Equipment Inventory
- Example
- Notes
- Caution
- Best Practice
- Characteristics specific to versions 2016 and earlier
- Menu access
- Description of tabs
- Alphabetical order of the tabs
- Details
- Inventory Data
- Amount Charged Back
- Invoices
- Attachments
- Discussions
- Installed Software
- Licenses
- Related Equipment
- Other Users
- All Contracts
- Pending Contracts
- History of Changes
- Added to the Active Assets by Investment Number
- Added to Active Assets by Request Number
- Release Projects
- Attributes
- Capacities
- Incidents
- Service Requests
- Change Requests
- Actions
- Problems
- Known Errors
- Events
- Destocking
- Related Projects
- Procedure and Wizards
Definition
The Equipment Inventory lists all workstations, printers, servers and network components in the IT infrastructure. Data inventory can be collected automatically using a discovery tool, or it can be entered manually for undetected equipment.
EndDefinition
See the life cycle of equipment.
Each item of equipment:
- Is associated with a model defined in a unique catalog entry.
- Can have a bar code; these one can be automatically generated for several items of equipment associated with a given model.
- Can have a financial cost; this one can be spread over several cost centers based on usage.
A specific process enables you to move equipment to the CMDB so that they can be managed as configuration items (CIs). They are equipment to closely monitor because they may have an impact on other items in the event of an incident or request. This impact can be in terms of availability or services provided to users.
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
, you can archive it by running the Discard wizard. You can then view it using the Archived filter.
BestPractice
Best Practice
- We recommend that you use the Delivery Reception wizard.
- Unlike the standard creation procedure where you are required to complete information in different tabs, this wizard enables you to specify general information on the equipment, financial data and attributes. It also enables you to generate bar codes if you have to create several items of equipment for a given supplier.
See the procedure.
- It can also be used to perform stock entry for several items of equipment.
- Unlike the standard creation procedure where you are required to complete information in different tabs, this wizard enables you to specify general information on the equipment, financial data and attributes. It also enables you to generate bar codes if you have to create several items of equipment for a given supplier.
- 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
.
- 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:
- To view equipment removed from the IT infrastructure, use the Archived filter.
Characteristics specific to versions 2016 and earlier
- Creation af an item of equipment: You can also click the quick creation button
.
- Graphic interface:
- General overview of the form.
See the Fundamentals
- Screens in the Equipment form
- Additional fields on the Details tab
- General overview of the form.
Equipment managed in the CMDB
- You can also access to these items of equipment via the Extended CMDB > Equipment menu.
- On this menu:
- Modifications made to the forms will not be updated in the Equipment Inventory form in the Asset Management menu.
- Certain wizards of the Equipment Inventory form from the Asset Management menu are not available.
Menu access
Asset & Configuration > Equipment > Inventory
Description of tabs
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
Create a new item | Delete an item or association with a related item |
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Run the New wizard at the top of the tab |
Move the cursor over the corresponding item and click |
Alphabetical order of the tabs
QuickAccess
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Details
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.
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 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
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.
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 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 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.
Financial Data
FinancialDataTab
Data on the purchase, depreciation, renewal and charge back of the current object.
FinancialDataTab_FieldsList
- Supplier: Name of the supplier where the asset was purchased.
- 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 Service Manager.
- Invoice Number: Asset supplier invoice number.
- Acquisition Type: Initial acquisition method of the asset.
- Purchase Date: Purchase date of the asset.
- Target Implementation Date: Delivery date of the asset.
- Delivery Bill Number: Asset supplier delivery number.
- Analytical Cost Allocation: Analytical cost allocation account associated with the order.
- Fixed Asset Number: Reference number of the asset for accounting purposes. Note: Several assets can be referenced using the same number.
- Depreciation Rule: Rule indicating the depreciation method of the asset, i.e. straight line or declining balance.
- Net Book Value: Net book value of the asset to date, based on the depreciated value.
- Calculated field: Purchase Price - Depreciation Expense to date
- 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
- Purchase Price: Purchase price of the asset.
- 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.
- Renewal Value: Estimated price for replacing the asset on the renewal date.
- Scheduled Renewal: Date on which the asset should be renewed.
- Reform Number: Specified when the asset is discarded.
- 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.
- Transfer Date: Date on which the asset was sold.
- Transfer Value: Selling price of the asset.
- 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.
- 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 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
Processors
Number of processors and cores available for the workstation.
example 8 cores for 2 quad core processors.
- This information is detected by an automatic discovery tool.
Consumption
Information on the hourly energy consumption and equipment usage rate inherited from the model and used by Green IT.
- Update: In this tab or run the Energy Consumption Simulation wizard available when you select Asset Management > Equipment > Green IT.
Recycling
Note: Only for archived item of 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: In this tab or run the Recycling of Assets wizard available when you select Asset Management > Equipment > Green IT.
Inventory Data
InventoryDataTab
List of information on the current object detected by an automatic discovery tool.
Amount Charged Back
AmountChargedBackTab
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. See the examples.
Invoices
InvoiceTab
List of invoices linked to the current object.
- Update: Run the Invoice wizard.
Attachments
AttachmentTab
List of documents associated with the current object.
- Update: In this tab.
See the Description.
Discussions
DiscussionTab
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
.
Installed Software
InstalledSoftwareTab
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 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
LicenseTab
List of licenses associated with the current object.
- Update: 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.
Related Equipment
RelatedEquipmentTab
List of other equipment locally associated with the current object.
example Screen associated with a server.
- Update: 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: 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: 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: 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.
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 of Changes
HistoryOfChangeTab
List of all modifications made to the form.
- The fields taken into account are defined using rules in the history of changes.
- This is in the AM_ASSET table.
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.
Release Projects
ReleaseProjectTab
List of release projects linked to the current object.
- Update: In this tab or in the Transition > Release Projects forms > All CI tab.
Attributes
AttributeTab
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 adding in this tab when specific conditions exist. You can also use an integration model based on the Attributes (Equipment, Contracts, Licenses) connector.
Capacities
CapacityTab
List of capacities linked to the current object.
example Disk Space, Power
- Update: In this tab. You can also use an integration model based on the Capacities (Equipment, Contracts, Licenses) connector.
All statistics on equipment usage since installation.
- Update: Automatically at each usage inventory.
Incidents
IncidentTab
List of incidents associated with the current object.
- Update: In Incident forms.
Service Requests
ServiceRequestTab
List of service requests linked to the current object.
- Update: In Service Request forms.
Change Requests
ChangeRequestTab
List of change requests linked to the current object.
- Update: In Change Request forms.
Actions
ActionTab
List of actions associated with the current object.
- Update: In Incident/Request forms when an action linked to the current object is created.
Problems
ProblemTab
List of problems associated with the current object.
- Update: In Problem forms.
Known Errors
KnownErrorTab
List of known errors associated with the current object.
- Update: In Known Error forms.
Events
EventTab
List of events associated with the current object.
- Update: Automatically when the Technical Support Agent receives an alert. You can also run the New Event wizard.
Destocking
List of consumables removed from stock in response to incidents or change requests involving the equipment.
example 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.
Related Projects
RelatedProjectTab
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.
- Update: Run the Link Asset to Project wizard.
Procedure and Wizards
How to create an item of equipment via stock entry
Step 1 (optional): Create the equipment model.
Note: The equipment must be associated with a previously defined model in the catalog.
1. Select References > Catalogs > Equipment Catalog in the menu.
2. Click + New.
3. Complete the information required.
4. Click Finish.
5. Complete the information required in the different sections.
Step 2: Run the wizard.
1. Select Asset & Configuration > Equipment > Inventory in the menu.
2. Run the Delivery Reception wizard.
Step 3: Enter information on the equipment received.
1. Complete the main information on the new item of equipment.
2. (optional) Click Assign Contracts and select all contracts associated with the new item of equipment.
3. Click Next.
4. Specify other information such as the model associated with the new item of equipment, the delivered quantity, the warranty end date, the status, etc.
5. Select the method for creating bar codes.
Note: When the uniqueness check is activated for the asset tag, an error message will be displayed if there is a duplicate.
- Manually, by clicking Enter the Bar Codes.
The number of rows displayed is equal to the quantity of equipment received.
- Specify the bar codes of each item in Asset Tag.
- Specify the information required.
- Automatically, by clicking 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 Root = 666, Number of positions = 5, Start value = 68
3 items of equipment received ==> 3 bar codes will be generated: 66600068, 66600069, 66600070
- Click Generate Equipment.
The window for entering bar codes manually will appear. - If required, modify the generated 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.
Step 4: Generate the Equipment forms.
1. (optional) Click Receive another Equipment to create another item of equipment instantly.
- Repeat the procedure in step 2.
2. Click Generate Equipment.
3. (optional) Specify the email notification information.
4. Click Finish.
The Equipment forms will automatically be created.
Wizards
Accept Transfert
Attach Equipment
Delete
Delivery Reception
Discard
Energy Consumption Simulation
Execute Script
Extension of Use
Install / Move
Invoice
Link Asset to Project
Link to a Contract
Link to a License
Manage in the CMDB
New Attribute
New Change Request
New Event
New Recurent Work Order
New Request / Incident
On Loan
Pre-Assignment
Purchase on End of Lease
Recycling of Assets
Replace
Residual Value
Return of Loan / Repair
Return to Stock
Send to Repair
Software Recalculation
Transfer Proposal
Update