CCART - How to Guide

1. Introduction

CCART is a site employed by UT to electronically process transfers of inventory and equipment from one unit to another or to surplus inventory. This article provides instructions on how to give a unit receiving a permanent loaner official ownership. Additionally, these steps can be followed to have an asset picked up for surplus. Click here for the University's official Tutorial. 

LAITS supported machines deemed surplus should have asset tags documented with a snapshot sent to #Surplus or included in the INC. Asset tags are then added to the surplus master spreadsheet, which is used to generate CCART inventory transfer requests. 

2. Log into the CCART home page

2.1 Sign in to CCART Home page on UT Direct by going to: https://utdirect.utexas.edu/acct/inv/ccart/index.WBX.

2.2 Confirm that you are in the correct Desk, ATS-INV, and be sure to update the Fiscal Year and Month. 

2.3 Select Update Authorizations.

3. Create a new CCART

3.1 From the CCART home page, select Create CCART.

3.2 Enter the Tag Number(s) under Inventory Number, and the Unit Code asset being transferred to under Transfer to Unit. but if there is none, select Create CCARTS. 

3.3 If you enter multiple asset tags, multiple CCARTS may be created. Work through each cart in order of entry, starting with CCART 1.

4. Edit CCART Details

4.1 Only enter assets in the same location to a CCART. To show the current location of assets, select New Site/Bldg/Floor/Rm.

4.2 Under Choose a Search Method, select Search by Building Abbreviation. 

Enter the starting building initials under Search by Building Abbr/Code, then enter the room number where the asset is currently located. Select Begin Search. 

4.3 Select the Site/Bldg/Floor Room Combination that matches the location you entered. 

4.4. As you return to the CCART Details page, perform the following actions: 

1. 1. Select Default all to in order for location to change for all machines on the list.
   2. Select Update Document.

4.5 Select NOTE - Display document Notes from the Action menu and click on Perform Action. 

1. 1. Add notes such as asset location, contact information, phone number etc. 
      1. EXAMPLE:  The asset is deemed surplus and is currently located in LAITS surplus storage - BEL 214F. Request inventory transfer to LAITS for hard drive processing. Upon completion, the asset will be transferred to surplus.
   2.  Save Notes and return to the main CCART
   3. Add the same notes to the visible Commentary section at the bottom of the CCART. 
      1. EXAMPLE:  The asset is deemed surplus and is currently located in LAITS surplus storage - BEL 214F. Request inventory transfer to LAITS for hard drive processing. Upon completion, the asset will be transferred to surplus.
   4. Select Update Document.
2. select Default all to in order for location to change for all machines on the list.
3. Select Update Document.
4. If all is correct, select Perform Action. 
5. Under select action, select VER-Verify Document is correct.

5. Transferring a CCART to LAITS

5.1  In order to create, and route forward CCARTs to transfer the ownership of equipment with UT inventory tags from the financial unit to LAITS - 0780006 is the initial placeholder code for all transferred computer equipment bound for UT Surplus.  It is recommended to NOT select 'special handling' for computers until after the transfer is approved to LAITS.

5.2 Under Action, select APR-Approve and route forward. Then, select Perform Action. You will see the CCART status switch to CCART Proposed. The status changes to approved after both an owning unit admin and a COLA admin approve the inventory transfer.

6. Transferring a CCART to Surplus

6.1  After the machines have been wiped, LAITS generates a second set of CCARTS requesting inventory transfer from 0780006 to 4500999 (Surplus).

6.2  On these secondary CCARTS, also select 'special handling - computer' and verify the hard drive wipe / removals have been completed.

6.3  Under Action, select APR-Approve and route forward. Then, select Perform Action. You will see the CCART status switch to CCART Proposed.

7. Rejected Assets on CCARTS

7.1 Receiving a CCART Error - Assets that give an error during the CCART process will need to be reinstated by Inventory. The type of information you give to inventory for each asset depends on the error

1. 1. When creating a CCART, you may encounter errors shown example below
      
   2. If you receive an error, take a screen shot (using cmd-cntrl-shift-4 on a Mac; Shift + Windows Key ⊞ + S on a PC) to save for later processing. It will be used in an email to inventory later in the process.
   3. After taking a screen shot, delete the rejected assets and move on with the CCART process. 

7.2 Rejected Asset Error Information 

1. 1. MISSING/STOLEN ELEMENTS

      • Take a picture of the UT tag on that item as proof that you have it. Here is an example:

        893667 MacBook Pro 13" (Retina) (Mar 2015) Serial C02PX0HJFVH4 0700000 - SPANISH AND PORTUGUESE Rejection: Missing / Stolen Asset is Currently located in BEL 214F

   2. INVALID INVENTORY NUMBER
      • Take a picture of the tag on the item same as with “Missing/Stolen Elements”

      • Provide: the computer’s description, serial number and current location. 

        832232 Apple MacMini No CLAIM Listing or serial number Rejection: Invalid Inventory Number Asset is Currently located in BEL 214F

   3. ALREADY IN [CCART Doc ID]
   • • This error means someone has previously created a CCART with the item that you are processing. If you give inventory the CCART doc ID they will be able to give you the contact information of the person who created the cart. Email the owner of the CCART and see if you can find a resolution that helps you process the asset for surplus. This resolution usually means that other person deletes the CCART on their end. 
       
2. 7.3 Contacting Inventory 

1. 1. After you have all the information on your rejected assets you will email inventory. Their central email intake is invccart@austin.utexas.edu
   2. The Inventory Operations manager is most likely who you will be working with during this process. They are responsive to email and will help to guide you through reinstating problematic assets.
   3. To make the process more organized, its recommend to create a Word document and insert a 2x1 table with the tag number next to information is needed for the rejected asset. (see example pictures above)
   • • You will then send this specific information to inventory so that they may reinstate the asset
     • Remember to include the original screenshots of the errors during the CCART process 

8.  Surplus Pick-up Request Form

8.1 The submission of a CCART to Surplus must be accompanied by the submission of a Surplus Property Formstack. Items from campus, (both tagged/inventoried and untagged/non-inventoried), must be itemized on this form. A description of all non-inventory items needing pickup should also be included on this form. Photos may be required for larger items. The author will receive an email submission confirmation.

8.2 Prior to pickup, inventory must be grouped according to its NT1 document numbers listed on the Formstack. It is also helpful to visually post the NT1 number with each group.

1. https://utfacilities.formstack.com/forms/surplus_move_request_041017
2. Error rendering macro 'viewpdf' : Failed to find attachment with Name Surplus Move Request .pdf