Automation of asset management processes

The University maintains its asset register within PeopleSoft. For assets to be capitalised in PeopleSoft, Central Finance requires information which it currently receives in a paper form.

A list of uncapitalised assets is maintained in a spreadsheet based on PeopleSoft data.

Further, the University is required to physically sight each asset every three years to verify it is in good condition and still in use. Each asset has a barcode number which is stored in the PeopleSoft asset register.

Project Request

It would be useful for staff to be able to log into a software tool to determine whether their business unit has any outstanding assets (a dashboard) and be able to submit the above form electronically with the information automatically provided to Central Finance via email. Email reminders/notifications could be automatically sent (if possible) to areas with outstanding assets at a definable time (likely two weeks).

Currently, the physical sighting of assets is predominately done using pen and paper, downloading the asset register from PeopleSoft. It would be useful to have a software tool that can scan the barcode on each asset (likely on a smartphone or tablet) that can match the barcode number to the asset register and mark the asset as sighted. A dashboard of assets not yet counted would be useful for planning purposes.

There are some assets which have no barcode, and for those, there should be a mechanism to verify that an asset is in service without a barcode. To achieve this, staff should be able to search within the software for the asset they are sighting, which will return the asset from the register if identified/matched, and have a button to verify it has been sighted. Where the tool cannot match the asset being searched, it should provide the capability to log the asset in some way (such as a listing of assets of sighted not in register).

Each user of the software would need to have their own individual login so we can identify who has signed the asset, and when. This would need to be logged.

Client

IP Exploitation Model

Department of Computer Science & Software Engineering The University of Western Australia Last modified: 25 July 2019 Modified By: Michael Wise