CUNYfirst Asset Management Quick Reference Guide, Lecture notes of Investment Management and Portfolio Theory

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CUNYfirst Asset

Management Quick

Reference Guide

CUNYfirst Quick Reference Guide

Log On

• Activate Your CUNYfirst Account In order to access CUNYfirst, users activate or claim their account through the Identity Management System (IMS). Step 1: Enter https://home.cunyfirst.cuny.edu in your browser’s address bar. Step 2: On the Login page, click New User link.

Step 3: On the Account Activation page, enter First name, Last Name, Date of Birth, Last 4 digits of SS number, and RECAPTCHA text. Note: Use your name of record with correct capitalization for the First Name and Last Name fields. Note: Date of birth should be entered in mm/dd/yyyy format e.g. 11/30/1978. Note: If you are not certain of the information requested, it is recommended that you contact the Office of Registrar.

Step4: Click the Submit button.

Step 5: On the Challenge Questions and Answers page, select or create five different questions and enter different answers. In the event you forget your password, then you will be asked three of these five questions and your answers must match each character. Then click OK button.

Note: In CUNYfirst, users may reset their password with Challenge Questions and Answers.

Step 6: On the Choose a Password page, enter and confirm your password. Note: The two entries must match or the user will have to re-enter both fields. Note: CUNY Password Policy when choosing a password

• 8 or more characters
• 1 or more uppercase letters
• 1 or more numeric or special characters Note: CUNY Password Reset Policy
• No change for 5 days after last password change
• Not one of 4 previous passwords
• Expires 90 days after the last password change

An email notification will be sent to users whose password is going to expire in the next 7 days. Within the 7 days prior to the expiration of the current password, a screen displays for the user to change their password

At 90 plus days, CUNYfirst will require the user to change their password.

Note:

1. Asset Management Functional Roles: For Property Manager, check “add” next to “Property Manager. For Accountant, check “add” next to “Asset Access – View Only”.
2. User’s Primary Permission List & Row Level Security: Choose CUFDSPGLXXXALL if the user need to see all business units. Choose CUFDSPGLXXX## for specific business unit.

Step 2: Fill out highlighted sections and parts on CUNYfirst Procurement User Access Request Form – PRODUCTION.

Note: Highlighted sections on both forms are required.

Step 3: Add Special Instructions.

• Sign In to My CUNYfirst Account

Step 1: Enter https://home.cunyfirst.cuny.edu in your browser’s address bar.

Step 2: Enter your Username and Password and click the Log In button.

Note: Faculty, staff, and students are assigned a unique Username and create their own Password. Do not share this information with anyone.

If you have any questions or problem logging in, please contact Help Desk. 212-541-0981/ [email protected]

• Sign Out of My CUNYfirst Account

Step 1: Click the Sign Out link in the upper right corner of the screen.

Step 2: You have successfully ended your session in CUNYfirst.

Step 3: Close all web browser windows to clear the session information.

• Set Up SACR

Setting up User Defaults enables CUNYfirst to automatically enter specific values in a range of fields. User defaults speed data entry by pre-filling fields or values that are or nearly are standard for a given end-user. Still, these defaults may be overridden at any time.

Users should review the defaults periodically (beginning of each tem) to determine if changes are required (such as term default).

Step 1: Enter the CUNYfirst URL https://home.cunyfirst.cuny.edu in your browser’s address bar to access the CUNYfirst Portal Login page.

Step 2: Navigate to: Set Up SACR > User Defaults.

Step 3: Click the Academic Institution Look Up icon; and then select any link on the correct row.

Note: Upon select of the Academic Institution, the Career Group SetID and Facility Group SetID auto-display.

Step 4: Click the OK button.

• Delete a Favorite

My Favorites allows you to delete a bookmark.

Step 1: Enter https://home.cunyfirst.cuny.edu in your browser’s address bar:

• Enter your Username and Password and click the Log In button.
• From the Enterprise Menu, select the HR/Campus Solutions link.

Step 2: Navigate to: My Favorites > Edit Favorites.

Step 3: On the Edit Favorites page to remove a favorite, click the Delete button on that favorite’s row.

Step 4: On the Message from webpage window to confirm the favorite is to be deleted, click the OK button.

Step 5: Click the Save button.

Note: The favorite will not be deleted until you complete this step.

• Sequence Favorites

On the My Favorites menu, bookmarks are listed in the order in which they were added to My Favorites. My Favorites allows you to sequence bookmarks of commonly used components in My Favorites on the CUNYfirst Main Menu.

Step 1: Enter https://home.cunyfirst.cuny.edu in your browser’s address bar:

• Enter your Username and Password and click the Log In button.
• From the Enterprise Menu, select the HR/Campus Solutions link.

Step 2: Navigate to: My Favorites > Edit Favorites.

Step 3: On the Edit Favorites page in the Sequence number field, enter a numeral to indicate the preferred position on the list for each favorite.

Note: The number ‘1’ is the first favorite on the revised list.

Step 3: Enter the query name “CU_FSAM_CONSOLIDATE_ASSETS”, then click Search.

Note: All Asset Management reports begins with “CU_FSAM”.

Step 4: Run the report. Select the desired format.

Step 5: Enter Business Unit. Then Click View Results.

Step 6: Analyse the report to decide what need to be done with the assets:

1. Approve financial or physical information (loaded as it is)
2. Consolidate or unitize assets
3. Put on hold

Note: If asset information is missing, review POs and Vouchers to make decisions.

• View Purchase Orders

View details of a specified Purchase Order.

Step 1: Enter https://home.cunyfirst.cuny.edu in your browser’s address bar:

• Enter your Username and Password and click the Log In button.
• From the Enterprise Menu, select the Financials Supply Chain link.

Step 2: Navigate to: Asset Management > Asset Transactions > Acquisition Details > Review Purchase Orders.

Step 3: On the Purchase Orders search page Find an Existing Value tab Business Unit field, enter or look up the Procurement Business Unit.

Note: Under the Purchase Order, the Business Unit is the school initial plus PR.

Step 4: In the PO ID field, enter the ten digits PO ID.

Note: An entry in the PO ID field reduces the Search Results to a single row.

Step 5: Alternatively, enter search criteria into any of the following fields: Contract SetID, Release Number, Purchase Order Date, PO Status, Short Vendor Name, Vendor ID, Buyer, Buyer Name, and PO Type.

Step 6: Click the Search button.

Step 7: The Search Results display at the bottom of the page. Select any link on the correct row.

Step 8: The Purchase Order Inquiry page displays. At the top of the page, the Unit, PO Status, and PO ID indicate the PO.