Repository of all capital assets. Typically used by Engineering and Acquisition and Materiel Management Services. Capitalized nonexpendable equipment records in this file are electronically ported to the centralized VA data base (Fixed Assets Package) in Austin.
.01entry number(+)0;1NUMERICBChanged to a sequential number with Version 6.4 so that file can be used during the equipment request process; before manufacturer, model, and serial number are established.
.5entered by0;6POINTER200Person that initially entered the equipment record. Automatically populated.
.6date entered0;7DATE-TIMEDate the equipment record was initially entered. Automatically populated.
1manufacturer1;4POINTER6912KFirm that actually manufactured this equipment, not necessarily the company from which it was purchased.
2parent system0;3POINTER6914AEIf Item A is a component of Item B, then the PARENT field of Item A should contain the CONTROL NUMBER of Item B. If Item B is, in turn, a component of an even larger Item C; then the PARENT field of Item B should contain the CONTROL NUMBER of Item C, and so on. Inventory items with no entry in the PARENT field are either free standing devices or major systems with one or more levels of components beneath them. An item must already be in the EQUIPMENT file before it can be named as the PARENT of another item.
3mfgr. equipment name0;2FREE TEXTHBrief narrative description of item. For NX (non-expendable) equipment, this data element can be triggered in from the Category Stock Number file if your site chooses to do so.
4model1;2FREE TEXTEModel number or designation, normally assigned by manufacturer. Spaces and punctuation may be included.
4.1model(c)1;5FREE TEXTECThis field contains a compressed value of the MODEL field. The computer automatically populates this field by stripping the MODEL of punctuation and spaces and changing any lowercase characters to uppercase.
5serial #1;3FREE TEXTFSerial number. Assigned by manufacturer. Should be unique within model and manufacturer. Use numbers, upper case letters, punctuation, and spaces as needed.
5.1serial #(c)1;6FREE TEXTFCThis field contains a compressed value of the SERIAL # field. The computer automatically populates this field by stripping the SERIAL # of punctuation and spaces and changing any lowercase characters to uppercase.
6equipment category1;1POINTER6911GCategory of device (ex: DEFIBRILLATOR, AIR CONDITIONER, etc.) to which this piece of equipment belongs. Useful in establishing and maintaining preventive maintenance schedules.
ARDiscriminates between entries for which a CMR Official is legally responsible and those that are accounted for in other ways.
8*federal supply classification2;11POINTER441.2Federal supply classification. Please enter the FSC that most closely categorizes this item. NOTE: This field is not used and it will be deleted by a future version.
9lockout required?0;5BOOLEAN0:NO
AJOSHA requires employers to establish energy control procedures to ensure that employees do not attempt to service equipment where the unexpected energizing, start up, or release of stored energy could occur and cause injury until the equipment has been isolated and rendered inoperative. This field should be set to YES if this procedure (commonly called LOCKOUT/TAGOUT) is required.
10vendor pointer2;1POINTER440Vendor from whom unit was actually purchased.
11purchase order #2;2FREE TEXTMVA Purchase Order number. May be assigned by the facility or perhaps by a centralized purchasing unit of the Office of Acquisitions and Material Management.
12total asset value2;3NUMERICCost of this equipment at the time of purchase. This field is likely to become the basis for estimating depreciated value and replacement cost.
12.5lease cost2;12NUMERICAnnual lease cost.
13acquisition date2;4DATE-TIMEDate of acceptance of this equipment by the agency. Month and year are generally sufficient.
13.5acquisition source2;14POINTER420.8Source of acquisition for this piece of equipment.
14warranty exp. date2;5DATE-TIMEDate on which repairs to this item become the sole responsibility of the government. Generally stipulated in the contract or sales agreement.
15life expectancy2;6NUMERICNumber of years for which this device is expected to provide useful and economical service. Generally determined by Supply Service on the basis of cumulative experience.
16replacement date2;10DATE-TIMEDate on which this equipment is scheduled for replacement. Month and year are sufficient. When equipment is entered, this field should be the ACQUISITION DATE plus the LIFE EXPECTANCY. As scheduled REPLACEMENT DATE is approached, however, it may be necessary to revise it. Such revisions do not always alter the official LIFE EXPECTANCY.
17nxrn #2;7NUMERICISequential number assigned by centralized CMR management system in Austin. Should be unique within the facility.
18category stock number2;8POINTER6917JPointer to Category Stock Number File. This file was introduced to DHCP with Version 6.5 of the Engineering Package, and is maintained by Acquisition and Materiel Management (Cataloging).
19cmr2;9POINTER6914.1ADConsolidated Memorandum of Receipt. The basic instrument by which accountability for capital equipment is established.
19.5service contract7;1BOOLEANY:YES
YES indicates that device in question is under a service contract with an entity outside the medical center. A more comprehensive module for service contracts is being developed jointly by AEMS/MERS and IFCAP and will appear in a future release.
19.6service contract cost7;2NUMERICAnnual cost of service contract on this item. If contract involves one fixed amount for a number of like devices, you should prorate the cost among the covered items.
20use status3;1SET OF CODES1:IN USE
Tells the user whether or not the equipment is currently in active use.
20.1acquisition method3;4SET OF CODESC:CONSTRUCTED
Set of codes which establishes whether or not the facility legally owns the equipment.
20.5turn-in date3;3DATE-TIMEDate on which item is turned over to A&MM for disposition. At this point it should be removed from the using service CMR.
21service pointer3;2POINTER49ACThe functional entity (generally a service) within the facility that uses the device.
22disposition date3;11DATE-TIMEDate on which item is physically disposed of by Materiel Management. Items may be excessed, scrapped, etc. Item is removed from asset account on this date.
23physical inventory date2;13DATE-TIMEDate of last physical inventory of this item (CMR reconciliation). Intent is to populate this field automatically via physical inventory software using bar code technologies. Completion of a Preventive Maintenance Inspection will also update this field, provided that the PM STATUS does not contain 'DEFERRED'.
24location3;5POINTER6928DPhysical location of this item at the facility.
24.5previous location3;8FREE TEXTPhysical location of device immediately prior to its present location. This field is intended to be maintained by inventory control software rather than by explicit data entry. Format should be same as LOCATION.
25va pm number3;6FREE TEXTCProperty management number. Assigned by Supply Service upon receipt of new equipment. Should be unique within the facility. First four digits correspond to the Federal Supply Classification number.
26local identifier3;7FREE TEXTLAn optional identifier that has meaning to the facility. Most sites prefer to make these identifiers unique.
New Joint Commission standards for accreditation of health care facilities require (in part) that a "separable inventory" of equipment be maintained. This flag should be set to 'YES' for items subject to review by Joint Commission surveyors.
28bar code label date3;10DATE-TIMEWhenever a bar code label is produced, the current date is stored in this field. The Engineering Package does not use this information, but individual sites may find it helpful during the equipment lablelling process.
28.2original bar code id12;0MULTIPLE6914.05
29second previous location9;1FREE TEXTPrevious location. Maintained automatically.
29.1third previous location9;2FREE TEXTPrevious location. Automatically maintained.
29.2fourth previous location9;3FREE TEXTPrevious location. Automatically maintained.
29.3fifth previous location9;4FREE TEXTPrevious location. Maintained automatically.
30responsible shop4;0MULTIPLE6914.04Any shop having maintenance responsibility for this item should be entered here. The principal use of this field is in generating preventive maintenance worklists. If there is no RESPONSIBLE SHOP, the item will be ignored by the PM module.
31disposition method3;12POINTER6914.8The means by which Materiel Management finally disposes of a piece of equipment that has been 'turned in'.
31.5original asset value3;15NUMERICThe historical asset value of capitalized nonexpendable (NX) equipment which has been turned-in. This field is automatically populated with the current asset value when a FD Document for Turn-In is generated. This value is necessary for disposition reports.
32disposition value3;13NUMERICMonetary value realized by the VA from the disposition of used equipment. May be in the form of trade-in value, resale value, or scrap value. Not required if DISPOSITION METHOD is EXCHANGE/SALE, VA EXCESS TO OGA, ABANDONED/DESTROYED, or STATION EXCESS REASSIGNED WITHIN VA. Enter proceeds realized from VA EXCESS TO SCRAP or VA EXCESS SOLD BY VA.
33controlled item?8;1BOOLEAN0:NO
Prior approval of VACO is required.
This field identifies the capitalization status and accountability of nonexpendable equipment. In general, equipment with an asset value of $100,000 or more is capitalized. In general, equipment with an asset value of $5,000 or more must be inventoried (accountable) per VHA directive. In general, equipment with asset an value less than $5,000 is not required to be inventoried by VHA directive, but may have to be inventoried per VISN or Medical Center requirements (optionally accountable). Accountable equipment (capitalized and not capitalized) will be included on the Equipment Inventory Listing (EIL) report. Other equipment will be included on the Non-EIL Inventory report.
35fund control point8;3FREE TEXTFund Control Point from which item was originally procured. If unknown, leave blank.
36*cost center8;4POINTER420.1This field is no longer used. The cost center of an equipment item is now computed based on the first two characters of the CMR field. See the COST CENTER field in the CMR file for more information. The cost center can be printed in equipment reports by using CMR:COST CENTER.
37*subaccount8;5POINTER420.2NOTE: This field is not used and it will be deleted by a future version.
38standard general ledger8;6POINTER6914.3In accordance with the VA administrative accounting system. Only a limited number of Standard General Ledger Accounts are appropriate for use with non-expendable equipment.
39*yald code8;7FREE TEXTNOTE: This field is not used and it will be deleted by a future version.
40comments5;0WORD-PROCESSINGAny information that may be of value to Engineering or Supply Service in managing this equipment.
50equipment history6;0MULTIPLE6914.02History of all maintenance performed on this equipment. Maintained automatically by the Work Order module of AEMS/MERS. Under normal circumstances, this field should not be edited via File Manager.
51replacing (entry number)8;8POINTER6914AOIf this item was acquired as REPLACEMENT EQUIPMENT, then the old ENTRY NUMBER of the item which it replaced should appear in this field.
52replacement update code8;9SET OF CODES4:NOT TO BE REPLACED
Replacement information needed by A&MM.
53condition code3;16SET OF CODES1:LIKE NEW
Condition code of equipment is normally determined by an Engineering technician and entered during close out of a work order. The code are: (1) LIKE NEW - Like new condition, good performance record, low service cost. (2) GOOD - Middle of service life, fair performance record, increasing service cost. (3) POOR - Approaching end of service life, poor performance record, high service cost, consider budgeting for replacement.
60station number9;5FREE TEXTStation number of the facility that owns this equipment. If this equipment is owned by a national cemetery that is serviced by a VAMC, then the station number of the cemetery should appear in this field.
61budget object code9;6POINTER6914.4An accounting classification.
62fund9;7POINTER6914.6The Fund Code (from the Treasury Symbol) under which this equipment was procured.
63administration/office9;8POINTER6914.7An accounting classification.
64equity account9;9SET OF CODES3299:MEDICAL
An accounting classification used primarily in cost distribution reports.
65date of fap conversion9;10DATE-TIMEDate on which this equipment record was converted to Fixed Asset Package format. It is generally unnecessary to convert any record more than once.
66reported to fapCOMPUTEDThis field will equal 1 when the equipment item is currently reported to the Fixed Assets package in Austin. Otherwise it will equal 0.
AKFC => Fully compliant. Device will function properly in all respects on January 1, 2000 without user intervention. CC => Conditionally compliant. Device requires user intervention to function properly in all respects on January 1, 2000. This may include a manufacturer software and/or hardware update or other one-time user action. NC => Non-compliant. Device will not function properly on January 1, 2000 and no known remedy is available. NA => Not applicable. There are no Y2K implications for this device.
71.5source of y2k category(+)11;11SET OF CODESVA:VA WEB SITE
The source of the Y2K categorization for this item. This required field will default to "Local assessment" and will not appear on any packaged reports. You may access the information via VA FileMan if you need it. "Local assessment" generally means that specific information from the VA web site and/or the device manufacturer is unavailable (and perhaps unnecessary). In these cases, Y2K categorization is made on the basis of the professional opinion of facility management staff. Sites are cautioned against attempting to perform actual Y2K compliance tests on equipment that may have Y2K problems because advanced date simulation in systems with embedded microprocessors may be very difficult to achieve.
72estimated y2k compliance date11;2DATE-TIMEThis field is to be populated only for Y2K CONDITIONALLY COMPLIANT devices. It is the date by which a Y2K remedy is expected to be available and installable. This field will be automatically deleted upon closeout of an appropriate Y2K work order.
72.1actual y2k compliance date11;10DATE-TIMEDate (month & year is enough) when device was made Y2K compliant.
73estimated y2k compliance cost11;3NUMERICThis field is to be populated for Y2K CONDITIONALLY COMPLIANT devices only. It is the estimated cost of whatever it will take to make each subject piece of equipment Y2K compliant; including station labor, materials, and/or contractor assistance.
74actual y2k compliance cost11;4NUMERICThe actual cost of making the device Y2K compliant. This field will be populated automatically upon closeout of an appropriate Y2K work order.
75y2k technician11;5POINTER6929The engineering employee who is personally responsible for implementation of the Y2K upgrade. This field should be populated only for Y2K CONDITIONALLY COMPLIANT devices and will be used (if it exists) by the system whenever Y2K worklists are printed.
76y2k action11;6SET OF CODESRET:Retire
USE:Use Without an Update
This field should be populated only for devices that are Y2K NON-COMPLIANT. It indicates the plan of action.
76.1y2k estimated replacement date11;13DATE-TIMEDate by which site plans to replace this item with something that is Y2K compliant.
77y2k assigned shop11;7POINTER6922The ENGINEERING SECTION that has been assigned responsibility for making this device Y2K compliant. This is the section to which the Y2K work order will be assigned. If this field is not populated then Y2K work orders will be assigned to the RESPONSIBLE SHOP (first entry) if one exists. If their is neither a Y2K ASSIGNED SHOP nor a RESPONSIBLE SHOP, then the Y2K work order will be assigned to the primary biomedical engineering section.
78y2k compliance work order (pointer)11;8POINTER6920Whenever a Y2K work order is created (in routine ENY2K5) this field (and its regular cross-reference) in the Equipment File is populated via hard code. THIS FIELD SHOULD NEVER BE DELETED AS LONG AS Y2K IS AN ISSUE. To avert possible confusion, no Y2K work order number will ever be assigned to more than one piece of equipment. In like manner, no piece of equipment will ever have more than one Y2K work order number. If more than one shop needs to work on the same piece of equipment for Y2K compliance, then the work order will be assigned to the primary shop and other shops will charge their time and materials to this primary work order. If a Y2K work order is closed inappropriately, it can always be re-opened and corrected via the Edit Work Order option [ENWOEDIT].
79y2k compliance work order (text)11;9FREE TEXTALAutomatically populated with original Y2K work order number.
80y2k notes11;12FREE TEXTThis free text field (80 char max) is intended for use with conditionally compliant and non-compliant devices only. If populated, it will be appended to the COMMENTS field and printed on the Y2K worklist (for conditionally compliant equipment). Sites are not required to use this field.
81y2k functional classification9;11SET OF CODESPC:General purpose workstation
MED:Medical device
FS:Facility equipment
TEL:Telecommunications equipment
A classification agreed on by the VA and its oversight agencies for Y2K compliance reporting. PC => A general purpose personal computer or workstation used for office applications. Not an integral part of a medical device or of a facility management system. MED => Medical devices are pieces of equipment (or equipment systems) that are dedicated to the diagnosis and/or treatment of patients. Includes anything that requires Food and Drug Administration (FDA) approval as a medical device before it can be commercially marketed to health care providers in the United States. FS => Facility systems (or facility equipment) are devices (or equipment systems) used to manage the environment of care within health care facilities. Includes building service equipment of all types, such as: o Emergency communications management systems o Security systems o Alarm systems o Fire detection and control systems o Environmental control systems o Water management o Electrical energy management and control systems o Building transport systems (people and/or material) TEL => Telecommunications equipment, broadly defined. This classification includes PBX systems, voice mail, radio frequency communication systems, faxes, routers, switches, bridges, servers, modems, satellite communication systems, video conferencing, and wireless LAN.
82y2k utility system9;12POINTER6918.1Indicate which devices in a facilities equipment inventory are included in some kind of Facility Management System. Whenever a user enters a Y2K UTILITY SYSTEM for an entry that is a PARENT of other equipment entries, then AEMS/MERS will automatically assign that Y2K UTILITY SYSTEM to all descendents of that parent entry. The Y2K UTILITY SYSTEM field will have special significance in centralized reporting of Y2K compliance activities, but the utility of this classification scheme is expected to outlive the Y2K compliance effort. Some specific examples of utility systems are as follows: ALARM o Hazardous Materials o X-Rays and Nuclear Radiation o Biomedical Hazards o Operating Room Gases o Infectious Disease Controls o Biohazard Detection and Control o Gas Detection (carbon monoxide, radon, ozone, etc.) COMM o Emergency Dispatching and Communications o Nurse Call Systems ELECT o Uninterruptible Power Supplies o Emergency Generators o Power Distribution Units o Lighting Controls o Emergency Lighting ENVRN o Heating o Ventilating o Air Conditioning o Load Balancing o Humidification and Dehumidification o Programmable Thermostats FIRE o Fire Alarms o Sprinklers o Halon Systems OTHER o Laboratory Controls o Remote Data Collection o Traffic Management o Automotive Systems o Machine Controls o Clock Systems o Mail Handling Systems o Microfilming o Records Control o Document Imaging o Copiers SCRTY o Passkey Systems o Access Control o Intrusion Detection o Traffic Monitoring o Gates, Doors, Vaults o Employee/Client Identification and Verification o Patient Tracking Systems o Video Monitoring and Time Stamping o Time Card and Check-in Systems o Communications to Security Agencies TRANS o Elevators o Escalators o Slideways o Pneumatic Tube Systems o Robotic Devices o Moving Walkways WATER o Heating o Cooling o Purification o Pumping o Storage
90non-space file locationNSP;1FREE TEXTANSPThe purpose of this field is to allow IT users to enter a free-text value when there is not a suitable location in the ENG SPACE (#6928) file to select. The intention is that entry of a free-text location value will result in engineering automatically being notified via e-mail of the need for a new location. After the new location is added to the ENG SPACE file, the engineering user should respond on the mail message that the location has been added and then the requester can use an IT edit option to update the equipment location and delete the non-space file location.
90.1non-space file personNSP;2POINTER200This field is automatically populated with the user that entered a value in the NON-SPACE FILE LOCATION field.
90.2non-space file date/timeNSP;3DATE-TIMEThis field is automatically populated with the current date/time when a value is entered in the NON-SPACE FILE LOCATION field.
91it remote locationITR;1FREE TEXTThis field contains information such as the address or phone number for IT equipment that is taken off-site.
92it commentsITC;0WORD-PROCESSINGThis field contains comments entered by IT staff concerning an IT equipment record.
99remain capitalized set byRC;1POINTER200This field has been temporarily added to the EQUIPMENT INV file by patch EN*7*71 for management of the one-time capitalization threshold task. This task will expense equipment that is currently capitalized and reported to Fixed Assets/FMS, but does not meet the new capitalization threshold of $100,000. After the one-time task has run on July 24, 2002, this field will be obsolete and it will be deleted by a subsequent patch. This field can be updated by the Adjust List of Equipment to be Expensed by Task option. If this field is populated then the associated equipment item will not be expensed even though it meets the other criteria to be expensed.

Referenced by 9 types

  1. EQUIPMENT INV. (6914) -- parent system, replacing (entry number)
  2. FA DOCUMENT LOG (6915.2) -- equipment record
  3. FB DOCUMENT LOG (6915.3) -- equipment record
  4. FC DOCUMENT LOG (6915.4) -- equipment record
  5. FD DOCUMENT LOG (6915.5) -- equipment record
  6. FR DOCUMENT LOG (6915.6) -- equipment record
  7. IT ASSIGNMENT (6916.3) -- equipment
  8. Y2K CATEGORY LOG (6918) -- equipment entry
  9. WORK ORDER # (6920) -- equipment id#