Asset Management Manual

Transcription

1 Page 1 of 11 Asset Management Manual ProjectCentre Version ta Thursday, 5 November 2009 Copyright CADX Pty Limited, A.B.N Unit 3/11, Orion Rd, PO Box 4086, Lane Cove NSW 2066, Australia tel: (AUSTRALIA), (NZ), (800) (USA) fax:

2 Page 2 of 11 ProjectCentre's Asset Management Module allows you to: Introduction Create, manage, and track Assets using specific Asset document types. Manage a Master Asset Register Manage Assets between various sites and/or projects Request an Asset from another site or project Transfer Assets to different sites or projects Write off an Assets Generate reports across all Asset data.

3 Page 3 of 11 Assets Management work using Linked Projects. A Head Project will be set up specifically for maintaining the Asset Register and managing the assets. Multiple Sub-projects will be set up to represent either various projects or sites that would have access and use of the assets. Asset Management Set Up To set up Assets Management: A Head Project will be created to hold the Master Asset Register. Each Asset will be entered, maintained and managed through this project. For each site or project, a sub-project will be set up. Users need to be set up in both the Head Project and the Sub-projects that they are a part of. Users need to link their user accounts in both the Head Project and each sub-project they are a part of. Global logins allow switching between the Head Asset Project ant the sub-project by simply selecting required project under the Projects Module. To set up a Head Project and Sub-projects via the Multi Project Administration, ensure you have a Global User Account and the user accounts on the linked project have been added to the Global User Account. See more on How to set up a Global User Account To link user accounts see Link User Accounts. IMPORTANT: Projects and Users must be linked BEFORE creating assets. Add Assets to the Asset Register Each Asset needs to be entered into the Asset Project (Head Project). To Add Assets to the Master Asset Register 1. Login into the Asset Project (Head Project). 2. Click on the Assets Module from the Module Menu.

4 Page 4 of 11 The Asset Register will display. 3. Click New. 4. Fill in the form as needed: a. Action/Attn - Address this to the person who is going to manage the assets on this list (this may be yourself) or a

5 Page 5 of 11 relevant person on a site where the asset is located. b. Status - The default status is AVAILABLE. Select from the dropdown list if the Asset is currently not available. c. Title - Add a title describing the asset. d. Company/Site Asset - Select whether an asset is considered a company asset or a site asset. e. Asset No - Enter in the Asset Number identifying the asset f. Plant ID - you may enter a Plant # ID for the asset. g. Item - Enter a brief/broad description of the asset. h. Description - Enter in a detailed description of the asset. i. Make/Supplier - Enter the make/supplier for the asset j. Model Name/No - Enter the model name or number for the asset k. Model Serial Number - Enter the serial number for the asset l. Size - Enter a description of the size of the asset m. Colour -Enter a description of the colour of the asset n. Photos - You may upload photos of the asset and they will appear on the Asset Record (AST). Click to browse and attach your photos as needed. o. Purchase Date - Enter the purchase date of the asset. p. Site Purchased - Select from the drop down menu for a list of sites (sub-projects) that the site was purchased by or for. q. Purchase Amount - Enter the dollar amount paid for the Asset r. Condition - Select from the drop down menu for a list of conditions which would describe the asset. s. Working Order button - Select the appropriate button to describe if the asset is in working order. t. Next Service - Enter the date that the asset is scheduled for service or maintenance. u. Licence to Operate Required - Select if a licence is needed to operate this asset. If you select yes, enter the type of licence required in the text box adjacent to the buttons. v. Location - Select from the drop down menu for a list of sites (sub-projects) where the asset is physically located. This is a required field. w. Transferred - Enter the date the asset was last transferred to its current location. x. Comments - free text field to enter any comments regarding the asset. Tip: You can press the [Tab] key to move to the next field. 5. Click Submit. The Asset is created. Requesting An Asset IMPORTANT: If Asset Requests are set up to require approval, the user who is the "Approver" must be linked to the Asset (Head) Project. 1. Login into the Asset Project (Head Project). 2. Click on the Assets Module from the Module Menu. 3. Click on either: a. AST for a Master Asset List. This will include all assets OR b. A saved search for available assets.

6 Page 6 of Once the Asset List displays, Click on the Asset you wish to request. 5. Click Split 6. Once the new document displays, Go to Type and select AT: Asset Transfer from the drop-down menu 7. A warning message will appear asking "Are you sure you want to navigate away from this page.", Click OK. The information from the Asset Document will transfer over the Asset Transfer Document. 8. Change Security to Insecure.

7 Page 7 of 11 This will enable the user to switch between the AST and AT document. It also adds the user as a "silent cc" to the original document. 9. If Approval is required: The Status will default to "For Approval" and the asset will not be able to be transferred until the user who is the "approver" changes the status to "Requested". (See Approving an Asset Request). If Approval is NOT required: the Status will default to "Requested" automatically. 10. Enter the Action/Attn to either the "approver" or the current holder of the asset (i.e. plant manager or site manager where asset resides). If you are addressing to an approver: Enter Info/CC: the current holder of the asset. 11. The Transfer From field will automatically populate with the information from the AST document. 12. Go to Transfer To field and select the location that the asset is being requested for from the drop down menu. 13. Enter the Date Required To/From fields. 14. Add any comments 15. Click Submit. The Asset Request is created. The needed Approver or the Holder of the Asset will recieve the Asset Request via their Notification ToDo List. Asset Transfer Approval 1. Click Repond 2. Change the Status as appropriate: a. If Approval is needed: the Approver will change the status from "for Approval" to "Requested" to indicate the request is approved. b. If Approval is needed: the Approver will change the status from "for Approval" to "Not Required" to indicate the request is not approved. c. The Current Asset Holder will change the status from "Requested" to "Approved" if they agree to the transfer request d. The Current Asset Holder will change the status from "Requested" to "Not Approved" if they do not agree to the transfer request. 3. Add any comments 4. Click Submit. The Asset Request process is completed. If the request has been agreed to you must Transfer the Asset to complete the process.

8 Page 8 of 11 The Asset Requester will recieve the Asset Transfer (AT) Responce via their Notification ToDo List. Transferring An Asset If the Transfer has been agreed to: 1. Scroll down on the Asset Transfer (AT) document to the "Related" section, and click on the Asset (AST) 2. Once the Asset (AST) opens, Click Repond 3. Enter the Action/Attn to yourself or the project where the aset is to be transferred to. 4. Change the Status to "Onsite" 5. Go to Location and select the site the asset is being transferred to from the drop-down menu. 6. Enter the date the asset was transferred in the Transferred field. 7. Add any comments 8. Click Submit. The Asset Request process is completed. If the request has been agreed to you must Transfer the Asset to complete the process. The Asset informtaion will be updated on both the Asset (Head) Project and the project of the attentioned person (site/project sub-project).

9 Page 9 of 11 Writing Off an Asset To write off an Asset, a WOA document is used from the Asset Project (Head Project). 1. Login into the Asset Project (Head Project). 2. Click on the Assets Module from the Module Menu. The Asset Register will display. 3. Click on the Asset to be written off. 4. Click Split 5. Once the new document displays, Go to Type and select WOA:Written Off Assets from the drop-down menu 6. A warning message will appear asking "Are you sure you want to navigate away from this page", Click OK. The information from the Asset Document will transfer over the Written Off Document. 7. Change Security to Insecure. This will enable the user to switch between the AST and WOA document. It also adds the user as a "silent cc" to the original document. 8. Address the document (Action/Attn) to yourself or the relevant user. 9. The Status will default to "Written Off" 10. Go to Reason For Write Off field and select the reason from the drop down menu.

10 Page 10 of Add any comments 12. Click Submit. The Written Off Form (WOA) in complete. 13. Scroll down on the Written Off Form (WOA) to the "Related" section, and click on the Asset (AST) 14. Once the Asset (AST) opens, Click Respond 15. Change the Status to "Written Off" 16. Add any comments 17. Click Submit. The Writing Off process is completed. Quick Asset Write Off NOTE: If your business does not require a Written Off Document for tracking purposes, Assets may be written off very simply as follows: 1. Open the Asset Document (AST) 2. Click Respond 3. Change Status to "Written Off" 4. Add comments 5. Click Submit Reporting Comprehensive reports can be generated in ProjectCentre using the Search Module. Assets can be analysed by the system to generate a single report by criteria you specify. You may run reports from the Asset (Head) Project for information on all

11 Page 11 of 11 company assets or at the sub-project (by site or project) level for reports on assets just at those locations. To list all Assets 1. Go to the Asset Register 2. Click Search. 3. Select AST: Company Asset from the Search In field 4. Click. All Assets are listed. Tip: you can click to add this search as a Custom Search. It will be added to the Asset Module Menu and you can access this search again simply by selecting it on the menu. Note: Custom Searches can be further customised by entering filters on the search and then saving as custom searches. To list all Available Assets 1. Go to the Asset Register. 2. Click Search. 3. Click to expand the Distribution section. This allows you to run an Advanced Search. 4. Select "Available" from the Status select list. 5. Click. All available assets are listed. To list All Assets at a particular Site (or Project) 1. Go to the Asset Register. 2. Click Search. 3. Click to expand the Special Fields section. This allows you to run an Advanced Search. 4. Select the Location from the drop-down list. 5. Click. All Assets for the selected Location are listed.