Graphic image of buildings, indicating Asset Management information within the SMART Training Materials

Asset Management (AM)

Introduction

This page contains the SMART training materials associated with the Asset Management (AM) module in SMART. The SMART AM training materials are organized into the following sections:

Assets - Overview   Adding New Assets Directly in AM   9.2 Updates
Updating Financial Information for Existing Assets  
Updating Physical Information for Existing Assets
 
Asset Integration    Property Assets 
 
Assets - Troubleshooting and Corrections Asset Reporting  
Assets Month/Year End Reconciliation
Asset Configuration    
Safeguarding Assets Assets - Other     

  • Each training material section on this page contains the following elements:
    - A blue section header, containing the heading for the section.
    - An overview of the training materials within the section, located beneath the section header.
    - The training materials for the section displayed in a list format, located beneath the section overview.

  • Each section of training materials contains training material items such as training guides and job aids.
  • Each list of training materials is displayed in alphabetical order, by title (of the training items).
  • Each training material item is presented with a brief summary that describes the contents of the training material.
  • To view the contents of a training document, simply click the title of the training document.
  • Some training documents may appear in more than one section (if they pertain to multiple sections).

Assets - Overview

The training material in this section provides an overview of the Asset Management module in SMART.
  • Asset Management Navigation Overview
    This job aid includes a list of the most commonly used Asset Management pages per agency role.
    PDF, 74.38 KB

  • End-to-End Asset Management Business Process Flow
    This business process flow shows you how asset management information flows through the SMART system.
    PDF, 51.77 KB

  • Asset Management - The Basics
    Training Guide that covers the basics of Asset Management in SMART. Document includes key terms and concepts and a business process flow showing the movement of Asset Management information through SMART. This is an excellent starting point for those new to the Asset Management module or those who utilize asset integration in Purchasing/Accounts Payable but don’t actually process asset transactions in the Asset Management module.
    PDF, 450.12 KB

9.2 Updates

The training material in this section provides an overview of 9.2 updates in the Asset Management module.

Adding New Assets Directly in AM

  • Adding An Asset Using Express Add
    This training guide shows you how to use Express Add to add assets directly into Asset Management in SMART.
    DOCX, 350.75 KB

  • CIP Assets
    This job aid documents the steps taken to accumulate costs for a CIP asset in the Asset Management module, as well as how to account for the asset once the construction/development is complete. A separate section is included for agencies who transact on behalf of other agencies.
    DOC, 1.51 MB

  • Copying an Existing Asset
    This training guide show you the steps to copy an existing asset in SMART.
    DOCX, 356.12 KB

  • Entering & Updating Physical Information in Basic Add
    This training guide contains information pertaining to entering and updating physical information in Basic Add. The document contains information about the following: General Information page, Operation/Maintenance page, Asset Acquisition Details page, Location/Comments/Attributes page, and the Manufacture/License/Custodian page.
    DOCX, 662.69 KB

  • Operating Leases job aid
    Users Guide to Operating Leases being entered in to the Asset Management module of SMART (Optional - check with your Agency to see if they are using this business process, thank you).
    PDF, 458.27 KB

Updating Financial Information for Existing Assets

Updating Physical Information for Existing Assets

This section provides instruction on how to process financial transactions on assets that already exist in the Asset Management module. Also included is the training on the Cost History page, where all financial transactions display online.

This section provides instruction on how to update an asset's physical information, such as Location and Custodian.  Parent-Child relationships are also covered in this section.
  • Adjustments and Additions to Cost and_or Quantity
    In SMART, there are two Transaction Types that will change an asset’s cost and/or quantity. This Training Guide document contains the instructions for both Transaction Types.
    PDF, 473.77 KB

  • AM Tool 1 - Cost History Page
    Users Guide to the Cost History page which contains every transaction for each asset, as well as the book(s) associated to each asset. The Cost History page also includes the total cost for the asset.
    PDF, 287.98 KB

  • CIP Assets
    This job aid documents the steps taken to accumulate costs for a CIP asset in the Asset Management module, as well as how to account for the asset once the construction/development is complete. A separate section is included for agencies who transact on behalf of other agencies.
    DOC, 1.51 MB

  • IntraUnit and InterUnit Transfers
    This Training Guide covers: An overview of changing an Assets's Chartfields, the steps to perform an IntraUnit transfer, IntraUnit transfers for Parent-Child Assets, and InterUnit Transfers - transferring an asset to another agency.
    DOC, 1.05 MB

  • Retiring and Reinstating Assets
    Training Guide contains an overview to Retirements and Reinstatements, steps to individually retire an asset, retiring an asset by trade-in, mass retirements via the Disposal Worksheet, retirements and Parent-Child assets, and reinstating assets.
    PDF, 834.13 KB

  • Entering & Updating Physical Information in Basic Add
    This training guide contains information pertaining to entering and updating physical information in Basic Add. The document contains information about the following: General Information page, Operation/Maintenance page, Asset Acquisition Details page, Location/Comments/Attributes page, and the Manufacture/License/Custodian page.
    DOCX, 662.69 KB

  • Parent-Child Relationships
    Training Guide that provides an overview of Parent-Child relationships, the two different methods for establishing Parent-Child relationships, and how to review Parent-Child relationships in SMART.
    PDF, 357.17 KB

  • Updating Locations and Custodians in Basic Add
    Training Guide that covers the information and pages used to update Locations and Custodians in Basic Add.
    PDF, 278.95 KB

Asset Integration

Property Assets

This section contains the training materials for integration with the Asset Management module.  These training materials cover Purchasing, Accounts Payable, and finally Asset Management.  You should review the documents associated with your role in integration.

This section contains the training materials for entering Property Assets in SMART.  Parent-Child relationships are used to link improvement assets to their respective land or building, therefore training information for Parent-Child relationships is included in this section.


  • Non-Owned Asset job aid
    Some agencies have a need to track assets that are not owned by their agency. This job aid contains the steps that outline how to enter these non-owned assets in to SMART's Asset Management module.
    PDF, 163.84 KB

  • Parent-Child Relationships
    Training Guide that provides an overview of Parent-Child relationships, the two different methods for establishing Parent-Child relationships, and how to review Parent-Child relationships in SMART.
    PDF, 357.17 KB

  • Property Assets and Related Improvements
    The comprehensive training guide covers the following information: Entering a property asset, procedures for land, buildings, land improvements, and building improvements. It also contains guidelines, additional considerations, and Asset Subtype definitions.
    DOC, 997.50 KB

Assets - Troubleshooting and Corrections

Assets - Reporting

This section includes training for how to make corrections for assets that were entered in error, or for assets that were entered with the wrong Profile ID.  The Cost History page shows the financial transactions on every asset; it is included in this section to assist you in validating the corrections that you make.


This section contains the training materials for Asset Management reports.
  • AM Tool 1 - Cost History Page
    Users Guide to the Cost History page which contains every transaction for each asset, as well as the book(s) associated to each asset. The Cost History page also includes the total cost for the asset.
    PDF, 287.98 KB

  • Erroneous Asset Removal job aid_v5
    This job aid outlines the steps needed to remove an asset from SMART. Please note this is not the normal retirement process. This job aid should be used if the asset was entered erroneously.
    DOCX, 498.31 KB

  • Incorrect Asset Profile Correction Job Aid_v5
    Users guide to correcting incorrect Asset Profile information in SMART.
    PDF, 383.68 KB

  • AM Reports and Info They Provide
    Users Guide to the many Asset Management Reports available in SMART. This job aid contains the following information for each of the Asset Management Reports available: Report number, report title, overview of the report / how to use the report, and navigation to access the report in SMART.
    DOC, 397.50 KB

  • Asset Reporting
    This training guide contains the step by step instructions to search for an asset, and a guide to the asset reports available in SMART.
    DOC, 1.02 MB

  • KS_AM_VCHRS_WITH_54XXXX_ACCT Query
    Users Guide to how to run the KS_AM_VCHRS_WITH_54XXXX_ACCT Query: This query was developed to help agencies validate that all assets have been added to the Asset Management module in SMART. This query displays a list of all vouchers within a specified date range with 54xxxx account codes.
    PDF, 402.38 KB

Assets Month/Year End Reconciliation

Asset Configuration

Use the training materials in this section to assist with monthly and annual asset reconciliation.
This section includes the values in the Location table, as well as a listing of all Profile ID's.  This section also includes instructions on adding or inactivating Area ID's (for those agencies who use this functionality).


  • AM - Preparing for Fiscal Year End
    Users Guide to Fiscal Year End closing activities associated with assets in SMART.
    PDF, 141.22 KB

  • Asset Management Month End Checklist
    This AM Month End Checklist contains the step by step instructions to review and process all asset management transactions in SMART, in preparation for the fiscal month end close process.
    DOCX, 33.05 KB

  • KS_AM_VCHRS_WITH_54XXXX_ACCT Query
    Users Guide to how to run the KS_AM_VCHRS_WITH_54XXXX_ACCT Query: This query was developed to help agencies validate that all assets have been added to the Asset Management module in SMART. This query displays a list of all vouchers within a specified date range with 54xxxx account codes.
    PDF, 402.38 KB

  • Adding and Inactivating Area ID's
    This job aid explains how to add and inactivate an Area ID. Area IDs are used to create a more granular level that further identifies the asset within a Location.
    PDF, 81.96 KB

  • Location Code Table Values
    Users Guide to (Asset Management) Location Code values in SMART.
    XLS, 294.00 KB

  • Profile ID Selection Job Aid_v3
    Users guide to Asset Profile ID numbers in SMART. Contains comprehensive listing of Expense Account codes, Asset Profile ID's, Asset Profile Descriptions, Asset Classes, Asset Types, and Book information.
    XLS, 100.50 KB

Safeguarding Assets

Assets - Other

This section contains the March 2014 MoM article information pertaining to the safeguarding of assets.  The goal of this content is to provide agencies an overview of utilizing the Asset Management Module to assist in safeguarding assets.


This section contains training materials not applicable to any of the sections above.