About the Asset Management Module

Information

Asset Management is a convenient way to store and manage asset items. With minimal setup and configuration, this valuable tool gives you the power to track and maintain asset items quickly and easily. Asset Management may be used to store information about many types of asset items. The ability to report and search for items in order to uncover trends, as well as the ability to track expenses, are at your fingertips. Asset items may be linked to specific issues, facilitating identification of equipment that may be generating unusually high or low numbers of issues. Asset Management also offers you the flexibility to use automated auditing, manual inventory maintenance, or the choice to use a combination of both methods.

Asset Management was created as a straightforward way to record and maintain asset information for your company. This module allows a wide variety of information to be stored about each item. Items may be cloned to speed data entry. Asset items may be linked to a user or associated with non-users. Extensive search capability is provided to easily locate items and detect trends. Reports are built-in for immediate feedback and include drill-down functionality allowing you to move from summary information to detailed information with a simple click of your mouse.

TrakPC runs via a network login script and returns the configuration and software information for each PC. You may also optionally choose to run TrakPC locally on each machine. If no asset item record exists, a new record will automatically be created. If a matching asset item record already exists, the existing item will be updated with the information discovered by the current audit. There is also the option to review audit information prior to applying it, or have it update automatically.


Settings

This section will guide you through the basic setup required to begin using Asset Management. Log in as a System Administrator. You’ll need administrative rights to configure Asset Management.

1

Activate the Asset Management module: Go to Administration > System > System Settings > Features. Place a check in the Activate Asset Management checkbox and click the Update button. There should now be an Asset Management menu option on the Home Menu. If you also wish to utilize ScanPC functionality, place a check in the Use ScanPC – On Demand Audits checkbox.

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2

Establish a list of Asset Types: Asset Types are used to determine an item classification. When you install Asset Management, the Asset Type of “PC” has been designated as the default asset type. Choose Modules > Asset Management > Asset Tables > Asset Types and enter other Asset Type if desired. For each type, you may specify whether you want it to include PC-related fields by clicking on the Include PC Fields checkbox. Optional Fields: If there is additional data you would like to retain for a certain Asset Type that is not already provided in the item record, you can utilize one or more of the optional fields. You can create any number of user-defined text fields and/or list fields to further define each Asset Type.

3

Determine Asset Management Settings: Asset Management Settings establish default values to be used under certain circumstances within the Asset Management module. When audit records come in, they reside in a separate audit table. There is a procedure to apply the audit records to the asset item records. If an asset item record does not exist, one will be created. If an asset item record does exist, then it will be updated with the audit information.

4

Matching Audits to Assets: Issuetrak uses a combination of 6 fields to ensure the best match from audit to asset. Fields used with their weights are listed below:

Serial Number 6
Motherboard Serial Number 5
Bios Version 4
Processor MHZ 3
Mac Address 2
Computer Name 1

In order for an audit to be a valid match to an asset, 4 of the 6 criteria must match. If more than one audit matches an asset, the audit with the highest accumulated weight will be applied.

  • Assign Asset if matching user found: If selected, the system will automatically associate an asset to a particular user if the Issuetrak User ID is the same as the ‘Login Name” returned in an audit.
  • Default Type: Default Asset Types can be specified when manually adding new Assets as well as when assets are imported via TrakPC.
  • Update Asset Name with Computer Name: Asset will be updated with Computer Name returned by audit.
5

Consider who will have access to Asset Management information. There are two user attributes related to Asset Management. These attributes control whether users can view asset item records or whether users can manage and maintain asset item information. You will assign these attributes in Administration under Edit User, or via Group membership.

  • “Can view and select from Assets when submitting and maintaining issues”—Allows users read-only access to all asset item information.
  • “Can access and maintain Asset Management Module functions”—Allows users to administrate asset item information. These users will have permission to view, create, maintain and delete Asset Management information.

Applies To:

Issuetrak 10.1+