PURPOSE OF MOVABLE MODULE

This module provides the functionality to create and maintain the Digital Asset Register for Movable Assets and provides certain Asset Life Cycle Management functionality to Asset Managers, specific to Movable Assets.

MOVABLES -  MOBILE APPLICATION 

1. How to take-on a movable asset 

1. Click on Verify And Take-On:

Open

2. Select the room in which you want to take on the asset:

Open

3. Search for the room by barcode or change through hierarchy list (example below):

4. Select the hierarchy list by Sites → Buildings → Floors → Room and click OK:

5. Once you have selected the relevant room where the asset is located, click on Take On Asset:

6. You can either take-on a barcoded asset ("Barcode") or toolbox asset. 

Barcode example followed below. (The Toolbox process is the same expect for the additional option to select a Toolbox Quantity).

7. Select the relevant Asset Hierarchy by filtering through the levels of asset type categories → subcategories → descriptors (example of laptop below):

   .  

8. Capture the details of the asset:

Note: Compulsory fields contain an asterisk.

It is possible to scan a Barcode, Serial Number or Licence disk (when performing vehicle take on)

9. Take one or multiple photos of the asset:

10. Save the details captured by selecting Take-on and Verify Asset:

11. Click OK:

2. How to add a new Site Hierarchy

Follow the same process as asset take-on i.e. Change Room → Search / Edit Site Hierarchy.

Scroll to bottom of screen to add a new site: (similar can be done on building, floor and room level)

Capture the Name and link a Custodian:

3. How to verify a movable asset 

1. Click on Verify And Take-On:

2. Click on Verify Asset:

Reminder: Make sure the current room details are correct, otherwise change the room.

3. Select the asset by searching for it by barcode / name or by list (example below):

4. Select the relevant asset to verify from the list and click OK:

5. Update the asset details as required e.g select a new condition and take a new photo.

. .  

6. Save the details captured by selecting Verify Asset:

7. Click OK:

4. How to link an asset directly to a custodian 

Navigate to an asset (follow verify asset process): Verify And Take-On → Verify Asset → Search and select the asset → Scroll to bottom of screen and select Link to Custodian → select the custodian → click on Please sign to accept → obtain the custodian's signature → Done

5. How to select a room where verification / take-on / sign off takes place

Follow either of these steps:

1. Search by Barcode: On Movables screen → Change Room → Search by Barcode → enter room barcode → Search → OK.

2. Search/Edit Site Hierarchy: On Movables screen → Change Room → Search/Edit Site Hierarchy → select site where room is located → select building where room is located → select floor where room is located → select room → OK.

6. How to sign off a room

1. Click on Verify And Take-On:

2. Click on Room Sign Off:

Reminder: Reminder: Make sure the current room details are correct, otherwise change the room.

3. A screen will appear containing details of the room and a list of all the assets linked to the room. Scroll to the bottom and add the custodian signature:

4. The custodian of the room should make a signature in the blank space click on Done:

5. Click on Sign Off Room:

6. Click OK:

The room has now successfully been signed off.

7. How to check out an asset

1. Click on Checkout Assets:

2. Click on Check Out Asset:

3. Find the asset to check out by barcode (example below) or searching a room:

4. Scan or capture the barcode and click Search:

5. Click OK:

6. Capture the required fields e.g. recipient and reason for check out, and click Save:

7. Click OK and OK:

You have now successfully checked out the asset.

8. How to check in an asset

1. Click on Checkout Assets:

2. Click on View Check Outs: 

3. View the checked out asset by Site, Asset or All (example below):

4. Select the asset to check in:

5. Click on Check In:

6. Click OK:

You have now successfully checked in the asset.

MOVABLES - WEB PORTAL

The following screen appears when you log into the Web Portal and click on Movables:

1.  Searching for an asset

Follow these steps: Movables → Search → Enter the asset's barcode → Search.

Tick the box "Include partial matches" when the complete barcode is unknown.

2. How to view room details (site hierarchy)

Follow either of these steps:

• Movables → Sites → Filter → Filter → Filter → View Room

• Movables → Asset Register → Spaces: This is a report of all rooms. This report can be exported in CSV format.

• Movables → Room Reports → Filter → Filter → Filter → View Room:

3. How to add a new site, building, floor or room

Follow these steps: Settings → Movables → Sites → Add New Site → Enter details of the new site → Save

OR filter to the level on which new space should be added e.g. to add a new room to an existing floor in a building you should click on Settings → Movables → Sites → Filter → Filter → Filter → Add New Room for Floor → Select Custodian of room → Enter details of new room → Save.

4. How to edit a new site, building, floor or room

Follow either of these steps: 

• To edit site, building, floor or room details: Settings → Movables → Sites → Filter to the level to edit → Edit → edit the details you would like to change → Save.

• To edit only room details: Movables → Sites → Filter → Filter → Filter → View Room → Edit → edit the details you would like to change → Save

5. How to create a custodian

Follow these steps: Settings → Custodians → New Custodian → Enter custodian's details → Save.

6. How to change the custodian of a room

Follow either of these steps:

• Settings → Movables → Sites → Filter → Filter → Filter → Edit → select Custodian → Save.

• Movables → Sites → Filter → Filter → Filter → View Room → Edit → select Custodian → Save.

7. How to create a department

Follow these steps: Settings → Custodians → Manage Departments → Enter details of department → Save.

8. How to move a room between different locations

Follow either of these steps:

• Settings → Movables → Sites → Filter → Filter → Filter → Edit → Transfer Room → Filter on site where room should be moved → Filter on building where room should be moved → select floor where room should be moved → OK.

• Movables → Sites → Filter → Filter → Filter → View Room → Edit → Transfer Room → Filter on site where room should be moved → Filter on building where room should be moved → select floor where room should be moved → OK.

9. Asset Register Table Explained

Movables → Asset Register:

Select the Asset Register for different views of your assets (from here you can navigate to asset details):

• Movable Asset Register: This is a list of all the movable assets with their details. This report can be exported in CSV format by clicking on the 

  button at the bottom left corner of the table.

• Vehicle Register: This is a report of all vehicles.  The vehicle will appear on the Movable Asset Register and the Vehicle Register.  The Vehicle Register contains additional information of the vehicle which does not appear on the Movable Asset Register. This report can be exported in CSV format.

• Toolbox Changes: All assets for which the Toolbox Quantity has changed from the previous verification period appears on this report.  This report can be exported in CSV or Excel format.

10. How to view and edit Asset details

To view the asset details follow either of the following steps:

1. Search for an asset:

   1. Movables → Search → Enter the asset's barcode → Search.

   2. Movables → Asset Register → Scroll to the right and enter the asset's barcode at Search → View.

2. On Room Details screen → Select View on Assets in Room table.

To edit the asset details follow these steps:

1. Go to Asset Details screen → Edit → Update the relevant details → Save.

11. How to change the asset type

1. Go to Asset Details screen → Edit → Change Type → Filter → Filter → Filter → Select → Ok → Save.

12. How to add a new asset type

1. To add new Main follow these steps: More → Settings → Movables → Asset Types → Add New Type → Enter name of Main next to Type Name → Save.

2. To add new Sub follow these steps: More → Settings → Movables → Asset Types → Filter → Add New Type → Enter name of Sub next to Type Name → Save.

3. To add new Description follow these steps: More → Settings → Movables → Asset Types → Filter → Filter → Add New Type → Enter name of Description next to Type Name → Save → Enter name of description next to Policy ID → Select box next to Serial Number required if you want this to be a requirement when capturing on Mobile Application → Select box next to Vehicle Data Enabled for all Transport Assets → Save.

13. How to transfer an asset to another room

Go to Asset Details screen → Transfer → Filter → Filter → Filter → Transfer to Room → Transfer to Room.

14. How to export a Room Report

The room report is emailed to the logged in user's email address (To view your email address go to Settings → Users → Current user).

To export you can filter to the relevant level for which you want the report e.g. site, building, floor or room → Click on Send All OR Send Verified Only → You will receive e-mails with the room report for each room linked to the level (site, building, floor, or room) which has been selected.

Button Overview:

• Send All: All assets in the room will appear on room report.

• Send Verified Only: Only assets which have been verified at time of room sign off, will appear on room report.

The following reports can be found on the Room Report screen and all of them can be exported in CSV:

• Rooms Changed: All rooms where certain changes were made after the “Most Recent Sign Off Date” as per the “Signed Off Rooms” report and indicates the type of change which were made for example “Asset Verified” and “Asset Added”.

• Signed Off Rooms: All rooms ever signed off on the Mobile Application.  Take note of the “Most Recent Sign Off Date”. 

• Unsigned Rooms: All rooms which have not been signed off on the Mobile Application.

• Rooms Without Assets: All rooms which have no assets in them.

15. How to view photos of all assets in a room

• All photos of assets in a room can be viewed by selecting "Sites" and filtering down to Room level.

• Follow these steps: Movables → Photo Gallery → Sites → Filter → Filter → Filter → View Room → All photos of assets in the room will appear at the bottom of the screen.

16. How to view all photos which were captured for an asset type (asset description)

• All photos of an asset with the same description (policy) can be viewed by selecting "Asset Types" and filtering down to the Description level.

• Follow these steps: Movables → Photo Gallery → Asset Types → Filter → Filter → Filter → All photos which were captured for this asset type will appear at the bottom of the screen.

17. User Tracking - Viewing verification and take-ons performed per user

Follow these steps: Movables → User Tracking → History → Table with all assets taken on by and verified by user appears.

18. Disposals table explained

Movables → Lifecycle Management → Disposals:

This is a list of all assets which have been flagged for disposal from the Asset Details screen on the Web Portal.  This report can be exported in CSV format.

Typically if assets can’t be found in field, the verification status will remain False - if applicable these assets will be marked for disposal. These assets will initially appear in the table under “Disposal Not Approved”. From here it can be viewed and marked as disposed with council approval and supporting docs can be loaded.

19. How to dispose of an asset

Follow either of the following steps:

1. To dispose individual assets: Go to Asset Details screen → Dispose → Enter details → Upload attachment (if needed) → Save.

2. To dispose assets in bulk: Upload the disposal CSV at Settings → System Configuration → CSV Uploads → Movables → Movable Asset Disposals. See steps here.

20. Checkouts table explained

Movables → Lifecycle Management → Checkouts: a list of all assets currently checked out and a history of all checkouts.

21. How to Checkout / Checkin an asset

To checkout an asset: Go to Asset Details screen → Check-Out → OK.

To checkin an asset: Go to Movables → Lifecycle Management → Checkouts → Check In the asset from list.

22. Additions explained

Movables → Lifecycle Management → Additions

• The invoice details of assets can be captured.  This report can be exported in CSV format.

• The details of donations received can be captured. This report can be exported in CSV format.

23. How to capture an invoice 

Follow these steps: Movables → Lifecycle Management → Additions → Add Invoice → Complete details of invoice → Save.

24. How to link an invoice to an asset 

1. If the asset with barcode which relates to the invoice has not been created on the mobile application or the asset barcode does not appear on the Movable Asset Register: Once the asset with the same barcode as the barcode captured for the invoice appears on the Movable Asset Register, follow the steps below:

   1. Movables → Lifecycle Management → Additions → Link Assets → The invoice details will be moved from the Additions Not Linked To Assets table to the Additions Received table.

2. If the asset with barcode which relates to the invoice appears on the Movable Asset Register before the invoice is captured, the invoice will automatically be linked to the asset and the invoice will appear on the Additions Received table.

25. How to view the asset details of asset linked to invoice

Movables → Lifecycle Management → Additions → View.

26. How to add supporting documentation of invoice

Movables → Lifecycle Management → Additions → View → Edit → Drag & drop attachment or browse, select document and select open → Upload Attachment → Save. 

27. How to delete an addition

Movables → Lifecycle Management → Additions → Delete

28. Impairment table explained

• Movables → Lifecycle Management → Impairments: A list of all assets which have been selected for impairment.  This report can be exported in CSV format.

• Movables → Lifecycle Management → Impairments → Flagged for Impairment: Table at top of screen includes a list of all assets flagged for impairment based on the condition selected on the SAMS Mobile App. Table at bottom of screen includes a list of all assets not flagged for impairment.  These report can be exported in CSV format.

29. How to select an asset for impairment

Follow either of the following steps:

1. Go to Asset Details screen → Impair → OK.  The asset will now appear on the impaired report and will be indicated as "True" in the "Impaired" field of the Movable Asset Register.

2. Movables → Lifecycle Management → Impairments → Flagged for Impairment → Select "Impair" on the Assets Flagged for Impairment table → OK.  The asset will now appear on the impaired report and will be indicated as "True" in the "Impaired" field of the Movable Asset Register.

3. Movables → Lifecycle Management → Impairments → Flagged for Impairment → Select "Flag for Impairment" on the Assets Not Flagged for Impairment table → OK → Select "Impair" on the Assets Flagged for Impairment table → OK.  The asset will now appear on the impaired report and will be indicated as "True" in the "Impaired" field of the Movable Asset Register.

30. How to impair all assets which are flagged for impairment

Follow these steps: Movables → Lifecycle Management → Impairments → Flagged for Impairment → Impair all Flagged Assets → OK.

31. How to remove asset from Impaired and Flagged for Impairment tables

Follow either of the following steps:

• Movables → Lifecycle Management → Impairments → Select Remove → OK.

• Movables → Lifecycle Management → Impairments → Flagged for Impairment → Select Remove → OK.

32. How to compare photos of an impaired asset

The last photo taken in prior verification period (Old Photo) and last photo taken in the current verification period (New Photo) can be compared on one screen.

Follow either of these steps: 

1. On Impaired table: Movables → Lifecycle Management → Impairments → Photos → Old Photo and New Photo will appear at the bottom of the screen.

2. On Flagged for Impairment table: Movables → Lifecycle Management → Impairments → Flagged for Impairment → Select "Photos" on the Assets Flagged for Impairment table → Old Photo and New Photo will appear at the bottom of the screen.

3. On Assets Not Flagged for Impairment table: Movables → Lifecycle Management → Impairments → Flagged for Impairment → Select "Photos" on the Assets Not Flagged for Impairment table → Old Photo and New Photo will appear at the bottom of the screen.

33. Condition Improvements Tables Explained

1. Movables → Lifecycle Management → Condition Improvements: A list all assets which have been selected for improvement.  This report can be exported in CSV format.

2. Movables → Lifecycle Management → Condition Improvements → Flagged for Improvement: Table at top of screen includes a list of all assets flagged for improvement based on the condition selected on the SAMS Mobile App. Table at bottom of screen includes a a list of all assets not flagged for improvement.  These report can be exported in CSV format.

34. How to select an asset for improvement

Follow either of the following steps:

1. Go to Asset Details screen → Improve → OK.  The asset will now appear on the improved report and will be indicated as "True" in the "Improved" field of the Movable Asset Register.

2. Movables → Lifecycle Management → Condition Improvements → Flagged for Improvement → Select "Improve" on the Assets Flagged for Improvement table → OK.  The asset will now appear on the improved report and will be indicated as "True" in the "Improved" field of the Movable Asset Register.

3. Movables → Lifecycle Management → Condition Improvements → Flagged for Improvement → Select "Flag for Improvement" on the Assets Not Flagged for Improvement table → OK → Select "Improve" on the Assets Flagged for Improvement table → Ok.  The asset will now appear on the improved report and will be indicated as "True" in the "Improved" field of the Movable Asset Register.

35. How to improve all assets which are flagged for improvement

Follow these steps: Movables → Lifecycle Management → Condition Improvements → Flagged for Improvement → Improve all Flagged Assets → Ok.

36. How to remove asset from Improved and Flagged for Improvements tables

Follow either of the following steps:

• Movables → Lifecycle Management → Condition Improvements → Select Remove → OK.

• Movables → Lifecycle Management → Condition Improvements → Flagged for Improvement → Select Remove → OK.

37. How to compare photos of an improvement asset

The last photo taken in prior verification period (Old Photo) and last photo taken in the current verification period (New Photo) can be compared on one screen.

Follow either of these steps: 

1. On Improved table: Movables → Lifecycle Management → Condition Improvements → Photos → Old Photo and New Photo will appear at the bottom of the screen.

2. On Flagged for Improvement table: Movables → Lifecycle Management → Condition Improvements → Flagged for Improvement → Select "Photos" on the Assets Flagged for Improvement table → Old Photo and New Photo will appear at the bottom of the screen.

3. On Assets Not Flagged for Improvement table: Movables → Lifecycle Management → Condition Improvements → Flagged for Improvement → Select "Photos" on the Assets Not Flagged for Improvement table → Old Photo and New Photo will appear at the bottom of the screen.

38. How to remove or rectify duplicate assets

The assets' barcode can be changed or the incorrect asset can be removed from SAMS.

• Change asset's barcode

• Remove incorrect asset

39. How to reset the room sign off in bulk

Settings → System Configuration → Asset Verification Settings → Set Sign-off Status of all Rooms to false
This will cause the Signed Off Rooms and Unsigned Room reports to update.

40. How to change the take-on and verification status of an asset

1. How to change "Verified" status of all movable assets to "False"

   1. Follow these steps: On SAMS Web Portal click on More → Settings → System Configuration → Asset Verification Settings → Select next to "Unverify all movable assets only" → Ok.

2. How to change "Take-On" status of all movable assets to "False"

   1. Follow these steps: On SAMS Web Portal click on More → Settings → System Configuration → Asset Verification Settings → Select next to "Set Take-on status of all movable assets to false" → Ok.

41. Reports

The following reports can be downloaded in Excel format and can be found on the web portal at "More → Reports":

1. Movable Asset Register

2. Movable Asset Toolbox Changes

3. Deleted Movable Asset Register