This step-by-step guide explains the process equipment custodians and authorized custodial delegates use to enter an Equipment Inventory Modification Request, or EIMR form in PeopleSoft Asset Management. Review the Requesting Equipment Inventory Modifications process to learn more about when an EIMR form should be submitted.
A limited-use paper form (Form EIMR-Other) is available only for modification request types not available in Peoplesoft (example: donations, equipment loans, inter-campus transfers, equipment not found in PeopleSoft, and other miscellaneous changes as instructed by Capital Accounting).
UCSF Health
UCSF Health departments, contact Jason Chao for a separate EIMR process.
How to Create a New EIMR Form in PeopleSoft Asset Management
- Custodians and Custodial Delegates can access the EIMR form in one of two ways.
After logging into PeopleSoft, navigate to:- Asset Management tile > EIMR Form tile; or
- From Custodian’s (or Custodial Delegate’s) WorkCenter > Links > Manage Assets > EIMR Form
If you are unfamiliar with navigating to or using the WorkCenter, learn more by reviewing How to Access the PeopleSoft Asset Management WorkCenter before continuing with this guide.
- Click the Add a New Value tab
- Select the appropriate Action Type from the drop-down menu . Mouse over the "?" icon to view a brief description and instructions for each Action Type.
- Click Add to create a new EIMR form ; the Equipment Inventory Modification Request (EIMR) page displays in the Work Area.
Information Available on the PeopleSoft EIMR Form Header
The EIMR Form Header contains:
- EIMR No – Displays as NEXT; the EIMR number will be auto-generated upon saving the form. The EIMR number is a 10-digit number comprised of the current calendar year plus a system-generated number (e.g., the fifth EIMR Form created by a user in the system during 2024 will be assigned EIMR number 2024000005).
- Action Type – Displays the action type selected from the Add a New Value tab. Click the "?" icon to view a brief description and instructions for each Action Type.
- EIMR Status – Displays as Draft and will change as the workflow progresses. See the EIMR Workflow Statuses reference guide for details.
- Attachments – Click Attachments to upload any document needed to support the request. The Attachments window opens as a pop-up . For details on completing the attachment of any document, see How to Attach Documents and Photos in PeopleSoft Asset Management.
How to Complete the New Asset Information Section (for Addition & Fabrication Action Types Only)
- Business Unit – Auto-populated with SFCMP for campus equipment/assets.
- Equipment Description – (Required) Enter description of equipment.
- Model – (Required) Enter the model number of the equipment.
- Serial Number – (Required) Enter the serial # of the equipment.
- Condition – (Required) Enter the condition of the equipment. Click the magnifying glass to look up Condition Codes.
- Custody Code – (Required) Enter the Custodian’s Custody Code. Click the magnifying glass to look up Custody Codes.
- Custodian & Title – Auto-populated based on the Custody Code selected.
- Location – (Required) Enter Location Code. Click the manifying glass to look up Locations.
- Building # & Room # - Auto-populated based on the Location selected.
- Notes – (Required) Statement/justification of the Action Type being requested.
- Chartfield Information - (Click the magnifying glass to look up available values for each field.)
- Fund Code, Dept ID – (Required)
- Project ID, Activity Period, Function, Flexfield and Cost – (Optional).
- Click [+] to add new line or [-] to remove existing line of Chartfield Information .
- Click [+] to add another piece of equipment to this form or [-] to remove a piece of equipment .
- Click View All to list all equipment recorded in this section .
How to Complete the Equipment Information Section (for all other Action Types)
- Business Unit – Defaults to SFCMP for campus equipment/assets.
- Tag Number – Enter tag number directly or click magnifying glass to look up the Tag Number.
- Serial Number – Optional; can be used to look up the equipment by clicking manifying glass.
- Equipment Description, Custody Code, Custodian, Title, From Location, From Building # & From Room # - Auto-populated based on the Tag Number or Serial Number of the equipment selected.
- To Location – Optional field based on the requirement of the Action Type. Click magnifying glass to look up To Location using Location Code, Decription, or Addresses if needed.
- Notes – Enter any notes related to the equipment selected.
How to Use the EIMR Form Comments Section
Custodians and Custodial Delegates use the Comments section to enter required support information and other detailed comments about the equipment modification request being submitted. Some Action Types require comments to be entered. Be sure to review the EIMR Form Action Types reference guide to determine when comments must be entered for a specific Action Type.
- Date/Time Stamp – Auto-populated date and time.
- Name – Auto-populate user’s name (Lastname, Firstname).
- Comment – Free-form text box where the Custodian or delegate can provide additional notes if needed.
- Click [+] to add another comment in this section.
- Click View All to list all comments recorded in this section.
Using the EIMR Form Command Buttons
Command Buttons allow Custodians and Custodial Delegates to perform different actions to handle the EIMR within the workflow process. Available Command Buttons and actions will differ based on whether the EIMR Form is created by Custodian vs. Custodial Delegate. Use the buttons pertaining to your situation to save, manage, and submit your EIMR form.
Buttons available to Equipment Custodians, and their functions:
|
Command |
Action |
EIMR Status |
|---|---|---|
|
Save |
Click SAVE to save information on EIMR form as draft without submitting the form. |
Displays as ‘Draft’ |
|
Submit |
Click SUBMIT to send the EIMR form via workflow to CAM for review/approval. |
Changes to ‘Pending Approval’ |
|
Cancel EIMR |
Click CANCEL EIMR to delete the EIMR form completely. |
Changes to ‘Cancelled’ |
|
Return to Search |
Click RETURN TO SEARCH to leave the EIMR form and to ‘Finding an Existing Value’ on EIMR Form Main page |
N/A |
|
Add |
Click ADD to leave the EIMR form and return to ‘Add a New Value’ on EIMR Form Main page |
N/A |
Buttons available to Custodial Delegates and their functions:
|
Command |
Action |
EIMR Status |
|---|---|---|
| Save | Click SAVE to save information on EIMR form as draft without submitting the form. | Displays as ‘Pending Approval’ |
| Approve | Click APPROVE to send the EIMR form via workflow to CAM for review/approval. | Displays as ‘Pending Approval’ |
| Cancel EIMR | Click CANCEL EIMR to delete the EIMR form completely. | Changes to ‘Cancelled’ |
| Return | Click RETURN to send back the EIMR form to Custodial Delegate for edits. | Changes to ‘Cancelled’ |
| Return to Search | Click RETURN TO SEARCH to leave the EIMR form and to ‘Finding an Existing Value’ on EIMR Form Main page | N/A |
| Add | Allows Custodian to leave the EIMR form and return to ‘Add a New Value’ on EIMR Form Main page | N/A |
Understanding the PeopleSoft Asset Management EIMR Form Workflow
EIMR Approval workflow displays on the EIMR Form when activated by either of the following events:
- When the EIMR Form is created and submitted by the Custodian - EIMR Approval workflow displays the approval of the submitting custodian, followed by the pending review of the Capital Accounting group .
EIMR Forms submitted by the Custodial Delegate require the approval of the Equipment Custodian prior to routing to Capital Accounting.
- When the EIMR Form is created and submitted by the Custodial Delegate - EIMR Approval workflow displays the pending approval of the equipment custodian, followed by the pending approval of the Capital Accounting group .
How to Manage EIMR Workflow
The EIMR Form will be routed for various activities throughout the review and approval process. Sometimes further activity by the Custodian or Custodial Delegate is required. Review the manage workflow matrix to determine if additional work is required:
|
EIMR Status is… |
Required Custodian/Custodial Delegate Action |
|---|---|
|
APPROVED by CAM |
EIMR Form is fully approved and ready to update in Asset Management. No action needed on EIMR. |
|
RETURNED by CAM or reviewer/approver |
Review comments from CAM, modify the EIMR Form as requested, and resubmit to CAM for review/approval. |
|
CANCELLED by CAM (or reviewer/approver) |
The EIMR Form is canceled and can no longer be resubmitted. |
When Will I Receive Notifications?
The Custodian and Custodial Delegate receive system-generated emails throughout the EIMR workflow process when:
- The EIMR Form prepared by the Custodial Delegate is pending review/approval by Custodian.
- The EIMR Form is submitted by the Custodian.
- The EIMR Form has been returned.
- The EIMR Form has been cancelled.
- The EIMR Form is approved by CAM (shown in the example).
