Create Asset

The Create Asset page is used to define a piece of equipment that will be managed by the system. For example, you use the asset module to track HVAC equipment such as boilers and air handling units, computer equipment such as laptops and printers, or healthcare equipment such as ultrasonic scanners or incubators.

When you create an asset, you define it by entering basic information, such as the asset name, serial number, class, and manufacturer as well as warranty, purchase, and location information. Once created, you can define additional information on the Asset Details page, such as maintenance schedules and associated documents.

Certain fields are displayed only if you are utilizing the optional Healthcare Functionality. These features are marked as Healthcare Functionality Only.

To create an asset:

1. Access the Asset module by clicking the Asset link at the top of the page.

2. Select the Create Asset tab.

   The Create Asset page opens.

3. In the Asset Name field, enter a descriptive name for the asset.

4. In the Asset # field, enter an asset number.

   The asset number must be unique within the property. If Auto Generate is displayed in this field, the system will automatically generate a unique asset number.

5. In the Serial # field, enter the asset's serial number.

   This field is required. If you do not know the serial number, you can enter a generic value, such as NA. Serial numbers do not need to be unique.

6. In the Asset Class field, select a classification for the asset.

   User-Defined Fields (UDFs) can be associated with an asset class. Therefore, by selecting an asset class, you allow custom fields, specific to that type of asset to be associated with the asset.

7. In the Asset Rank field, select the relative importance of the asset, for example, Critical or Standard.

8. (Healthcare Functionality Only) For systems utilizing the optional Healthcare Functionality, specify values for the following fields.

   These fields can be enabled on an individual basis. Therefore, some systems that are utilizing healthcare functionality may not display one or more of these fields.

   1. Click the ECRI Code Select link to select an Emergency Care Research Institute code for the asset.

   2. In the Risk Assessment field, enter a value indicating the general level of risk associated with the failure of this asset.

   3. Click the Ext Cost Center Select link to select an external cost center for the asset.

9. In the Manufacturer field, enter the name of the company that makes the asset.

10. In the Model field, enter the model name/number of the asset.

    If the Manufacture and Model for this asset are not listed, you can click the ADD link to add new manufacturers and models to the system.

11. In the In-Service Date field, enter the date on which this asset was placed into service.

12. In the Vendor field, enter the name of the vendor who supplies this asset.

13. In the Asset Status field, select the status of the asset, for example, In-Service or Emergency Use only.

14. In the Status Comments field, enter any comments about the asset's status.

    For example, if the asset is in seasonally in-service, you can enter information about when it is in use.

15. In the Barcode Number field, enter a value to indicate the bar code ID associated with the asset.

16. In the Financial System ID field, enter a value to indicate the asset number that is recorded in the financial system, most often used to calculate depreciation.

17. In the Asset Type field, select a value to indicate the type of asset.

18. In the Asset Keyword field, select a value to indicate a keyword you want to associate with the asset.

19. In the Asset Description field, enter a detailed description of the asset.

20. In the Asset Safety Comment field, enter any precautions about the safe use or handling of the asset.

21. In the Warranty and Service Information pane, enter any of the following values.

    1. In the Warranty Contract # field, enter a number associated with the asset's warranty contract.

    2. In the Warranty Effective Date field, enter the date on which the warranty takes effect.

    3. In the Warranty Expiration Date field, enter the date on which the warranty expires.

    4. In the Expiration Contact field, enter the name of the person to contact when the warranty expires.

    5. In the Expir Contact Phone field, enter the phone number of the person to contact when the warranty expires.

    6. In the Warranty Vendor field, select the name of the company that holds the warranty for the asset.

    7. In the Warranty PO field, select the purchase order on which the warranty for the asset was paid.

    8. In the Maint. Contract # field, enter a number associated with the asset's maintenance/service contract.

    9. In the Maintenance Vendor field, select the name of the company the maintenance/service contract is with.

    10. In the Maint. Contract Exp. Date field, enter the date on which the maintenance/service contract expires.

    11. In the # of Days Notif. Exp field, enter the number of days before the expiration of the maintenance/service contract you have to request a change to the contract (for example, extension or cancellation).

22. In the Purchase Information pane, enter any of the following values.

    Many of these values are used by the system when calculating the Estimated Replacement Cost by running the Asset Value Listing report in Update mode.

    1. In the Purchase Date field, enter the date when the asset was purchased.

    2. In the Purchase Amount field, enter the cost of the asset when purchased.

    3. In the Cost Center field, enter any cost center required by the accounting system.

    4. In the Purchase Order # field, enter the number of the purchase order issued when this asset was purchased.

    5. In the Est. Replacement Cost field, enter the cost to replace the asset.

       Note:

       If you run the Asset Value Listing report in Update mode, a value for this field will be automatically generated based on the asset's estimated useful life and an inflation rate you enter as report criteria.

    6. In the Life Expectancy (Date) field, enter the date when the asset's useful life will come to an end.

    7. In the Estimated Life (yrs) field, enter the expected number of years this asset will be in use.

    8. In the Estimated Life (hrs) field, enter the expected useful life of the asset based on hours of use.

    9. In the Annual Runtime (hrs) field, enter the expected annual usage of the asset based on hours in service.

    10. In the Capital Repair Cost field, enter a value indicating the repair cost of the asset as a capital expenditure.

23. In the Location Information pane, enter any of the following values.

    1. In the Property field, select the property the asset is associated with.

    2. Use the Location fields to determine the location of the asset. Location is highly configurable. Your system may display one or more of the following fields:

       • Space/Floor – Select a value to select the space/floor location of the asset. Some systems group spaces and floors together and some use separate space and floor values.

       • Zone – Select a value to specify the zone within the property where the asset is located.

       • Tower/Wing – Select a value to specify the tower or wing within the property where the asset is located.

       • Floor – Select a value to specify the floor the asset is located on.

       • Space – Select a value to specify the space the asset is located in. You cannot select a space until after you select a floor.

       • Sub-Space – Select a value to specify the subSpace the asset is located in. You cannot select a subSpace until after you select a space.

    3. Click the Assigned To Select link to select an employee to associate the asset with.

       This value is not required and is often used for assets such as laptops or mobile phones to indicate the person in possession of the asset.

    4. In the Room/Area field, enter a value to further define the location of the asset by specifying a room or area.

    5. If the GIS (Geographic Information System) feature is enabled, you can enter Latitude, Longitude, and Altitude values to pinpoint the location of the asset.

    6. In the Quantity Available field, enter a value to indicate the quantity of assets.

       This field is only used if the asset represents a group of assets, for example fire extinguishers, that do not need to be tracked individually.

    7. (Healthcare Functionality Only) Click the Auto-Assign Select link to select a user to whom work requests involving this asset will be assigned.

       Selecting an Auto-Assign user overrides the default assignment based on request type. Only users that have access to the selected property can be selected.

       Some systems utilizing healthcare functionality may disable this feature. If disabled, the Auto-Assign field will not appear.

    8. In the Asset Comments field, enter any necessary comments about the asset location.

24. In the Asset Class Details pane, specify values:

    The fields in this area are custom, user-defined fields that will vary based on the asset class selected.

    • Fields may have an enforced data type. For example, you cannot enter a text value into a numeric field.
    • Date fields have an enforced data type. Data entry can be simplified by clicking the associated calendar icon to select a date.
    • Hyperlink fields allow you to enter both a user-friendly Display name and the actual URL to the external source. Only the Display value is shown on the Asset Details page, but clicking it redirects the user to the associated URL.

25. Click OK to create the asset.

    The asset is created and the Asset Details page is opens allowing you to further define the asset.