How to add an asset

What is an asset?
Assets can be physical or digital and could include equipment, vehicles, machinery, properties, computers, or software. 

Why manage assets in Logiqc?
Asset management is vital for ensuring compliance with manufacturer requirements and service schedules.  A structured process of review also helps to optimise asset performance, manage safety and financial risk, and drive continual Improvement of the asset management system.

The asset management workflow
When a new asset is added to the Asset register, it will progress through the workflow specified in the Workflow component and ultimately be approved by the Asset owner at the end of the workflow cycle. 

How to add an asset
Complete each section of the Asset details form highlighted below. Click the links to learn how to complete each section. 

• 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.
• 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
  Select the Asset  owner. 
• Access control
  Select the teams and/or individuals who should be able to view the contract.
• Workflow
  Program the workflow stages to manage, review and approve the contract. 
• Attach records
  Upload files or add links to records related 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 document. 

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Asset details

In this component you'll describe and categorise the asset, and specify critical dates relating to asset review and disposal. 

• 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
  Select nature of asset ownership. If 'Leased' is selected, you can also link to the lessor from your Contacts register.  If the lessor is not listed, select 'Add new contact' to create a record.  

• 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. 

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Allocations

Use this component to allocate or 'check out' the asset to a staff member or external business contact.

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. 

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Property booking (Optional add-on)

The Property management component is part of an optional feature to support the management of accommodation assets.  The feature enables:

1. Specialised property related fields 
2. Property booking component for allocating tenants
3. Documentation of arrival and departure times of tenants
4. Property availability report showing booking status for each property

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

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Asset booking (Optional add-on)

The Asset booking component is part of an optional feature to support the the booking of assets and equipment.  The feature enables:

• Asset availability report
• Asset booking page for ‘self-serve’ booking of assets.
• Booking confirmation email.
• Integration with MS Outlook calendar (with SSO activation)
• Asset utilisation report in the Analytics page.

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

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Cost

This component enables you to add financial details relating to 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.

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Assign

In this component you set responsibilities the Asset owner who is responsible for publishing the asset to the Asset register. This selection should align with organisational delegations relating to the management of assets. 

• 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.  

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Workflow

This component enables you to build a customised workflow with multiple stages to match your organisation's process for managing assets. 

Users receive a task notification each time the workflow moves the asset to them. When a user completes their stage of the workflow, the asset will advance to the next stage in the workflow. 

How to program a workflow

Step one
Click 'Add stage' and select the first stage in the asset workflow from the menu. (System Administrators can add additional stage names)

Step two
Select the user to carry out the stage and type and add or update the instructions they will receive. Repeat these steps until all stages of the workflow are listed.

Step three
Select the ‘Approve’ stage to designate the last stage in the workflow cycle. Note: the user in the stage prior to the Approval stage will be able to escalate the item for approval.

Step four
Add more stages as required. Always end a cycle with an Approval stage.
Once the Approve stage is completed the asset will be published and the workflow cycle will be complete.

The asset will remain in the approved state until the review date triggers a new workflow cycle. If future workflow cycles, need to be different from the first workflow cycle, use the ‘begin from this stage’ control to set from which stage future cycles will begin.

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. 

• 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.

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Attach records

This component enables you to upload or link related records.

This component enables you to attach records relating to the asset such as correspondence, emails, or photographs. Only users with permissions to see the item will be able to see attached records.

Click Attach to add a record.

Record name 

When naming the record ensure the description is meaningful. For example, 'Email to supplier - March 2022'.

File or 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 format (https://) or Microsoft Sharepoint format (https://<company>.sharepoint.com/...)

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Submit/save 

The green Submit button will save the form and 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. 

• 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 and move it to the Manage stage.
• Create a related item - If you want to create a related/linked item after the upload is completed 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.

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System event history

The System event history is a chronological record maintained by the system detailing entries and changes made to the form including links to any related items created by users.

Click the '+' control on the right to expand the line item to see more information. 

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