()There are definite advantages from implementing and keeping a document and control over resources. From being in a position to see asset deployment and maximizing their usage savings can be gotten. Tracking assets will lessen misappropriation or unauthorized use and assure workers leaving a return resources. Sometimes a method can be mandated by government regulations, provisions of financing, public grant provisions, insurance provisions etc.. 1 individual can maintain and handle all assets of a company should they have applications. Applications and computer programs reduce complexity, save time and avoid errors. Use a power management program program?
()While pencil and paper approaches may be utilized, software applications help in the recording, maintenance and auditing of assets. This saves time and provides a image of resources because viewing and sorting in various manners is simple and fast.
()The simplest ‘alternative’ would use a spreadsheet application such as glow. After migrating to software there are times a spreadsheet program may continue to be useful.
What is an Asset?
What you call an asset often is dependent on your organization activities. The very first thing springs to mind is fixed assets such as computers, production equipment, office furnishings etc.. Perhaps you will want to think about employees as even or assets maintenance and service contracts. A means to track can be provided by A flexible asset management software program.
What are my first steps in preparing a system or ‘solution’?
1: Decide what assets will be managed.
The more assets the more work in setting up your system. Limiting assets is a fantastic idea.
2: Deciding what characteristics of assets it’s very important to record within the program.
Your choices won’t just have an impact upon the quantity of work required but also the degree to which you are able to manipulate and view asset information by sorting on asset information field or combination of fields.
For example if you setup a field for ‘location’ then you may sort data to find out what assets are in each location. If you have a field for ‘type’ or ‘class’ then you display to show only particular kinds of assets such as computers at one or more location and could sort.
As in every facet of life one needs to make tough choices between what is ideal and what’s feasible. Your choices collecting information in addition to are going to have an effect when assets arrive. Choices you make will have a bearing since whatever you desire may not be handled by some. One such a limitation is found within the AssetTrakker Pro software program. TrackitSoftware does not supply a way of maintaining of data and tracking depreciation since it was felt this added complexity. Furthermore handling depreciation demands understanding of regulations and government rules beyond the expertise of the people who stand to benefit most from asset administration. Depreciation is already calculated and account for by Accounting departments. AlthoughSome software does promote depreciation calculation but offers.
Below is a listing of Asset Attributes ‘fields’ for your consideration. You won’t wish to use all these for your own ‘solution’ and may have.
Asset #: The identification reference used to track assets. They can be a or numbers number with an alphabetical prefix. (0001 or A001). This number is used perhaps and for audit purposes for cross-reference.
Model: When arranging buying or service parts useful. Useful allows grouping by model type.
Serial #: Asset identification. When making insurance or warranty claims needed.
Cost to Repl.: Estimate of the cost of replacing an asset. Useful for planning, risk insurance and assessment.
Cross Ref. #: tie group of assets together or Reference asset number.
Type: Can be used for a general grouping like furniture, computer, shipping, etc.
Condition: Helpful to check out what’s very likely to require replacement or decide on service requirements.
Description: Detail as well as make, model, and serial number.
Memo: Additional info regarding the asset. If a computer you may want to the programs or list specifics of the hardware configuration.
Department: This helps for sorting assets to aid in auditing.
Location: That you can be given a crystal clear view of where assets can be found by a search/sort great field to get.
Used by: And/or assets off business 17, in case you have assets in the possession of an employee.
Date Assigned: Useful if assets are moved around or for telling an asset has been at its present site.
Expected EOL: The date once the asset will be useful.
Funded by: Source of funds if provided by Bond Issue, or outside funds (loan) or a grant.
Cost: Complete cost of acquiring an asset.
Date Acquired: Helps give some idea when replacement may be required.
Disposed: An asset was disposed of.
Disposed Date: Date asset was disposed of.
Business Use %: Used if an asset isn’t used full time by the business to break down asset usage. Not for everybody, but a field that imagination might get an use that is indispensable for.
OUT: Used for Tool/Equipment Tracking,
Taken By/In From: Used for Tool/Equipment Tracking to indicate who’s taking or returning item.
Date Due: Used for Tool/Equipment Tracking to demonstrate once an asset is due back.
Recovered Value: Net profits of the disposal.
Disposed Detail: Notes on an asset was disposed of.
Warranty: If covered by a contract, indicates is covered by a warranty or could be used.
Warranty Expiry: It’s beneficial to find out what expiries are currently approaching for tracking service or maintenance agreements. Helps prevent prompting the repair of items in addition to paying for service.
Image: Can help in asset identification or where ‘look’ is a significant feature. If insurance claim made useful.
Value: Could be amount the asset is insured for. Risk exposure control.
Leased: Helps keep track of Leased vs Owned assets.
Lease End: Used to warn when assets must be replaced or the lease needs to be renewed in line with the lease’s details.
Lease Start: Date of lease on equipment.
Lease Co: The name of the business from.
Audit Date: This column records the date assets’ batch scans were created for audit purposes.
Auditor: Record the name.
By now you’ve got a fantastic idea about what asset information that you wish to track. You should consider how a lot of folks will enter data and how many will access the data before taking a look at the a variety of software packages available. In firms a couple will want to participate although it is very likely that 1 person is going to be involved. Your scenario could require buying more than 1 program license and several users must be supported by the program.
Use a Barcode Scanner?
A barcode scanner may be used to speed data entry and auditing. This will add lower priced software packages provide support. Value can be provided by a scanner and save a good deal of time, particularly if incorporated into software.
()Below are summarized the kinds of barcode scanners employed with asset management program.
()A ‘dumb’ tethered ccd scanner is cheapest and purchased for around $70. This can be used acts to a keyboard in that a barcode is scanned by you and when plugged into the computer and it’s put into space or whatever cell you’re in.
A ‘laser’ tethered scanner is more money but are going to have the ability to scan smaller barcodes and perhaps have a deeper field of view (easier to scan a barcode quickly).
A ccd or laser scanner that has built in memory so scans can be made and then the scanner can be brought back and plugged into a computer, and those scans uploaded. This is helpful for audit purposes. For utility your software ought to be optimized to make the most of this ‘batch’ memory capability. A capable unit can be gotten for around $150.
A laser scanner with internal memory, in addition to an input screen and keys, means that after scanning a barcode it’s possible to add extra details. These are expensive and their use needs to be integrated into your management program. You’re taking a look at units in the pocket pc price range plus scanner price, while prices are coming down. It’s usual for software utilizing these units to be priced higher.
Asset Management Software
The selection of prices for asset management software is $200 to $10,000 and all require you to do the entry of current asset data in addition to some setting up for your requirements. Some offer telephone advice at additional cost but hands on assistance only will come with expensive packages (this amount of software demands expensive sales force and marketing expense so perhaps their price, for the features provided, may appear high).
Purchasing Criteria lots of individuals appear to use. You may have more.
1: Price 2: Ease of implementation of system 3: Ease of use 4: Ability to fit the business 5: Functionality 6: Potential to take care of growth
What you’re able to obtain for a sensible price
A program with complete relational database, such as MS SQL Server Express, or open source database. There’s absolutely absolutely no reason to settle for quality or less 10, today. Microsoft provides their SQL 2005 ‘Express’ DB version at no price.
A program which lets you attach images of assets. It’s something that you may want to use, while not necessary for everyone.
A program that integrates using inexpensive ‘batch’ memory barcode scanners because, if not now, at some point in the future such an accessory will save yourself time and money. Used in auditing it assures an asset was seen as barcode had to be scanned.
A program that will permit the managing of 10,000+ assets. With adequate memory in your computer and a fast full relational database engine there isn’t much of a limitation anymore and while certain functions might slow down a bit even a minimal cost program should handle over 10,000 assets.
A program that’s flexible so that you may make the most of features later rather than needing to implement everything at the same time.
*If more than 1 person is to be given access to the database then you need to make sure that different levels of access can be set for different users to stop unauthorized changes to data.
What you may get but not cheaply.
A program that integrates directly into your present accounting system.
A program that has full expert depreciation calculations.
A program that runs directly off your company server (lower cost software runs off workstations and while a central database can be found on your server and accessed by individual workstations this isn’t the same as complete software being server based with applets on workstations.
Hand holding and in house training to receive your system ready to go. There are firms that set up your software will sit down and ask you the questions, audit and list all your assets and train your staff maintain and to operate your ‘solution’. Most, to my knowledge, will suggest a mid to high priced software as it’s simpler to sell (commission higher as well) and easier for them to install because of their familiarity with it.
Nuts and Bolts
Gathering your Asset Information How you perform this step is dependent on your circumstance. In our discussion we assume you don’t have asset information, in other format or an excel spreadsheet. By export/importing that data if you do then you would save yourself work.
Starting your Asset Listing and Numbering from Scratch
This is an advantage since you aren’t restricted by inherited constraints. It is more work, although you can’t simply load in asset information but have to collect everything yourself.
Collecting asset information is time consuming. Finding with as little work as possible is crucial. Planning and thinking about how to do the job will help make this job simpler.
The following is the way I suggest doing this but you might have your own, perhaps superior plan.
Create data entry sheets you’ll have people write in information about assets under their control. These may be created by your asset management software or you could make an excel spreadsheet up.
Try and receive some ‘buy in’ from the department or location manager with control over assets. The asset that is closer to the asset is going to be controlled. ‘It’s my department’s asset’ is more powerful an incentive than ‘it’s I.T. Dept’s asset’.
After entering data, that your co-operative managers helped you obtain, it’s the right time to work with that data inside your asset management program. It shouldn’t take long to get acquainted with it can present information and in reports.
Now sit back and enjoy how simple it’s to administer your assets.