Introduction: Asset Management

In this article we introduce you to Asset Management. You must have the Asset Management user role assigned to see this section.

WhosOnLocation’s Asset Management Add-on makes it easy for organizations to manage an inventory of assets and takes the hassle away from tracking where those assets are and who is responsible for them.

Note: Asset Management is an add-on and must be activated by the account owner before use. To activate the add-on, go to Tools > Account > Add-on Management, click Yes for the add-on and click Save.

Do you issue assets to employees, visitors, contractors, or other people?

Think about:

  • Temporary access control cards
  • Keys to doors
  • Keys to vehicles
  • Tools
  • Safety Equipment and PPE gear
  • Etc…
Note: The Asset Management Add-on is not an accounting asset management tool. It does not manage depreciation or manage any of the accounting elements of asset management – but if you are currently using paper-based systems, spreadsheets, or a basic database management system to manage your asset inventory and record where those assets are then WhosOnLocation’s Asset Management Add-on will make your life a lot easier.

You can:

  • Create Asset Groups, and Types.
  • Create an unlimited number of assets.
  • Associate a unique ID to an asset like a barcode or RFID.
  • Assign those assets to a Home Location.
  • Allow nominated Asset Issuance Users to issue assets out and receipt them back into inventory.
  • Record when it is due back.
  • Receipt an asset back in.
  • Run reports on the historical movements of any asset.
  • Assign an Asset a fixed geolocation (latitude and longitude) (ideal for permanent assets fixed to one place).
  • Display assets assigned a geolocation on the GeoLocation Reporting tool.
  • Overlay any combination of assets, employees, service providers, and or vehicles on the GeoLocation report.

The Asset Manager User Role

Assets are created, issued out, tracked, and receipted back in by any employee who is assigned the user role of Asset Manager.
User roles may only be assigned by administrators, to assign the Asset Manager user role, go to Tools > User Roles and assign yourself and/or any other employees the user role of Asset Manager.

There are three (3) levels of Asset Manager.

  1. Global Asset Managers can create Asset Groups, Types, add assets, and issue assets into and out of all locations across the account.
  2. Manager Asset Managers can create Asset Groups, Types, add assets, and issue assets into and out of the locations they are assigned to.
  3. Issuer Asset Issuers can issue assets out and receipt them back in; but only for the assets linked to the locations they are assigned.

About Asset Groups and Types

About Types

An Asset Type a sub-set of an Asset Group. For example you may set up an Asset Group called ‘Keys’. Then you may have several Asset Types that fall within the Group called ‘Keys’ like:

  • Building Door Keys
  • Warehouse Door Keys
  • Car Keys

Every key you add to the Asset Register (say like the Server Room Key) will be assigned to a Type.

Before you can add any asset to the register you must first setup your Asset Groups and Types.

Asset Types have three attributes:

  1. Asset Group (linked to)
  2. Name of Asset Type
  3. Description of Asset Type

About Groups

All asset Types are associated with a specific asset Group. So the 2 Types called ‘Door Keys’ and ‘Vehicle Keys’ might be in an Asset Group simply called ‘Keys’.

An Asset Group is a group of asset Types that have similar characteristics. So a Type of asset is a sub-set of a Group. For example you may set up an Asset Group called ‘Keys’. Then you may have several Asset Types that fall within the Group called ‘Keys’ like:

  • Building Door Keys
  • Warehouse Door Keys
  • Car Keys

Asset Groups have three attributes:

  1. Name of Asset Group
  2. Class
    • Transferable: means the asset can be issued out (given to) a person Examples include PPE gear, keys, and cards.
    • Fixed Location: means the asset is fixed in a set location. Like a Wind Turbine or a piece of Machinery that stays on-site however; even these assets can be issued out but the context would be you are assigning ‘control’ of the asset to the person.
  3. Description of Asset Group

About Assets

Assets, in respect to WhosOnLocation, are typically assets that are issued to employees, visitors, or Service Providers (contractors and suppliers) on a temporary basis. You, the asset manager want a tool that can help you track where assets are, who has them, and who has had them previously. Examples of assets are:

  • Basement door key, Server room Key, key to warehouse
  • Card V0001, Card V0002, Card V0003 etc…
  • Hard Hat 1, Hard Hat 2, Hi-Viz Vest 1, Hi-Viz Vest 2, etc…
  • Ford Ranger (Registration EXP1234), Toyota Van (Registration VIC1781)
  • Radio RT 1, Radio RT 2, Radio RT 3, etc…
  • Electric Saw, Cordless Drill, Air Compressor, etc…

Asset Attributes

When creating an Asset there are several asset attributes that must be completed:

  • Asset Type means The Type of asset this asset belongs to (pick list from the Asset Types you setup)
  • Asset Name means The name of the asset
  • Asset Tag is a unique identifier for the asset and can include alpha-numeric, alpha, numeric, barcode, and RFID identifiers.
  • Asset Reference is, like Tags, a unique identifier for the asset and can include alpha-numeric, alpha, numeric, barcode, and RFID identifiers.

    Tags and References can be inter-changed but effectively we are giving you two asset identifiable fields to use as you see fit.

  • Notes is a simple notes field to register additional information not able to be recorded using any of the pre-set field attributes.
  • Photo allows you to upload one or more images of the asset.
  • Geolocation is Ideal for fixed assets. Use the Geolocation feature to record where this asset is by entering the coordinates of the asset. Asset locations can then be displayed on a map under the GeoLocation reporting tool found in the upper toolbar under Reporting>GeoLocation.
  • Asset Owner Type is either your own organization or a Service Provider’s Organization.
  • Owner Asset Contact is either:
    • An employee within your organization who is responsible for the Asset (they must hold either Asset Manager Global, Manager, or Issuer rights) or;
    • A Service Provider Organization
  • Asset Base Location is the location in your WhosOnLocation account that is effectively where the asset is physically held, stored, based when its status is IN.
  • Asset Department is a department setup against the Base Location profile where you can associate ownership or responsibility of the asset to. 

Tracking Assets

Asset Managers (both Global and Managers) and Issuers can issue assets out to visitors, service providers and employees.

Users can:

  • Search for an asset
  • Issue it out
  • Record when it is due back (date and time)

Users can also:

  • Update an asset’s status if it is due to be returned late
  • Quickly view which assets are In, Out, Due, or are Overdue.

Once assets are created they hold one of the following statuses.

  • Overdue (red) meaning the asset has not been returned to inventory by its due return date and time.
  • In (green) meaning the asset is not issued out.
  • Out (blue) meaning the asset is currently issued out.
  • Due (orange) meaning the asset is currently out but is due back in the next 1 hour.

FAQ's

Question: What user role would we assign our receptionist so they can issue keys and cards to visitors, contractors, and employees?

Answer: They would need both Sign In/Out Manager and Asset Manager Issuer user roles.

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