The purpose of this job aid is to provide Unit Contacts and Unit Specialists with an understanding of the three tools available for updating asset records during the physical inventory process. It is the responsibility of a Unit Contact or Unit Specialist to select the most appropriate tool for the task at hand. This table provides a comparison of each tool.

The 9 editable attributes are:

1. Description
2. Location code
3. Custodian (UIN of the person responsible for the asset)
4. Equipment Manager (can only be someone who has a UIN)
5. Condition
6. Manufacturer's name (required for assets with cost of $5,000 or more)
7. Model number (required for assets with cost of $5,000 or more)
8. Serial number or Vehicle Identification Number (required for assets with cost of $5,000 or more)
9. In-Service Date

Scenario Examples

Batch Upload Scenario

The Batch Upload functionality in FABweb provides Unit Reps with the ability to update one or more of the 10 editable attributes of multiple asset records to unique values using a spreadsheet template at any time of the year, including during the physical inventory process. The spreadsheet template may be completed by someone other than the Unit Rep, but only a Unit Rep can upload the spreadsheet template to FABweb.
The following scenario is an example of when it would be appropriate to use the Batch Upload functionality during the physical inventory process:

• A Unit Contact (or Unit Specialist) physically locates four assets: Microscope A, Microscope B, Server A, and Server B.  
• The Unit Contact (or Unit Specialist) then updates the status of these four asset records to “Verified” in Biennial Inventory. For more information, please see the job aid: Verifying Items.
• The Unit Contact (or Unit Specialist) then retrieves the four asset records using Mass Update in Biennial Inventory and compares the actual physical asset to the corresponding asset record. The Unit Contact (or Unit Specialist) notices that:
• Location and Description are incorrect for Microscope A
• Equipment Manager and Custodian are incorrect for Microscope B
• Condition and Custodian are incorrect for Server A
• Location and Condition are incorrect for Server B
• At this point, the Unit Contact (or Unit Specialist) needs to decide which of the three functionalities available for updating asset records to use. In this scenario, the multiple attributes of multiple asset records need to be updated to unique new values, so the Unit Contact (or Unit Specialist) should use Batch Upload. For more information, please see the job aid: FABweb Batch Uploads - Updates.
• The Unit Contact (or Unit Specialist) will provide the Unit Rep with the completed spreadsheet template. Of note, the Unit Contact (or Unit Specialist) can generate the spreadsheet template using a button within Mass Update. For more information, please see the job aid: Biennial Inventory Mass Update.

Unit Contacts and Unit Specialists should be aware that updates to asset records pushed from FABweb to Banner will not be reflected in Biennial Inventory. The Unit Contact (or Unit Specialist) can verify updates to asset records made using Batch Upload by searching for the asset record in either Asset Search or Banner Fixed Asset Master Query Page (FFIMAST). For more information, please see the job aids: Asset Search and Banner Fixed Asset Master Query Page (FFIMAST).

Mass Update Scenario

The Mass Update functionality in Biennial Inventory provides Unit Contacts and Unit Specialists with the ability to update one or more of the 10 editable attributes of multiple asset records to the same new value during the physical inventory process.  

The following scenario is an example of when it would be appropriate to use the Mass Update functionality during the physical inventory process:

• A Unit Contact (or Unit Specialist) physically locates four assets: Microscope A, Microscope B, Server A, and Server B.
• The Unit Contact (or Unit Specialist) then updates the status of these four asset records to “Verified” in Biennial Inventory. For more information, please see the job aid: Verifying Items.
• The Unit Contact (or Unit Specialist) then retrieves the four asset records using Mass Update in Biennial Inventory and compares the actual physical asset to the corresponding asset record. The Unit Contact (or Unit Specialist) notices that the Location code attribute on each asset record is incorrect.
• At this point, the Unit Contact (or Unit Specialist) needs to decide which of the three functionalities available for updating asset records to use. In this scenario, the Location code attribute of multiple asset records needs to be updated to the same new value, so the Unit Contact (or Unit Specialist) should use Mass Update. For more information, please see the job aid: Biennial Inventory Mass Update.

Manage Inventory Scenario

The Manage Inventory functionality in Biennial Inventory provides Unit Contacts and Unit Specialists with the ability to update one or more of the 10 editable attributes of a single asset record to unique new values during the physical inventory process.

The following scenario is an example of when it would be appropriate to use the Manage Inventory functionality during the physical inventory process:

• A Unit Contact (or Unit Specialist) physically locates four assets: Microscope A, Microscope B, Server A, and Server B.
• The Unit Contact (or Unit Specialist) then updates the status of these four asset records to “Verified” in Biennial Inventory. For more information, please see the job aid: Verifying Items.
• The Unit Contact (or Unit Specialist) then retrieves the four asset records using Mass Update in Biennial Inventory and compares the actual physical asset to the corresponding asset record. The Unit Contact (or Unit Specialist) notices that the Location code, Description, Condition, and Manufacturer attributes on Server B asset record are incorrect.
• At this point, the Unit Contact (or Unit Specialist) needs to decide which of the three functionalities available for updating asset records to use. In this scenario, multiple attributes of a single asset record need to be updated to the unique new values, so the Unit Contact (or Unit Specialist) should use Manage Inventory. For more information, please see the job aids: Using Manage Inventory Page and Updating Item Attributes.