How do I review the set up of my Asset Classifications and Attributes in Citywide Assets?

On the Home Page, Citywide has 'core' Administration functions that may be used throughout all modules. Classifications and Attributes can be found on this page. For other core administration functions, please refer to our help articles in the 'System Administration' section of the Citywide Support Center.

How do I upload a new asset(s) into Citywide Assets?

One asset: In your Inventory, click the Add (+) icon in the top right-hand menu. In the window that pops up, complete all the mandatory fields, then click Add. To view the asset in your active inventory, refresh your page from the top right-hand menu. More details can be found in the Add Asset section of the Assets User Guide.

 

Multiple assets: From Assets, click Upload Center. Under upload type, select New Acquisitions, then Click to Export. With this template, you have the option of adding additional classification and attribute fields. After you hit Generate, copy and paste the link into excel and populate the selected fields. Once the template has been completed, go back to the Upload Center, paste the template, review, and submit. Once the upload is submitted, review the data one more time and either approve or reject the import from the top right-hand menu. More details can be found in the Upload Center section of the Assets User Guide.

How do I complete an addition?

One asset: In your Inventory, search for the appropriate asset. Click on Additions on the left-hand menu. Select Add New Addition in the top right-hand corner and fill in the appropriate details. Click Add and hit Save on the top left-hand menu before leaving the asset view. More details can be found in the Additions section of the Assets User Guide.

 

Multiple assets: From Assets, click Upload Center. Select Additions under upload type, then Click to Export. Copy and paste the link into excel and populate the selected fields. Once the template has been completed, go back to the Upload Center, paste the template, review, and submit. Once the upload is submitted, review the data one more time and either approve or reject the import from the top right-hand menu. Note that this template cannot incorporate any additional fields or asset attributes other than what is in the default. Remember to format all dates as YYYY-MM-DD. More details can be found in the Upload Center article.

How do I complete a transfer from WIP into service?

One asset: In your Inventory, select the yellow Show WIP Only button in the top left-hand corner. Click into the appropriate asset, then click on Transfers to Service on the left-hand menu. Select Add New Transfer to Service in the top right-hand corner. In the drop-down menu, choose to either transfer as an asset or transfer as addition to an already existing asset, then fill in the corresponding details. Click Add and hit Save on the top left-hand menu before leaving the asset view. More details can be found in the WIP Transfers to Service section of the Assets User Guide.

 

Multiple assets: From Assets, click Upload Center. Select WIP Transfers to Service under upload type, then Click to Export. Copy and paste the link into excel and populate the selected fields. Once the template has been completed, go back to the Upload Center, paste the template, review, and submit. Once the upload is submitted, review the data one more time and either approve or reject the import from the top right-hand menu. Note that this template cannot incorporate any additional fields or asset attributes other than what is in the default. Remember to format all dates as YYYY-MM-DD. More details can be found in the Upload Center article.

How do I complete a full disposal?

One asset: In your Inventory, search for the appropriate asset. Once you are in the asset view, click on Full Disposals on the left-hand menu. Select Add New Full Disposal in the top right-hand corner and fill in the corresponding details. Click Add and hit Save on the top left-hand menu before leaving the asset view. More details can be found in the Full Disposals section of the Assets User Guide.

 

Multiple assets: From Assets, click Upload Center. Select Full Disposals under upload type, then Click to Export. Copy and paste the link into excel and populate the selected fields. Once the template has been completed, go back to the Upload Center, paste the template, review, and submit. Once the upload is submitted, review the data one more time and either approve or reject the import from the top right-hand menu. Note that this template cannot incorporate any additional fields or asset attributes other than what is in the default. Remember to format all dates as YYYY-MM-DD. More details can be found in the Upload Center article.

How do I change the reporting year?

To change the reporting year, go to your Inventory and click on No Filters. The Advanced Options and Filters window will appear. Under Other, you can change the Reporting Year and select Apply. Keep in mind that any adjustments made after the reporting year that is selected will not be included in the Inventory view. More details can be found in the Advanced Options section of the Assets User Guide.

The condition range in my study is different from the default in Citywide Assets, how can I change this?

Condition ranges can be changed within Asset Profiles. Hit Add New Profile on the top right-hand corner of the page, name the profile, and select Add. Once you are in the profile, go to Condition on the left-hand menu. Here you can manipulate the threshold of the very poor to very good condition ratings. After you have completed this step, hit Save and go to the Inventory view. Make sure to assign the proper assets to this asset profile by using the default function on the top right-hand menu in the Inventory view. More details can be found in the Lifecycle Condition section of the Assets User Guide.

What is the difference between recycling an asset and disposing an asset?

The only time you should ever recycle an asset from the Assets database is if it was added to the system by mistake and/or it was never meant to be a part of your TCA reporting. If you recycle the asset, this will affect prior-year reports. Often, disposing an asset is the best option. This way, you have a record of the disposal and prior-year reports are not affected.

How do I complete a partial disposal?

A) I know what portion to take from the original cost of the asset

• One asset: In your Inventory, search for the appropriate asset. Click on Partial Disposals on the left-hand menu and select Add New Partial Disposal in the top right-hand corner and fill in the corresponding details. Click Add and hit Save on the top left-hand menu before leaving the asset view. More details can be found in the Partial Disposals section of the Assets User Guide.
• Multiple assets: From Assets, click on Upload Center. Select Partial Disposal under upload type, then Click to Export. Copy and paste the link into excel and populate the selected fields. Once the template has been completed, go back to the Upload Center, paste the template, review, and submit. Once the upload is submitted, review the data one more time and either approve or reject the import from the top right-hand menu. Note that this template cannot incorporate any additional fields or asset attributes other than what is in the default. Remember to format all dates as YYYY-MM-DD. More details can be found in the Upload Center article.

B) I don’t know what portion to take from the original cost of the asset, but I have the replacement cost

• One asset: In your Inventory, search for the appropriate asset. Click on Partial Disposals on the left-hand menu and select Add New Partial Disposal in the top right-hand corner. Under Disposal Amount, select the pencil icon. Under Valuation Method, select Replacement Cost and fill in the corresponding details then click Submit. Fill in the rest of the details about your partial disposal. Click Add and hit Save on the top left-hand menu before leaving the asset view.

How do I run an FIR report in Citywide Assets?

From Assets, select Financial reports and then Financial Returns. Select the appropriate schedule from the report drop-down menu. Make sure to choose the desired reporting year and click on Run Report. Keep in mind that appropriate tags for Function and Sub-Function must be assigned to the assets for the system to be able to generate these report.

How can I check my year-end adjustments?

From Assets, select Financial reports and then Transaction Report. Select the primary and secondary classifications from the drop-down menus. Under Report Type, you can select either New Acquisitions, Additions, Disposals, or Transfers. Hit Run Report and select specific categories and segments to review, then click Run Report again once your desired options are selected. You can also choose to save the generated report so that you can reference it later. More details can be found in the Reports section of the Assets User Guide.

How do I update the in-service date to multiple assets in bulk?

You cannot update the in-service date in bulk to multiple assets at once. Changing the in-service date to one or more assets will retroactively change the assets' financial reporting and is recommended to proceed with caution. Therefore, changing the in-service date in bulk requires assistance from the PSD support team. Please submit a support request via the database by navigating to Home > Support Center > Create Request.

How do I update the replacement costs of multiple assets at once?

This is done through the default values tool in the inventory. Once you have the inventory filtered down to the assets that you want to update, click on the dark blue and white wrench icon at the top above your inventory grid (between the + icon to add a new asset and the print button). From there, choose "Replacement Cost" under default type, and "CPI Tables" under costing method. Input the cost date (date that you want the replacement costs inflated to - refer the "most recent indexes" field), and the valuation basis (what Citywide will use to inflate). Select the inflation source from the drop down and click apply. The Default Values tool will update all the assets that are currently in the inventory view. If you only want to update assets in the Road Network, for example, make sure you filter the inventory down to those assets first, then use the default values tool. There is no undo button for this tool, so use with caution (or try it out first in a sandbox/test database first). More details can be found in the Default Values section of the Assets User Guide.

Why can't I create or edit a maintenance class?

Your user ID may not have the proper permissions to create or edit the maintenance class page. Please talk to your Citywide system administrator about required permissions.

Where can I see the MMS compliance status of all my road segments together?

You can enable the column "MMS Compliance Status" from the customized column button on the Assets inventory grid. You can also set the layer style by "MMS Compliance" in the GIS viewer.

How is MMS compliance status determined?

The system checks the assets’ maintenance class and its respective MMS recurring patrol frequency to compare it against the last route patrol instance performed on a route linked to that asset.

What is a Valid Patrol?

If the route patrol(s) performed on any given date covers the majority of a linear asset (AI system default is >80%) it is considered a "Valid Patrol" for that asset.