AssetCenter 5.0 - Portfolio

HP OpenView AssetCenter
Software version: 5.0
Portfolio
Build number: 442
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Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . .
9
Who is the Portfolio module intended for? . . . . . . . . . . . . . 9
What does the Portfolio module do? . . . . . . . . . . . . . . . 10
How to use this guide . . . . . . . . . . . . . . . . . . . .
10
Chapter 1. Overview . . . . . . . . . . . . . . . . .
Three management types . . . . . . .
Main tables used in portfolio management
Overflow tables . . . . . . . . . . .
Description and tracking of portfolio items
Nature: Creation and behavior . . . . .
Models: Organizing your portfolio . . .
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Chapter 2. Portfolio items . . . . . . . . . . . . . .
Natures . . . . . . . . .
Models . . . . . . . . .
Assets . . . . . . . . . .
Batches . . . . . . . . .
Untracked batches . . . .
Financial tracking of assets .
Movements of portfolio items
Assets linked to a contract .
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25
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47
AssetCenter 5.0 - Portfolio | 3
Stocks
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Chapter 3. IT portfolio . . . . . . . . . . . . . . . .
Computers . . . . . . . . . . . . . . . . . . . . . . . . .
Standard configurations . . . . . . . . . . . . . . . . . . .
Connections between computers . . . . . . . . . . . . . . . .
Chapter 4. Telephones . . . . . . . . . . . . . . . .
Telephones and functions . . . . . . . . . . . . . . . . . . .
Telephone management . . . . . . . . . . . . . . . . . . .
Chapter 5. Work orders and projects . . . . . . . .
Work orders . . . . . . . . . . . . . . . . . . . . . . . .
Projects . . . . . . . . . . . . . . . . . . . . . . . . . .
Chapter 6. Adjusting items . . . . . . . . . . . . . .
Adjusting items and target items . . . . . . . . . . . . . . . .
Using adjusting items . . . . . . . . . . . . . . . . . . . .
Adjusting a field - Example . . . . . . . . . . . . . . . . . .
Chapter 7. Glossary . . . . . . . . . . . . . . . . .
Portfolio items . . . . . . . . . . . . . . . . . . . . . . .
Projects . . . . . . . . . . . . . . . . . . . . . . . . . .
Index . . . . . . . . . . . . . . . . . . . . . . . . .
4 | AssetCenter 5.0 - Portfolio
48
53
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65
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69
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74
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91
List of Figures
1.1. Portfolio - Data model . . . . . . . . . . . . . . . . . .
1.2. Overflow tables - data models . . . . . . . . . . . . . . .
5.1. Work order - Full cycle . . . . . . . . . . . . . . . . . .
16
19
71
AssetCenter 5.0 - Portfolio | 5
6 | AssetCenter 5.0 - Portfolio
List of Tables
2.1. Portfolio - Examples of natures . . . . . . . . . . . . . . .
5.1. Work order - The different statuses . . . . . . . . . . . . .
26
71
AssetCenter 5.0 - Portfolio | 7
8 | AssetCenter 5.0 - Portfolio
Introduction
Who is the Portfolio module intended for?
The Portfolio module spans a wide range of uses, and thus can be used by nearly
every department in a company.
For the most part, it is used by the following people:
IS managers
n
Stock managers
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AssetCenter deployment technicians
n
Financial managers
n
Purchasers
n
Security managers
n
General departments
n
Cabling managers
n
Network managers
n
Telephony managers
n
The Portfolio module is the point of focus for AssetCenter's other module. This
guide covers the general concepts of this module that will come in handy for a
wide range of AssetCenter users.
AssetCenter 5.0 - Portfolio | 9
What does the Portfolio module do?
The Portfolio module enables you to perform the following tasks:
Keep a detailed, physical inventory of all the items composing your portfolio.
n
For each item you can take into account its:
Description
n
User and manager
n
Geographic location
n
Cost center
n
n
Precisely track the portfolio items using:
Individual tracking
n
Collective tracking (by batch)
n
Undifferentiated management
n
Managing these tasks enables you to:
Describe each portfolio item (features, location, etc.)
n
Track each portfolio item according to its constraints or requirements.
n
Manage the portfolio items in a differentiated manner.
n
Easily perform work orders on the portfolio items.
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Create projects necessitating the use of portfolio items.
n
How to use this guide
Chapter Overview
This chapter presents the different portfolio management styles proposed by
AssetCenter. It also presents the tables that you must populate to structure
your portfolio.
You should read this information to form a general idea of how AssetCenter
functions.
Chapter Portfolio items
This chapter discusses what you need to do to manage your portfolio items.
Read this chapter to familiarize yourself with the Portfolio module.
Chapter IT portfolio
This chapter explains how to manage your IT portfolio using the Portfolio
module.
10 | AssetCenter 5.0 - Portfolio
Read this chapter to familiarize yourself with how computers, computer
connections and IT configurations are managed.
This chapter also deals with automatic computer inventory.
Chapter Telephones
This chapter explains how to manage telephones using the Portfolio module.
Read this chapter if you want to manage your telephones with the Portfolio
module. You can also associate certain functions with the buttons of the
telephones.
Chapter Work orders and projects
This chapter explains how to perform work orders on your portfolio and how
to include portfolio items in your projects.
Chapter Adjusting items
This chapter explains how to adjust the fields of your records.
To explain how adjusting items work, we created an example that you can
reproduce in order to familiarize yourself with their functions.
Chapter Glossary
The terminology specific to the Portfolio module is specialized. The glossary
contains the key terms that we use to describe the Portfolio module.
Read this chapter to understand these terms.
AssetCenter 5.0 - Portfolio | 11
12 | AssetCenter 5.0 - Portfolio
1 Overview
AssetCenter helps you manage the items in your company's portfolio. These
items can be physical objects (computers, machines-tools, consumables, office
supplies) or intangible objects (software installations).
AssetCenter lets you closely track portfolio items throughout their lifecycle.
Different management types enable you to apply the most suitable form of
management to items in your portfolio depending on their value and/or their
use.
Three management types
AssetCenter offers you three management types that are suited to the value of
items in your portfolio:
Individualized management (by asset)
n
Collective management (by batch)
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Undifferentiated management (by untracked batch)
n
What sets these three management types apart is the level of tracking applied
to each one.
Whether or not you track an item in your portfolio depends on whether or not
it has a record in the Assets table. All items with records in this table can be
tracked according to their financial, technical and contractual information. The
notion of untracked portfolio items refers to those items that do not have records
in this table (untracked batches).
AssetCenter 5.0 - Portfolio | 13
With AssetCenter, you can increase the level of tracking for your portfolio items.
Example: You can transform an untracked batch to a tracked batch, which
corresponds to a record in the Assets table.
Individualized management (by asset)
Assets are portfolio items of substantial value, and they are tracked individually
in AssetCenter. In the case of a server, for example, AssetCenter can hold
information about its location, supervisor, price, depreciation type, etc. All this
information is specific to the asset. Technically, an asset in AssetCenter
corresponds to a record in the Portfolio items table that is linked to a record in
the Assets table.
Collective management (by batch)
Certain, identical portfolio items of lesser value can be tracked collectively as
a batch. In this case, the Assets table holds information that helps you track
the entire batch, and not individual items within the batch. This management
mode avoids superfluous duplication of tracking information, such as the
acquisition price. Technically, a batch in AssetCenter corresponds to one record
in the Assets table and one or more records in the Portfolio items table. This
is especially the case when a batch is divided, and the resulting batches are
used by different departments.
Undifferentiated management (by untracked batch)
Certain portfolio items of little value, or consumables, are managed as untracked
batches (pencils, ink cartridges). An untracked batch does not have a linked
record in the Assets table. Most of the time, these items are indirectly tracked
by default via items with which they are associated. You can transform a
untracked batch into a tracked batch at any given time.
Main tables used in portfolio management
The main tables used in portfolio management are:
The Models table (amModel) and the Natures table (amNature).
n
These two tables are prerequisites for creating items in your portfolio.
Portfolio items are based on a model, which in turn is based on a nature.
The Models table enables you to organize your portfolio ( Portfolio items
[page 25]).
The Portfolio items table (amPortfolio)
n
14 | AssetCenter 5.0 - Portfolio
All portfolio items are recorded in this table.
Click the Portfolio management/ Portfolio items link on the navigation
bar to display the list of portfolio items.
By using the detail of an asset you can access the detail of a portfolio item.
The Portfolio items table is linked to other tables, which enable you to put
these items into context:
The Employees and Departments table (amEmplDept) provides the items'
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users and supervisors.
The Locations table (amLocation) provides their location.
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The Cost Centers table (amCostCenter) provides their related expense
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lines.
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The Assets table:
Portfolio items with records in the Assets table can be tracked more closely,
since, here, they are linked to their corresponding financial, technical and
contractual information. This information is recorded in multiple tables
with which the Assets table is linked. Among the most important of these
tables are:
The Contracts table (amContract)
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The Work Orders table (amWOrder)
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The table of assets assigned to projects (amAstProjDesc)
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The Purchase Requests table (amRequest)
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The Purchase Orders table (amPOrder)
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The Receipts table (amReceiptLine)
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AssetCenter 5.0 - Portfolio | 15
Figure 1.1. Portfolio - Data model
Overflow tables
Certain portfolio items are very specific and thus necessitate the use of specific
fields. Example: Managing and tracking computers requires that you store
large amounts of information. Adding fields in the Portfolio items table to
contain this specific information would:
16 | AssetCenter 5.0 - Portfolio
Slow down AssetCenter's performance.
Be useless for many other items not needing such information specified.
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A typical solution is to have specific tables to contain this information. Example:
Any portfolio item corresponding to a computer is recorded in the Portfolio table
and a then in a second table: the Computers table. However, this method makes
the synchronization process very difficult, since you must constantly make sure
that:
The computers are recorded in both the Portfolio items table and the
n
Computers table.
The deletion of a computer from the portfolio automatically deletes the
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computer from the Computers table.
Etc.
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To avoid these synchronization problems, AssetCenter uses overflow tables.
Each time you specify one or more overflow table for a portfolio-item record,
this record is simultaneously created in the Portfolio items table and the
overflow table: the Assets table and the Computers table, for example. Each
creation or deletion of a record in one of these two tables is automatically carried
over into the other tables, saving you precious time in the synchronization
process.
The overflow tables enable you to more easily integrate AssetCenter with other
applications. For example: AssetCenter provides out-of-the-box integration with
different software distribution tools and stores all information required by this
functionality. All this information is present in the Computers overflow table.
You can easily add new overflow tables. This expands AssetCenter's physical
data model without you having to make large modifications to its database.
For further information, refer to the Administration guide, chapter Standard
database description files.
n
Overview of the overflow tables
In order that a portfolio item be recorded in an overflow table, you need to
specify this action in the nature of this item's model ( A nature's creation
criteria [page 21]).
Available overflow tables
The available overflow tables are the:
Assets table (amAsset)
n
This is the main overflow table in AssetCenter. The only portfolio items not
recorded in this table are those defined as untracked batched. ( Untracked
batches [page 37]).
AssetCenter 5.0 - Portfolio | 17
Note:
The overflow link (PortfolioItems) contained in this table enables the
creation of batches and shares the foreign key.
This table enables you to store detailed information on assets:
Purchase date
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Status
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Rent
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Acquisition method
n
Fixed Asset number
n
Etc.
n
n
Computers table (amComputer)
This table is an overflow table of the Assets table: Creating a computer
generates a record in the Portfolio Items table, the Assets table, and the
Computers table.
In particular, it is used to store information relating to integration with
software distribution tools:
u
Software distribution identifier (SWDID)
n
Telephones table (amPhone)
This table is an overflow table of the Assets table: Creating a telephone
generates a record in the Portfolio Items table, the Assets table, and in the
Telephones table.
It enables you to store information relating to telephony assets:
Voice mail
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Extension
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Number
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Etc.
n
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Software installations table (amSoftInstal)
This is an overflow table stemming from the Portfolio items table: The
creation of a software installation does not necessitate the creation of a
record in the Assets table: The creation of a software installation generates
a record in the Portfolio items table and a record in the Software installations
table.
This table enables you to store information about your software installations.
License number
n
Certification
n
Installation type
n
18 | AssetCenter 5.0 - Portfolio
n
n
Number of points consumed by each software installation (for Microsoft
Select type licenses).
Etc.
Figure 1.2. Overflow tables - data models
Description and tracking of portfolio items
AssetCenter enables you to contextualize items in your portfolio.
Contextualization
One of the main goals in managing your portfolio is to be able to contextualize
its items. Whether you manage a thousand items or a hundred thousand items,
you can contextualize them with accuracy. AssetCenter provides the following
contextual information for each item or batch of items:
Its status.
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Its user and supervisor.
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Its location.
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Its cost center.
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All other linked items in the portfolio (associated assets, consumables,
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supplies).
By being able to precisely locate portfolio items and see how they are used, you
can:
AssetCenter 5.0 - Portfolio | 19
n
n
n
n
n
n
n
Efficiently monitor their movements (Example: assignment of a group of
computers to another department).
Evaluate the needs of each department (Example: calculate the ratio of
photocopiers per department).
Distribute new computer hardware evenly.
Locate hardware given to a customer.
Avoid allocating 2 identical assets to the same person (For instance: a
consultant who uses several laptops).
Rapidly reorganize cost centers related to portfolio items.
Etc.
Tracking
The tracking of portfolio items is fundamental. AssetCenter lets you choose
whether to track portfolio items individually or by batch. For portfolio items
that you don't consider worth tracking closely (office supplies or consumables),
an undifferentiated tracking (by untracked batch) lets you simply contextualize
them.
For each asset or batch, the tracking options enable you to:
Create a fixed asset.
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Obtain linked requests, estimates, purchase orders and receiving slips when
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using the Procurement module.
Obtain cost-related information.
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Obtain work order and project-related information.
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Look up its acquisition method (purchase, lease, rental, loan).
n
20 | AssetCenter 5.0 - Portfolio
Nature: Creation and behavior
The organization of your portfolio depends on the organization of models, which
are in turn based on natures. Therefore, you need to create the natures before
creating the models.
The nature of a model determines different criteria that are inherited by the
portfolio items and all other items based on the models in AssetCenter:
Contracts, Trainings, Work orders, Cables, etc.
Each nature specifies the tables in which you can create records for the model
linked to this nature. Example: A Computer nature enables you to create models
that will in turn create computers in the Portfolio items table. In order for
natures to enable you to create portfolio items, a second condition must be
entered: the management constraint.
For each nature enabling you to create portfolio item models, you can also select
behavior options. Example: For a Computer nature, the Can be connected
option enables you to display tabs relating to connection ports.
A nature's creation criteria
For each nature, you must indicate the table in which the models based on this
nature will be able to create records. Example: One nature enables you to create
models of portfolio items; another nature enables you to create models of
contracts; etc.
AssetCenter 5.0 - Portfolio | 21
For the natures enabling you to create portfolio item models, you must indicate
an overflow table: Computers table, Software installations table, Telephones
table, or any table of your choice. Example: A nature enables you to create
models for portfolio items and computers. In this case, creating a portfolio item
based on this nature automatically creates a corresponding record in the
Computers table. Creating a nature for computers [page 53].
For further information, refer to the Administration guide, chapter Standard
database description files.
Management constraint
The management constraints enable you to define the way in which you manage
a portfolio item.
The management constraint is rendered by the use or absence of an asset tag.
An asset tag conditions whether the portfolio item is linked to a record in the
Assets table. There are three options for the management constraint:
Unique asset tag
n
Portfolio items with their own asset tag are individually tracked assets.
Using a unique asset tag is recommended for more important portfolio items
that require close and constant tracking. Examples: A server, a machine
tool, a photocopier.
Unique or shared asset tag
n
Portfolio items sharing the same asset tag are grouped together in a batch
and tracked collectively. Items in the same batch share the same asset tag.
This management mode is recommended for identical items that do not need
to be tracked individually. Example: A batch of 100 chairs; a batch of 20
hard hats.
Free
n
If this option is selected for the portfolio item, you are free to choose whether
to give it an asset tag or not. Portfolio items without asset tags are those
for which accurate tracking is not required. These items are grouped together
in untracked batches and do not appear in the Assets table. Example: Office
supplies of little value (pencils, erasers, paperclips) or consumables that are
tracked indirectly through the items that consume them.
A nature's behavior criteria
Selecting one or more behavior option for the nature of an item conditions the
availability of certain fields and tabs in the tables of these items. Example:
Selecting License in the nature of a portfolio item enables the License tab to
be displayed in the Models table. The following behavior options are available
in AssetCenter:
Has software installed
n
22 | AssetCenter 5.0 - Portfolio
n
n
n
n
Can be connected
Consumable
Cable device
License
Models: Organizing your portfolio
By creating models, you determine a number of features that the portfolio items
inherit when you create them: name, brand, other technical features related
to computers, etc.
Models are organized hierarchically: Generic models enable you to classify your
models more precisely. The way in which you organize your models governs
the way in which your portfolio will be organized.
AssetCenter 5.0 - Portfolio | 23
24 | AssetCenter 5.0 - Portfolio
2 Portfolio items
This chapter describes the procedures for managing portfolio items. These
procedures concern how records are edited in the following tables:
Natures (amNature)
n
Models (amModel)
n
Portfolio items (amPortfolio)
n
Assets (amAsset)
n
Computers (amComputer)
n
Software installations (amSoftInstall)
n
Telephones (amPhone)
n
Natures
Natures are required to create the models that you use to create the portfolio
items. Because the nature governs the management constraints of the portfolio
items, you must create as many natures as you require for a given type of
portfolio item. Example: If you manage software as assets, batches and
untracked assets, you must create three corresponding natures: Software,
Software (batch), Software (untracked batch).
To display the list of natures, click the Portfolio management/ Natures
link on the navigation bar.
AssetCenter 5.0 - Portfolio | 25
Creating the nature for a portfolio item
To create the nature for a portfolio item:
1 Display the natures (Portfolio management/ Natures link on the
navigation bar).
2 Click New.
3 Enter a value in the Name field.
4 Modify the Code field, if required.
By default, the Code field uses the value of the Name field. This field
enables you to enter a code to uniquely identify the record. It can be used
as a reconciliation key between records in the AssetCenter and other
applications when importing or exporting data.
5 Select Portfolio item in the Creates field.
6 Select Telephone or Computer in the Also create field if you want to
create a nature that allows you to create models of telephones or computers.
7 Select a management constraint.
8 Select, if required, one of the options in the Behavior frame.
9 Click Create to confirm your creation.
Examples of natures
We recommend creating as many natures as there are models of portfolio items.
The following table presents a non-exhaustive list of examples of natures.
Table 2.1. Portfolio - Examples of natures
Name
General
Asset
Batch
Untracked batch
Consumable
Raw material
IT
Computer
Also create
Management constraint
Behavior
Nothing
Nothing
Nothing
Nothing
Nothing
Unique asset tag
Asset tag
Free
Free
Asset tag
No option
No option
No option
Consumable
No option
Computer
Unique asset tag
n
Computers (batch)
Software installation
Nothing
Software installations
Asset tag
Unique asset tag
n
26 | AssetCenter 5.0 - Portfolio
Has software installed
Can be connected
No option
No option
Name
Software installations
(batch)
Software installations
(untracked batch)
License
Also create
Software installations
Software installations
Nothing
Management constraint
Asset tag
Behavior
No option
Free
No option
Unique asset tag
u
License
Licenses (batch)
Nothing
Asset tag
u
License
Licenses (untracked
batch)
Standard configuration
Nothing
Free
u
License
Computer
Asset tag
n
n
Has software installed
Can be connected
Cable device
Other
Cable device
Nothing
Unique asset tag
u
Telephone
Telephone
Unique asset tag
No option
Models
Models, which are based on natures, enable you to organize your portfolio items.
Depending on your requirements, models can go from very generic to very
specific.
Example of organization of software models
The following example represents a way of organizing your software models:
1 All the software models are based on a nature that creates a portfolio item.
The management constraint depends on the way you want to manage your
software: individually, by batch or by untracked batch.
2 A generic Software model is created.
3 Sub-models enable you to classify software according to their use: Office
automation, ERP, Project management, etc.
4 Other models are created for the Office Automation sub-model for specific
applications: Word processor, Spreadsheet, DTP, File Management.
5 Models created at the bottom of the hierarchy correspond to specific models
which can be used to create individual software items in the Portfolio items
table: Software/Office Automation/Word processor/Microsoft Word 2000.
To display the list of models, click the Portfolio management/ Models link
on the navigation bar.
Creating a portfolio item model
To create a model:
AssetCenter 5.0 - Portfolio | 27
1 Click New.
2 Enter a value in the Nature field of the General tab.
3 Enter a value in the Name field.
4 Enter a parent model in the Sub-model of field.
Example: When creating the Office Automation model, enter Software
in the Sub-model of field.
5 Enter a value in the Brand field in the case of a specific model.
6
7
8
9
Example: When creating the Word 2000 model, enter Microsoft in the
Brand field.
In the case of a batch, select the unit used.
Select Certified if the model created can be used in a purchase request. If
necessary, enter a date and a certification level.
Click Create to confirm your creation.
Populate the different tabs according to the features that the items in your
portfolio have inherited from the created model.
Units used in batches
You sometimes need to specify a unit of measure when you create a model for
a batch of items. Example: Let's say you create a model for a batch that contains
sand. You want to use the unit of measure Ton, for example.
To create units, you need to have already created reference units for each of
the dimensions that you use in your portfolio. Here are some examples of
dimensions: Temperature, Measure, Mass. After having created reference units,
you can create an unlimited number of other units whose coefficients of
conversion with the reference unit need to be specified. Example: For the Mass
dimension, you create the reference unit Kilogram and the unit Ton whose
conversion coefficient is 1000 (1000 kg = 1 ton).
The unit selected in the model of a portfolio item appears in symbolic form after
the Quantity field in the Portfolio items table and Assets table.
Creating a reference unit
To create a reference unit:
1 Display the units (Administration / System/ Units link on the navigation
bar).
2 Click New.
3 Populate the Name, Dimension and Symbol fields. (Example: Kilogram,
Mass, Kg.)
4 Enter 1 in the Conv. coeff. field.
28 | AssetCenter 5.0 - Portfolio
5 Click Create to confirm your creation.
Creating units
To create a unit:
1 Display the units (Administration / System/ Units link on the navigation
bar).
2 Click New.
3 Populate the Name, Dimension and Symbol fields. (Example: Pound,
Mass, Lb.)
Once you have chosen your dimension, the reference unit symbol of this
dimension appears in the field next to the Conv. coeff. field.
4 In the Conv. coeff. field, enter the number that converts the reference unit
into the created unit. Example: For the pound, you would enter 0.454. (One
pound equals 0.454 kilograms.)
5 Click Create to validate.
Viewing units
Note:
This operation can only be done using the Windows client.
For ease of use, we recommend customizing the units screen and creating a
virtual hierarchy.
You can, for example, group the information by the dimensions of units:
1 Display the units (Administration / System/ Units link on the navigation
bar).
2 Right-click the Dimension field.
3 Select Group by this field from the shortcut menu.
The list is sorted by dimension, each dimension defining a level in the
hierarchy.
Assets
In AssetCenter, an asset corresponds to a portfolio item whose nature has the
management constraint: Unique asset tag ( Management constraint [page 22]).
The Unique-asset-tag management constraint means an asset will be managed
AssetCenter 5.0 - Portfolio | 29
individually (individual management). In the database, an asset is represented
by a record in the Assets table and a record in the Portfolio items table.
Note:
For each record in the Assets table, you can select the Portfolio tab to
consult the detail of the corresponding portfolio item.
To display the list of assets, click the Portfolio management/ Assets link
on the navigation bar.
Creating an asset
To create an asset:
1 Display the assets (Portfolio management/ Assets link on the navigation
bar).
2 Click New.
In the General tab, an asset tag is assigned to a new record.
3 Select a model in the Model field.
The model of an asset must rely on a nature whose management constraint
is Unique asset tag ( Management constraint [page 22]).
If the selected model has a prefix, this prefix appears in front of the asset's
asset tag.
4 Click Create to confirm your creation.
5 Populate the tabs according to the different tracking information that is
available for that asset.
Other than the General, Portfolio and Project tabs, the tabs available for the
Assets table concern different domains of tracking:
Financial domain
n
Costs
n
Acquisition
n
Fixed assets
n
30 | AssetCenter 5.0 - Portfolio
n
n
n
For this tracking domain, refer to the section Financial tracking of assets
[page 39].
IT domain
License
n
Connections
n
Port
n
For this tracking domain, refer to the chapter IT portfolio [page 53].
Contractual domain
Contracts
n
Maint. (maintenance)
n
Assets linked to a contract [page 47] and the Contracts guide.
Cabling domain
Slots
n
Pins/Terminals
n
Traces
n
Ports
n
For this domain, refer to the Cable guide.
Portfolio items associated with an asset
An asset is the only item in the portfolio that can be associated with other
portfolio items. The portfolio items associated with other items can be divided
into:
Consumables
n
Consumables are the portfolio items whose model is based on a nature for
which the option Consumables has been selected.
n
n
For more information about behavior options, refer to section Nature:
Creation and behavior [page 21].
Software installations
Software installations are portfolio items whose model is based on a nature
for which the option Software installation has been selected (in the Also
create field (seOverflowTbl)).
Software assets guide.
Licenses
Licenses are the portfolio items whose model is based on a nature for which
the License option is selected.
Software assets guide.
AssetCenter 5.0 - Portfolio | 31
Associating portfolio items to an asset
To associate portfolio items with an asset, several methods are available
depending on the following criteria:
The portfolio item already exists in the database.
n
The portfolio item must be created on the fly when associated to an asset.
n
The portfolio item is a batch in stock, and you want to associate some of the
n
batch to an asset.
To filter by nature the portfolio items associated with an asset (consumables,
licenses, installations), select one of the options displayed by default to the left
of the list of items associated to an asset.
To filter by date of association the portfolio items associated with an asset,
enter values in the To and From fields.
To associate an existing portfolio item to an asset
1 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
2 Select the portfolio item that you want to associate with your asset.
3 Select the asset using the Component of link (Parent).
4 Click Modify.
To associate an asset with a portfolio item on the fly
1 Display the assets (Portfolio management/ Assets link on the navigation
bar).
2 Select the asset with which you want to associate the portfolio item.
3 Select the Components sub-tab in the Portfolio tab.
4 Click
5 Create the portfolio item that you are associating to your asset.
6 Click Add.
To associate an asset to certain items of a batch in stock
1 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
2 Select the asset with which you want to associate a portfolio item from a
batch in stock.
3 Click Stock.
4 Wait until the Add an item from stock wizard appears.
5 In the Select an item from stock page, select the batch that you want to
associate with your asset.
6 Click Next.
32 | AssetCenter 5.0 - Portfolio
7 In the Quantity page, select the number of items from your batch to
associate with your asset.
You can also populate the other fields on this page if you wish.
8 Click Finish.
Batches
In AssetCenter, a batch corresponds to a portfolio item whose nature has the
management constraint: Asset tag ( Management constraint [page 22]). The
Asset-tag management constraint means that an item will be managed
collectively instead of individually (unique Asset tag). The batches contain
identical items whose quantity is indicated. Example: a batch of 1000 safety
helmets. These batches can be composed either of countable items (keyboards,
bags of cement, etc.) or uncountable items (cement, sand, kerosene, etc.). For
uncountable items, a unit of measurement is used: kilogram, ton, liter, meter,
etc. When you create a batch, a double-record is created: one in the Portfolio
items table and one in the Assets table.
Note:
For each batch record in the Assets table, you can select the Portfolio
tab to consult the detail of the corresponding portfolio item.
No matter how many divisions exist for a batch, each of these divisions
in the Portfolio items table all correspond to the same, single record in
the Assets table ( Dividing a batch [page 35]).
To display the list of assets, click the Portfolio management/ Assets link
on the navigation bar.
Creating a batch
To create a batch:
AssetCenter 5.0 - Portfolio | 33
1 Display the assets (Portfolio management/ Assets link on the navigation
bar).
2 Click New.
In the General tab, an asset tag is assigned to this new record.
3 Select a model in the Model field.
The model of an asset must rely on a nature whose management constraint
is Asset tag. ( Management constraint [page 22]).
If the selected model has a prefix, this prefix appears in front of the batch's
asset tag.
4 Specify the quantity in your batch.
You must choose the batch's reference unit of measurement in the model
used to define your batch ( Units used in batches [page 28]).
5 Click Create to confirm your creation.
6 Populate the tabs according to the different tracking information that is
available for that batch.
Other than the General, Portfolio and Project tabs, the tabs available for the
Assets and batches table concern different domains of tracking:
Financial domain
n
Costs
n
Acquisition
n
Fixed assets
n
Financial tracking of assets [page 39]
IT domain
n
License
n
Connections
n
Port
n
IT portfolio [page 53].
Contractual
domain
n
Contracts
n
Maint. (maintenance)
n
Assets linked to a contract [page 47] and the Contracts guide.
Cabling
domain
n
Slots
n
Pins/Terminals
n
Traces
n
Ports
n
For this domain, refer to the Cable guide.
34 | AssetCenter 5.0 - Portfolio
Dividing a batch
Dividing a batch enables you to create, from the initial record in the Assets
table, several records in the Portfolio items table that are associated with that
initial record. Each of these records corresponds to the batch obtained from
dividing the record of the initial batch.
Example: Let's say you receive into stock a batch of 12 chairs. So, you create a
record in the Assets table for these chairs. In the database, a record is created
in the Assets table and the Portfolio table. This batch is put in stock.
Next, let's say you divide this batch into three batches of 4 chairs. One batch
of 4 stays in stock and the other two batches of 4 go to two different locations
in your company. In this case, the record corresponding to the batch is identical
to the one in the Assets table, but it is henceforth linked to three records in the
Portfolio items table, corresponding to:
A batch of 4 chairs still in stock.
n
A batch of 4 chairs linked to the first location.
n
A batch of 4 chairs linked to the second location.
n
Dividing a batch
There are two ways to divide a batch:
n
Using a Divide a batch wizard.
Creating several links from the Assets table to the Portfolio items table.
n
AssetCenter 5.0 - Portfolio | 35
Using the Divide a batch wizard
To use the Divide a batch wizard:
1 Display the list of portfolio items.
2 Select the batch that you want to divide.
3 Click Divide.
4 Wait for the first page of the Divide a batch wizard to appear.
5 Enter the number of items of the new batch in the Quantity to extract
field.
6 Enter the new data that will enable you to contextualize the new batch:
locations, users, managers, etc.
7 Click Finish.
In the Portfolio items table, the number of items contained in the new batch
is subtracted from divided batch. The new batch then appears as a new
record in the Portfolio items table.
Creating several links to the Portfolio items table from the Assets table
To create several links to the Portfolio items table from the Assets table:
1 Display the list of assets.
2 Select a record corresponding to a batch.
3 Go to the Portfolio tab and add a link toward the Portfolio items table.
Windows client: Once a record from the Assets and batches table is linked
to several records in the Portfolio items table, we recommend that you display
these links in list form. (Go to the Portfolio tab, right-click and select List
only from the shortcut menu that appears.)
36 | AssetCenter 5.0 - Portfolio
Untracked batches
In AssetCenter, an untracked batch corresponds to a portfolio item that uses
a nature whose management constraint is free. ( Management constraint
[page 22]). This management constraint corresponds to the undifferentiated
management type.
An untracked batch only appears in the Portfolio items table, which enables it
to be contextualized: It is linked to a location, a user, a manager, a cost center.
The absence of an untracked batch in the Assets table means that it doesn't
contain financial, technical or contractual information. Untracked batches are
reserved for items of little value (office supplies, for example) or consumables.
In fact, consumables can be tracked indirectly by managing the portfolio items
that consume them.
Click the Portfolio management/ Portfolio items link on the navigation
bar to display the list of portfolio items.
Creating an untracked batch
To create an untracked batch:
1 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
2 Click New.
3
4
5
6
A code is assigned to this new record.
Select a model in the Model field.
Specify the quantity in your untracked batch.
You must choose the batch's reference unit of measurement in the model
used to define your batch. ( Units used in batches [page 28])
Click Create to confirm your creation.
Populate the tabs according to the different contextual information that is
available for that batch. ( Contextualizing portfolio items [page 44])
AssetCenter 5.0 - Portfolio | 37
Consumables
Consumables are portfolio items that, once they are associated with an asset,
can no longer be disassociated from it. Consumables are created from models
whose nature has a Free management constraint. The Consumable behavior
option must also be selected. ( Management constraint [page 22])
Portfolio items associated with an asset [page 31]
Dividing an untracked batch
To divide an untracked batch:
1 Display the list of portfolio items.
2 Select the batch that you want to split up.
3 Click Divide.
4 Wait until the Divide the batch wizard appears.
5 Enter the number of items in the new batch into the Quantity to extract
field.
6 Enter the new data that will enable you to contextualize the new batch:
location, user, supervisor, etc.
7 Click Finish.
In the Portfolio items table, the number of items contained in the new batch
is subtracted from divided batch. The new batch then appears as a new
record in the Portfolio items table.
38 | AssetCenter 5.0 - Portfolio
Transforming an untracked batch into a tracked batch
You might need to change an untracked batch into a tracked batch for a variety
of reasons. Example: You need to link a batch of desks, which you use for several
offices, to different projects. To do this, this batch must correspond to a record
in the Assets table.
To transform an untracked batch:
1 Display the list of portfolio items.
2 Select the untracked batch.
3 Click Tag.
This action creates a record corresponding to that batch in the Assets and
batches table. The tag assigned to the batch's record is actually an asset
tag, which is one of the features of the records located in the Assets table.
Financial tracking of assets
Financially tracking assets enables you to:
Describe their mode of acquisition.
n
Was the messaging server purchased, rented or borrowed?
Log the expenses resulting from them.
n
How many times did we need to order batches of 50 reams of paper for the
photocopier in the documentation department?
Describe their fixed-asset accounting information.
n
What type of depreciation method has been chosen for company vehicles?
To consult or modify financial information, you must display the list of assets
and select one of the three following tabs:
n
Acquis. (Acquisition)
n
Costs
n
Fixed assets
Note:
In this section, Assets covers both assets and batches, which have
similar-type records in the Assets table.
Asset-acquisition information
The Acquis. tab enables you to view the main information on how an asset
was acquired. Most of this information is organized into sub-tabs.
AssetCenter 5.0 - Portfolio | 39
Acquisition method
AssetCenter manages four acquisition methods for assets:
Purchase
n
Rental
n
Lease
n
Loan
n
The acquisition method you choose determines the information displayed:
Certain tabs in the asset detail.
n
n
Certain fields in the Acquis. tab.
n
Certain sub-tabs in the Acquis. tab.
An asset's acquisition method (SQL name: seAcquMethod) is Purchase by
default. The other acquisition methods available are the following: Rental,
Lease, Loan.
Contracts related to asset acquisition
No matter what acquisition method you select, you can always link a contract
to the acquisition from the Procurement sub-tab. The selected contract then
appears in the Contracts tab of the asset detail.
Warning:
If you confirm your selection of a contract, the Acq. method (SQL name:
seAcquMethod) is modified automatically to indicate the financing mode
specified in the Default acquisition method for assets field (SQL
name: seAcquMethod), in the General tab of the contract detail.
Companies related to the acquisition of an asset or batch
In the Procurement sub-tab, you can select:
n
A Lessor (SQL name: Lessor) for rented or leased assets.
n
A Lessor for assets on loan.
Additional rent description sub-tabs
Whatever acquisition method you select, it is possible to add rent description
sub-tabs in the Acquis. tab. To add a sub-tab, right-click the sub-tab zone and
select Add linked record.
We use rent in the broadest possible sense of the word: It can be taken to mean
any sum to be paid periodically for an asset such as insurance premiums,
maintenance contract payments, etc.
These sub-tabs are similar to lease-rent description sub-tabs.
40 | AssetCenter 5.0 - Portfolio
Costs of an asset
The Costs tab in an asset detail displays the expense lines associated with that
asset.
Specific filters are located at the top of the list.
The button lets you total the costs displayed in the list after filtering.
Fixed-asset information
This section describes the following points:
Describing fixed assets.
n
How to associate fixed-asset accounting information with assets.
n
Describing fixed assets
Describing and calculating the depreciation of an asset
The information concerning the depreciation of an asset appears in the Fixed
Asset tab of an asset's detail.
This tab only appears if you set the Acq. method field (SQL name:
seAcquMethod) in the Acquis. tab to Purchase.
There are two kinds of information contained in this tab:
In the left-hand frame, there is information (fields and links) used for
n
calculating the depreciation and residual value of an asset.
n
In the right-hand frame, there is information (records) from the Fixed
assets table (SQL name: amFixedAsset) associated with the asset after it
is imported into AssetCenter.
The depreciation calculation formulas are defined in the Depreciation
calculation formulas table (SQL name: amDeprScheme).
You can select the calculation formula used for the asset via the Depreciation
type link (SQL name: DeprScheme) in the left-hand frame of the tab.
Defining the depreciation calculation formulas
To define a depreciation calculation formula:
In an asset detail:
n
1 Go to the Fixed Asset tab.
AssetCenter 5.0 - Portfolio | 41
2
Click (Windows client) or to the right of the Depreciation type
(DeprScheme) field (Web client).
n
Or via the Administration/ List of screens menu, which opens a window:
Note:
This operation can only be done using the Windows client.
1 Select List of depreciation types (SQL name: amDeprScheme).
2 Click New.
3 Populate the General tab.
4 Create a calculation script in the Script tab.
The objective of the script is to calculate the depreciation values using the
following fields:
n
In the Depreciation calculation formulas table:
n
Duration field (SQL name: tsDeprDur)
n
n
Coefficient field (SQL name: fCoeff)
n
Rate field (SQL name: pRate).
In the Assets table (SQL name:amAsset):
n
Start date field (SQL name: dStartAcqu)
n
Depreciation basis field (SQL name: mDeprBasis)
n
Estimation date field (SQL name: dDeprRecalc)
The amount obtained must modify the value of the Depreciation field (SQL
name: mDeprVal).
Note:
The Residual value field (SQL name: mNetValue) is automatically
recalculated by AssetCenter when the Depreciation basis and/or
Depreciation fields are modified.
Simplified example of a calculation script describing a straight-line depreciation:
Dim iNbOfDays As Integer
iNbOfDays = amDateDiff([dDeprRecalc],[dStartAcqu])
If (iNbOfDays <= 0) Or ([DeprScheme.tsDeprDur] <= 0) Then
Set [mDeprVal] = 0
ElseIf (iNbOfDays >= [DeprScheme.tsDeprDur]) Then
Set [mDeprVal] = [mDeprBasis]
42 | AssetCenter 5.0 - Portfolio
Else
Set [mDeprVal] = [mDeprBasis] * iNbOfDays / [DeprScheme.tsDeprDur]
End If
Set [dDeprRecalc] = amDate -> Set [dDeprRecalc] = amDate()
AssetCenter uses an automatic mechanism to recalculate the value of the
Depreciation field if the reference fields are modified.
Estimating depreciation for a group of assets
In some cases, you might want to update the value of the Depreciation field
on a given date for a selection of assets. To do this, you simply need to modify
the value of the Estimation date field after having selected the assets to be
updated together.
You can also create a Script Type action (SQL name: seActionType) to perform
this task. Its script will resemble:
Set [dDeprRecalc] = amDate
AssetCenter will then use an automatic default mechanism to update the
Depreciation field.
You can even create a workflow that triggers the above action on a periodical
basis for a group of assets.
How to associate fixed-asset accounting information with assets
Two methods are available:
From the asset detail
1 Click the Fixed Asset tab.
2 Add or remove fixed assets associated with the asset.
You can also display the list of fixed assets in another window, select the
fixed asset to be associated with the asset, and drag it into the list in the
asset's Fixed asset tab.
From the fixed asset detail
1 Click the Assets tab.
2 Add or remove assets associated with the fixed asset.
You can also display the list of fixed assets in another window, select the
fixed asset to be associated with the asset, and drag it into the list in the
fixed asset's Asset tab.
AssetCenter 5.0 - Portfolio | 43
Movements of portfolio items
The Portfolio items table enables you to monitor the movements of portfolio
items.
For each selected item, you have contextual information. Other operations in
AssetCenter are reflected in the Portfolio items table. Example: If a photocopier
is reassigned to another department in the Employees and Departments table,
you simply need to consult the record in the Portfolio items table in order to
see that this change has been made. The Portfolio items table also helps you
find out who has reserved items that are on order but not yet received.
In the Portfolio items table, two tabs enable you to monitor movements of
portfolio items:
n
The General tab enables you to monitor the physical movements of portfolio
items.
n
The Reservation tab enables you to reserve unassigned items.
Contextualizing portfolio items
The following fields in the General tab of the Portfolio items table enable you
to contextualize each item by associating them with:
A particular assignment.
n
The dates they were put into production and inventoried.
n
A user.
n
A manager.
n
A location, or a stock if the item is not yet assigned.
n
A cost center.
n
If the contextual information given by default is insufficient, you can add as
many fields and features as necessary. To add features, refer to the chapter
'Features tables' in the "Cross-functional tables" guide and the chapter
"Customizing the database" in the AssetCenter Administration Guide.
In the Portfolio items table, you can also divide a batch. The Dividing a batch
[page 35] wizard enables you to assign a batch a new location, a new department,
a new cost center, etc. Each batch created using the Dividing a batch [page 35]
wizard stays linked to the same record in the Assets table. This enables you to
track together items that have different contextual information.
Batches [page 33]
44 | AssetCenter 5.0 - Portfolio
Reserving portfolio items
An item can only be reserved if the Assignment field (SQL name: seAssignment)
in the General tab of the detail of the item is set to In stock or Awaiting
receipt.
Several methods are available for reserving portfolio items.
From the portfolio item detail
To reserve a portfolio item:
1 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
2 Specify the request line of the selected portfolio item.
3 Display the Reservation tab of the detail of the portfolio item you want to
reserve.
4 Specify the reservation start and end dates as well as the person who
reserved the asset.
To delete a reservation, modify the value of the Assignment field, or delete
the values of the fields relative to the reservation.
From a purchase request
A purchase request may include:
Items to be ordered that do not yet exist in the Portfolio items table.
n
Items to be reserved via the purchase request. These items have already
n
been created in the Portfolio items table, and they meet the conditions
defined above.
To reserve a portfolio item via a purchase request:
1 Display the purchase request detail.
2 Display the detail of the request composition by clicking Compo..
3 Go to the Reservations tab.
4 Click
5 The displayed window lists portfolio items whose Assignment field (SQL
name: seAssignment) indicates In stock or Awaiting delivery.
6 If there are portfolio items corresponding to these criteria in the database,
select them, then click Select to reserve them. Otherwise, click New to
create new portfolio items. The Assignment of the portfolio items that you
create should show In stock or Awaiting delivery. Populate the necessary
fields, then click Add to create the portfolio item, then Select to reserve it.
7 Validate the reservation by clicking Modify in the detail of the request
composition, then in the request detail.
AssetCenter 5.0 - Portfolio | 45
8 You can also populate the End date (SQL name: dReservEnd) field of the
asset detail. To do so, click the button in the Reservations tab in the
detail of the request composition.
To delete a reservation made through a request:
1 Select the reservation from the list in the Reservations tab of the request
composition detail.
2 Click to delete the reservation.
Impact on stock management
Reserving a portfolio item affects the management of the stock for that portfolio
item: Reserved portfolio items are no longer counted when stock levels are
checked ( Creating stock rules [page 48]).
Note:
The stock to which a reserved portfolio item is assigned is indicated in
the Stock field (SQL name: Stock) in the General tab of the portfolio
item detail.
Managing the end of a portfolio item's life
When a portfolio item is no longer used (written off, destroyed, stolen, sold,
etc.), you may want to leave it in the database and just modify its description
to take into account its new status.
To show that a portfolio item is no longer used:
1 Select the item that is no longer used.
2 On the General tab, set the Assignment field (SQL name: seAssignment)
to Retired (or consumed).
3 If necessary, unlink the item from its parent item by clearing the
Component of (SQL name: Parent) field.
4 In the case of an asset or a tracked batch, update the Fixed Asset,
Contracts, Maint., Acquis., Connections and Projects tabs in the Assets
table.
Note:
When the record of a portfolio item is destroyed, all information
concerning this item is lost for good. We recommend simply retiring
items that are no longer used but for which information needs to be kept.
46 | AssetCenter 5.0 - Portfolio
Assets linked to a contract
You can associate an asset with one or more contracts.
These associated contracts can be viewed in two of the tabs in the Asset's table:
Contracts and Acquis.
Note:
In this section, Assets covers both assets and batches, which have similar
records in the Assets table.
The Contracts tab
The Contracts tab presents the list of all the contracts associated with the
asset.
A specific filter is located at the top of the tab.
This filter enables you to view the contracts based on three conditions:
n
All: displays all the contracts.
n
Current: displays only the current, valid contracts for a given period.
n
Expired: displays out-dated contracts.
The associated contracts are listed and sorted according to their nature,
company, start date, end date or the date the asset was put on that contract.
When you add a contract, or when you consult the contract line, a new window
opens displaying the detail of that contract line.
Select the desired contract, then enter the date on which the asset is added
n
to it, as well as the asset's planned removal date from the contract.
n
You can also populate the Authorization and No. of utilizations fields,
but they are not mandatory.
The Acquis. tab
An asset can be acquired within the framework of a contract.
The Acquis. tab enables you to associate a contract with an asset using any of
the following methods:
Purchase
n
Rental
n
Lease
n
Loan
n
AssetCenter 5.0 - Portfolio | 47
According to the acquisition method, sub-tabs enable you to specify the details
of the acquisition contract.
Refer to the Contracts guide for more information on how to create and manage
contracts associated with an asset.
Stocks
A stock contains in-stock portfolio items or those awaiting delivery.
In the detail of a portfolio item, the Assignment field (SQL name:
seAssignment) in the General tab is set to In stock or Awaiting receipt.
Example: a portfolio item recently bought but not yet been installed or given
to a user. These portfolio items can be seen in the Portfolio tab of the stock
detail.
AssetCenter enables you to set up automatic stock reorder rules. AssetCenter
Server monitors stock reorder levels.
Warning:
You need to run AssetCenter Server on a client or server station so that
it can monitor the stock reorder levels.
You can create as many stocks as you want using AssetCenter.
To display the stocks table, click the Portfolio management/ Extended
portfolio/ Stocks link on the navigation bar.
Creating stock rules
AssetCenter enables you to associate rules with a stock that will trigger
automatic purchase requests in order to replenish your stock with portfolio
items.
These stock management rules are defined in the Management tab of a stock
detail. Each rule is associated with a model and indicates the quantity that is
needed in order for the portfolio items to exist in the same number as indicated
for the model.
It is AssetCenter Server that verifies the level of replenishment of stock lines.
To create a stock rule:
1 Click the Manage tab.
2 Click
3 Wait until the Add a stock management rule window appears.
48 | AssetCenter 5.0 - Portfolio
4 Specify the model of the portfolio item for which you want to create a stock
rule (Example: ink cartridges for printers).
5 Populate the Reorder level field with the quantity for which the purchase
order request is automatically created (Example: 5).
6 Populate the To order field with the number of portfolio items to order.
If a portfolio item is an asset or a tracked batch, AssetCenter Server creates
a purchase order whose Quantity field is equal to 5. Upon receipt of an
order based on this request:
In the case of an asset, 5 records are created in the Portfolio items table.
n
In the case of a tracked batch, a record with a quantity of 5 is created in
n
the Portfolio items table.
For each stock management rule relating to a model:
1 AssetCenter Server calculates the quantity of items available from the
Portfolio tab of the stock detail.
For portfolio items corresponding to tracked batches, AssetCenter Server
verifies that the quantity of the items in the batch equals the amount
indicated in the Quantity field.
2 Using the quantity indicated in the Reorder level field (SQL name:
lReordLevel) of the stock rule detail, AssetCenter Server automatically
creates a purchase request order.
3 As long as the request has not been entirely received, AssetCenter Server
will not verify the stock management rule that it has generated. So, no new
requests will be sent out until the previous request has been fully received.
4 As soon as the request has been entirely received, AssetCenter Server:
Readjusts the stock levels.
n
n
Deletes the contents of the Request line field (SQL name: ReqLine)
from the stock rule detail.
Re-enables the stock management rule.
n
Note:
The frequency with which the stock table is verified is defined at the
level of AssetCenter Server.
Calculation of the number of items effectively available
To count the number of items currently available during each stock-rule
verification for a given model, AssetCenter Server counts the number of items
based on this model contained in the Portfolio detail of the stock.
Only the unreserved portfolio items are counted.
AssetCenter 5.0 - Portfolio | 49
Creating reorder requests
If necessary, AssetCenter Server generates a purchase-order-request line to
reorder stock for each stock rule:
n
The purchase-order parameters are described in the Auto-request tab of
the stock detail.
n
The purchase order specifies the quantity to be reordered in the To order
field (SQL name: lQtyToOrder) of the stock rule detail.
When a purchase request created automatically through stock level verification
is delivered, the quantities in stock are adjusted.
Stock management procedure
This section details the following points:
List of portfolio items in stock.
n
Placing portfolio items in stock.
n
Issuing portfolio items from a stock.
n
List of portfolio items in stock
The Portfolio tab of the stock detail lists all the portfolio items in the selected
stock.
Filters
Above the list of portfolio items in stock are three filters:
n
First simple filter.
n
Second simple filter.
n
Third simple filter.
Between the filters there is an "AND" condition (in the SQL sense).
Tree view of the list of the portfolio items in stock
When you list the portfolio items in stock using a tree view:
If an item in stock contains items associated with it, but that are not in
n
stock, these items will not be displayed.
If an item in stock is a sub-item of other items, the entire chain of parent
n
items appears. The parent items that are not in stock appear in gray.
Placing items in stock
There are several ways of putting items in stock:
From the detail of portfolio items
In the General tab of portfolio items:
50 | AssetCenter 5.0 - Portfolio
1 Set the Assignment (SQL name: seAssignment) field to In stock.
2 Select the stock in the Stock field (SQL name: Stock).
From the stock detail
In the Portfolio tab of the stock detail, use the
button to add items.
From an order detail
The purchase-order composition lines creating portfolio items can create items
in stock. To do this:
1 Select the appropriate order in the table of orders (Procurement/ Orders
link on the navigation bar).
2 For each purchase-order composition line creating a portfolio item, verify
that the Deliv. stock field (SQL name: Stock) of the Purchase tab indicates
the name of the stock. Otherwise, you need to populate this field.
3 To create the portfolio items awaiting receipt, make sure the Ord. status
field is set to Validated or Ordered. Click Create: The portfolio items are
created in the portfolio items table.
For each item thus created in the Portfolio items table:
n
The Assignment field in the General tab of the item's detail indicates
Awaiting receipt.
n
The Stock field has the same value as in the Delivery field of the Purchase
tab of the item's order-composition line.
Issuing assets from a stock
There are several ways to take items out of stock:
From the detail of portfolio items
In the General tab of a portfolio item's detail:
1 Display the list of portfolio items in "List and Detail" mode.
2 Select all the portfolio items that you want to remove from stock.
3 Set the Assignment field (SQL name: seAssignement) to In use.
4 Select the user and the manger of these items if they all items belong to the
same user and manager.
5 Define the location as well, if they all have the same location.
From the stock detail
1 Go to the Portfolio tab of the stock detail.
2 Select all the items to remove from stock.
AssetCenter 5.0 - Portfolio | 51
3 Click to the right of the list. In this case, the value of the item's
Assignment field changes to In use.
Or:
1 Go to the Portfolio tab of the stock detail.
2 Display the detail of each of the items that you want to remove from stock.
3 Select In use for the Assignment field, in the General tab of each item's
detail.
4 Select the user, the manager and the location for each the portfolio item.
52 | AssetCenter 5.0 - Portfolio
3 IT portfolio
AssetCenter has been specifically designed to help manage your IT portfolio.
For every computer in your IT portfolio (computer, workstation, laptop, server,
etc.) AssetCenter provides you with a multitude of fields and tables to help you
manage it.
Computers
We recommend that you manage your computers individually. This method of
management enables you to define a computer's technical data in its model.
Individualized management is also the only type of management allowing a
record to be present in the Portfolio items table, the Assets table and the
Telephones table at the same time ( Overflow tables [page 16]).
Creating a nature for computers
To create a nature for a computer that you want to manage individually:
1 Display the natures (Portfolio management/ Natures link on the
navigation bar).
2 Click Create.
3 Enter the name and the code of the nature you are creating (example:
Computer and Computer).
AssetCenter 5.0 - Portfolio | 53
4 Select Portfolio item in the Create field.
5 Select Computer in the Also create field.
The Computers table is used to integrate software distribution tools with
AssetCenter.
6 Select the Has software installed and Can be connected options.
7 Click Create to confirm your creation.
Creating a computer model
Creating a computer model is exactly the same as creating any other model (
Models [page 27]). You just need to choose the nature for computers ( Creating
a nature for computers [page 53]).
Since the Models table enables you to organize your portfolio, we suggest that
you create generic models. For example: Let's say you create the model Computer
and sub-models Office computers, Laptops and Servers. Using these sub-model,
you can create computer models that you will use to create the computer assets
in your portfolio.
Creating a computer model (example)
This section will show you how to create a computer model with the following
features:
n
n
n
n
n
n
n
n
HP VECTRA VL 800 computer
Intel® Pentium® 4 1.3 GHz processor
128 Mo standard RDRAM memory
40 GB hard drive
3.5", 1.44 Mo disk drive
DVD-ROM 12x/40x
HP multimedia keyboard
HP optical mouse device
To create the model of this computer:
1 Display the models (Portfolio management/ Models link on the
navigation bar).
2 Click New.
3 Enter VECTRA VL 800 in the Name field.
4 Enter Hewlett-Packard in the Brand field.
5 Select, for example, Office computer in the Sub-model of field.
54 | AssetCenter 5.0 - Portfolio
6 In the General tab, enter or select in the Nature field a nature which will
allow you to create computer models. ( Creating a nature for computers
[page 53])
7 In the Hardware tab, enter the data corresponding to your computer:
n
Pentium 4 in the CPU field.
n
1300 in the CPU speed field (in megahertz by default).
n
Enter 128 in the Memory field.
n
Enter 40000 in the Disk size field.
8 Click Create to confirm your creation.
9 Repeat the same steps to create models corresponding to the different items
associated with your computer:
Disk drive
n
DVD drive
n
Keyboard
n
Mouse
n
You cannot associate models with other models. On the other hand, you can,
when you create your VECTRA VL 800 computer, associate it with these
different assets based on these models ( Portfolio items associated with an
asset [page 31]).
Creating computers
The computers are recorded in three different AssetCenter tables:
The Portfolio items table (amPortfolio)
n
The Assets and batches table (amAsset)
n
The Computers table (amComputer)
n
AssetCenter 5.0 - Portfolio | 55
The following diagram illustrates which tables deal with computers.
Since the creation of a computer is similar to the creation of an asset, you should
refer to the section Creating an asset [page 30]. To associate portfolio items
with a computer, refer to the section Associating portfolio items to an asset
[page 32]. The assets associated with a computer are its peripheral devices
(keyboard, printer, various drives), its software applications and its consumable
products.
Standard configurations
Standard configurations include a CPU, its standard peripheral devices and
standard software applications. They correspond to the packaged offers that
many IT suppliers provide.
Depending on your needs, you can manage the entire standard configuration
as an individual asset, or you can manage each separate element of the
configuration as its own asset and then associated them with each other.
56 | AssetCenter 5.0 - Portfolio
Managing a standard configuration as an individual asset
To manage a standard configuration as an individual asset, you need to create
a model corresponding to this configuration. Once the configurations that rely
on this model have been created, you can associate them with other items in
the portfolio that are not included in the configuration: consumables, new
software, new peripheral devices, etc.
Advantages
Managing a standard configuration as an individual asset enables you to reduce
the number of records you create. Since this standard configuration represents
just one record in the Assets and Batches table, you reduce costs tied to tracking
these assets financially: depreciation, individual purchasing price, simplified
accounting, etc. On the other hand, tracking major changes (deletions, updates)
of one of the configuration items can only be done with the help of a complex
adjustment operation.
Managing standard configuration items as associated assets
To manage standard-configuration items as associated assets, you need to:
1 Create records corresponding to these assets in your portfolio ( Creating
an asset [page 30])
2 Choose a main item among all those included in the standard configuration
(example: the CPU).
3 Associate this main item with the other items in the configuration ( Portfolio
items associated with an asset [page 31]).
Advantages
Managing a standard configuration as individual, associated assets enables
you to track each item precisely. Thus, all you need to do to replace a keyboard,
for example, is delete the link going to that keyboard and create a new link to
the new keyboard that you are going to use instead.
Connections between computers
AssetCenter enables you to describe the connections that exist between
computers.
The connection model used in AssetCenter describes a generic connection
between computer A and computer B. You can customize this model and describe
any type of connection you want, and, in particular, the Client/Server type
AssetCenter 5.0 - Portfolio | 57
connection. This idea of connections between computers can be found in the
following parts of AssetCenter:
n
In the Ports tab of a model detail (amModel) or an asset detail (amAsset).
In the list of connection types (amCnxType).
n
Prerequisites
The connections are described in the Ports tab of an asset detail. This tab only
appears if the Can be connected option has been selected for this asset's
model in the Nature table. ( A nature's behavior criteria [page 22] and Natures
[page 25]).
Note:
A computer can have an unlimited number of ports, each one identified
individually by a number. Each port, however, can only be involved in
one connection.
Ports
The connection between two computers is created with ports. This connection
is only valid when the port of computer A and the port of computer B are linked
together. This connection is reciprocal: It appears in the Ports tab of details of
all of the computers involved in the connection. A connection port can be:
Occupied (linked to a port of another computer or to a different port of the
n
same computer). In this case, it is described in the following way:
<Computer> <Port number> - <Port number> <Computer>
For example, the connection between computer A and computer B is
described in the following way:
In the detail of computer A:
n
<Computer A> <Port number of computer A> - <Port number of computer
B> <Computer B>
n
In the detail of computer B:
<Computer B> <Port number of computer B> - <Port number of computer
A> <Computer A>
n
Free (available for a connection). In this case, it is described in the following
way:
<Computer> <Port number> -
58 | AssetCenter 5.0 - Portfolio
Creating a connection
In this section, we will use an example to illustrate the method we use to create
a connection between two computers: a server and a client post. The example
breaks itself down into the following steps:
1 Creating a connection.
2 Creating computers to connect.
3 Declaring the connection.
4 Providing supplementary information on the connection.
Creating a connection
Creating a connection type enables you to link two types of ports, identified by
the following fields:
n
Type (SQL name: Type), which designates the source port.
Targ. type (SQL name: TargetType), which designates the target port
associated with the source port.
This relation only works in one direction. In a connection, selecting for your
port a source port-type forces you to choose a destination-port type to which to
connect it. On the other hand, selecting for your port a target-port type does
not force you to choose the type of source port for the computer to which it is
connected. The result is that, to create a reciprocal connection, you need to
create two symmetrical connection types. For example, in the case of a
Client/Server connection:
From "Client" type to "Server" type.
n
From "Server" type to "Client" type.
n
In this section, we are going to create a reciprocal Client/Server connection
model. Selecting this model when you create the connection between computer
A and computer B triggers the following automatic mechanisms:
If the type of port for asset A is "Client", then type of port to which it is
n
connected on asset B becomes "Server".
If the type of a port on asset A is "Server", then the type of port to which it
n
is connected on asset B becomes "Client".
n
Note:
This automatic mechanism is invoked only when the connection is
created directly.
Opening the Connection types screen
Display the connection types (Administration/ Connection types link on
the navigation bar).
AssetCenter 5.0 - Portfolio | 59
Creating a Client/Server type of connection
Create the Client/Server type of connection by following these steps:
1 Click New.
2 Set the Type field to "Client".
3 Set the Targ. type field to "Server".
4 You can enter an additional description in the Description field (SQL name:
memDescription), but this is not mandatory.
5 Click Create to confirm your creation.
Creating a Server/Client type of connection
Create the Server/Client by following these steps:
1 Click New.
2 Set the Type field to "Server".
3 Set the Targ. type to "Client".
4 You can enter an additional description in the Description field (SQL name:
memDescription), but this is not mandatory.
5 Click Create to confirm your creation.
Creating the computers to connect
Step 1: Creating two computer models
To create a server model and a client model, refer to the section Creating a
computer model (example) [page 54].
When you create the computer models, populate the fields in the Ports tab.
The computers later on created from these two models in the Assets table will
inherit the features that you enter in this tab.
The following table shows you examples of a server model and a client model.
Server
Sun Microsystems Sun Fire 15K
n
UltraSparc III 64-bit 900 MHz
n
Client
HP VECTRA VL 800 computer
n
Intel® Pentium® 4 1.3 GHz processor
n
128 Mo standard RDRAM memory
n
40 GB hard drive
n
Once you have created your two computer models, you can create the computers'
records in the Assets table using the information from the computer models (
Creating an asset [page 30]).
60 | AssetCenter 5.0 - Portfolio
Step 2: Creating the computers in the Assets table
Display the assets (Portfolio management/ Assets link on the navigation
bar).
Create two new assets by selecting for each one of them one of the two models
previously created. Validate these creations by clicking Create.
Declaring the connection
Methods for creating a connection
There are two ways to create a connection between two computers:
Creating a port on each of the computers in question, then by attaching
n
these ports to create the connection. We suggest you use this method to
create connections.
Creating the connection directly from either of the two computers.
n
We will connect two assets using both methods.
Creating ports on each asset, then attaching these ports
From the list of records in the Assets and Batches table, select Sun Fire 15K
and click the Ports tab in the asset detail. Now you will create a vacant port
for this computer in the following steps:
1 Click the button. AssetCenter displays the screen for creating connection
ports on the Sun Fire 15K.
2 We simply want to create a vacant "Server"-type port. Consequently, the
Targ. asset and Targ. port fields (SQL: TargetAsset and TargetPort) will
be left empty. (These are the fields that enable you to identify the asset and
the port of the asset to which you are connected.)
3 Set the Port type field (SQL name: Type) to "Server".
4 Click Create to confirm your creation.
5 Note that the port is displayed in the Ports tab as:
1
Now you will perform the same operation for the VECTRA VL 800 computer:
1 Select VECTRA VL 800 and click the Ports tab in the asset detail.
2 Click . AssetCenter displays the screen for creating connection ports for
this asset.
3 Populate the Type field only; set its value to "Client".
4 Click Create to confirm your creation.
5 Note that the port is displayed in the Ports tab as:
1
AssetCenter 5.0 - Portfolio | 61
All that remains is to connect these two ports. You can do this from one of the
two computers:
1 Select Sun Fire 15K and click the Ports tab.
2 Select port 1 and then click .
3 Now populate the Target asset field (SQL name: TargetAsset) by selecting
the VECTRA VL 800 client.
4 The Target port field lists all the vacant ports for this asset.
Note:
You can also choose a port directly from the list of ports by clicking
. When you choose a port from this list, AssetCenter automatically
populates the Target asset field (SQL name: TargetAsset).
5 Click Modify or Close.
6 In the detail of the Sun Fire 15K asset, the connection is displayed as:
1 - 1 (<AssetTag of the target asset>)
In the detail of the VECTRA VL 800 asset, the reciprocal connection is
created, i.e.:
1 - 1 (<AssetTag of the target asset>)
7 The connection is validated.
Directly creating a connection
Note:
To create this connection while keeping the previously created computers,
you must delete the entries in the Ports tab for each of the computers.
To do this, select them and then click the button.
From the list of records in the Assets table, select Sun Fire 15Kand click the
Ports tab in the asset detail. Now you will create a connection to Sun Fire 15K
using the following steps:
1 Click the button. AssetCenter displays the screen for creating connection
ports on the Sun Fire 15K computer.
2 Populate the Target asset field (SQL name: TargetAsset) and set its value
to VECTRA VL 800.
3 Set the Type to "Server".
4 Click Add.
AssetCenter automatically creates:
A "Server" type port on the Sun Fire 15K computer.
n
62 | AssetCenter 5.0 - Portfolio
n
n
A "Client" type port on the VECTRA VL 800 computer.
A connection between these two ports.
Additional information on a connection.
AssetCenter enables you to add information about a connection via the
connection detail. In the asset detail, click the Ports tab, select an existing
connection and click the button. AssetCenter displays the connection detail.
Use the Connection field (SQL name: Connection) to define additional
information. When you click the button, AssetCenter displays the connection
detail screen:
Note:
No automatic calculations are associated with the fields in this screen.
In particular, expense lines are not generated for expenses related to a
connection.
Managing connections
This section explains how to manage a connection. You will find information
on the following topics:
Viewing the number of connections.
n
Terminating a connection between two assets.
n
Impact of deleting a connected asset.
n
Impact of changing the port assignment of a connection.
n
Viewing the number of connections
The information in the Ports tab of an asset detail enables you to track an
asset's connections. The Max no. connections and Current connections fields
(SQL names: sMaxCnxCount and sCnxCount) describe the number of possible
connections and the actual number of connections for an asset, respectively.
AssetCenter updates the Current connections field (SQL name: sCnxCount)
when adding or deleting a connection.
Note:
The Max no. connections field provides an approximate value; it does
not trigger any automatic mechanisms. AssetCenter does not prevent
you from creating an additional connection if the actual number of
connections is greater than the number of possible connections.
AssetCenter 5.0 - Portfolio | 63
Deleting a connection between two assets
This is the procedure for deleting a connection:
1 Move to the detail of one of the assets.
2 Click the Ports tab and select the connection you want to delete. Click the
button.
3 AssetCenter displays the connection detail.
4 Clear either the Target asset or the Target port fields (SQL names:
TargetAsset and TargetPort) and click Modify, AssetCenter deletes the
connection between the two assets. As a result:
Additional connection information (accessible from the Connection field
n
(SQL name: Connection)) is erased.
The ports used for the connection are freed.
n
Note:
If you click the button in the Ports tab of the detail of one of the
connected assets, you will also delete the ports used in the connection.
Impact of deleting a connected asset
When you delete a connected asset, AssetCenter performs the following
operations. It:
Deletes all the connections associated with the asset.
n
Deletes all the ports of the asset.
n
Frees the ports of all the assets connected to the asset just deleted.
n
Impact of changing the port assignment of a connection
You can modify the assignment of a connection port by:
Completely freeing the port; now it is available for a new connection.
n
Connecting the port to a port other than the one originally assigned. In this
n
case, the target port to which the port was previously connected is freed,
and it is available for a new connection.
64 | AssetCenter 5.0 - Portfolio
4 Telephones
Telephones in AssetCenter are considered as portfolio items. If you decide to
manage them as assets, they can be recorded in the Telephones table.
Telephones and functions
All of the management types can be used to describe telephones ( Individualized
management (by asset) [page 14]).
In AssetCenter, the following tables are concerned by telephone management:
The Natures table
n
In this table, you define the model of a portfolio item as being able to create
a record in the Assets and Telephones tables.
The Models table
n
In this table, you create the models of the portfolio items that are recorded
in the Assets and Telephones tables.
The Telephones table
n
This table contains all the records corresponding to telephones.
The Assignments of functions to keys table
n
In this table, you associate functions with telephone keys.
The Telephone function templates table
n
This table enables you to create telephone function templates.
The Telephone functions table
n
AssetCenter 5.0 - Portfolio | 65
This table enables you to see the telephone functions used by your company's
telephone population.
Telephone management
Managing telephones in AssetCenter consists of:
Recording them in the Telephones table.
n
Associating certain functions with their keys.
n
To consult the detail of a record in the Telephones table, perform the following
steps:
n
Display the telephones (Portfolio management/ Telephony/ Telephones
link on the navigation bar).
Select a record that corresponds to a telephone in the Assets table, then
n
select the Telephone tab.
66 | AssetCenter 5.0 - Portfolio
Warning:
If the Telephone tab does not appear in the detail of an asset, it
means that the nature of its model does not indicate Telephone in its
Also create field.
Creating telephones
To create a telephone:
1 Create a nature whose Create and Also create fields are set to Portfolio
item and Telephone, respectively.
Creating the nature for a portfolio item [page 26]
2 Create a telephone model.
3 Create a record in the Assets table that corresponds to your telephone.
This record automatically creates a record in the Telephones table.
4 Select the Telephone tab.
5 Enter the phone number and the extension of this telephone.
6 You can select the Voice mail and Speaker phone options depending on
the specific functions of the telephone.
7 Populate the Call forward to link by indicating the telephone to which the
call is forwarded to. This link points toward another record in the Telephones
table.
8 In the Call line ID field, indicate the telephone's CLI (Command-line
interface) number.
9 Click Create to confirm your creation.
Associating a function with a telephone key
Before you can associate a function with a telephone key, you must create a
template of this function.
Creating function templates
Note:
This operation can only be done using the Windows client.
To create a function:
1 Display the list of telephone function templates via the Administration/
List of screens menu.
AssetCenter 5.0 - Portfolio | 67
2 Create the function template by populating the Description field.
Creating functions
Note:
This operation can only be done using the Windows client.
To create a function:
1 Display the list of telephone functions via the Administration/ List of
screens menu.
2 Click New.
3 Enter a value in the Description field.
4 Populate the Template link with the template of the telephone function
that you previously created.
5 Select the Toggle feature if this function can be activated or deactivated
from the codes that you indicate in the fields appearing in the selection of
this option.
6 Select the Identification required option if the use of this function
necessitates an identification code.
Associating a function with a telephone key
To associate a function with a telephone key:
1 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
2 Select a record corresponding to a telephone.
3 Select the Telephone tab.
4 Select the Functions sub-tab.
5 Click
6 In the Starting key field, indicate the number of the first key having a
function on the telephone. In most cases, the first key is either 1 or 0. If the
first key is a 0, the number of keys having functions on the telephone is
equal to n + the key 0.
If 0 is the first key on the telephone, the key 5 is in the 6th position on the
telephone.
7 In the Number of keys field, indicate the number of keys with which you
can associate functions. Don't forget to add 1 to this number of keys if 0 is
indicated in the Starting key field.
8 Populate the Function link with the function that you want to associate
with the telephone key.
68 | AssetCenter 5.0 - Portfolio
5 Work orders and projects
Portfolio items can be involved in work orders (maintenance) or can be included
in projects that necessitate their use (need IT hardware for a long-term training
session).
Work orders
A work order is an operation carried out on a portfolio item to resolve a problem:
Service, user support, repair, relocation, etc.
To display the list of work orders, click the Portfolio management/ Extended
portfolio/ Work orders link on the navigation bar.
Work orders are described as a tree structure of work orders (or sub-tasks).
You can assign as many sub-tasks to a work order as you like. A work order
can be based on a work-order template. A template describes a generic work
order or a standard procedure. The information defined in the template is copied
over to the work order detail.
Sub-tasks are also work orders. They enable a work order to be divided up into
elementary work orders. All sub-tasks must be performed for the work order
to be complete.
The sub-task of a work order can be performed sequentially or simultaneously.
The Sequencing field (SQL name: lSequenceNumber) enables you to specify
the order of sub-tasks. This field has the following conditions attached to it:
Two work orders with the same sequencing level can be executed in parallel.
n
AssetCenter 5.0 - Portfolio | 69
n
A lower number indicates a higher priority in performing the work
order/sub-task.
Note:
The Sequencing field (SQL name: lSequenceNumber) is not linked to
any automatic mechanisms in AssetCenter. It is used to give the user
a more specific idea of the order in performing work orders.
Types of work orders
The Type field (SQL name: seType) in the General tab of the work order detail
indicates the type of work order. This field is associated with a system-itemized
list.
The fields in the Tracking tab in the work order detail vary according to the
type of selected work order.
Internal maintenance
You can specify the technician and group in the Technician and Group fields
(SQL name: Technician and EmplGroup) in the Technician sub-tab of the
Tracking tab.
On-contract maintenance
In general, all work orders performed under contract are not invoiced.
n
The Contract field in the Technician sub-tab of the Tracking tab enables
you to select the contract associated with the work order. AssetCenter only
displays contracts associated with the portfolio item concerning this work
order.
n
You can specify the technician and company in the Technician and
Company fields (SQL names: Contact and Supplier) in the Technician
sub-tab of the Tracking tab. If you populated the Company field before
populating the Technician field, AssetCenter displays contacts from the
selected company only.
Off-contract maintenance
These work orders are just that: work orders not covered by the existing
maintenance contract or work orders concerning companies with which no
contract has been signed. In general, these calls are invoiced.
If this is a work order not covered by an existing maintenance contract, you
n
can specify the contract in the Contract field (SQL name: Contract) in the
70 | AssetCenter 5.0 - Portfolio
n
Technician sub-tab of the Tracking tab. AssetCenter displays the contracts
associated with the asset only.
You can specify the technician by indicating a person from the list of contacts
for all third-party companies in the Technician field (SQL name: Contact)
in the Technician sub-tab of the Tracking tab. If you populated the
Company field (SQL name: Supplier), AssetCenter displays contacts from
the selected company only.
Evolution of work orders
Life-cycle of a work order
The life-cycle of a work order is as follows:
Figure 5.1. Work order - Full cycle
Each step of this cycle occurs on or is scheduled for a given date. The transition
to a given stage is reflected in the Status field (SQL name: seStatus).
Table 5.1. Work order - The different statuses
Stage
Notification of work order
Start of work order
End of work order
Status
Notified
In progress
Closed
The detail screen of a work order and the Scheduling sub-tab of its Tracking
tab specify the dates of the different stages: date of notification, planned start
date, actual start date, etc.
AssetCenter 5.0 - Portfolio | 71
Status of a work order and automatic mechanisms
The Status field (SQL name: seStatus) at the top of a work order specifies its
status. This field is automatically calculated by AssetCenter according to the
dates given in the Scheduling sub-tab of the Tracking tab of the work order
slip or following an action performed by a user clicking one of the action buttons:
n
By default, the status of the work order is: Notified.
n
n
The status changes to Scheduled when the Planned start field (SQL name:
dtSchedFixStart) is populated.
The status changes to In progress in of the following cases:
The Actual start field (SQL name: dtActualFixStart) is populated.
n
n
n
n
The user clicks the
button.
The status of one of the work orders is In progress.
The status of the work order changes to Closed in the following cases:
n
The user clicks the Close button.
All the sub-work orders of a work order are Closed.
n
Tracking work orders
The Tracking tab in a work order detail enables you to accurately control the
scheduling and performance of a work order.
This tab is divided into a series of sub-tabs.
n
The Technician tab details, according to the work order type, the information
concerning the person responsible for the work order.
n
The Sub-tasks tab enables you to structure a work order hierarchically by
dividing it into a series of sub-work orders. These can be performed in
parallel or sequentially according to the value of the Sequencing field (SQL
name: lSequenceNumber) for each of the sub-work orders.
n
The Scheduling tab shows a schedule of the work order: Planned date of
resolution, Actual date of resolution, date-third party maintenance called
(in the case of an On-contract maintenance or Off-contract maintenance
type contract). You can also select a business period calendar that will be
used by AssetCenter in calculating dates and time limits linked to the work
order.
n
The Close tab details the information linked to the end of the work order.
72 | AssetCenter 5.0 - Portfolio
Managing work orders
Note:
This operation can only be done using the Windows client.
For ease of use, we recommend customizing the link associated with the Asset
field in the Work Orders table and create a virtual hierarchy.
To customize the displaying of the link associated with the asset:
1 Right-click the Asset field
2 Select Properties of link editor/ Group by/ Select a grouping
3 In the window that is displayed, select the model associated with the asset
(Model link).
Now the list of assets is displayed hierarchically according to the models
associated with the assets.
When a problem is reported, create a work order report using one of two
methods:
n
Display the list of work orders (Portfolio management/ Extended
portfolio/ Work orders link on the navigation bar) and click New.
Or display the Maint. tab of the asset detail and then click the button to
add a service report.
Technicians can find the work orders that concern them by displaying either
a view or the work orders list with an appropriate filter (for example, a filter
that combines criteria covering fields such as Technician (SQL name: Contact),
Company (SQL name: Supplier), Maint. provider # (SQL name:
MaintNumber), Status (SQL name: seStatus), Priority (SQL name: Priority)).
n
The administrator may regularly analyze the work in progress using views or
filters:
n
Work orders that have not yet been scheduled: Status = Notified.
n
n
Late work orders: Status = Scheduled and the Planned start (SQL name:
dtSchedFixStart) < today's date.
Ongoing work orders: Status = In progress.
List of work orders whose status is In progress by technician, supplier, or
contract.
The administrator may regularly analyze the work performed using views or
filters:
Difference between the scheduled duration and the actual duration.
n
Analysis of the time required to resolve the call.
n
Difference between the date of the call to the maintenance supplier and the
n
first call date, compared to the first call delay specified in the contract.
n
AssetCenter 5.0 - Portfolio | 73
Projects
A project lets you describe an operation concerning a group of assets and/or
persons.
To create a project:
1 Use the Portfolio/ Projects menu to display the list of projects.
2 Create a new project by clicking New.
3 Fill in the fields in the General tab, especially the end of project date and
if necessary an alarm .
4 Use the Assets tab to add the assets used for the project.
5 Specify the employees concerned by the project in the Employees tab.
6 If you need to add other assets to the project at a later date, start either
from the Projects tab in the details of the assets to be added, or from the
Assets tab in the project detail.
7 Check the status of current projects regularly. Filters and views offer
possibilities that make this easy. You can combine criteria concerning the
Start, End and Status fields (SQL names: dStart, dEnd, and Status) to view
projects that are underway, late, etc.
74 | AssetCenter 5.0 - Portfolio
6 Adjusting items
Adjusting items are records in the database that enable you to adjust one or
more fields with other records.
Adjusting items and target items
An adjusting item adjusts a field of one or more target items. The adjusting
items can be:
Portfolio items
n
Work orders
n
Contracts
n
Trainings
n
Cables
n
Target items are items with a link to an adjusting item.
Example: The record of a monitor (Adjusting item) in the portfolio updates the
number of monitors of the computer (Target item) to which it is attached.
The types of field adjustments are defined in the models of the adjusting items.
There are three types of field adjustments:
Addition
n
Example: Creating 256 MB memory module in the portfolio adds 256 to the
Memory field of the computer to which it is installed.
Subtraction
n
AssetCenter 5.0 - Portfolio | 75
Example: Creating a 10-hour work order on an asset subtracts 10 from the
Duration field in the first work order for the same asset.
Replacement
n
Example: Creating a contract covering an asset replaces the previous contract
that covered this asset.
The main tables concerned by the adjustment process are the:
Natures table (amNature)
n
This table enables you to define the model of the adjusting item.
Models table (amModel)
n
This table enables you to create the models of the adjusting items. Field
adjustment types are defined for each one of these models.
Field adjustment types table (amFieldAdjustTempl)
n
Each type of field adjustment contains the following information:
The table of the adjusting item: Portfolio items, Work orders, Contracts,
n
Trainings, Cables.
The link of the adjusting item to the target item that triggers the
n
adjustment.
Example: The action of linking the adjusting item to its parent item (a
printer to a computer, for example).
The field of the target item that must be modified.
n
The field can be one of the fields in the target item's record or it can be
linked directly or indirectly to the record of the target item.
A script indicating the adjusting value of the field.
n
n
The table of adjusted fields (amFieldAdjustment).
The record of each adjusted field details:
Its date of adjustment.
n
Its value before the adjustment.
n
Its value after the adjustment.
n
The series of links that enable you to access it from the table of the target
n
record.
n
The table of adjustments (amAdjustment).
This table regroups all the adjusting items created in the database.
The Portfolio items, Cables, Work orders, Trainings and Contracts tables.
These tables contain the records of items that can become adjusting items.
All the AssetCenter tables.
n
n
76 | AssetCenter 5.0 - Portfolio
These tables contain the target items of the adjustments. Via the use of
direct or indirect links, the record of an adjustment item has the possibility
of adjusting all the fields of all the tables in AssetCenter.
Using adjusting items
Adjusting a field using an adjusting item consists of:
1 Creating a model of an adjusting item.
2 Defining the field adjustment type in this model.
3 Creating the adjusting item.
4 Creating the link that triggers the adjustment of the field.
AssetCenter 5.0 - Portfolio | 77
Creating the model of the adjusting item
Creating a portfolio item model [page 27]
Note:
All the models are adjusting item models except those models whose
nature creates nothing. (Make sure that the Creates field of the model's
nature is not set to Nothing.)
Defining a field adjustment type
In order that an adjusting item can adjust a field, you must define an adjustment
type for this field in its model. To define a field adjustment type:
1 Display the models (Portfolio management/ Models link on the
navigation bar).
2 Select the model to adjust.
3 Select Adjustments.
4 Click
5 In the Target field, specify
The link to the target item that will trigger the adjustment of the field.
n
The complete path (link or series of links) that indicates the field to
n
adjust.
Parent.Computer.LMemorySizeMb
Example: For an adjusting item of the portfolio, you would enter for the
Target:
Parent indicates the link that will trigger the adjustment. In this case, the
action of linking the adjusting item to a parent record in the Portfolio items
table: the target item.
Computer.LMemorySizeMb indicates the path leading to the LMemorySizeMb
field: the field to adjust.
6 Choose a type of adjustment in the Operation field: Replacement, Addition,
Subtraction.
7 Enter a script in the Source field, which returns the value of the adjustment.
RetVal = [Model.fv_memory_module]
Example: In the case of an addition, this script indicates that the value of
the fv_memory_module field of the model of the adjusting item is added to
the field to adjust.
8 Validate the creation of this field adjustment type by clicking Add.
78 | AssetCenter 5.0 - Portfolio
Creating an adjusting item
Creating an asset [page 30]
This section explains how to create a portfolio item corresponding to an asset.
To create adjusting items other than portfolio items, refer to the guides relating
to those items. For example, see the Contracts guide if you want to create an
adjusting contract.
Creating the link triggering the field adjustment
In order for a field to be adjusted, you must create the link specified in the field
adjustment type.
If, for an adjusting portfolio item, the link triggering the adjustment is the
Component of link (Parent):
1 Select the adjusting item in the Portfolio items table.
2 Select the General tab.
3 Enter or create the Component of link.
4 Make sure that the field of the target item has been correctly adjusted.
Adjusting a field - Example
The following sections detail the steps of an example that enables you to adjust
the Memory field. This field is in the record of a computer using an adjusting
item, which corresponds to a 256 MB memory module.
This 256 MB of supplementary memory is added to the value of the computer's
Memory field (lMemorySizeMb) of the computer as soon as the link between
this computer and the memory module is created in the Portfolio items table.
Details of the example
Adjusting item
Target item
Field to adjust
Type of adjustment
RAM_256 record of the Portfolio items table.
Adjusted_computer record of the Portfolio items
table.
The Memory field (lMemorySizeMb) of the
Adjusted_computer record.
Addition of the RAM value to the computer's
RAM.
AssetCenter 5.0 - Portfolio | 79
Details of the example
Link triggering the adjustment.
The Component of link (Parent) between
the RAM and the computer.
1 - Creating the target item
1 Display the natures (Portfolio management/ Natures link on the
navigation bar).
2 Click New.
3 Enter Computer in the Name field (Name).
4 Select Computer in the Also create field (seOverflowTbl).
Creating natures: Creating a nature for computers [page 53].
5 Click Create.
6 Display the models (Portfolio management/ Models link on the
navigation bar).
7 Click New.
8 Enter Adjusted_computer in the Name field (Name).
9 Select Computer for the Nature link (Nature).
Creating models: Creating a computer model [page 54].
10 Click Create.
11 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
12 Click New.
13 Select Adjusted_computer for the Model link (Model).
14 Click Create.
Overflow tables: Overflow tables [page 16].
Creating computers: Creating computers [page 55].
Creating a portfolio item based on a computer model automatically creates
a record in the Computers table.
15 Select the Hardware sub-tab of the Computer tab.
16 Populate the Memory field (lMemorySizeMb) with the value 256.
17 Click Modify.
2 - Adding the memory_module feature to the Models table
1 Display the features (Administration / Features/ Features link on the
navigation bar).
80 | AssetCenter 5.0 - Portfolio
2 Click New.
3 Enter the value memory_module in the Title field (TextLabel).
4 Select the Input tab.
5 Select Numerical in the Input type field (seDataType).
6 Click Create.
7 Select the Parameters tab.
8 Click
9 Select Models (amModel) in the Table field (TableName).
10 Select the Constraints tab.
11 Select Yes for the Available field (seAvailable).
12 Click Add.
13 Wait for the list of features to appear.
14 Click Modify.
3 - Creating the adjusting item
1 Display the natures (Portfolio management/ Natures link on the
navigation bar).
2 Click New.
3 Enter Adjustment in the Name field (Name).
4 Verify that Portfolio item has been selected in the Create field (seBasis).
Creating natures: Creating the nature for a portfolio item [page 26].
5 Click Create.
6 Display the models (Portfolio management/ Models link on the
navigation bar).
7 Click New.
8 Enter RAM_256 in the Name field (Name).
9 Select Adjustment for the Nature link (Nature).
10 Select the Features tab.
11 Click
12 Select the memory_module feature (fv_ram) in the window that appears.
13 Click OK.
14 Assign this feature the value 256.
15 Click Create.
16 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
AssetCenter 5.0 - Portfolio | 81
17 Click New.
18 Select RAM_256 for the Model link (Model).
19 Validate this creation by clicking Create.
4 - Creating an adjustment type for the model of the adjusting item.
1 Display the models (Portfolio management/ Models link on the
navigation bar).
2 Select the RAM_256 model that you created in the previous step.
3 Select the Adjustments tab.
4 Click
5 Enter Parent.Computer.lMemorySizeMb in the Field to adjust field
(TargetField).
You can also use the button to find this link to the Memory field
(lMemorySizeMb) in the Computers table.
6 Enter RetVal=[Model.fv_memory_module] in the Source editable field
(memScript).
7 Select Addition in the Operation field (seOperation).
8 Click Add.
9 Click Modify.
5 - Triggering the adjustment
1 Display the portfolio items (Portfolio management/ Portfolio items link
on the navigation bar).
2 Select the RAM_256 record.
3 Select the General tab.
4 Select the Adjusted_computer record for the Component of link.
5 Click Modify.
6 - Verifying the adjustment
1 Display the computers (Portfolio management/ IT/ Computers/
Computers link on the navigation bar).
2 Select the Adjusted_computer record.
3 Select the Hardware tab.
4 Make sure the Memory field (lMemorySizeMb) is set to 512 (256 + 256).
82 | AssetCenter 5.0 - Portfolio
7 - Complete information about the adjusted field
1 Display the computers (Portfolio management/ IT/ Computers/
Computers link on the navigation bar).
2 Select the Adjusted_computer record.
3 Select the Adjusted fields tab.
4 Select the record corresponding to the Memory field (lMemorySizeMb).
5 Click to obtain all the information on the adjusted field.
Date of adjustment.
n
Value of the field before adjustment
n
Etc.
n
AssetCenter 5.0 - Portfolio | 83
84 | AssetCenter 5.0 - Portfolio
7 Glossary
This section proposes a glossary of terms used in portfolio management.
Note:
The terms do not appear in alphabetical order.
Portfolio items
Nature
A record in the Natures table determines the type of item a model can create.
When you create a model, you must indicate its nature. The model is then based
on this particular nature.
Natures are available for the following models:
Portfolio items
n
Work orders
n
Contracts
n
Trainings
n
Cables
n
When you create a nature, you define certain parameters that will influence
the models based on this nature. Example: Setting the nature's Management
AssetCenter 5.0 - Portfolio | 85
constraint field (seMgtConstraint) to Free enables you to create models of
portfolio items that do not have records in the Assets table.
Model
A record in the Models table enables you to create records in the following
tables:
Portfolio items
n
The creation of a portfolio item is sometimes accompanied by the
simultaneous creation of a record in one of the following overflow tables:
Assets table
n
Computers table
n
Telephones table
n
Software installations table
n
Work orders
Contracts
Trainings
n
Cables
n
When you create a portfolio item, you must specify the model on which it is
based. The data entered for a model is automatically reproduced in the records
of the portfolio items. Examples: the CPU type of a computer; the applicable
tax rate; the length of a contract, etc.
The hierarchical structure of the Models table helps you organize your portfolio.
We recommend that you create generic models that encompass more specific
sub-models. Example: Printer/Laser printer/Laserjet printer 8000DN.
n
n
Portfolio item
Records in the Portfolio Items table are based on models from which they inherit
the features. Depending on the importance of a portfolio item, a management
constraint is chosen in the nature of the model on which the item is based. This
constraint conditions whether a portfolio item is created as an asset, a batch
or an untracked batch. Depending on the overflow table indicated in the nature
of the model, a record created in the Portfolio Items table also creates a record
in one of the following tables:
Assets table
n
Computers table
n
Telephones table
n
Software installations table
n
86 | AssetCenter 5.0 - Portfolio
Asset
A record in the Assets table corresponds to a portfolio item whose monetary
value is high enough to necessitate individual tracking. In AssetCenter, each
asset corresponds to two linked records: one in the Portfolio items table; the
other in the Assets table. In order for the creation of a record in the Portfolio
items table to create the simultaneous creation of a record in the Assets table,
you must select the correct management constraint: In the nature of this
portfolio item's model, you must set the Management constraint field
(seMgtConstraint) to Unique asset tag.
While it is true that all assets are portfolio items, it is not true that all portfolio
items are assets.
Overflow table
An overflow table holds records that were created there simultaneously when
they were originally created in another table.
In AssetCenter, an overflow table can be specified in the nature of a portfolio
item's model. According to this nature, the creation of a portfolio item's record
in the Portfolio items table can be accompanied by the simultaneous creation
of a record in one of the following overflow tables:
Assets table
n
Computers table
n
Telephones table
n
Software installations table
n
Batch
A batch is composed of several identical items whose quantity is expressed
either in number of items (a batch of 100 chairs) or in a unit of measurement
(a batch of one ton of sand). The creation of a batch means that two linked
records will be created: one in the Portfolio items table; one in the Assets and
batches table. In the portfolio, a batch can be divided between several locations,
for example. Each division creates a second record, and the quantity of the
divided batch is reduced by the number of items taken out to make the new
batch. Example: Ten chairs from a batch of 100 chairs is relocated to another
department. The quantity of this batch drops to 90 chairs, and a second batch
record is created having a quantity of 10 chairs.
Untracked batch
An untracked batch is a batch that doesn't correspond to any records in the
Assets and batches table. To create an untracked batch, its nature must have
AssetCenter 5.0 - Portfolio | 87
a free management constraint. Untracked batches are reserved for items of
little value: supplies and consumables. As such, there is no tracking information
associated with this kind of batch either. To turn an untracked batch into a
tracked batch, you must create a corresponding link in the Assets and batches
table (using the Tag button in the Portfolio items table).
Consumable
Consumables are portfolio items. When you select Consumable in the nature
of a model, it indicates that the portfolio items based on this model are
consumables.
Management constraint
The management constraint of a portfolio item is indicated in its nature. This
constraint determines the use of an asset tag: A portfolio item that has an asset
tag is automatically recorded in both the Portfolio items table and the Assets
and batches table. A portfolio item without an asset tag is only recorded in the
Portfolio items table.
Three management constraints are available:
Unique asset tag
n
This management constraint is reserved for individual assets in your portfolio
that will have a unique asset tag.
Asset tag
n
This management constraint is reserved for tracked batches. An asset tag
is assigned to this kind of batch when it's created. All sub-batches resulting
from the division of this batch will also share the same asset tag. (They all
correspond to the same record in the Assets and Batches table.)
Free
n
This management constraint is reserved for untracked batches. No asset
tags are assigned to this kind of batch upon its creation, nor do any records
correspond to this portfolio item in the Assets and Batches table. The
management constraint is free because you can, at any moment, assign an
asset tag to an untracked batch to turn it into a tracked batch.
Management type
Three types of management types are available in AssetCenter:
Individualized management
n
Used for assets. Each asset is tracked individually.
Collective management
n
88 | AssetCenter 5.0 - Portfolio
n
Used for batches. The items in the batch are not tracked individually in the
Assets and Batches table, but instead they are tracked collectively. Example:
The acquisition price of the batch does not correspond to each item in that
batch, but to all the items in that batch.
Undifferentiated management
Used for untracked batches. The items in the batch are only recorded in the
Portfolio items table. However, you can decide to assign an asset tag to an
untracked batch at any time so that it benefits from the tracking methods
in place for tracked batches. You can even turn an untracked batch into an
individual asset, if there is only one item in the batch.
Tracking
Each record in the Assets and Batches table benefits from triple-tracking:
Technical tracking
n
Example: the hardware features of a computer.
Financial tracking
n
Example: the depreciation type of an asset.
Contractual tracking
n
Example: the maintenance contracts linked to a server.
Stock
A stock contains the items in your portfolio that have not yet been assigned.
AssetCenter enables you to assign rules to a stock that trigger automatic
purchase requests in order to replenish that stock.
Assignment
The assignment of a portfolio item defines its status in your portfolio. In
AssetCenter, the different possible assignments are: In use, In stock, Retired
(or consumed), Awaiting receipt, Return for maintenance, Return to
supplier or Missing.
Quantity
Quantities are reserved for describing portfolio items that are managed in
batches. The quantity can be expressed in a unit of measurement (a batch of a
ton of cement) or in a number of items (a batch of 100 chairs). From the model
of a batch, you can create several batches, each differentiated by their quantities.
AssetCenter 5.0 - Portfolio | 89
Projects
Project
A project concerns portfolio items and/or company employees. (Example: The
division of one department into several departments). AssetCenter enables you
to precisely track all your company's projects, and each one can use contracts
or work orders.
90 | AssetCenter 5.0 - Portfolio
Index
A
Adjusting items
Adjustment types, 78
Creating, 79
Links triggering the field adjustment, 79
Models, 78
Target items, 75
Using, 77
Adjustments, 75-83
Adjusting items, 75
Example, 79
Amortization, 41
AssetCenter Server
Stocks, 48
Assets, 29 , 15
(See Also Standard configurations)
Acquisition, 39
Acquisition contracts, 40
Contracts, 47
Costs, 41
Definition, 87
Financial tracking, 39
Fixed assets, 41
Individualized management, 14
Overflow tables, 17
Stocks, 51
Assignments, 89
B
Batches
Collective management, 14
Creation, 33
Definition, 87
Dividing, 35
Units, 28
C
Computers, 53
Models, 54
Natures, 53
Overflow tables, 18
Connections, 57
Computers, 60
Creation, 59
Declaration, 61
Deleting, 64
Impact, 64
Managing, 63
Number, 63
Ports, 58
AssetCenter 5.0 - Portfolio | 91
Prerequisites, 58
Consumables, 38
Definition, 88
Contracts
Acquisition, 40
Assets, 47
Costs of an asset, 41
D
Data models, 16
Divide a batch (wizard), 36
F
Fixed assets, 41
I
IT portfolio
(See Also Computers)
(See Also Connections)
(See Also Standard configurations)
M
Management constraints, 88
Management types, 88
Models, 23 , 14
Computers, 54
Creation, 27
Definition, 86
Portfolio items, 27
Units, 28
P
Portfolio items, 25-52 , 14
(See Also Assets)
(See Also Batches)
(See Also Models)
(See Also Natures)
(See Also Stocks)
(See Also Untracked batches)
Contextualization, 44 , 19
Definition, 86
End of life, 46
Managing, 13
Collective management, 14
Individualized management, 14
Types, 13
Undifferentiated management, 14
Moves, 44
Overflow tables, 16
Reserving, 45
Tracking, 20
Values, 13
Ports, 58
Changing, 64
Projects, 74
Definition, 90
Q
Quantities, 89
R
Residual value (field), 42
N
Natures, 21 , 14
Behavior, 22
Computers, 53
Creation, 26 , 21
Definition, 85
Examples, 26
Portfolio items, 25
O
Overflow - tables, 16
92 | AssetCenter 5.0 - Portfolio
S
Sequencing (field), 70
Software
Overflow tables, 18
Software installations
Overflow tables, 18
Standard configurations, 56
Stocks, 48
Adding items, 50
Assets - issuing from stock, 51
Available items, 49
Checking reorder limits - frequency, 49
Definition, 89
Managing, 50
Reorder levels - prerequisites, 48
Reorder requests, 50
Reserving assets, 46
Rules, 48
T
Tables
Main tables, 14
Overflow tables, 16
Definition, 87
Telephones, 65-68
Creation, 67
Functions, 65
Adding, 67
Keys, 67
Managing, 66
Overflow tables, 18
Tables, 65
Tracking, 89
U
Units, 28
Creation, 28
Viewing, 29
Units of batches, 28
Untracked batches, 37
Creation, 37
Definition, 87
Dividing, 38
Transforming into a tracked batch, 39
Undifferentiated management, 14
W
Work orders, 69
Automatic mechanisms, 72
Cycle, 71
Managing, 73
Statuses, 72
Tracking, 72
Types, 70
AssetCenter 5.0 - Portfolio | 93
94 | AssetCenter 5.0 - Portfolio
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