An ATS delegate is a CW employee selected by each Division to help monitor and maintain proper asset ownership and allocation of technology assets. ATS Delegates are asked to perform two primary tasks:
- Help ensure all employees in your Division complete their annual technology asset inventory.
- Ensure both the claimed and unclaimed department assets are accounted for by an employee or the department manager.
It is very important that we keep an accurate inventory of technology assets in use around the Foundation for both financial and security reasons.
Below you will find additional information about ATS (Asset Tracking System) and how to perform key tasks within the system.
ATS Key Design Concepts
- Each asset is owned by an employee and assigned to a department
- The employee claims the asset to accept ownership
- The asset is assigned to the employee's department when claimed
- Each asset has an ASSET USE that may be set by the owner. If an asset is:
- "My asset"- select NORMAL USE
- "not mine, but shared"- select DEPARTMENTAL USE
- "for my volunteer or contractor"- select NON-EMPLOYEE USE
- "not found" or "not mine"- select NO LONGER IN MY POSSESSION
- Department Managers & Delegates can use the MY DEPARTMENT function to view a list of assets that are assigned to their department.
- Assets in assigned departments are rolled up to charging departments based upon mappings established by Finance.
Unclaimed Assets
Assets in ATS can become unclaimed in a few different ways. Most often this is due to an employee leaving the company. When an asset becomes unclaimed it becomes the responsibility of the department manager or ATS Delegate to transfer the asset to a new owner or to notify ITS (Information Technology Services) that the asset needs to be picked up.
Monitoring Unclaimed Assets
Option 1
- Login to ATS
- Under the "My Department" tab select "Unclaimed Assets"
- Select the appropriate department
- This will show any asset assigned to that department that does not have an "Owner" associated with it.
Option 2
- Follow this link: Division Asset Inventory Status
- You are able to drill down into the report to get more details about each department.
Transferring Unclaimed Assets
- Login to ATS
- Under the "My Department" tab select "Unclaimed Assets"
- Select the appropriate department
- Highlight the Asset that you would like to transfer
- Click on "Transfer Selected Asset"
- Fill in the username of the user to whom you would like to transfer the selected asset.
- The username is the email address without the @cwf.org
ATS Frequently Asked Questions
Below you will find some situations or changes that frequently come up with regards to technology assets
Employee Department Change
- "I'm changing departments, but want to keep the assets"
- Login to IT Services Portal.
- Click on the link to "Request Something New"
- In the description add the T#'s of the assets in question and give the new department to transfer the assets.
- Login to IT Services Portal.
- "I'm changing departments, but need to leave the assets with my old department"
- Login to ATS and open the "My Assets" tab
- Mark the asset as NO LONGER IN MY POSSESSION and employee(s) of old department will be able to claim the asset(s)
- OR go to MY ASSETS form, select the asset, and click on the Transfer Selected Assets button
- Enter the username for the user to whom you would like to transfer the asset.
Asset Ownership Changes
- "I want to transfer the asset to a co-worker"
- Go to MY ASSETS form, select the asset, and click on the Transfer Selected Assets button
- Enter the username for the user to whom you would like to transfer the asset.
The asset will remain on the MY ASSETS list until all approvals are received. The new owner and the new owner's manager will need to approve the transfer of the asset.
- "I no longer need the asset"
- mark the asset as MARKED FOR RETURN
- mark the asset as MARKED FOR RETURN
ITS will arrange for the asset to be picked up. It will remain in the MY ASSETS list until the asset is reallocated to a new user. It will be crossed out in the list.
Delegate Notice/Report Tools
The following reports are available to ATS delegates to assist in management of Division inventory:
- Employee Inventory Status By Department
This report allows you to view the inventory status of employees within a selected department
- Department Inventory Status By Manager - Admin View
- This report includes a field to select a manager; useful for delegates of multiple managers
- This report will review percent of employee completion and percent of assets claimed/unclaimed
- Inventory Summary By Division
- This report will give you the Division overview.