Reallocate Asset

Overview

All property and equipment purchased with university funds (including unrestricted funds, grants, endowments or gifts), donated to the university, or acquired for the university through other means are the property of the University of Alaska and title remains with the university at all times until asset disposal. The following describes the procedure for updating an asset record when it is transferred between of any university department/group.

Non-controlled property may be transferred among departments with no other documentation other than updating the asset record. All controlled (tagged) items must have a University of Alaska Property Transfer Report initiated by the disposing department and completed by the receiving department with authorized signatures required from both. The completed form is then attached to the asset record, as well as submitted to the applicable campus property group (e.g. UAA General Support Services) for processing. This form is to be used for transfer between university departments only. This includes items being transferred into Surplus, with a Property Transfer Report required for all tagged items.

What materials do I need?

How do I use this technology?

  1. Open a web browser.
  2. Navigate to the UA ESM website.
  3. Login to UA ESM with your UA Email address and password.
  4. Click View Applications.
  5. Click Assets/CIs.
  6. Locate the existing asset record.
    • See the KB article Search for an Asset for tips and suggestions on searching the asset database.
    • Alternatively, scan the Asset QR code if so equipped. If the Asset QR code is scanned, skip to step 4.
  7. Click the Asset ID, Serial Number, or Asset Name of the asset you will be transferring.
    Enterprise Service Managment Asset list asset id highlighted
    The asset details will appear in a side panel window.
  8. Click the Update button in the menu bar of the record.
    Enterprise Service Management Asset detail update button highlighted
  9. Click the Location field.
    Enterprise Service Managment Asset form location field
    1. In the search box, enter text representing the building where the asset will be relocated to.
      Enterprise Service Management asset form location search example
    2. Click the desired building name from the results.
    3. The Location Room field will now be displayed.
      Enterprise Service Managment Asset form location room field
    4. Click into the Location Room field.
    5. In the search box, enter text representing the room the asset will be located in.
      Enterprise Service Managment Asset form location room search example
    6. Click the desired building room from the results.
  10. Click the Owning Acct/Dept field.
    Enterprise Service Managment Asset form owning acct/dept field
    1. In the search box, enter text representing the department that the asset is being transferred to.
      Enterprise Service Managment Asset form owning account/department field search example
    2. Click the desired department from the results.
    3. Ensure the Remove the previous owning acct/dept from the asset's users is selected.
      Enterprise Service Management Asset form remove previous owning account/department checkbox selected
  11. Update the Owner field as appropriate.
    • If the asset will be assigned to a specific person, click the Owner field.
      1. Click the search box, and enter the UA Username of the person that asset will be assigned to.
        Enterprise Service Managment Asset edit owner search result example
      2. Click the desired person from the results.
      3. Ensure the Remove the previous owner from the asset's users is selected.
        Enterprise Service Management Asset form remove previous owner checkbox selected
    • If the asset will not be assigned to a specific person, and is currently assigned to a person.
      1. Click the clear button next to the Owner field.
        Enterprise Service Management Clear current owner button highlighted
      2. Ensure the Remove the previous owner from the asset's users is selected.
        Enterprise Service Management Remove previous owner from asset's user button selected
  12. At the top of the window, click the Save button.
    Enterprise Service Management Asset update save button highlighted
  13. Click Back to Start button to exit update screen.
    Enterprise Service Management Asset detail to detail button highlighted
  14. Assets with a UA Property Tag must complete the following steps.
    1. Click the Attachments tab.
      Enterprise Service Management Assets/CIs asset detail attachment button highlighted
    2. You can either click the + Attachment button, or drag and drop the desire file(s).
      Enterprise Service Management Assets/CIs Asset detail attachment tab
    3. Attach the completed and signed University of Alaska Property Transfer Report form.
      • If the asset has been previously transferred the existing UA Property Transfer Reports must be retained.
    4. After the file is uploaded, the asset record should look something like the following.
      Enterprise Service Managment Assets/CIs asset detail attachment tab with property transfer form example
  15. When finished updating the asset record, close the asset detail side panel window.

Need additional help or have issues

For support, requests may be submitted anytime by Requesting Support for the Enterprise Service Management service. Support Requests are worked by Priority based on the Impact and Urgency of need as well as the order they are received by the IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for ways to contact the appropriate support group.

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