive, proprietary data.

Effective Monday, Dec. 2, all requests for equipment disposal or relocation on campus must be submitted using the Equipment Activity form. 

To start an Equipment Activity form, go to UD web forms and choose "Equipment Activity."

In addition to the new Equipment Activity forms, the RFS-Facilities form has been enhanced. The new form has a smart-search building selector and a section to add a primary contact for the work. It combines the previous RFS-Facilities form and the RFS- Movers form. 

This enhancement will allow users to submit a single web form for work that requires both Movers Services and other Facilities shops. All Movers requests will be submitted through the RFS-Facilities form. The link to the RFS-Movers form will remain in web forms and direct users requesting Movers services to the RFS-Facilities form.

As noted above, the new RFS-Facilities form requires customers to indicate whether Movers services are needed and whether tagged equipment is involved. Customers with any questions about tagged equipment or the Equipment Activity web form should contact Asset Management at asset-mgt@udel.edu. Additional information is available on the Equipment Activity web page

This updated form is scheduled for release on Dec. 2. Customers can find the form by navigating to UD web forms and choosing “Request for Service-Facilities.”

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