Adding and managing assets
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      2. Assets, maintenance and repairs
      3. Adding and managing assets

      Add an asset

      The Assets register provides a 360 degree view into the management of an asset. When adding an asset you can 'quick publish' it or move it to the Manage stage for another user to review.

      Quick steps for adding an asset:
      1. Go to the Assets register and click on the FAB and select Assets
      2. Complete the Assets details form
      3. Click Submit or Quick publish

       

      Admin permissions:  Before users can add and approve assets, the following permissions must be activated:

      • Add assets
      • Approve assets
      These can be added to an existing role, or you can create a new role for your Asset management team.  Learn more:  Working with roles

      Form tabs

      The Assets details form contains seven tabs which display related items linked to the asset from other registers:

      1. Description - Description of the assets and its details.
      2. Documentation - Related documents in the Documents and Contracts registers.
      3. Incidents - Related incidents reported in the Incidents register.
      4. Maintenance - Related maintenance tasks scheduled in the Maintenance register.
      5. Suppliers - Related approved suppliers in the Supplier register.
      6. Repairs - Related fault reports or maintenance requests in the Repairs register.  
      7. Attached Records - Related records that have been attached to the asset.

      Form components 

      Asset details Describes and categorises the asset and specifies the planned disposal date.
      Allocations Details who and under what terms and conditions the asset has been allocated to personnel.
      Property booking An add-on that enables you to manage and book property.  
      Asset booking An add-on that enables users book assets.
      Cost Details the cost of the asset, upfront and ongoing, and the account number in the financial management system.  
      Assign Where you can set the asset manager and owner. 
      Workflow A feature which enables you to program multiple workflow stages to manage and review the asset.  
      Attach records Where you can upload associated records to the asset.
      System event history A chronological list maintained by the system of most entries, changes, and linkages made in the system in relation to this asset. 

      Workflow

      The Stage Navigation Bar displays the workflow stages that the asset may follow once added depending on the decisions made along the way.

      Asset details

      This component allows you to describe and categorise the asset, and specify the disposal date.

      • Group - select 'Asset group' if multiple assets items (eg thermometers) should be grouped together into one asset item. This usually applies when the items are serviced in 'batches'.

      • Asset ID - This field is optional and may not appear. When activated, it allows you to specify your own unique asset ID number and will replace the system-generated asset ID number. This is a searchable field.  The user defined Asset ID field allows:
        -    Up to 9 characters including spaces
        -    Alpha and/or numeric
        -    Allows two special characters – hyphens and underscores
        If you would like the Asset ID feature switched on, contact Logiqc.

      • Asset type - select the high-level category for the asset. Selecting certain asset types, eg. vehicles, will reveal different fields on the form.
      • Asset category - select the category relevant to the asset. 

      • Name - add a name for the asset eg. 'Cabinet Sterilizer'. This is a searchable field. 

      • Model - add the model name of the asset eg. '16L UV Tool Sterilizer Cabinet Steriliser'.

      • Serial number - add the serial number of the asset.

      • Region - select the region the asset relates to.

      • Photo - add a photo of the asset by clicking add and selecting an image.

      • Criticality - select the level of criticality of the asset to the business. This field can be used to sort assets by level of criticality to business continuity.  

      • Ownership - add details of who owns the asset. 

      • Allow asset to be booked - Activates booking component (Only if the Asset booking add-on is activated)

      • Location - select location of asset.

      • Date of service commencement - select date the asset began its service in your organisation.

      • Review date - select the date the is to be next reviewed. This date will activate a task for the Asset manager and move the asset into the Manage stage of the workflow. 

      • Planned disposal date - select the date (if known) for when the asset should reach the end of its life and be disposed. 

      If Asset type = Property, certain fields will be hidden and these additional fields will display:

      • Name - add the name of the property (free text field)
      • Street address - add the address of the property (free text field)
      • Region - select the region the property belongs to (this field is not unique to the property fields and is a mandatory drop-down for all asset types.

      If Asset type = Hot desk, certain fields will be hidden.

      If Asset type = Meeting room, certain fields will be hidden.

      If Asset type = Vehicle, certain fields will be hidden and these additional fields will display:

      • Make - add details of the make of the vehicle eg Toyota.

      • Year - add the year of the vehicle.

      • Registration number - add the vehicle registration number.

      • Vehicle Identification Number - add the vehicle VIN.

      • Engine number - add the vehicle engine number.

      • GPS tracker - select whether or not the vehicle has a GPS device. If it does, add the tracker ID number. This field has been added to support work health and safety. 

      Allocations

      Use this component to allocate the asset to a staff member or external business contact if required.  

      Select + Allocate asset to reveal the following fields: 

      • Allocation - select the person the asset is allocated to. You can select a Logiqc user or a contact from the Business contacts tab in the Contacts register.  
      • Date allocated - select the the asset was allocated.
      • Date returned (optional) - select the date the asset was returned or will be returned.
      • Terms of use (optional) - add details of terms of use relating to the allocation or permitted use of the asset eg 'allocated for home garaging only'.   
      • Comments (optional)- add comments relevant to the agreed use or allocation of the asset. 

      Property booking (Optional add-on)

      Click here for information about using the property management add-on. 

      Asset booking (Optional add-on)

      Click here for information about using the Asset booking add-on. 

      Costs

      This component enables you to add details of the cost of the asset.

      • Purchase cost (optional) - add the initial purchase cost of the asset.
      • Monthly lease cost including GST (optional) - add the monthly lease payment.
      • Depreciating asset - select the method of depreciation applicable to the financial accounting of the asset. 
      • Fuel card number - add the fuel card number assigned to the vehicle. Note: this field will only display when the 'Vehicle' is selected as the Asset type.

      Assign

      This component is where you will assign the Asset manager and the Asset owner to ensure delegations and communication relating to the management of assets aligns with organisational requirements.

      • Related business area - select the business area the asset relates to eg Sterilizers and Scales as they are used in clinical services, could be assigned to 'Clinical services'.  
      • Related meeting - select the meeting that has oversight for the management of the asset. A reference to the asset will be added to the agenda of the meeting whenever the asset is in the workflow.
      • Asset owner - select the staff member who is accountable for the management of the asset. 
      • Notify users by email (optional) - You can use this function to notify relevant personnel that the asset has been added to the QMS, thereby providing them with a link to the asset.  Note: users sent notifications relating to the asset will need to be included in Viewing permissions to see the asset.  

      Access control

      The Access control component is where you define which users have access to view the item. You can grant access to a team or individual users, or both.

      All users can access Select this option if you would like all users to be able to view the item.
      Specify who can access Select this option to control which users can view this item.
      Teams  Select the team/s who need to view the item.
      Individual users Select specific users (if they are not included in the selected team/s) who need to view the item.
      Who can view?

      Click this button to see a list of users who can see the item based on your selection. The list will also include those users assigned to the item in the workflow.

      Note: Users with system level permissions to see all items will also be included.

      Workflow

      This component enables you to build a customised workflow sequence with multiple 'manage' stages to match the the specific requirements for managing the asset. This is particularly applicable where multiple staff need to have input into the management of an asset as it progress to the Approval stage.

      You can also specify different sequences for the first time an asset is approved vs when the asset comes up for review.

      In the example below, two workflow sequences have been programmed with the first sequence including extra steps for legal and financial review. After the asset has been approved for the first time, a 'loop' control has been inserted to set where the workflow sequence will begin when the contract comes up for review. 


      Example Stage names and instructions: 
      Finance Manager review - with instruction to assess financial implications of purchase and update records in financial system.  
      Asset Manager review - with instruction to advise of how the asset is to be disposed

      • Click Add stage to create a workflow.

      • Stage name - select the first stage in the asset workflow from your list of workflow stages. Stage names and instructions can be added by your System Administrator. You can also edit the instructions provided.
      • Assign to - select the person who has responsibility to manage this stage. They will receive an email notification of the task. 
      • Display this user as the contract manager - selecting this will assign the person as the contract manager and display their name in a new column in the register. Any user in the workflow stages can be assigned as the Contract manager. Selecting someone as Contract manager is optional but it allows you to identify who has operational responsibility for the contract in addition to the user assigned as the Contract owner. 
      • Instructions (optional) - edit the pre-programmed instructions, if applicable. 
      • Workflow to begin this stage when due for review - select this to set where the second and future asset sequences will begin when the asset comes up for review. See example above.
      • Approval stage (mandatory) - The approval stage is a mandatory stage.  It can only be assigned to the Asset Owner who will do the final approval of the asset once the previous manage stages have been completed.

      Repeat the above steps until all stages of the contract workflow are listed.

      Note: users assigned the last Manage stage prior to an Approval stage will have the option to escalate the asset to the Asset owner for approval.

      Learning Academy For a deeper dive, take a course here

       

      Attach records

      This component enables you to upload or link related records.

      • Record name - When naming the record ensure the description is meaningful and easily found when searching. For instance, 'Correspondence re. purchase - March 2022'.
      • File/Link - click on Choose file and navigate to the record on your computer.  If you have links enabled, toggle to change the control to add a URL to the record. The URL must be a in a web (http://) or Microsoft SharePoint format (https://<company>.sharepoint.com/...).

      Submit/save the form

      The green Submit button will save the form and in most cases progress the item to the next stage of the workflow. The button label, however, will change depending on certain conditions to make it quicker to complete tasks. For example, if you assign the item to yourself to mange, the button label will change to 'Next' allowing you to manage the item without having to click through to another stage in the workflow.   

      • Create a related item - If you want to create a related/linked item after the asset has been added you can select the relevant register in the Create a related item component. When you press Submit, the platform will launch a new item in the register you selected. The platform will display a link between the two items in the System event history.
      • Quick publish - If you are the Asset owner, you can skip the Manage and Approve stages by selecting Quick publish.  The Quick publish option will immediately approve the asset and publish it to the Asset register.
      • Submit/Next - The green Submit button will save the form, upload the asset and move it to the Manage stage.