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Asset Management / Enterprise Asset Management

Enterprise Asset Management: Application Overview

The Enterprise Asset Management application provides comprehensive data on asset portfolios for facilities, financial, IT and department managers as they work with assets. It provides the following consoles and tasks to facilitate their work.

Project Proposal Console

This console provides the project manager with complete integration of business functions and disciplines, capital, projects, tasks, assets and space requirements, documents, drawings and other elements needed to make cost- and time-effective decisions and execute a successful project.

Using the Project Proposal Console. you develop multiple project proposals that explore alternative approaches to your program goals. Using these proposals, you can consider transportation issues, demographics, freeways, research institutes, among other factors that affect the physical location of a project. The Project Proposal Console enables you to visualize projects on a map, add project team members, work packages and actions, and create space and asset requirements that document the area, cost, and equipment and furniture requirements for the project. You can use the Gantt chart to schedule project actions on a time line, and can review project locations on a floor plan, drawing or map. If your project is linked to a portfolio scenario, you can review proposed moves, and can compare portfolio scenarios. See Project Proposal Console.

Asset Registration Console

Use the Asset Registration Console to maintain your inventory of property, buildings, equipment and furniture. A search feature enables you to verify if an asset already exists in inventory before entering it. You can enter a single asset, or you can enter multiple assets in one operation. An auto-numbering system facilitates entry of assets that use prefixes in their identifiers. You can also use this console at the loading dock to register your equipment and furniture asset into the system. You can attach a bar code reader to facilitate entry. When entering assets, if you have added them as a project requirement from the Proposed Projects Console, you can copy the requirement information to the equipment or furniture record you are adding. See Asset Registration Console.

Equipment Systems Console

The Equipment Systems Console presents your assets in a drill-down list that shows the dependencies between assets, and enables you to manage a large number of assets effectively. The console has two tabs:

• the Asset Relationship Assignment tab from which you develop the inventory
• the Asset Relationship Analysis tab from which you perform analysis that helps you evaluate which systems are affected by disruptions, such as repairs, moves, and renovations.

See Equipment Systems Console: Overview

Asset Lifecycle

The Asset Lifecycle Console enables you to:

• Review and Manage Asset Data
• Manage assets throughout the lifecycle
• Optimize assets.

See Asset Lifecycle Console - Overview

Reconciling Enterprise Assets

ARCHIBUS connectors enable you to import your asset data from multiple enterprise systems into ARCHIBUS, so that you can report on this data in one place. The connectors enable you to compare changes made in other systems to the data in ARCHIBUS by presenting the differences. You can use the reports to see the data that has been added or updated, and to review the assets that you might need to delete. Running the connectors gives you a complete picture of your enterprise asset data. See Asset Reconciliation Console.

Asset Disposal Console

Use the Asset Disposal Console to evaluate assets for disposal, to assign the assets to a disposal process, mark the assets as disposed, and update your inventory, See Asset Disposal Console.

Telecom Console

The Telecom console supports inventory data for equipment and connections, in both workplaces and telecom closets. The console records and displays all cable terminations, but does not display network cables. See Telecom Console Overview.

Typical workflow process

A typical workflow process for asset management includes the following steps.

1. Determine the inventory type. Decide whether you want to document your furniture and equipment assets with alphanumeric database records only, or to represent your furniture and equipment assets in CAD drawings, and link these representations to database records to form asset symbols. See Getting Started with Asset Management for information to help you decide.
2. Develop background data. Develop background data, such as locations and standards for your equipment and furniture, depending on the inventories you have decided to develop. Standards are optional, but help you track and update your assets. When using the Project Proposal Console, you need to develop project background data. For information, see:
   • Business Process Owner - Facilities, Finance, & Project
   • Business Process Owner - Asset Manager
   • Business Process Owner - IT Asset Manager
3. Develop proposals for capital project. Create project proposals to explore alternative approaches to your space and asset requirements. These projects can include work packages and actions by project location, map and floor plan drawing views to visualize the project locations, and a project dashboard to summarize project data. You can mark up drawings or images of maps to illustrate where project actions occur. The application automatically generates space and asset (equipment and furniture) requirements based on your current inventory to facilitate planning your requirements for this project. If you have a license for the Portfolio Forecasting or the Strategic Space Planning application, you can link your project to portfolio scenarios. You can export project data to PowerPoint so that you have the project data in a form that can be presented to management for consideration. See Project Proposal Console: Overview.
4. Develop your asset inventory. There are several method to develop your inventory of buildings, properties, equipment, and furniture.
   • When working from the Asset Lifecycle Console, you can add and edit assets from the Asset Registry tab. See Reviewing and Managing Asset Data from the Asset Lifecycle Console
   • Working from the Asset Registration Console, you can register assets as you receive them at the loading doc using the Asset Registry Console. From this console, you can bulk add assets, and use an auto-numbering system. See Asset Registration Console.
   • Alternately, to enter assets using a mobile device, use the Asset & Equipment Registration Mobile App.

   • You can also develop your assets in CAD.

5. Manage your assets throughout their lifecycle. Manage your entire portfolio of assets - properties, buildings, equipment, and furniture - throughout their lifecycle from asset acceptance, through use and disposal. The Asset Lifecycle Console facilitates access to asset data targeted to your role. You can access depreciation values, the current activities for an asset, and any transaction changes. This provides a comprehensive view of the asset to facilitate decision making and coordination with stakeholders throughout the enterprise. See Managing Assets throughout the Lifecycle.

6. Optimize your assets. Make informed decisions about assets by reviewing financial analysis and risk mitigation metrics, and mission criticality for equipment. See Optimizing your Assets.
7. Evaluate dependencies between assets. Plan related work during renovations, moves, or maintenance to minimize disruptions. See Equipment Systems Console: Overview.
8. Develop your telecom inventory. The Telecom console supports inventory data for equipment and connections, in both workplaces and telecom closets. The console records and displays all cable terminations, but does not display network cables. See Telecom Console Overview
9. Evaluate assets for disposal. When working from the Asset Management or Enterprise Asset Management applications, you can evaluate assets for disposal, determine how to dispose of the asset, and update your inventory accordingly using the Asset Disposal Console.
10. Use mobile app to maintain your inventory. Maintain your inventory over time as conditions change in the field. Users with the Asset & Equipment Survey mobile app can periodically survey their facility and update the inventory accordingly. For information, see Asset & Equipment Survey Mobile App and Manage Asset & Equipment Surveys task.

Optionally, use the Asset Portal to develop inventory

When working from the Asset Management or the Enterprise Asset Management applications, you have the option of using the Asset Portal to develop your equipment, furniture, and software inventory. In this case, the Asset Portal tasks for equipment and furniture are accessed from the Reports button on the Project Proposal Console (Enterprise Asset Management only), Asset Lifecycle, and Asset Disposal Consoles. See Reports for Enterprise Asset Management and Asset Management for a list of these Asset Portal tasks and a link to the Help topic for the report or task.

Note the following about the different ways of developing data:

• Working from Project Proposal Console (Enterprise Asset Management only), Asset Lifecycle, and Asset Disposal Consoles, you can develop properties, buildings, furniture, and equipment, while the Asset Portal task focuses on equipment and furniture only.
• When developing a telecom inventory, the Asset Portal tasks are not as complete as the tasks available from the Telecom Console, but they are included as an alternative way of accessing a subset of the telecom tasks supported from the Telecom Console. See Reports for Enterprise Asset Management and Asset Management for a description of these task.
• Software and depreciation tasks are accessed from the tasks for those processes on the Process Navigator. This is described in the following procedure:

The following describes the overall process when using Asset Portal tasks.

1. Create an equipment and telecom inventory. Create an equipment and telecom inventory. You can create either an alphanumeric inventory or an inventory that includes floor plan drawings. See Equipment Process Overview
   • Review and track your equipment using reports such as, Equipment by Department, Equipment by Rooms, Equipment by Warranty, the Equipment Standards Book, (if you have developed standards and assigned them to your equipment), or Equipment Plan (if you have drawn your equipment on CAD floor plans.) See Equipment Reports.
2. Create a software inventory. Optionally, once you develop an inventory of your data equipment, you may want to document the software installed on each machine, as well as the software that each machine can access through the network. See Software Process Overview.
   • Review your software license records. See View and Edit Software Information. Or, review your software by standards, and each equipment item using the software having this standard. See Software by Standards Report.
3. Create a furniture inventory. Decide whether you want to develop a tagged furniture or furniture standards inventory. See Choosing a Furniture Inventory Method.
   • Create the furniture inventory. For a tagged furniture inventory, you can work from either the Smart Client or Web Central. For a furniture standards inventory, you work from the Smart Client. See Furniture Process Overview.
   • Generate the furniture standards Inventory reports, or tagged furniture reports to review, analyze, and print your data. You can review the count of furniture by standard to assess your inventory, or the count of standards by division and department to assess how you have allocated your furniture.
4. Calculate depreciation. Once you develop an equipment or furniture inventory, you can add cost information and calculate depreciation for it using the Depreciation process. See Depreciation Process Overview.