During the custodial review process, a Custodial Delegate may be assigned equipment records to update by the Equipment Custodian.
Equipment records assigned to a Custodial Delegate will remain on the Custodian's list for visibility purposes. The name of the Custodial Delegate assigned by the Custodian to perform updates will also appear in the Delegate field under the “Additional Information” section of the Asset Information page.
Custodial Delegates must log into PeopleSoft promptly and update all of the asset’s key information, including:
- Make
- Model
- Serial Number
- Location
Once the Custodial Delegate notifies the Custodian that updates are complete, the Custodian must return to the record and mark it as Custodial Reviewed. The Custodial Delegate cannot mark a record as Custodial Reviewed.
This guide details how you will receive notification of a delegated asset, and provides the necessary steps to complete the custodial review process as a delegate. Equipment Custodians should instead follow the steps in the How to Conduct Custodial Review guide.
You can also watch a short video outlining the basic steps of the Custodial Review process:
Receiving Notification of a Newly Delegated Asset and Signing into PeopleSoft Asset Management
When the Custodian assigns an equipment record to the Custodial Delegate, an email notification is sent to the Delegate. The email includes the name of the assigning Custodian and a description of the equipment items. Click the included hyperlink to access the Asset Information page directly in PeopleSoft Asset Management.
- If you are already signed into MyAccess (opens in new window) you will be signed automatically into PeopleSoft and taken to the Asset Information page to review and update the equipment record accordingly.
- If you have not signed into MyAccess (opens in new window) you will be prompted to sign in before the Asset Information page displays to review and update the equipment record accordingly.
Remember, you must also be connected to the UCSF VPN to access PeopleSoft.
How to Perform Custodial Review of the Delegated Asset in PeopleSoft
The Asset Information page is used to conduct the Custodial Review process for Capital Equipment. If you clicked on the direct asset link from the assignment email you received, skip to step 2 to begin populating the Asset Information page.
For updates as a delegate to existing assets that have already been marked custodial reviewed, follow the steps in the How to Use the Capital Equipment Internal Search in PeopleSoft step-by-step guide to find and select the asset, then continue on to step 2 below to complete the necessary updates.
If you did not click on the link in the notification email for a newly delegated asset, access the Asset Information page from the Transactions Pending Custodial Review section of your WorkCenter:
- From the Transactions Pending Custodial Review work area, click the hyperlink of the Asset ID or Tag Number of the equipment you want to review .
See the final section of this guide titled How to Customize the Asset Information Page Layout for steps on customizing your optional personal layout.
- The Asset Basic Information page opens in a pop-up window . Use the scrollbars to review the equipment information presented on the Asset Basic Information page for correctness while updating fields and entering missing information accordingly.
Commonly updated fields include:
- Header :
Description, Detailed Description. The Placement Date should be updated to reflect when the equipment was actually received on location.
- Manufacturer Information :
Add or update the equipment Serial Number, Manufacturer Name, Model. Other open fields are optional for entry.
- Location :
Change the location for the equipment as needed to keep the location current. Click the magnifying glass icon to search by location description. When providing the location be sure both the 4-digit CAAN Building Code (Building Codes list) and the room number are included to ensure compliance with Federal regulations (e.g. Mission Center Building room 425 is listed as 2415425).
- Comments :
Add comments regarding updates made to equipment information. Click the [+] sign to add a new comment. Note, comments cannot be modified or deleted after clicking a Command button (e.g., Save, Submit).
Other fields used less commonly:
Additional Information :
- Curator Field : This field is used by the Equipment Custodian to select a Curator for the equipment (if a Curator was not assigned during the BearBuy purchasing process) or to change the current Curator. Delegates cannot edit this field.
- Delegate Field : This field is used by the Equipment Custodian to assign a custodial delegate to the asset. Delegates cannot edit this field.
Physical and Custom Attributes :
-
Condition Code :
Change the equipment condition. The most current condition of the equipment is presented. Other fields are optional.
Click the + sign at the top right corner of the section to add a new Condition.
Click the magnifying glass icon to select the appropriate new condition of the equipment from the list.
Custodian Information :
- Custody Code # - The custody code assigned to the equipment at the time of purchase in BearBuy. If necessary, you can change the custody code to another within your custody code family. To change the custody code:
- Click the magnifying glass.
- Select the new custody code from the list.
- You can also view the chartstring information related to the asset's purchase in this section.
- After making all necessary adjustments to the asset information, close the Asset Basic Information page by clicking the X in the upper right-hand corner of the window (not shown).
How to Notify the Equipment Custodian of a Completed Custodial Review
Since Custodial Delegates cannot complete the review process in PeopleSoft, you must notify the Equipment Custodian that your review is complete and the asset is ready to be marked "Custodial Reviewed".
This process is not available in PeopleSoft. Send an email to the Custodian to let them know you have completed your review and any updates to the equipment record. The Custodian will review your updates and mark the asset as "Custodial Reviewed".
Affixing the Asset Tag to the Equipment
The Equipment Custodian also receives campus mail from CAM containing a bar-coded property tag sticker, a description of the equipment being added, and a request for additional information including the equipment model, serial number, and location. In addition to performing a custodial review on the delegated asset, you may be asked to affix the property tag to the equipment by the custodian.
The UCSF Property Tag:
- Bar-coded 9-digit property number
- First two digits indicate the year the asset was added to inventory
- Second two digits indicate the UC Campus that originally acquired the asset (e.g. 20 for UCSF)
- The remainder of the digits indicate the sequential placement of the equipment into the equipment system that year
You should:
- Place the property tag securely on the equipment as soon as possible in an easily visible location. If the attachment of the tag will affect proper operation of equipment, the tag should instead be kept inside a binder with a picture of the equipment (if possible) along with all other asset information.
- Return the requested additional information to CAM. When providing the location, be sure both the 4-digit CAAN Building Code (Building Codes list) and the room number are included to ensure compliance with Federal regulations (e.g. Mission Center Building room 425 is listed as 2415425)
How to Customize the Asset Information Page Layout (Optional)
The Asset Information page can be customized to display commonly-edited sections during the Custodial Review process. Page layout customizations are completely optional and saved on exit for each individual user. They will be active when the Asset Information page is next displayed.
After navigating to the Asset Information page via the WorkCenter, click on a pending transaction for custodial review. You can also customize the page layout if you do not have a pending transaction. Navigate to the WorkCenter Links section and select the Asset Information link under Manage Assets. Search for an existing asset by entering the applicable search criteria, typically the equipment tag #.
- From the Asset Basic Information page, select the Customize Page Layout hyperlink . The Customize Page Layout window is displayed.
- For each section of the Asset information page, you can choose to Hide Section, Collapse Section, or Uncollapse Section. The recommended action is to collapse infrequently edited sections keeping commonly-edited sections uncollapsed for editing.
- Select Collapse Section for the following recommended sections:
- Asset Resource Information
- Maintenance Information
- Additional Information
- Custodian Information
- License Information
- Physical and Custom Attributes
- Click OK to save your changes and return to the Asset Information page .
- Sections of the Account Information page can also be manually collapsed. The Utilization and Maintenance Workbench sections are not selectable from the Customize Page Layout window. Click the collapse section icon to minimize each section . We recommend the remaining sections (Asset Structure, Manufacturer Information, Location, and Comments) be set to Uncollapse Section.
