Equipment Inventory


Definition

The Equipment Inventory lists all workstations, printers, servers and network components in the IT infrastructure. 

  • Each item of equipment is associated with a model defined in a unique catalog entry.
  • The cost of the equipment can be spread over several cost centers based on usage.
  • Data in the equipment inventory can be collected automatically using an automatic discovery tool, or it can be entered manually for undetected equipment.
  • Bar codes can also be automatically generated for several items of equipment associated with a given model.
  • A specific process enables you to move equipment to the CMDB so that they can be managed as configuration items (CI) with an impact on other objects managed by the IT Department. This impact can be in terms of availability or service provided to users.

     Open url.png  See the life cycle of equipment.

Example

Example

  • Relationship between equipment and the CMDB:
    • Oracle server S131 hosts different applications: SAP, expense account, payroll software, etc.
    • Server downtime will lead to the unavailability of these applications. The equipment is therefore managed both in the Equipment Inventory and as a CI in the CMDB.
Notes

Notes

  • When an item of equipment is created:
    • Certain information is inherited from the model defined in the catalog.
    • The location and department of the main user will automatically be proposed.
  • Equipment SLA:
    • If an SLA is associated with the equipment type, it will apply to all incidents related to the equipment.
    • If several SLAs are associated with the equipment, the one with the shortest resolution time will be applicable.
Caution

Caution

  • The asset tag is used to identify an item of equipment during its entire life span in the IT infrastructure. You should only modify it if there is a data entry error.
  • When you delete a form, the action is final. If you want to keep the form without making it available in Product name - ev itsm.png, you can archive it by running the Discard wizard. You can then view it using the Archived filter.
BestPractice

Best Practice big icon.pngBest practice

  • To create an item of equipment, we recommend that you use the Delivery Reception wizard. This wizard is different from the usual wizards accessed using Add icon.png which require you to specify data in several tabs. In this wizard, you can specify general information on the equipment, financial data and attributes. It also enables you to generate bar codes if several items of equipment are created for a given supplier. Open url.png See the procedure.
  • Modifications made to models in the catalog will automatically be propagated to existing equipment. Make corrections at this level only if there are specific conditions not to be included in the catalog.
  • If the status of the equipment is To be checked, select Asset Management > Administration > Inventory Anomalies to make the relevant corrections so that the equipment is correctly referenced in Product name - ev itsm.png.
  • To see all equipment under the responsibility of the main user, open the Employee form and select the Equipment tab.
  • Because software can be installed or reinstalled frequently on equipment, you should specify the licenses installed on servers so that you can see the technical configuration required prior to network deployment.
  • If an item of equipment is no longer used:
    • Run the Discard wizard to keep it with the Archived status. Enter a discard date and specify the status to indicate the reason for discarding the item of equipment.
    • Run the Delete wizard only if you do not want to keep the Equipment form.
  • To view equipment removed from the IT infrastructure, use the Archived filter.

Screens description

Equipment inventory.png

Menu access: Asset Management > Equipment > Inventory

AssetTag

Asset Tag: Unique identifier placed on an item of equipment using a label or bar code when it is added to stock. This identifier does not change during the entire life span of the equipment even if it is moved or discarded.

Status

Status: Status indicating the condition of the item of equipment and its availability, e.g. active, out of order, etc.

Best Practice icon.png When the status of the equipment is To be checked, consult the inventory anomaly report.

Type

Type: Type (full path displayed) associated with the current object.

  • The type is inherited from the model.
             Example documentation icon EN.png  Equipment/Computing/Workstations/Laptops
Model

Model: Model associated with the equipment from which certain catalog information is inherited.

  • Update: Detected by the automatic discovery tool when the information is in the workstation BIOS.
Manufacturer

Manufacturer: Brand of the current object.

  • Update: Detected by an automatic discovery tool when the information is in the workstation BIOS or inherited from the model.
StandardBuild

Standard Build: Standard build of the workstation, defining the list of software that should be installed based on workstation usage. This list should be compared with the list of software actually installed on the workstation using the Installed Software tab. 

  • Only active standard builds will be proposed.
NetworkIdentifier

Network Identifier: NetBIOS name of the resource used to identify it within the network.

  • When a remote access software is installed, the hotline can use World icon.png to connect directly to it when troubleshooting.
MainUser

Main User: Employee responsible for the equipment and who must be able to return the equipment in its initial condition.

Best Practice icon.png Specify the other employees with access to the equipment in the Other Users tab.

SerialNumber

Serial Number: Serial number of the equipment, attributed by the supplier.

  • Certain items of equipment such as assembled PCs do not have any serial number.
Location

Location: Location where the current object is physically stored.

  • By default, the location of the main user will be used.
Department

Department: Department associated with the current object.

  • By default, the department of the main user will be used.
WarrantyType

Warranty Type: Type of warranty for the equipment.
         Example documentation icon EN.png On-site warranty

CriticalLevel

Critical Level: Value that warns the IT Department of the sensitivity of the current object when processing incidents or requests, indicated by Red star.png displayed in the form. The higher the critical level, the higher the object's processing priority.

EndWarranty

End of Warranty: Date on which the equipment is no longer covered by the warranty. 

  • It is automatically calculated when the equipment is created by applying the duration of the warranty (inherited from the model) to the Delivery Date indicated in the Financial Data tab.
SLA

SLA: SLA applicable to all incidents or requests related to the current object, used to calculate processing time for the IT Department.

InstallationDate

Installation Date: Date on which the equipment was installed in the IT infrastructure.

DiscardDate

Discard Date: Date on which the equipment was permanently removed from the IT infrastructure. 

  • When this date is reached, the status of the equipment in the inventory will be Archived.
  • Update: Use the form or run the Discard wizard.
LastAutomaticInventory

Last Automatic Inventory: Date of the last automatic inventory of the equipment updated using a discovery tool.

LastPhysicalInventory

Last Physical Inventory: Date of the last manual control inventory for the equipment.

Comment

Comment: Comments on the form. You can also add images or tables in this field using HTML tags.

List of tabs

        Equipment inventory tabs.png

FinancialData

Financial Data: Data on the purchase, depreciation, renewal and charge back of the current object.


Open url.png See the list of fields.

FinancialDataFields
  • Invoice Number: Asset supplier invoice number.
  • Delivery Bill Number: Asset supplier delivery number.
  • Supplier: Name of the supplier where the asset was purchased.
  • Purchase Price: Purchase price of the asset.
  • Purchase Date: Purchase date of the asset.
  • P.O. Number: Purchase order number of the asset.
  • P.O. Number (EasyVista): Purchase order number of the asset associated with a delivery managed in Product name - ev itsm.png
  • Target Implementation Date: Delivery date of the asset.
  • Depreciation Rule: Rule indicating the depreciation method of the asset, i.e. straight line or declining balance.
  • Buy Back Value: When the asset is acquired through leasing, this is the buy back amount to be paid at the end of the contract to acquire the asset.
  • Depreciation Expense: Depreciated amount of the asset to date.
    • The amount is reset to zero when the asset is totally depreciated or sold.
    • Calculated field
  • Net Book Value: Net book value of the asset to date, based on the depreciated value.
    • Calculated field: Purchase Price - Depreciation Expense to date
  • Transfer Date: Date on which the asset was sold.
  • Transfer Net Book Value: Net book value of the asset on the transfer date, based on the depreciated value.
    • Calculated field: Purchase Price - Depreciation Expense at transfer date
    • If the asset is sold before the end of its depreciation period, this value is used to calculate capital gains or losses. 
  • Transfer Value: Selling price of the asset.
  • Capital Gain/Loss: Amount of capital gains or losses when the asset is sold before the end of its depreciation period.
    • Calculated field:  Transfer Value - Net Book Value

Example documentation icon EN.png Transfer of an asset

  • Purchase price: €1,000
  • Depreciation rule: Straight line for 5 years, 20% of its value every year
  • Transfer value: The asset is sold for €500 after 2 years
  • After 2 years, 40% of the asset's purchase price has been depreciated ==> Depreciation expense = €400
  • Transfer net book value = Purchase price - Depreciation expense = €600
  • Transfer value - Transfer net book value = - €100 ==> this is a capital loss
  • Scheduled Renewal: Date on which the asset should be renewed.
  • Renewal Value: Estimated price for replacing the asset on the renewal date.
  • Monthly Charge Back: Cost of the asset charged back every month to different cost centers.
    • Allocation to costs centers: In the Amount Charged Back tab.
  • Fixed Asset Number: Reference number of the asset for accounting purposes. Note: Several assets can be referenced using the same number.
  • Analytical Cost Allocation: Analytical cost allocation account associated with the order.
  • Reform Number: Specified when the asset is discarded.

AmountChargedBack

Amount Charged Back: Details of the current object's charge back to the relevant cost centers. The amount charged back can be broken down by cost center calculated using their sharing value coefficient. Open url.png See the examples.

Invoices

Invoices: List of invoices linked to the current object.

  • Update: Run the Invoice wizard.
Documents

Attachments: List of documents associated with the current object.

  • Update: Click Add icon.png in this tab.   - Open url.png See the Description.
Discussions

Discussions: List of discussions associated with the current object.

  • Users can access discussions based on their domain and the visibility of the discussion. Users must also belong to a group authorized to take part in discussions, i.e. in the Group form, the Discussion Enabled box must be selected.
  • Enter the keywords you want in the Search field and press Enter
  • To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click Discussion - Delete icon.png.
InstalledSoftware

Installed Software: List of software installed on the current object.

  • Different reports are used to display the differences between the required configuration and the software actually installed on workstations.
  • Update: Use the automatic discovery tool via detection rules defined for software or click Add icon.png in this tab when software cannot be detected, e.g. printer drivers. You can also use an integration model based on the Software connector.
Licenses

Licenses: List of licenses associated with the current object.

  • Update: Click Add icon.png in this tab or run the Link to a License wizard or in License forms > Related Equipment tab. You can also use an integration model based on the Relationships Equipment Licenses connector.
RelatedEquipment

Related Equipment: List of other equipment locally associated with the current object.
        Example documentation icon EN.png  Screen associated with a server.

  • Update: Click Add icon.png in this tab. You can also use an integration model based on the Relationships Equipment Equipment by Asset Tag or Relationships Equipment Equipment by Serial Number connector.

Other Users: List of employees who can use the equipment but who are not responsible for it.

  • Update: Click Add icon.png in this tab. You can also use an integration model based on the Other Users (Equipment, Contracts, Licenses, CI) connector.

All Contracts: List of all contracts associated with the equipment.

  • Update: Click Add icon.png in this tab or run the Link to a Contract wizard or in Contract forms > Equipment tab. You can also use an integration model based on the Relationships Equipment Contracts connector.

Pending Contracts: List of contracts associated with the equipment whose end date has not been reached.

  • Update: Click Add icon.png in this tab or run the Link to a Contract wizard or in Contract forms > Equipment tab. You can also use an integration model based on the Relationships Equipment Contracts connector.

Best Practice icon.png To associate several items of equipment with a given contract, display the Equipment Inventory in List mode, select the equipment you want and run the Link to a Contract wizard.

History

History of Changes: List of all modifications made to the form. 

Added to the Active Assets by Investment Number: List of investment requests that initiated the adding of the equipment to the IT infrastructure.

Added to Active Assets by Request Number: List of change requests that initiated the adding of the equipment to the IT infrastructure.

ReleaseProjects

Release Projects: List of release projects linked to the current object.

  • Update: Click Add icon.png in this tab or in the Transition > Release Projects forms > All CI tab.
Attributes

Attributes: List of attributes linked to the current object.

  • Only attributes compatible with the model type can be associated.
  • Update: Using an automatic discovery tool, e.g. processor, speed, memory, disk space. Can also be inherited from the model or by clicking Add icon.png in this tab when specific conditions exist. You can also use an integration model based on the Attributes (Equipment, Contracts, Licenses) connector.
Capacities

Capacities: List of capacities linked to the current object.
        Example documentation icon EN.png  Disk Space, Power

  • Update: Click Add icon.png in this tab. You can also use an integration model based on the Capacities (Equipment, Contracts, Licenses) connector.

Processors: Number of processors and cores available for the workstation.
         Example documentation icon EN.png  8 cores for 2 quad core processors.

  • This information is detected by an automatic discovery tool.
InventoryData

Inventory Data: List of information on the current object detected by an automatic discovery tool.

Usage: All statistics on equipment usage since installation.

  • Update: Automatically at each usage inventory.
Incidents

Incidents: List of incidents associated with the current object.

  • Update: In Incident forms.
ServiceRequests

Services: List of service requests linked to the current object.

  • Update: In Service Request forms.
ChangeRequests

Changes: List of change requests linked to the current object.

  • Update: In Change Request forms.
Actions

Actions: List of actions associated with the current object.

  • Update: In Incident/Request forms when an action linked to the current object is created.
Problems

Problems: List of problems associated with the current object.

  • Update: In Problem forms.
KnownErrors

Known Errors: List of known errors associated with the current object.

  • Update: In Known Error forms.
Events

Events: List of events associated with the current object.

Destocking: List of consumables removed from stock in response to incidents or change requests involving the equipment.
         Example documentation icon EN.png  Toner cartridge delivered with a printer, or a mouse delivered with a computer.

  • Update: When a destocking movement is entered in an action involving an incident/request for the equipment.

Consumption: Information on the hourly energy consumption and equipment usage rate inherited from the model and used by Green IT.

Recycling (Note: Only for archived equipment): Information on equipment recycling used by Green IT (contractor in charge of recycling, equipment discard date and recycling date).

  • The contractor is selected from the list of suppliers.
  • Update: Click Add icon.png in this tab or run the Recycling of Assets wizard available when you select Asset Management > Equipment > Green IT.
RelatedProjects

Related Projects:  List of projects linked to the current object.

  • Only project managers can associate a project with the current object. If this is not the case, no projects will appear in the list.

Procedure and Wizards

How to create an item of equipment

1. Select Asset Management > Equipment > Inventory and run the Delivery Reception wizard.

   Note:

  • The model must exist in the catalog. If this is not the case, then you must first create it.
  • You can also create a form using Add icon.png or click the quick creation button for equipment. You must then specify information in the different tabs.

2. Specify the information in the different steps of the wizard. In the last step, click [ GENERATE EQUIPMENT ]. The Equipment forms will automatically be created.

  • Filter Article List option: Select this option to display only the models where the supplier has been defined as the usual supplier.
  • To specify the equipment bar code:
    • If you want to enter the bar code manually, click [ ENTER THE BAR CODES ] and specify the bar codes for each item of equipment in the Asset Tag column.
    • If you want to generate bar codes automatically, click [ GENERATE BAR CODES ]. Indicate the root value (first characters of the bar code), the increment start value and the number of positions or characters after the root.

      Example documentation icon EN.png  Root = 666, Number of positions = 5, Start value = 68
                3 bar codes to generate --> 66600068, 66600069, 66600070

Note: When the uniqueness check is activated for the asset tag, an error message will be displayed if there is a duplicate.

Wizards

Accept Transfer
Link Asset to Project
Link to a Contract
Link to a License
Attach Equipment
New Recurrent Work Order
Delivery Reception
Send to Repair
Invoice (only in List mode, when items of equipment are linked to the same supplier)
Manage in the CMDB
Install/Move
Execute Script
Update
New Event
New Request/Incident (only in List mode)
New Attribute
New Change Request
Pre-Assignment
On Loan
Extension of Use
Transfer Proposal
Purchase on End of Lease
Software Recalculation
Replace
Recycling of Assets
Return of Loan/Repair
Return to Stock
Energy Consumption Simulation
Discard
Delete
Residual Value

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Last modified by Unknown User on 2018/01/10 18:59
Created by Administrator XWiki on 2015/11/12 18:32

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