VijanaTZ Asset & Equipment Management

The Fixed Equipment module manages non-mobile assets like computers, furniture, and medical equipment. Its purpose is to track the location, value, and condition of these items, ensuring loss prevention and accurate financial reporting.

• Dashboard: This provides an overview of the organization’s asset inventory. It displays the total value of equipment, items currently out for repair, and the status of recent audits.
• Assets: This is the master list of all individual pieces of equipment. Each asset is assigned a unique ID, making it possible to track the lifecycle of a specific laptop or desk from purchase to disposal.
• Licenses: This manages software and operating permits. It tracks expiration dates and the number of users for software like Microsoft Office or specialized health databases, ensuring legal compliance.
• Accessories: This tracks smaller, non-serialized items that belong to a main asset (e.g., laptop bags, chargers). It ensures these items are returned along with the primary equipment.
• Consumables: This tracks items that are used up (e.g., printer ink, paper, or medical gloves). It ensures that the organization monitors the “burn rate” of these supplies to prevent stockouts.
• Components: This tracks parts that are built into a larger asset (e.g., a specific hard drive in a server). It ensures that when a component is replaced, the change is recorded in the main asset’s history.
• Predefined Kits: This allows for the grouping of assets for quick issuance. For example, a “New Staff Kit” might include a laptop, a chair, and a desk, allowing HR to issue everything at once with one signature.
• Sign manager: This provides the legal chain of custody. It requires staff to digitally sign for equipment when it is issued to them, making them personally responsible for its safety.
• Requested: This tracks staff requests for new or replacement equipment. It allows the asset manager to see which departments need resources and prioritize purchases accordingly.
• Maintenances: This manages the repair of stationary assets. It tracks when a piece of equipment was sent for service and the cost of the repair, helping to decide when an asset is no longer worth fixing.
• Audit: This is the verification tool. It provides a schedule for physically checking that assets are still in their assigned locations and in good working order.
• Depreciations: This automatically calculates the declining financial value of assets over time. This data is essential for the accounting department to report the true value of the organization’s property.
• Locations: This tracks where assets are supposed to be. It allows the organization to see which office or project site holds which equipment, facilitating easier audits and resource relocation.
• Inventory: This provides a real-time count of assets currently in storage versus those in the hands of staff. It ensures that the organization knows exactly what it has available for new projects.
• Order list: This tracks the history of equipment purchases. It links the asset directly back to its original procurement records, providing a full “cradle-to-grave” history for every item.
• Report: This generates summaries of asset health and value. It includes reports on total depreciation, asset loss rates, and upcoming equipment replacement needs.
• Portal: This is the user-facing interface. It allows staff to see what equipment is assigned to them, report faults, or request new items directly from their own computer.
• Settings: This allows for the configuration of asset parameters. It includes the ability to define asset categories, set depreciation rates (e.g., “Laptops lose 25% value per year”), and manage audit frequencies.