Office of Program Development and Funding

1. Office of Program Development and Funding Electronic Grants Management System Tutorial #5: Creating a Property Report (Equipment Inventory and Receiving Report)

2. Notes about Equipment Reports • This Tutorial will take you through the process of creating an Equipment Inventory and Receiving Report • Property should be recorded in the GMS Property Module each time you receive equipment • The report can be printed from GMS, signed, and mailed to DCJS – do this after all equipment purchases have been made

3. GMS Allows you to create your Equipment Reports Online. Begin by selecting “Property” from the Menu Bar. Then select the Project You want to add Property to.

4. If you have equipment recorded, the items will be listed. Select one by clicking on it. To begin a new entry, click “New”.

5. This is the Property screen. Enter the equipment you Have purchased, and other pertinent information. Remember to give a serial number for all items, if possible. SAVE.

6. As you record property, it is reflected in the Property Grid. Note that the second item listed, two cars, has no serial number. You may at any time print a Property (Equipment Inventory and Receiving) Report by clicking the “Print” button.

7. GMS will open a new window with the printable Equipment Inventory and Receiving Report displayed. This report may be signed and mailed to DCJS. In the future, GMS will provide the means to electronically sign Equipment Inventories.

8. At the end of the grant period, DCJS will update the status of equipment to reflect its signover to the grantee, provided all the conditions of the grant have been met. You do not need to do anything in this area unless a piece of equipment must be surplussed or disposed of prior to the end of the grant period. In this case, you should also notify your Program Representative.

9. Thank you for viewing this tutorial • For assistance with GMS, consult your User Manual, Online Help, or email the support desk at funding@dcjs.state.ny.us