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Equipment management pertains to the record keeping for acquiring, maintaining, protecting, and properly disposing of capital equipment which includes any equipment purchases over $5,000.  Departments are required to maintain records of equipment purchased with federal and non-federal funds, and equipment furnished by the government in their possession.  General departmental responsibilities include: keeping equipment purchase records, physical inventories, fabrication (WIP-work in progress) requests, placement in service requests, recording movement of equipment, and proper disposal of equipment, for donation, sale, or faculty transfer.  Harvard Medical School uses MAES (Medical Area Equipment System) as the system to record, track, and maintains information related to equipment management.

UPDATE: Oracle Fixed Assets (OFA) system

The University will implement a new Oracle Fixed Assets system (OFA) at HMS and its affiliated tubs as of July 1, 2014.   OFA will replace our current equipment management database, the Medical Area Equipment System (MAES). The new system is an opportunity to merge our equipment management and tracking tools with Harvard’s accounting system university-wide, which will result in increased efficiencies.  However, with any new initiative there is the important component of the training related to the transition process and change management.  To that end, the OoF will partner with the OFA project team from the University to complete the following projected timeline:

  • January 2014 – We will set up an initial meeting with the department Financial Managers in January 2014 to conduct a demo of OFA and discuss prospective roles and responsibilities within both the depts and tub central finance (OoF).  Please let us know if there are any dates you will be away or that we should avoid next month. 
  • March 2014 – The OFA project team will work with CWD via PeopleSoft to arrange the first set of training sessions regarding the A/P Cost Adjustment process in OFA for designated equipment purchasers and approvers (grants managers, finance mangers, and tub central coordinators) in early to mid-March 2014.
  • June 2014 – Designated dept. equipment coordinators along with their finance managers will be trained by OFA project team/CWD in early June 2014 on how input information in the Asset Workbench in OFA for tagging.  Although quite different in appearance and functionality, this part of OFA most closely resembles MAES.
  • July 1, 2014 – OFA officially goes live at HMS.

Subject Matter Experts*

Samantha Cohen, Cost Analyst
(617) 998-6878;

Nadège Volcy, Manager of Cost Analysis
(617) 998-6889;

*For WIP Fabrications & Service Center Equipment, please contact:
Grace Shin, Sr. Cost Analyst
(617) 998-6891;

Policies (eCommons log-in may be required)

References (eCommons log-in may be required)

Please contact the HMS Equipment contacts noted above with any questions

Forms (eCommons log-in may be required)

Please submit ALL forms to the HMS Equipment contacts noted above, Samantha Cohen and Grace Shin