Field Name

Description

Asset ID

Auto-generated Asset Identification Number that is unique to the identification of the asset. Smart Numbers are not used.

Asset Description

Unique Asset Description of the asset using a Standard Nomenclature Format.

Region

Highest tier is described in the Region/Facility/Property/Location structure that is set up first.

Facility

Second tier is set up after the region. Typically defined as a group of buildings associated with the region.

Property

Third tier set up after facility. Property is typically a building associated to the facility.

Location

Fourth tier set up after property. Location is typically identified as rooms associated with the property.

Manufacturer

Manufacturer of the asset.

Model

Model number of the asset.

Serial Number

Serial number of the asset.

Asset Type

Functionality of assets depend upon asset type associated to the asset profile.

Asset Group

Asset Group classified according to the asset type. Useful in filtering a large number of assets to a manageable subset. User defined attributes are associated to the asset group.

Status

Master asset profile status is associated to the asset type.

Picture

Supports an image to assist with identifying the asset.

Replacement Tag

Replacement tag is an identity label supporting the cross reference of a new asset.

Component Asset

Component assets are associated to the Master Asset Profile by selecting the load assets hyperlink. Component assets are chosen with a sequence of how the assets appear in the component assets detail listing.

Navigate to WorkDesk screen and select Asset Management.

https://fass-aim-app.uoregon.edu/fmax/screen/WORKDESK

Select Master Asset Profile.

Select search.

Enter the six-digit asset number. In this example, 173584 is shown.

Select execute.

Select the asset number.

The master asset profile record will appear with an active status.

Typically, replacing an existing asset means installing a new piece of equipment with a like-in-kind in the same place or close physical proximity.

Select copy on the master asset profile.

Select next.

Note: a new six-digit asset number has been auto-assigned.

Notice the default data fields for the new asset record 173587 will contain the same data as the existing record 173584. Since this is a like-in-kind replacement record with the same property, location, and description, only data fields that are different have to be updated.

For instance, if the manufacturer and model number are the same, only the new serial number (unique to each piece of equipment) will need a data entry. Notice that the serial number is blank.

This example assumes the manufacturer and model number are the same.

Enter the new serial number.

Notice when an existing asset record is copied, other default data fields, such as asset type and asset group, will appear. This also includes the account setup data.  Lockout/tagout defaults to No.

Notice that the asset status is pending; it is the same status when creating a new asset record.

Related documents do not carry over from the existing record.

Enter the “replaced/old asset number” in the Notes Log on the new asset record to cross-reference between the old and new asset records.

Click edit, enter note, then select save.

See example.

To change the status from pending to active, select the “status” magnifying icon, choose active, and select done. 

Select save.

The new asset record has been created.

An important action must be performed after the new asset record is complete. The previous asset must be disposed of in the system.

Select the search field and enter the old existing asset record 173584.

Select execute.

Select edit.

Select the “status” magnifying icon and choose disposed.

Select done.

Select save.

The existing “old asset” record is in disposed status. The definition of disposed is an asset that has been physically and permanently removed.

Even though the asset record status shows disposed of, the record is still viewable.

This section of the SOP includes guidelines and definitions for changing other asset statuses.

Here are asset status definitions in Aim:

Pending, active, and disposed statuses have been discussed.

Decommissioned status is selected when the asset is still physically in place, permanently out of service, and abandoned. It is when it cannot be removed physically (for example, the roof would need to be removed or too large to remove from the mechanical room.)

The deleted status is selected when a record was accidentally created, or a duplicate record was created. Once in the deleted status, they are filtered out from view. Aim never permanently deletes records from the system. A tableau report exists that shows permanently deleted asset records.

If for some reason an asset record in deleted status needs to be reactivated, a FASS Service Desk request must be submitted. Only FASS-IT can reactivate an asset record in deleted status.

Reminder: when changing the status of an asset record, first select edit, then select a different status, and remember to select save.

Several reasons for updating an asset record are relocating an asset, adding a component asset, changing attributes, etc.

Scenario:

An example of relocating an asset is remodeling an area within the same building and moving an existing asset down the hall to a new room location.

Select edit.

Select relocation.

The existing property and location are listed.

Select add.

Select the magnifying icon for region, facility, property, and new location.

Select done.

Select done again.

Select save.

The new room location is shown.

Component assets are associated with the master asset profile by selecting the load asset hyperlink.

Note: component assets are required to be created prior to attaching to the master asset profile.

This example has two component assets: 173588 and 173589.

Enter 173584.

Select execute.

Select asset number 173584.

Select edit.

Select load.

Enter asset number 173588.

Select execute.

Click the box.

Select next.

Component asset 173588 is now associated with master asset record 173584.

Repeat the previous steps to load component asset 173589.

Component asset 173589 is now associated with master asset record 173584.

Select save.

Two-component assets are now attached to the master asset.

This is the end of the SOP.