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Inventory Management

OBJECTIVE

The aim of the  Asset Management Tool  (ASM) is to track our assets, as well as document them across any device and to do this we require a CMDB (configurable management database).

The capabilities of this tool depends on our needs, so if we purchase stock, we want to be able to record it as efficiently as possible and if said stock were to be moved from one place to another we want to be able to identify item to be moved and systematically track it.

In the tool we should also be able to track our installed items. When goods or services are purchased the system needs to include the installation and removal of goods and/or services.

We need to know when assets change location or when/where they are being shipped.

The tool needs to also be easily accessible from a mobile/tablet, so in the event that we are in a location with no access to a computer, we could then view it on any mobile device.

AIM AND FUNCTIONAL REQUIREMENTS FOR AMT

Aim:

So first let’s look at the benefits have having a system that is automated:

  • Relieves the burden of human error
  • Its information is more reliable
  • And information is updated automatically

Disadvantages

  • Takes a longer time to implement.
  • If something does go wrong the computer may not always detect the error.
  • And is costlier.

Policies and procedures are required to support the AMT initiative here are a few if not already available:

  • Use of tools
  • Supply of PPE’s
  • Use of PPE’s
  • Check out of equipment and consumables.
  • Request for office furniture
  • Request for IT equipment

These are just to name a few. These policies will be part of the AMT. This will also help identify the work flows.  To provide and maintain historical data for all Fixed, Mobile, IT equipment, Tools, Office consumables, Installation and support consumables.

FUNCTIONAL REQUIREMENTS:

  • Configurable management database (CMDB)
  •  tool that can report faults as well as any solutions.
  • Reports to be configured as desired
  • Ability to view and manage our inventory.
  • Ability to update the information automatically.
  • Ability to maintain our assets as well view how each asset is configured and connected.
  • CMDB to be simple and accessible from anywhere.
  • Secure CMDB.

Who will have access?

  1. Procurement (Rights on AMT to View, Edit, Delete)
    1. Request for procurement
    2. Check in
      1. Supplier
      2. Warranty period
  • Serial number
  1. Type of equipment and description
  2. Purchase order number
  3. Invoice date
  • Invoice amount
  • Unique Jembi asset number
  1. Check out
    1. Check out date
    2. Street address and GIS Coordinates of final destination
  • Department
  1. Room Number / office (If applicable)
  2. Contact numbers for user/s using the equipment at location (If Applicable)
  3. Operating Software ( windows, Linux, Ubuntu, Android) and version
  • Software application installed and version
  • Continues update of data whenever there is issues (Help desk)
  1. Support Management (Rights on AMT to View, Edit, Delete)
    1. Repair Management
      1. Software versions
      2. Historical repair data
  • Movement of items
  1. Where are the items
  2. Life cycle
  3. Geographical location (GIS) reporting
  • Print documentation when required
  • End of Life (Theft, fire or acts of God)
  1. Field support (Rights on AMT to View, Edit)
    1. Receive trouble tickets
    2. Receive job card
  • Reporting
  1. Documentation for removal of equipment
  1. Management (Rights on AMT to View, Edit)
    1. Printing of reports
    2. Configure reports
  • Escalation Alerts

IT  REQUIREMENTS:

  1. Must be a web based application
  2. Local host (Virtual server)
  3. VPN to give tablets, smart phones access from the field or from Cape Town etc
  4. Open source preferable but there are a few software application available
  5. Mobile application to go with the application
  6. Interface with scanning devices

HISTORICAL DATA

  • Maintenance history (where applicable)
  • Warranty history (where applicable)
  • End of Life (Stolen, out of box failure, uneconomical to repair etc)
  • Replacement serial number
  • Repair History
  • New destination
  • Store Contractual agreements, Service level agreements etc

CONCLUSION

The system must be able to handle from 100 to 499 user.  Must be installed on local server but web based, mobile application to synchronous with AMT

Minimum features are: Activity Tracking, Audit Trails, Barcoding / RFID, Check-in / Check-out, Depreciation Tracking, Disposal Tracking, Inventory Management, Location Tracking, QR Codes, Reservations, Service History and access control.

REFERENCE DOCUMENT