Asset management is the central function of Custodian™ CMMS.
Repairing assets. Maintaining assets. Deploying assets. Re-locating, Repairing, and Retiring assets. But what is an asset?
What is an “Asset”?
An asset is anything your company needs to do business:
- Hard Assets:
- Machinery, Equipment, Tools
- Computers, Network Components or Devices
- Office Furniture, Fixtures
- Soft Assets:
- Software and Subscriptions
- Licenses, Certifications
your asset database includes many details about each individual asset:
- Serial number
- Purhase date
- Warranty expiration
- Maintenance records
- Location, Site, and Area
To avoid confusion between similar assets, the Custodian™ database generates a unique identification number for each asset. This unique number is called the Asset-Tag.
Assets are organized into very general classifications called Asset-Categories. Categories are broad terms.
Each Asset-Category is sub-divided into more specific Asset-Types.
For example: The Asset-Category “Computers” might include three Asset-Types: “Desktop PCs”, “Laptops”, and “Tablets”
When configuring Custodian™ Asset-Types (outlined in the steps below) you will have the option of customizing Asset-Tags.
For example – it might be useful if all “Desktop PCs” have an Asset-Tag that starts with the abbreviation DPC. We call this a TAG-PREFIX. All assets that belong to the “Desktop PC” asset-type will be numbered sequentially, always starting with the tag-prefix “DPC”: DPC0001, DPC0002, DPC0003, etc.
You can make up your own tag-prefixes. We recommend a three letter abbreviation. Some examples:
- DPC = Desktop PC
- PRN = Printer
- CAM = Camera
- KPD = Keypad
- BLR = Boiler
… You get the idea.
First, we’ll need to create a few asset categories to help keep things organized. Categories are very general – no details – just a name.
In the left menu-panel, choose Assets > Categories.
To create a new Asset-Category, click the + NEW ASSET CATEGORY button.
Give your new category a broad, descriptive NAME.
Repeat and create as many asset-Categories you need. There is no limit.
Since Asset-Categories are very general, we need to narrow down the field into slightly more specific sub-categories – called Asset-TYPEs.
To see a list of asset-TYPEs within an asset-category, click the TYPES button. This will expand or collapse the list.
To create a new Asset-Type within a Category, click the + NEW ASSET TYPE button. This will open the Asset-Type modal.
Give your new Asset-Type a descriptive NAME … and a TAG-PREFIX (as described above).
And we’ll add some CONFIGURATIONS …
Configurations are characteristics that are common among all assets within an Asset-Type.
For example: if your Asset-TYPE is Desktop PCs, some relevant configurations might include:
- Operating System
- Static IP
- Monitor connection type.
When you finish adding your CONFIGURATIONS, click SAVE.
Adding New Assets
Finally – you’re now ready to start adding ASSETS to your Custodian™ CMMS database.
In the left menu-panel, choose Assets > Add New Asset. This will open the Add-Asset modal.
From the drop-down lists, choose your new Asset’s CATEGORY, TYPE, and the AREA where your asset will be deployed.
From the drop-down list, set the STATUS of the new Asset;
- Deployed = currently in use somewhere in your company
- Inventory = not currently used, available to be deployed
- Requires Repair = not usable, needs to be fixed
- Retired = no longer usable; obsolete
And select the CONDITION of the Asset.
Enter the MANUFACTURER, MODEL, and SERIAL NUMBER.
The Custodian™ database will automatically generate an Asset-TAG. If your company already uses a tag-numbers, you can manually key it in here.
The following fields are optional: Purchase Date, Cost, and Warranty expiration.
Also optional, you can upload a picture of the Asset. This can be very useful for technicians.
Enter any NOTES about the Asset that haven’t already been entered, and fill-in the custom CONFIGURATIONS.
To view or edit any of an Asset’s details, return to your list of Assets. You can search for an Asset by keyword or tag number.