固定资产管理流程.ppt

BestPracticeFinancialProcesses FixedAssets FixedAssets BestPracticeObjectives FixedAssetsObjectives Tomaintainacompleteregisterofalltheorganisation sfixedassetswhichreflectslocation age currentvalues associatedcostcentresTocalculatedepreciationconsistentlywithfinancialreportingrequirementsTooptimisereplacementpoliciesTominimiseownershipcosts Organisation AssetrecordingintegratedwithmaintenanceandnonfinancialdataCentralisedassetaccountingAssetownershipdevolvedtobusinessunitlevel People ControlfocusedChallengeassetrequisitionproposals Processes MaintainassetregisterAcquisitionsanddisposalsDepreciationchargeVerifyingassetbaseMaintainingofvaluationbasis Controls AssetverificationAssetvaluationAcquisitionanddisposalauthorities Measures NumberofassetsmaintainedCostofdepartmentElapsedtimetorecordasset InformationSystems AssetledgersintegratedwithGLandAPDepreciationandprojectcontrolbycostcentreAutomateddepreciationcalculation FixedAssets Measures CostDrivers NoofBusinessUnitFTEsperFixedAssetsFTE 10percentile Median 90percentile 7 31 151 Costdrivers FixedAssetscostperBusinessUnitFTE in s Median 14days 90percentile 40days 10percentile 1day FixedAssetsprocessingtime ComplexityofassetsNumberofassetsonregisterNumberofassetmovementsComplexityofdepreciationpoliciesComplexityofauthorisationproceduresRangeofdataheldNumberofusersofdatarange Source StatisticstakenfromBenchmarkingdatabase 21February1997 SeparatefixedassetsmoduleLackofassetownershipCostofassetusagenotattributedtoproductPerformedbyFinanceDepartment Integratedsystemsfor AssettrackingviaGeographicalInformationSystem GIS AssetusageNetworkCapacityPlanningAssetMaintenanceCapitalprojectplanningandcontrolProduct servicecostingBUresponsibilityforownership From To FixedAssets Trends FixedAssets CriticalSuccessFactors Theseareasummaryofthekeybusinessrequirements whichmustbemettoachievetheobjectives AssetaccountingpoliciesclearlydocumentedAppropriatecodingbyassetcategoryestablishedAuthoritylevelsclearlydefinedProceduressurroundingFixedAssetprocessaredocumentedandcommunicatedtostaffBudgetsinplaceforcapitalexpenditureAllexistingassetsidentifiedandclassifiedStafftrainedinFAprocessandhaveclearrolesandresponsibilitiesStatutoryandtaxrequirementsunderstoodFAcalendarinplaceandcommunicatedtostaffStandingdatasetuponthesystemreflectingassetaccountingpoliciesAbilitytomodeldepreciationscenario Inventory AccountsPayable Audit Projectaccounting Purchasing GeneralLedger FixedAssets FixedAssets Level0ContextDiagram Assetdata depreciationetc Goodsissued Assetdetails assetpayments MgtReports Statutoryreports Assetdisposals Capitalisedassets Commitments Uniqueassetidentifier ManagementAccounting Accountsreceivable Maintenance MaintenaceCycle CircuitProvisioning Usagedata FixedAssets Level1Overview ChangesinFAPoliciesandProcedures FAregisterstructuremaintained UpdatedFARegister UpdatedFAregister reports ReconciledGLA c s Requestforadhocreports Reports VerifiedFARegister AuthorisedGLadjustments AssetsfromAPorprojectaccounting AssetAdditionnotification GLa c smaintainedfordisposal UpdatedFARegister GLa c smaintainedforadditions Assetadditionnotification Amend updateassettypesorcategories MaintainStandingData FA1 1 Adjustments Reports NotificationproceduresSystemvalidationcontrolsChangerequestproceduresAuthorisationrules RequesterFAaccountantFinancemanager SystemcontrolsAccountingpolicies Disposalprocedures validationprocedures authorisation reconciliationprocedures Costcentremanager FAaccountingstaff FArequester financialmanager Reports APsystemFAaccountingstaffCostcentremanagers AuthorisationproceduresMaintenancepolicySystemcontrols FAaccountingstaffCostcentremanagerManagementaccountant DepreciationpoliciesMaintenancepoliciesSystemscontrolsMonthendreconciliationPeriodendtimetableCostcentreanalysis FAaccountingstaffFAsystem VerificationtimetableInventorycontrolsystemAudittrialAuthorisationforwriteoff s FAaccountingstaffInventorystaff ReportingguidelinesSystemcontrols FAaccountingstaffFAsystemsCostcentremanagers FixedAssets Level2FA1 1MaintainStandingData ChangesinFAPoliciesandProcedures Request Formalrequest Acceptedrequest Rejectedrequest Actionedrequest FARegisterstructuremaintained Amend updateassettypesorcategories Changerequestprocedures Changerequestprocedures Authorisationrules Systemvalidationcontrols Notificationprocedures Requester FAAccountant FinanceManagers FAAccountant FAAccountant FixedAssets NotesonMaintainStandingData BestPracticeFeaturesAssetaccountingpolicesclearlydocumented MasterDatasetuponthesystemtoreflectthesepoliciesAppropriatecodingbyassetcategoryestablishedProceduressurroundingtheFixedAssetprocessaredocumentedandcommunicatedtostaffincludingrequirementsforissuingnewcodesAssetRegisterRulesincorporatedintoMasterFile whichcontrolissuesofnewnumberswithinstructuredcodingschemeStafftrainedinFixedAssetAccountingprocessesandhaveclearrolesandresponsibilities TheyshouldhaveagoodunderstandingofnetworkandengineeringareasSupervisorystaffunderstandstatutoryandtaxrequirementsInternalControlRequirementsOnceentered updatesshouldbeverifiedagainsttheoriginalrequestsCodeswillbereceivedfromtheMasterFileandupdateswillbeconfirmedagainsttheMasterFileThesystemwillcheckthatallrequireddatafieldsarecompleteTheremustbesupervisoryreviewforMasterDataupdatesKeyPerformanceIndicatorsSpeedofupdate timefromreceiptofrequesttomodificationandverificationofrecords thisshouldnotexceedonedayNumberofinputerrorswhenassetdetailsarevalidated thisshouldbezeroCostDriversComplexityofassetsNewtypesofassetsNumberofchangestophysicallocationcoding FixedAssets Level2FA1 2AddAssets AssetsfromAPorProjectAccounting Assetadditionnotification APlineswithSkeletondetails APlineswithadditionalinformation AddedAssets UpdatedFARegister FAregisterstructuremaintained FAregisterstructuremaintained GLa cmaintainedforadditions SystemcontrolsAccountingpolicies AccountingPolicies SystemControls APSystemFAaccountingstaffSystemcontrols accountingpolicies FAaccountingstaff FAaccountingstaff FAaccountingstaffCostcentremanagers FixedAssets NotesAddAssets BestPracticeFeaturesLinkeddatabasesusedinrecordingassetdetails toincreaseaccuracyoftheassetregisterandtoeliminateduplicatepapertrailsAppropriateasset numbering methodsdrivenbyusersofassetinformation barcodingusedonrelevantassetsDirectlinkstoProjectAccountingClearpolicyestablishedfortreatmentofassetsandguidanceonhowtoclassifydifferenttypesofassets toreducethenumberofreclassificationsneededSysteminterconnectiontoMIS ManagementInformationSystems fortaxandinsuranceplanningAssetsidentifiedby custodian i e personwhocontrolstheasset ratherthanadepartmentorthecompanyasawholeUnifiedtransferpricinginallBusinessUnitsforassettransfersUseofassettransferstrategytooptimisetheusageofassetsInternalControlRequirementsAssetnumbercontrolsAllassetregisterupdatesreviewedafterentry tolimitperiodenddifferencesUpdatedetailssentperiodicallytosourceandassetcustodian orotherinitiatoroftheupdate forinformationandcoroborationpurposesKeyPerformanceIndicatorsNumberofreconciliationatperiodend ifareconciliationisneededbetweenFixedAssetsandotheraccounts thisindicatesthatoneorotheroftheaccountsisnotuptodateNumberofchangesprocessedNumberofverificationadjustmentsCostDriversNumberofassetsAverageusefullifeofassets i e rateofassetturnover NumberofchangesinMasterDataleadingtomanualadjustments e g changeinorganisationcodes Numberofrevaluation s disposals FixedAssets Level2FA1 3DisposeofAssets Salespriceandbuyerconfirmed Sale Disposalcompleted AssetsaleordisposalregisteredwithAccountsdept FARegisterupdated Assetsidentifiedfordisposal Assetdisposalnotification InterfacetoGL GLa c smaintainedfordisposals UpdateFAregister Disposalprocedures Valuationprocedures Authorisationprocedures Disposalprocedures Disposalprocedures Reconciliationprocedures Costcentremanagers Costcentremanagers Costcentremanagers Costcentremanager FAaccountingstaffFAregister FAaccountingstaffFinancialmanager FixedAssets Level2FA1 4MaintainAssetRegister Systemscontrols UpdatedFARegister FAaccountingstaffCostcentremanagersManagementaccountant AuthorisationproceduresMaintenancepolicy Assetregisterupdated Reports AuthorisationproceduresMaintenancepolicy FAAccountingstaffCostcentremanagers FAaccountingstaff Approvedrequest FixedAssets Level2FA1 5PerformPeriodEndRoutine Reports UpdatedFAregister reports ReconciledGLaccounts Depreciationamounts FAinterfacewithGL Adjustments DepreciationpoliciesMaintenancepolicies Systemscontrols MonthendreconciliationPeriodendtimetableCostcentreanalysis Periodendtimetable FAaccountingstaff FAaccountingstaffFAsystem FAaccountingstaff FAaccountingstaffFAsystem Adjustments FixedAssets NotesDepreciationcalculation BestPracticefeaturesIntegratedfixedassetsystemstocalculatedepreciationchargesfortaxandaccountingpurposesDepreciationratesbyassetcategoryarebasedonusefullifeoftheasset ratherthandesignedtomeetaccountingrequirementsonlyConsistencyofdepreciationmethodsandratesacrossthebusinessInternalControlrequirementsResultsofdepreciationruncomparedtoexpectedamounts frombudgetorforecast toidentifypotentialerrorsandover runsUpdatestoassets depreciationinformationmustonlybeacceptedifproperlyauthorisedandconsistentwithmanagement taxpolicyKeyPerformanceIndicatorsTimetakentoupdatedepreciationdatainfixedassetregisteratperiodcloseReconcilingitemsondepreciationaccounts shouldbezeroCostDriversNumberofdepreciationratesNumberofassets FixedAssets NotesPerformPeriodEndRoutine BestPracticeFeaturesAutomaticdataflowsbetweenledgers e g betweenFixedAssetRegisterandGeneralLedger ProjectAccounting etc toremovemanualreconciliationeffortSystemallowsassetstobegroupedordesegregatedforreportingpurposesInternalControlRequirementsSysteminternalcontrols e g userprofiles TimelyandaccurateclearanceofsystemrejectreportsReconciliationofbudgetVs actualperiodendtotalsReconciliationofmovementinfixedassetaccountsforthemonth e g newNBV oldNBV additions disposals depreciation KeyPerformanceIndicatorsTimetakentocloseFixedAssetRegisteratperiodendTimetakentocompletetheGL FAreconciliationDifferencesduringreconciliationTimetoprintouttheperiodendreportsCostDriversNumberofassetrecordsCPUtimeforgenerationofreportsReconciliationrequiredtoclearGeneralLedgermis matchesNumberofnecessarychangesduringreconciliationwithGeneralLedger FixedAssets Level2FA1 6VerifyPhysicalAssets UpdatedFAregister reports CompletelistforInventorycontrol Feedbackonitemsheld Itemstobefurtherinvestigated Identifiedcorrections VerifiedFAregister AuthorisedGLadjustments Verificationtimetable Inventorycontrolsystem Inventorycontrolsystem Audittrial Authorisationforwriteoff s FAac