Controllable Property System

Owned by Paul Morano, created
Jan 22, 2024
3 min read

The Controllable Property System (CPS) is a web based application that allows users to update assets (laptops, tablets etc) that have been assigned to them in the Kuali Financial System (KFS).

Users can identify if they still have or no longer have the asset by clicking a checkbox next to the asset name. They can also add or change comments that are relevant to the asset.

Once the user is ready, they can submit their selections which are then stored on a database. Daily, all assets are compiled and sent to the inventory control team for processing.

 

​ Notable Links

Accessing the system

The CPS can be accessed at the following urls.

The system has CAS security up front, so you’ll have to log in using your net id. The system itself divides users into 2 groups - standard and admin users.

Admin users are determined by 2 ways

  1. On each server, a list of users are set in a property file. These are typically financial team members.

    1. /srv/uconn_configs/webapi/aewebweb/config/security.properties

      1. aeweb.admin.users={'pam16105','rlr15105','dac04010','brl14003','btp98001','law02011','ajm02012','bnm09001','daf06010'}

  2. KFS roles. There are currently 2 roles that are used to determine if a CPS user should have admin access.

    1. KFS-CAM Processor

    2. KFS-CAM Controllable Property Admins

 Database Tables

When a user submits their selections with the CPS, the data on the form is saved into the following database tables under the AEWEBT and AEWEBP services.

CPS table

Each entry in this table represents the submission at a high level.

COLUMN

DESCRIPTION

SAMPLE

COLUMN

DESCRIPTION

SAMPLE

ID

Unique ID

14346

CREATE_BY

Created by net id

pam16105

CREATE_DATE

Created date

22-JAN-24

UPDATE_BY

Updated by net id

pam16105

UPDATE_DATE

Updated date

22-JAN-24

ORG_ID

Org number used on the submit. Admins can load an entire org.

NULL

OWNER_ID

net id of the asset owner. May be different than the request net id.

pam16105

REQ_ID

net id of the user submitting the request

pam16105

CPS_ASSET table

Assets associated with the submission.

COLUMN

DESCRIPTION

SAMPLE

COLUMN

DESCRIPTION

SAMPLE

ID

Unique ID

14347

CPS_ID

CPS id associated with the asset

14346

TAG

The asset tag

D10477

BLDG_CODE

KFS building code

7000

BLDG_NAME

KFS building name

ITS MODULAR BUILDING

CAMPUS_CODE

Campus code

01

ASSET_NBR

Capital asset number. Not used.

 

ASSET_COMMENT

Don’t have comment. If the user no longer has the asset, they are required to enter a comment.

I don’t own this asset anymore.

CONDITION

Asset condition

EXCELLENT

CONDITION_CODE

Asset condition code

E

DESCRIPTION

Asset description

Laptop

LST_INV_DATE

Asset last inventory date.

22-JAN-24

MFR_NBR

Asset manufacturer

Dell

MODEL

Asset model

Latitude 7400

NETID

owner net id

pam16105

ASSET_NOTE

Applicable note if any

Paul Morano

OWNERSHIP

If the user still owns the asset. This is the checkbox value from the CPS form.

OWNED, NOT_OWNED, NONE

OWNED

PUR_DATE

Purchase date

07-AUG-20

ROOM_CODE

Asset room location

104

SCAN_CODE

Always scanned. hard-coded.

01

SERIAL

Asset serial number

6DR9M53

CURR_STATE

Asset state. Typically new or none.

NEW, UPDATED, NONE

NONE

SUB_ROOM_CODE

Sub room. Not used.

 

SURPLUS_IND

Has been surplussed?

no

 Batch Jobs and Email notifications

The CPS uses the following batch jobs running in CONTROL-M on the PRD_AEWEB_SCHEDULE.

  • PRD_AEWEB-CPS-DAILY - This daily job compiles all the prior day submissions and emails reports to the inventory control team.

    • Output file examples:

      • Barcode Inventory file - This is a barcode file used to update KFS assets. This file will contain any submitted CPS assets where the user clicked the Still Have checkbox. The inventory control team will utilize the KFS menu option, “Barcode Inventory Process” to upload the file.

      • Don’t Have file - This file will contain any submitted CPS assets where the user clicked the Don’t Have checkbox.

      • Add Device file - This file will contain any submitted CPS assets where the user added a new device.

  • PRD_AEWEB-CPS-MISMATCH - This daily job reads all assets from KFS along with checking if the net id associated with the asset is active. Any inactive net ids are sent to the inventory control team.

    • Output file example:

      • MisMatch file - This file will contain any inactive net ids where assets are still being tracked in KFS.

  • PRD_AEWEB-CPS-COMPLIANCE - This weekly job reads all assets from KFS with last found dates > 365. Any net ids that fall into this category will receive an email asking them to update their controllable property using the CPS.

    • Output file example:

      • Control Email file - This file will contain a listing of net id’s with assets where the last inventory date has not been updated in 365 days.