GIS Fixed Assets Questionnaire

PT.
Kasongan Bumi Kencana
Fixed Assets Workshop
Questionnaire
LOCATION: JAKARTA OFFICE Date:

This document is an unpublished work of Global Integrated Solutions (Africa)
Limited. Global Integrated Solutions (Africa) Limited has asserted its right to be
known as the Author of this document. This work is copyright and no part of this
document may be reproduced by any means without the express written permission
of the Author.
PRONTO-Xi is a trademark of PRONTO Software Pty Ltd.
Microsoft, Excel, Access, Microsoft Word, Windows 95 and Windows are trademarks of
Microsoft Corporation.
Hypershelf, Hypertext Development Kit, HDK and Virtual Media are trademarks of
Virtual Media Technology.
Other products mentioned are trademarks or registered trademarks of their respective

companies.
Copyright © 2009 Global Integrated Solutions (Africa) Limited. Version: 1.0
All businesses referred to in examples are entirely fictitious. Any resemblance to any
company or individual is accidental.
Fixed Assets Workshop Commercial in Confidence Page 2 of 22

Ver 1.0 ©2009 Global Integrated Solutions (Africa) Limited
Table of Contents
Using the Workshop Questionnaire................................................................................ 4

Purpose ..................................................................................................................................... 4
Attendees / Equipment / Tools required .................................................................................... 4
Instructions ................................................................................................................................ 4
Current System Process ........................................................................................................... 4
Future System Process ............................................................................................................. 4
Proposed PRONTO-Xi System Process ................................................................................... 5
Questions .................................................................................................................................. 5
Flags / Tables / Special Accounts ............................................................................................. 5
Attendance Details ......................................................................................................... 6
Current System Process ................................................................................................ 7
Future System Process.................................................................................................. 8
Proposed PRONTO-Xi System Process ........................................................................ 9
Module Set up.............................................................................................................. 10

General Information ................................................................................................................ 10
General Ledger Information .................................................................................................... 11
Asset Details ........................................................................................................................... 12
Module Processing ...................................................................................................... 13
Data Conversion .......................................................................................................... 14
Major Function Flags ................................................................................................... 16
System Codes and Tables ........................................................................................... 17

System Tables ........................................................................................................................ 17
Special Accounts ......................................................................................................... 20
Issues that require follow up ........................................................................................ 21
Customer Acceptance.................................................................................................. 22

Using the Workshop Questionnaire
Purpose
The purpose of a PRONTO-Xi workshop is to:
 Investigate how customers are currently doing their work and how they want to
do it going forward
 Suggest how we can do it on PRONTO-Xi
 Find out what areas we need to train the users on
 Determine how the flags, special accounts and relevant tables will be set
Attendees / Equipment / Tools required

 Decision makers (for flag settings etc) and process owners (Managers /
Supervisors)
 Operators in the relevant areas
 White Board
 PRONTO-Xi software (single screen required or overhead projector)
 Workshop questionnaire
Instructions
 Prior to the workshop:
 Review the workshop questionnaire
 Review the responses to the relevant information from the
Establishment Meeting and relevant questions from the Planning
Meeting if carried out
 Conduct the workshop
 Fill in the questionnaire as per the directions below
 Document the outcomes from this workshop (either using a hand-written version
of this questionnaire or typing the answers into this questionnaire)
 Present the outcomes to the GIS Implementation team and then the customer for
review
 Obtain sign off acceptance from both parties
Current System Process

Discuss the current workflow. Flow-chart the current work process in this area.
Future System Process

Discuss the desired workflow. Flow-chart the desired work process for the future in this
area.

Proposed PRONTO-Xi System Process
Demonstrate very briefly how this can be achieved on PRONTO-Xi. Flow chart the
proposed work process on PRONTO-Xi in this area, as it is known at this stage.
Questions
Review and discuss the questions listed with the customer to obtain a more detailed
knowledge on how the module will be used. This should provide the information for
completing the next section.
Flags / Tables / Special Accounts

Review and document the flags / tables / special accounts (including postings) for this
area based on the information now known and decide on settings if this has not been
agreed during the questions phase of the workshop.

Attendance Details
Name: Position:

Current System Process
This is the business procedure currently carried out by the client. This should include:
 Purchase of Capital Items Business Process
The client should also think about the following business procedures:
 Authority limits for capital purchases

Future System Process
The proposed system process that you would like to see implemented.

Proposed PRONTO-Xi System Process
The business process, as agreed to use, within Pronto-Xi.

Module Set up
General Information
How many fixed assets do you currently manage? (estimate only)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
What is the size of the asset code (number) currently used?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
In what format are fixed assets currently maintained? System or spreadsheet?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

General Ledger Information
Do the fixed assets register currently balance to the general ledger?

If not, at what stage will this occur?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
How is the balance sheet to be split up for the asset control accounts?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Are leased items capitalised?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Asset Details
Are finance history details to be recorded against each asset? What details?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Are asset details, such as serial numbers, known for each asset?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Module Processing
When you have gone live, how will new assets be added to the register?
Do you have a CER (Capital Expenditure Request) or AFE (Application for
Expenditure) procedure?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
NOTE: There are three ways of adding fixed assets, only two of which are significant
for discussion at this point. These are both NOT recommended in a mining
environment.
1. Direct from a purchase order:
This first option may be of concern to the fixed assets record keepers because
they are relying on the accounts payable staff to correctly identify and classify
the fixed asset. An alternative is to have the accounts payable staff purchase
fixed assets to a clearing account and the fixed assets staff generate the fixed
assets records correctly after the event (as per option 2).
2. Through maintenance in the fixed assets sub-system.
A majority of mining companies use an AFE or CER procedure and thus the two
methods described above are not used to ensure compliance with a documented
Capital Purchase procedure.
Confirm these two capital purchase procedures are not to be utilised? YN

Data Conversion
Is a data conversion required to bring the fixed assets into PRONTO-Xi?
Are disposed assets to be included or just active assets?
What format will the data be available in?
Who will be responsible for extracting the data?

Data Conversion (Continued)
When will a sample of the data be available?
Will definitions be available for each field? Who will provide this?
Who will be responsible for testing the converted data?
What will be the last depreciation run in the old system?

Major Function Flags
The standard values are the recommended setup for a mining company.
Flag Description Standard Client

Value Value
Asset transfer method 0
This flag determines the type of processing performed when transferring assets within one
General Ledger. This occurs when a shared ledger is being used, or a single ledger with multiple
companies defined within the chart
0 - When transferring assets from one location / group to another, the asset details are updated and the
value of the asset is posted between the two asset control accounts.
1 - When transferring assets from one location / group to another, the related control accounts are
detected. The structure of both accounts is checked against the General Ledger Master Chart. If the ‘from’
and ‘to’ accounts indicate a change of company, then an intercompany transfer is processed. In this case a
new asset number is prompted for, the original asset is disposed and a new asset acquired.
Flag Description Standard Client

Value Value
Right Justify Asset Number N
If the asset numbers are all numeric, this major function flag should be set to ‘Y’ to ensure that assets are
sorted in correct numeric sequence.
Note: The Fixed Asset Integrity strips leading zeroes and pads the number out with space characters
when the flag is right justified. This creates the potential for duplicate asset numbers, where the numbers
are alphanumerically different but numerically identical, for example ‘000030’ and ‘030’. The integrity would
strip the leading zeroes, and create a duplicate record. The integrity will ignore the duplicate. To overcome
this, when running the Fixed Asset Integrity, answer ‘Yes’ to check for duplicates, and then review the
report produced and change any duplicates manually.
Y – Yes
N – No

System Codes and Tables
System Tables
Asset Locations provide a method of grouping assets by physical location for reporting
and posting purposes. For example, you may set up asset locations to represent
different mine sites or regional offices.
How will the PRONTO-Xi “Location” codes be used?

(Refer to code table AL)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Asset locations can be further divided into Asset Branches. These codes can be used
to select assets for reporting purposes. These branches are unrelated to territory
codes and branches you see elsewhere in the system and are for assets only.
How will the PRONTO-Xi “Location” codes be used?

(Refer to code table AB)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

System Tables (Continued)
Asset Group Codes are normally assigned to the groupings you would expect to
appear in your balance sheet. These codes are also used for reporting and posting
purposes.
How will the PRONTO-Xi “Group” codes be used?

(Refer to code table AG)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Assets can be further divided into Asset Sub-Groups for classifications and reporting
purposes.
How will the PRONTO-Xi “Asset Sub-Group” codes be used?

(Refer to code table AS)
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

System Tables (Continued)
Method of Depreciation for Book and Tax purposes
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
How is the depreciable amount of the asset allocated over the year and what factors
affect it?
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Special Accounts
Most functions that create automatic entries within Pronto-Xi to the General Ledger do
so via special accounts. These accounts are mapped as part of the implementation
process.
Are the following accounts provided for in the chart of accounts?
Account Name: Your Value:
Asset Control Account
Acquisitions Clearing
Actual / Book Cost Variation
Provision for Depreciation
Depreciation Expense
Revaluation
Revaluation Reserve
Disposal Clearing
Profit on disposal
Loss on disposal
Provision for Lease

Depreciation
Depreciation Lease Expense
Leased Item Assets
Leased Items Liability

Issues that require follow up

Customer Acceptance
This Customer Acceptance Form has been prepared in accordance with the Pronto
Implementation Methodology (PIM).
The Customer Acceptance of the completed workshop questionnaire is the formal
acceptance of the documentation from the workshop conducted for the customer. The
customer agrees that they have read the results from this workshop (i.e. this document)
and agree that this is a fair representation of their requirements in this area.
Both parties acknowledge that any additional changes to the requirements may require
additional services (consulting / training) as per normal procedures.
Acceptance and approval is hereby given to the workshop documentation detailed in
the above questionnaire.
Signed for and on behalf of
GIS Representative PT Kasongan Bumi Kencana
Signature: Signature:
Name: Name:
Title: Title:
Date: Date:


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PT.

Kasongan Bumi Kencana

Fixed Assets Workshop

LOCATION: JAKARTA OFFICE Date:

PRONTO-Xi is a trademark of PRONTO Software Pty Ltd.

Other products mentioned are trademarks or registered trademarks of their respective

Copyright © 2009 Global Integrated Solutions (Africa) Limited. Version: 1.0

Fixed Assets Workshop Commercial in Confidence Page 2 of 22

Using the Workshop Questionnaire................................................................................ 4

Attendance Details ......................................................................................................... 6

Current System Process ................................................................................................ 7

Future System Process.................................................................................................. 8

Proposed PRONTO-Xi System Process ........................................................................ 9

Module Set up.............................................................................................................. 10

Module Processing ...................................................................................................... 13

Data Conversion .......................................................................................................... 14

Major Function Flags ................................................................................................... 16

System Codes and Tables ........................................................................................... 17

Special Accounts ......................................................................................................... 20

Issues that require follow up ........................................................................................ 21

Fixed Assets Workshop Commercial in Confidence Page 3 of 22

Attendees / Equipment / Tools required

Current System Process

Future System Process

Fixed Assets Workshop Commercial in Confidence Page 4 of 22

Flags / Tables / Special Accounts

Fixed Assets Workshop Commercial in Confidence Page 5 of 22

Fixed Assets Workshop Commercial in Confidence Page 6 of 22

 Purchase of Capital Items Business Process

 Authority limits for capital purchases

Fixed Assets Workshop Commercial in Confidence Page 7 of 22

Fixed Assets Workshop Commercial in Confidence Page 8 of 22

The business process, as agreed to use, within Pronto-Xi.

Fixed Assets Workshop Commercial in Confidence Page 9 of 22

What is the size of the asset code (number) currently used?

In what format are fixed assets currently maintained? System or spreadsheet?

Fixed Assets Workshop Commercial in Confidence Page 10 of 22

Do the fixed assets register currently balance to the general ledger?

Are leased items capitalised?

Fixed Assets Workshop Commercial in Confidence Page 11 of 22

Fixed Assets Workshop Commercial in Confidence Page 12 of 22

2. Through maintenance in the fixed assets sub-system.

Fixed Assets Workshop Commercial in Confidence Page 13 of 22

Is a data conversion required to bring the fixed assets into PRONTO-Xi?

Are disposed assets to be included or just active assets?

What format will the data be available in?

Who will be responsible for extracting the data?

Fixed Assets Workshop Commercial in Confidence Page 14 of 22

When will a sample of the data be available?

Who will be responsible for testing the converted data?

What will be the last depreciation run in the old system?

Fixed Assets Workshop Commercial in Confidence Page 15 of 22

Flag Description Standard Client

Asset transfer method 0

Flag Description Standard Client

Right Justify Asset Number N

Fixed Assets Workshop Commercial in Confidence Page 16 of 22

How will the PRONTO-Xi “Location” codes be used?

How will the PRONTO-Xi “Location” codes be used?

Fixed Assets Workshop Commercial in Confidence Page 17 of 22

How will the PRONTO-Xi “Group” codes be used?

How will the PRONTO-Xi “Asset Sub-Group” codes be used?

Fixed Assets Workshop Commercial in Confidence Page 18 of 22

Method of Depreciation for Book and Tax purposes