HP Asset Manager. Software version: Portfolio

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1 HP Asset Maager Software versio: 5.20 Portfolio Documet Release Date: 01 October 2009 Software Release Date: October 2009

2 Legal Notices Copyright Notices Copyright Hewlett-Packard Developmet Compay, L.P. Restricted Rights Leged Cofidetial computer software. Valid licese from HP required for possessio, use or copyig. Cosistet with FAR ad , Commercial Computer Software, Computer Software Documetatio, ad Techical Data for Commercial Items are licesed to the U.S. Govermet uder vedor's stadard commercial licese. Warraty The oly warraties for HP products ad services are set forth i the express warraty statemets accompayig such products ad services. Nothig herei should be costrued as costitutig a additioal warraty. HP shall ot be liable for techical or editorial errors or omissios cotaied herei. The iformatio cotaied herei is subject to chage without otice. For iformatio about third-party ad/or ope source licese agreemets, or to view ope source code, use oe of the followig ways: I the ThirdParty directory of the istallatio CD-ROM I the directories i which the biary files of the third-party ad/or ope source tools are located after istallatio of Asset Maager Through the compoet's url idicated i the Ope Source ad Third-Party Software Licese Agreemets guide Trademark Notices Adobe, Adobe logo, Acrobat ad Acrobat Logo are trademarks of Adobe Systems Icorporated. Corel ad Corel logo are trademarks or registered trademarks of Corel Corporatio or Corel Corporatio Limited. Java is a US trademark of Su Microsystems, Ic. Microsoft, Widows, Widows NT, Widows XP, Widows Mobile ad Widows Vista are U.S. registered trademarks of Microsoft Corporatio. Oracle is a registered trademark of Oracle Corporatio ad/or its affiliates. UNIX is a registered trademark of The Ope Group. Ackowledgemets This product icludes software developed by the Apache Software Foudatio ( [ which is Copyright The Apache Software Foudatio. All rights reserved. This product icludes software developed by The OpeLDAP Foudatio, which is Copyright, The OpeLDAP Foudatio, Redwood City, Califoria, USA. All Rights Reserved. OpeLDAP is a registered trademark of the OpeLDAP Foudatio. This product icludes software developed by the OpeSSL Project for use i the OpeSSL Toolkit ( which is Copyright The OpeSSL Project. All rights reserved. This product icludes software developed by the OpeSymphoy Group ( which is Copyright The OpeSymphoy Group. All rights reserved. This product icludes code licesed from RSA Data Security. This product icludes software developed by the JDOM Project ( which is Copyright Jaso Huter & Brett McLaughli. All rights reserved. Build umber: 589

3 Table of Cotets Itroductio Who is the Portfolio module iteded for? What does the Portfolio module do? How to use this guide Chapter 1. Overview Three maagemet types Mai tables used i portfolio maagemet Overflow tables Descriptio ad trackig of portfolio items Nature: Creatio ad behavior Models: Orgaizig your portfolio Chapter 2. Portfolio items Natures Models Portfolio item users Assets Batches Utracked batches Fiacial trackig of assets Movemets of portfolio items HP Asset Maager Portfolio 3

4 Assets liked to a cotract Stocks Chapter 3. IT portfolio Computers Stadard cofiguratios Coectios betwee computers Mobile devices Virtual eviromets Chapter 4. Telephoes Telephoes ad fuctios Telephoe maagemet Chapter 5. Busiess services Cliet-resource relatioships How is a busiess service represeted i Asset Maager? Dowtime of a busiess service's resources Costs liked to a busiess service Practical case Chapter 6. Work orders Types of work orders Evolutio of work orders Trackig work orders Maagig work orders Chapter 7. Projects Creatig projects Sychroizig project data from HP Project ad Portfolio Maagemet Chapter 8. Adjustig items Adjustig items ad target items Usig adjustig items Adjustig a field - Example Chapter 9. Glossary HP Asset Maager Portfolio

5 Portfolio items Projects Idex HP Asset Maager Portfolio 5

6 6 HP Asset Maager Portfolio

7 List of Figures 1.1. Portfolio - Data model Overflow tables - data models Practical case - Fuctioal represetatio of the "Asset Maager Web" busiess service Work order - Full cycle HP Asset Maager Portfolio 7

8 8 HP Asset Maager Portfolio

9 List of Tables 2.1. Portfolio - Examples of atures Work order - The differet statuses HP Asset Maager Portfolio 9

10 10 HP Asset Maager Portfolio

11 Itroductio Who is the Portfolio module iteded for? The Portfolio module spas a wide rage of uses, ad thus ca be used by early every departmet i a compay. For the most part, it is used by the followig people: IS maagers Stock maagers Asset Maager deploymet techicias Fiacial maagers Purchasers Security maagers Geeral departmets Cablig maagers Network maagers Telephoy maagers The Portfolio module is the poit of focus for Asset Maager's other module. This guide covers the geeral cocepts of this module that will come i hady for a wide rage of Asset Maager users. HP Asset Maager Portfolio 11

12 What does the Portfolio module do? The Portfolio module eables you to perform the followig tasks: Keep a detailed, physical ivetory of all the items composig your portfolio. For each item you ca take ito accout its: Descriptio User ad maager Geographic locatio Cost ceter Precisely track the portfolio items usig: Idividual trackig Collective trackig (by batch) Udifferetiated maagemet Maagig these tasks eables you to: Describe each portfolio item (features, locatio, etc.) Track each portfolio item accordig to its costraits or requiremets. Maage the portfolio items i a differetiated maer. Easily perform work orders o the portfolio items. Create projects ecessitatig the use of portfolio items. How to use this guide Chapter Overview This chapter presets the differet portfolio maagemet styles proposed by Asset Maager. It also presets the tables that you must populate to structure your portfolio. You should read this iformatio to form a geeral idea of how Asset Maager fuctios. Chapter Portfolio items This chapter discusses what you eed to do to maage your portfolio items. Read this chapter to familiarize yourself with the Portfolio module. Chapter IT portfolio This chapter explais how to maage your IT portfolio usig the Portfolio module. 12 HP Asset Maager Portfolio

13 Read this chapter to familiarize yourself with how computers, computer coectios ad IT cofiguratios are maaged. This chapter also deals with automatic computer ivetory. Chapter Telephoes This chapter explais how to maage telephoes usig the Portfolio module. Read this chapter if you wat to maage your telephoes with the Portfolio module. You ca also associate certai fuctios with the buttos of the telephoes. Chapter Busiess services This chapter explais how to maage busiess services usig Asset Maager's Portfolio module. Read this chapter to familiarize yourself with how busiess services ad cliet-resource relatioships that make up busiess services are maaged. Chapter Work orders This chapter explais how to perform work orders o your portfolio ad how to iclude portfolio items i your projects. Chapter Adjustig items This chapter explais how to adjust the fields of your records. To explai how adjustig items work, we created a example that you ca reproduce i order to familiarize yourself with their fuctios. Chapter Glossary The termiology specific to the Portfolio module is specialized. The glossary cotais the key terms that we use to describe the Portfolio module. Read this chapter to uderstad these terms. HP Asset Maager Portfolio 13

14 14 HP Asset Maager Portfolio

15 1 Overview Asset Maager helps you maage the items i your compay's portfolio. These items ca be physical objects (computers, machies-tools, cosumables, office supplies) or itagible objects (software istallatios). Asset Maager lets you closely track portfolio items throughout their lifecycle. Differet maagemet types eable you to apply the most suitable form of maagemet to items i your portfolio depedig o their value ad/or their use. Three maagemet types Asset Maager offers you three maagemet types that are suited to the value of items i your portfolio: Idividualized maagemet (by asset) Collective maagemet (by batch) Udifferetiated maagemet (by utracked batch) What sets these three maagemet types apart is the level of trackig applied to each oe. Whether or ot you track a item i your portfolio depeds o whether or ot it has a record i the Assets table. All items with records i this table ca be tracked accordig to their fiacial, techical ad cotractual iformatio. The otio of utracked portfolio items refers to those items that do ot have records i this table (utracked batches). HP Asset Maager Portfolio 15

16 With Asset Maager, you ca icrease the level of trackig for your portfolio items. Example: You ca trasform a utracked batch to a tracked batch, which correspods to a record i the Assets table. Idividualized maagemet (by asset) Assets are portfolio items of substatial value, ad they are tracked idividually i Asset Maager. I the case of a server, for example, Asset Maager ca hold iformatio about its locatio, supervisor, price, depreciatio type, etc. All this iformatio is specific to the asset. Techically, a asset i Asset Maager correspods to a record i the Portfolio items table that is liked to a record i the Assets table. Collective maagemet (by batch) Certai, idetical portfolio items of lesser value ca be tracked collectively as a batch. I this case, the Assets table holds iformatio that helps you track the etire batch, ad ot idividual items withi the batch. This maagemet mode avoids superfluous duplicatio of trackig iformatio, such as the acquisitio price. Techically, a batch i Asset Maager correspods to oe record i the Assets table ad oe or more records i the Portfolio items table. This is especially the case whe a batch is divided, ad the resultig batches are used by differet departmets. Udifferetiated maagemet (by utracked batch) Certai portfolio items of little value, or cosumables, are maaged as utracked batches (pecils, ik cartridges). A utracked batch does ot have a liked record i the Assets table. Most of the time, these items are idirectly tracked by default via items with which they are associated. You ca trasform a utracked batch ito a tracked batch at ay give time. Mai tables used i portfolio maagemet The mai tables used i portfolio maagemet are: The Models table (ammodel) ad the Natures table (amnature). These two tables are prerequisites for creatig items i your portfolio. Portfolio items are based o a model, which i tur is based o a ature. The Models table eables you to orgaize your portfolio ( Portfolio items [page 27]). The Portfolio items table (amportfolio) 16 HP Asset Maager Portfolio

17 All portfolio items are recorded i this table. Click the Portfolio maagemet/ Portfolio items lik o the avigatio bar to display the list of portfolio items. By usig the detail of a asset you ca access the detail of a portfolio item. The Portfolio items table is liked to other tables, which eable you to put these items ito cotext: The Employees ad Departmets table (amempldept) provides the items' users ad supervisors. The Locatios table (amlocatio) provides their locatio. The Cost Ceters table (amcostceter) provides their related expese lies. The Assets table: Portfolio items with records i the Assets table ca be tracked more closely, sice, here, they are liked to their correspodig fiacial, techical ad cotractual iformatio. This iformatio is recorded i multiple tables with which the Assets table is liked. Amog the most importat of these tables are: The Cotracts table (amcotract) The Work Orders table (amworder) The table of assets assiged to projects (amastprojdesc) The Requests table (amrequest) The Purchase Orders table (amporder) The Receipt Lies table (amreceiptlie) HP Asset Maager Portfolio 17

18 Figure 1.1. Portfolio - Data model Overflow tables Certai portfolio items are very specific ad thus ecessitate the use of specific fields. Example: Maagig ad trackig computers requires that you store large amouts of iformatio. Addig fields i the Portfolio items table to cotai this specific iformatio would: 18 HP Asset Maager Portfolio

19 Slow dow Asset Maager's performace. Be useless for may other items ot eedig such iformatio specified. A typical solutio is to have specific tables to cotai this iformatio. For example: Ay portfolio item correspodig to a computer is recorded i the Portfolio items table ad the i a secod table: the Computers table. However, this method makes the sychroizatio process very difficult, sice you must costatly make sure that: The computers are recorded i both the Portfolio items table ad the Computers table. The deletio of a computer from the portfolio automatically deletes the computer from the Computers table. Etc. To avoid these sychroizatio problems, Asset Maager uses overflow tables. Each time you specify oe or more overflow table for a portfolio-item record, this record is simultaeously created i the Portfolio items table ad the overflow table: the Assets table ad the Computers table, for example. Each creatio or deletio of a record i oe of these two tables is automatically carried over ito the other tables, savig you precious time i the sychroizatio process. The overflow tables eable you to more easily itegrate Asset Maager with other applicatios. For example: Asset Maager provides out-of-the-box itegratio with differet software distributio tools ad stores all iformatio required by this fuctioality. All this iformatio is preset i the Computers overflow table. You ca easily add ew overflow tables. This expads Asset Maager's physical data model without you havig to make large modificatios to its database. For further iformatio, refer to the Admiistratio guide, chapter Stadard database descriptio files. Overview of the overflow tables I order that a portfolio item be recorded i a overflow table, you eed to specify this actio i the ature of this item's model ( A ature's creatio criteria [page 23]). Available overflow tables The available overflow tables are the: Assets table (amasset) This is the mai overflow table i Asset Maager. The oly portfolio items ot recorded i this table are those defied as utracked batched. ( Utracked batches [page 40]). HP Asset Maager Portfolio 19

20 Note: The overflow lik (PortfolioItems) cotaied i this table eables the creatio of batches ad shares the foreig key. This table eables you to store detailed iformatio o assets: Purchase date Status Ret Acquisitio method Fixed Asset umber Etc. Computers table (amcomputer) This table is a overflow table of the Assets table: Creatig a computer geerates a record i the Portfolio Items table, the Assets table, ad the Computers table. I particular, it is used to store iformatio relatig to itegratio with software distributio tools: u Software distributio idetifier (SWDID) Telephoes table (amphoe) This table is a overflow table of the Assets table: Creatig a telephoe geerates a record i the Portfolio Items table, the Assets table, ad i the Telephoes table. It eables you to store iformatio relatig to telephoy assets: Voice mail Extesio Number Etc. Software istallatios table (amsoftistal) This is a overflow table stemmig from the Portfolio items table: The creatio of a software istallatio does ot ecessitate the creatio of a record i the Assets table: The creatio of a software istallatio geerates a record i the Portfolio items table ad a record i the Software istallatios table. This table eables you to store iformatio about your software istallatios. Licese umber Certificatio Istallatio type Number of poits cosumed by each software istallatio (for Microsoft Select type liceses). 20 HP Asset Maager Portfolio

21 Etc. Figure 1.2. Overflow tables - data models Descriptio ad trackig of portfolio items Asset Maager eables you to cotextualize items i your portfolio. Cotextualizatio Oe of the mai goals i maagig your portfolio is to be able to cotextualize its items. Whether you maage a thousad items or a hudred thousad items, you ca cotextualize them with accuracy. Asset Maager provides the followig cotextual iformatio for each item or batch of items: Its status. Its user ad supervisor. Its locatio. Its cost ceter. All other liked items i the portfolio (associated assets, cosumables, supplies). By beig able to precisely locate portfolio items ad see how they are used, you ca: Efficietly moitor their movemets (Example: assigmet of a group of computers to aother departmet). HP Asset Maager Portfolio 21

22 Evaluate the eeds of each departmet (Example: calculate the ratio of photocopiers per departmet). Distribute ew computer hardware evely. Locate hardware give to a customer. Avoid allocatig 2 idetical assets to the same perso (For istace: a cosultat who uses several laptops). Rapidly reorgaize cost ceters related to portfolio items. Etc. Trackig The trackig of portfolio items is fudametal. Asset Maager lets you choose whether to track portfolio items idividually or by batch. For portfolio items that you do't cosider worth trackig closely (office supplies or cosumables), a udifferetiated trackig (by utracked batch) lets you simply cotextualize them. For each asset or batch, the trackig optios eable you to: Create a fixed asset. Obtai liked requests, estimates, purchase orders ad receivig slips whe usig the Procuremet module. Obtai cost-related iformatio. Obtai work order ad project-related iformatio. Look up its acquisitio method (purchase, lease, retal, loa). 22 HP Asset Maager Portfolio

23 Nature: Creatio ad behavior The orgaizatio of your portfolio depeds o the orgaizatio of models, which are i tur based o atures. Therefore, you eed to create the atures before creatig the models. The ature of a model determies differet criteria that are iherited by the portfolio items ad all other items based o the models i Asset Maager: Cotracts, Traiigs, Work orders, Cables, etc. Each ature specifies the tables i which you ca create records for the model liked to this ature. Example: A Computer ature eables you to create models that will i tur create computers i the Portfolio items table. I order for atures to eable you to create portfolio items, a secod coditio must be etered: the maagemet costrait. For each ature eablig you to create portfolio item models, you ca also select behavior optios. Example: For a Computer ature, the Ca be coected optio eables you to display tabs relatig to coectio ports. A ature's creatio criteria For each ature, you must idicate the table i which the models based o this ature will be able to create records. Example: Oe ature eables you to create models of portfolio items; aother ature eables you to create models of cotracts; etc. HP Asset Maager Portfolio 23

24 For the atures eablig you to create portfolio item models, you must idicate a overflow table: Computers table, Software istallatios table, Telephoes table, or ay table of your choice. Example: A ature eables you to create models for portfolio items ad computers. I this case, creatig a portfolio item based o this ature automatically creates a correspodig record i the Computers table. Creatig a ature for computers [page 57]. For further iformatio, refer to the Admiistratio guide, chapter Stadard database descriptio files. Maagemet costrait The maagemet costraits eable you to defie the way i which you maage a portfolio item. The maagemet costrait is redered by the use or absece of a asset tag. A asset tag coditios whether the portfolio item is liked to a record i the Assets table. There are three optios for the maagemet costrait: Uique asset tag Portfolio items with their ow asset tag are idividually tracked assets. Usig a uique asset tag is recommeded for more importat portfolio items that require close ad costat trackig. Examples: A server, a machie tool, a photocopier. Uique or shared asset tag Portfolio items sharig the same asset tag are grouped together i a batch ad tracked collectively. Items i the same batch share the same asset tag. This maagemet mode is recommeded for idetical items that do ot eed to be tracked idividually. Example: A batch of 100 chairs; a batch of 20 hard hats. Free If this optio is selected for the portfolio item, you are free to choose whether to give it a asset tag or ot. Portfolio items without asset tags are those for which accurate trackig is ot required. These items are grouped together i utracked batches ad do ot appear i the Assets table. Example: Office supplies of little value (pecils, erasers, paperclips) or cosumables that are tracked idirectly through the items that cosume them. A ature's behavior criteria Selectig oe or more behavior optio for the ature of a item coditios the availability of certai fields ad tabs i the tables of these items. Example: Selectig Licese i the ature of a portfolio item eables the Licese tab to be displayed i the Models table. The followig behavior optios are available i Asset Maager: Has software istalled 24 HP Asset Maager Portfolio

25 Ca be coected Cosumable Cable device Licese Models: Orgaizig your portfolio By creatig models, you determie a umber of features that the portfolio items iherit whe you create them: ame, brad, other techical features related to computers, etc. Models are orgaized hierarchically: Geeric models eable you to classify your models more precisely. The way i which you orgaize your models govers the way i which your portfolio will be orgaized. HP Asset Maager Portfolio 25

26 26 HP Asset Maager Portfolio

27 2 Portfolio items This chapter describes the procedures for maagig portfolio items. These procedures cocer how records are edited i the followig tables: Natures (amnature) Models (ammodel) Portfolio items (amportfolio) Assets (amasset) Computers (amcomputer) Software istallatios (amsoftistall) Telephoes (amphoe) Natures Natures are required to create the models that you use to create the portfolio items. Because the ature govers the maagemet costraits of the portfolio items, you must create as may atures as you require for a give type of portfolio item. Example: If you maage software as assets, batches ad utracked assets, you must create three correspodig atures: Software, Software (batch), Software (utracked batch). To display the list of atures, click the Portfolio maagemet/ Natures lik o the avigatio bar. HP Asset Maager Portfolio 27

28 Creatig the ature for a portfolio item To create the ature for a portfolio item: 1 Display the atures (Portfolio maagemet/ Natures lik o the avigatio bar). 2 Click New. 3 Eter a value i the Name field. 4 Modify the Code field, if required. By default, the Code field uses the value of the Name field. This field eables you to eter a code to uiquely idetify the record. It ca be used as a recociliatio key betwee records i the Asset Maager ad other applicatios whe importig or exportig data. 5 Select Portfolio item i the Creates field. 6 Select Telephoe or Computer i the Also create field if you wat to create a ature that allows you to create models of telephoes or computers. 7 Select a maagemet costrait. 8 Select, if required, oe of the optios i the Behavior frame. 9 Click Create to cofirm your creatio. Examples of atures We recommed creatig as may atures as there are models of portfolio items. The followig table presets a o-exhaustive list of examples of atures. Table 2.1. Portfolio - Examples of atures Name Geeral Asset Batch Utracked batch Cosumable Raw material IT Computer Computers (batch) Software istallatio Software istallatios (batch) Also create Nothig Nothig Nothig Nothig Nothig Computer Nothig Software istallatios Software istallatios Maagemet costrait Uique asset tag Asset tag Free Free Asset tag Uique asset tag Asset tag Uique asset tag Asset tag Behavior No optio No optio No optio Cosumable No optio Has software istalled Ca be coected No optio No optio No optio 28 HP Asset Maager Portfolio

29 Name Software istallatios (utracked batch) Licese Liceses (batch) Liceses (utracked batch) Stadard cofiguratio Other Cable device Telephoe Also create Software istallatios Nothig Nothig Nothig Computer Nothig Telephoe Maagemet costrait Free Uique asset tag Asset tag Free Asset tag Uique asset tag Uique asset tag Behavior No optio u u u Licese Licese Licese Has software istalled Ca be coected u Cable device No optio Models Models, which are based o atures, eable you to orgaize your portfolio items. Depedig o your requiremets, models ca go from very geeric to very specific. Example of orgaizatio of software models The followig example represets a way of orgaizig your software models: 1 All the software models are based o a ature that creates a portfolio item. The maagemet costrait depeds o the way you wat to maage your software: idividually, by batch or by utracked batch. 2 A geeric Software model is created. 3 Sub-models eable you to classify software accordig to their use: Office automatio, ERP, Project maagemet, etc. 4 Other models are created for the Office Automatio sub-model for specific applicatios: Word processor, Spreadsheet, DTP, File Maagemet. 5 Models created at the bottom of the hierarchy correspod to specific models which ca be used to create idividual software items i the Portfolio items table: Software/Office Automatio/Word processor/microsoft Word To display the list of models, click the Portfolio maagemet/ Models lik o the avigatio bar. Creatig a portfolio item model To create a model: 1 Click New. 2 Eter a value i the Nature field of the Geeral tab. HP Asset Maager Portfolio 29

30 3 Eter a value i the Name field. 4 Eter a paret model i the Sub-model of field. Example: Whe creatig the Office Automatio model, eter Software i the Sub-model of field. 5 Eter a value i the Brad field i the case of a specific model. Example: Whe creatig the Word 2000 model, eter Microsoft i the Brad field. 6 I the case of a batch, select the uit used. 7 Select Certified if the model created ca be used i a purchase request. If ecessary, eter a date ad a certificatio level. 8 Click Create to cofirm your creatio. 9 Populate the differet tabs accordig to the features that the items i your portfolio have iherited from the created model. Uits used i batches You sometimes eed to specify a uit of measure whe you create a model for a batch of items. Example: Let's say you create a model for a batch that cotais sad. You wat to use the uit of measure To, for example. To create uits, you eed to have already created referece uits for each of the dimesios that you use i your portfolio. Here are some examples of dimesios: Temperature, Measure, Mass. After havig created referece uits, you ca create a ulimited umber of other uits whose coefficiets of coversio with the referece uit eed to be specified. Example: For the Mass dimesio, you create the referece uit Kilogram ad the uit To whose coversio coefficiet is 1000 (1000 kg = 1 to). The uit selected i the model of a portfolio item appears i symbolic form after the Quatity field i the Portfolio items table ad Assets table. Creatig a referece uit To create a referece uit: 1 Display the uits (Admiistratio / System/ Uits lik o the avigatio bar). 2 Click New. 3 Populate the Name, Dimesio ad Symbol fields. (Example: Kilogram, Mass, Kg.) 4 Eter 1 i the Cov. coeff. field. 5 Click Create to cofirm your creatio. 30 HP Asset Maager Portfolio

31 Creatig uits To create a uit: 1 Display the uits (Admiistratio / System/ Uits lik o the avigatio bar). 2 Click New. 3 Populate the Name, Dimesio ad Symbol fields. (Example: Poud, Mass, Lb.) Oce you have chose your dimesio, the referece uit symbol of this dimesio appears i the field ext to the Cov. coeff. field. 4 I the Cov. coeff. field, eter the umber that coverts the referece uit ito the created uit. Example: For the poud, you would eter (Oe poud equals kilograms.) 5 Click Create to validate. Viewig uits Note: This operatio ca oly be doe usig the Widows cliet. For ease of use, we recommed customizig the uits scree ad creatig a virtual hierarchy. You ca, for example, group the iformatio by the dimesios of uits: 1 Display the uits (Admiistratio / System/ Uits lik o the avigatio bar). 2 Right-click the Dimesio field. 3 Select Group by this field from the shortcut meu. The list is sorted by dimesio, each dimesio defiig a level i the hierarchy. Portfolio item users For each portfolio item, you eed to choose betwee 2 modes of user maagemet Assig a sigle user Assig a pricipal user ad secodary users Assig a sigle user 1 Display portfolio item detail. HP Asset Maager Portfolio 31

32 2 Display the Geeral tab. 3 Ucheck the Shared portfolio item box (busers). 4 Populate the User lik (User). Assig a pricipal user ad secodary users 1 Display portfolio item detail. 2 Display the Geeral tab. 3 Check the Shared portfolio item box (busers). 4 Populate the User lik (User). Importat: This lik plays a key role, as certai processes are based o this lik ad ot o the Users lik (Users) i the Users tab. For example, the default requester of a deploymet work order is determied by the User (User) lik. 5 Display the Users tab. 6 Add secodary users Tip: It ca be useful to add the user who has bee selected at the level of the User (User) lik. Values i the User lik are ot automatically updated i the Users lik. Fid all portfolio item users Whe searchig for all portfolio item users (filter or request, for example), thik of referrig to the followig liks: User (User) Users (Users) Assets I Asset Maager, a asset correspods to a portfolio item whose ature has the maagemet costrait: Uique asset tag ( Maagemet costrait [page 24]). The Uique-asset-tag maagemet costrait meas a asset will 32 HP Asset Maager Portfolio

33 be maaged idividually (idividual maagemet). I the database, a asset is represeted by a record i the Assets table ad a record i the Portfolio items table. Note: For each record i the Assets table, you ca select the Portfolio tab to cosult the detail of the correspodig portfolio item. To display the list of assets, click the Portfolio maagemet/ Assets lik o the avigatio bar. Creatig a asset To create a asset: 1 Display the assets (Portfolio maagemet/ Assets lik o the avigatio bar). 2 Click New. I the Geeral tab, a asset tag is assiged to a ew record. 3 Select a model i the Model field. The model of a asset must rely o a ature whose maagemet costrait is Uique asset tag ( Maagemet costrait [page 24]). If the selected model has a prefix, this prefix appears i frot of the asset's asset tag. 4 Click Create to cofirm your creatio. 5 Populate the tabs accordig to the differet trackig iformatio that is available for that asset. Other tha the Geeral, Portfolio ad Project tabs, the tabs available for the Assets table cocer differet domais of trackig: Fiacial domai Costs Acquisitio Fixed assets HP Asset Maager Portfolio 33

34 Fiacial trackig of assets [page 42]. IT domai Licese Coectios Port IT portfolio [page 57]. Cotractual domai Cotracts Mait. (maiteace) Assets liked to a cotract [page 50] ad the Cotracts guide. Cablig domai Slots Pis/Termials Traces Ports Cable guide. Portfolio items associated with a asset A asset is the oly item i the portfolio that ca be associated with other portfolio items. The portfolio items associated with other items ca be divided ito: Cosumables Cosumables are the portfolio items whose model is based o a ature for which the optio Cosumables has bee selected. For more iformatio about behavior optios, refer to sectio Nature: Creatio ad behavior [page 23]. Software istallatios Software istallatios are portfolio items whose model is based o a ature for which the optio Software istallatio has bee selected (i the Also create field (seoverflowtbl)). Software assets guide. Liceses Liceses are the portfolio items whose model is based o a ature for which the Licese optio is selected. Software assets guide. 34 HP Asset Maager Portfolio

35 Associatig portfolio items to a asset To associate portfolio items with a asset, several methods are available depedig o the followig criteria: The portfolio item already exists i the database. The portfolio item must be created o the fly whe associated to a asset. The portfolio item is a batch i stock, ad you wat to associate some of the batch to a asset. To filter by ature the portfolio items associated with a asset (cosumables, liceses, istallatios), select oe of the optios displayed by default to the left of the list of items associated to a asset. To filter by date of associatio the portfolio items associated with a asset, eter values i the To ad From fields. To associate a existig portfolio item to a asset 1 Display the portfolio items (Portfolio maagemet/ Portfolio items lik o the avigatio bar). 2 Select the portfolio item that you wat to associate with your asset. 3 Select the asset usig the Compoet of lik (Paret). 4 Click Modify. To associate a asset with a portfolio item o the fly 1 Display the assets (Portfolio maagemet/ Assets lik o the avigatio bar). 2 Select the asset with which you wat to associate the portfolio item. 3 Select the Compoets sub-tab i the Portfolio tab. 4 Click 5 Create the portfolio item that you are associatig to your asset. 6 Click Add. To associate a asset to certai items of a batch i stock 1 Display the portfolio items (Portfolio maagemet/ Portfolio items lik o the avigatio bar). 2 Select the asset with which you wat to associate a portfolio item from a batch i stock. 3 Click Stock. 4 Wait util the Add a item from stock wizard appears. 5 I the Select a item from stock page, select the batch that you wat to associate with your asset. 6 Click Next. HP Asset Maager Portfolio 35

36 7 I the Quatity page, select the umber of items from your batch to associate with your asset. You ca also populate the other fields o this page if you wish. 8 Click Fiish. Batches I Asset Maager, a batch correspods to a portfolio item whose ature has the maagemet costrait: Asset tag ( Maagemet costrait [page 24]). The Asset-tag maagemet costrait meas that a item will be maaged collectively istead of idividually (uique Asset tag). The batches cotai idetical items whose quatity is idicated. Example: a batch of 1000 safety helmets. These batches ca be composed either of coutable items (keyboards, bags of cemet, etc.) or ucoutable items (cemet, sad, kerosee, etc.). For ucoutable items, a uit of measuremet is used: kilogram, to, liter, meter, etc. Whe you create a batch, a double-record is created: oe i the Portfolio items table ad oe i the Assets table. Note: For each batch record i the Assets table, you ca select the Portfolio tab to cosult the detail of the correspodig portfolio item. No matter how may divisios exist for a batch, each of these divisios i the Portfolio items table all correspod to the same, sigle record i the Assets table ( Dividig a batch [page 38]). To display the list of assets, click the Portfolio maagemet/ Assets lik o the avigatio bar. Creatig a batch To create a batch: 36 HP Asset Maager Portfolio

37 1 Display the assets (Portfolio maagemet/ Assets lik o the avigatio bar). 2 Click New. I the Geeral tab, a asset tag is assiged to this ew record. 3 Select a model i the Model field. The model of a asset must rely o a ature whose maagemet costrait is Asset tag. ( Maagemet costrait [page 24]). If the selected model has a prefix, this prefix appears i frot of the batch's asset tag. 4 Specify the quatity i your batch. You must choose the batch's referece uit of measuremet i the model used to defie your batch ( Uits used i batches [page 30]). 5 Click Create to cofirm your creatio. 6 Populate the tabs accordig to the differet trackig iformatio that is available for that batch. Other tha the Geeral, Portfolio ad Project tabs, the tabs available for the Assets ad batches table cocer differet domais of trackig: Fiacial domai Costs Acquisitio Fixed assets Fiacial trackig of assets [page 42] IT domai Licese Coectios Port IT portfolio [page 57]. Cotractual domai Cotracts Mait. (maiteace) Assets liked to a cotract [page 50] ad the Cotracts guide. Cablig domai Slots Pis/Termials Traces Ports Cable guide. HP Asset Maager Portfolio 37

38 Dividig a batch Dividig a batch eables you to create, from the iitial record i the Assets table, several records i the Portfolio items table that are associated with that iitial record. Each of these records correspods to the batch obtaied from dividig the record of the iitial batch. For example: Let's say you receive a batch of 12 chairs i stock. You create a record i the Assets table for these chairs. I the database, a record is created i the Assets table ad i the Portfolio items table. This batch is put i stock. Next, let's say you divide this batch ito three batches of 4 chairs. Oe batch of 4 stays i stock ad the other two batches of 4 go to two differet locatios i your compay. I this case, the record correspodig to the batch is idetical to the oe i the Assets table, but it is heceforth liked to three records i the Portfolio items table, correspodig to: A batch of 4 chairs still i stock. A batch of 4 chairs liked to the first locatio. A batch of 4 chairs liked to the secod locatio. Dividig a batch There are two ways to divide a batch: Usig a Divide a batch wizard. Creatig several liks from the Assets table to the Portfolio items table. 38 HP Asset Maager Portfolio

39 Usig the Divide a batch wizard To use the Divide a batch wizard: 1 Display the list of portfolio items. 2 Select the batch that you wat to divide. 3 Click Divide. 4 Wait for the first page of the Divide a batch wizard to appear. 5 Eter the umber of items of the ew batch i the Quatity to extract field. 6 Eter the ew data that will eable you to cotextualize the ew batch: locatios, users, maagers, etc. 7 Click Fiish I the Portfolio items table, the umber of items cotaied i the ew batch is subtracted from divided batch. The ew batch the appears as a ew record i the Portfolio items table. Creatig several liks to the Portfolio items table from the Assets table To create several liks to the Portfolio items table from the Assets table: 1 Display the list of assets. 2 Select a record correspodig to a batch. 3 Go to the Portfolio tab ad add a lik toward the Portfolio items table. Widows cliet: Oce a record from the Assets ad batches table is liked to several records i the Portfolio items table, we recommed that you display these liks i list form. (Go to the Portfolio tab, right-click ad select List oly from the shortcut meu that appears.) HP Asset Maager Portfolio 39

40 Utracked batches I Asset Maager, a utracked batch correspods to a portfolio item that uses a ature whose maagemet costrait is free. ( Maagemet costrait [page 24]). This maagemet costrait correspods to the udifferetiated maagemet type. A utracked batch oly appears i the Portfolio items table, which eables it to be cotextualized: It is liked to a locatio, a user, a maager, a cost ceter. The absece of a utracked batch i the Assets table meas that it does't cotai fiacial, techical or cotractual iformatio. Utracked batches are reserved for items of little value (office supplies, for example) or cosumables. I fact, cosumables ca be tracked idirectly by maagig the portfolio items that cosume them. Click the Portfolio maagemet/ Portfolio items lik o the avigatio bar to display the list of portfolio items. Creatig a utracked batch To create a utracked batch: 1 Display the portfolio items (Portfolio maagemet/ Portfolio items lik o the avigatio bar). 2 Click New. A code is assiged to this ew record. 3 Select a model i the Model field. 4 Specify the quatity i your utracked batch. You must choose the batch's referece uit of measuremet i the model used to defie your batch. ( Uits used i batches [page 30]) 5 Click Create to cofirm your creatio. 6 Populate the tabs accordig to the differet cotextual iformatio that is available for that batch. ( Cotextualizig portfolio items [page 47]) 40 HP Asset Maager Portfolio

41 Cosumables Cosumables are portfolio items that, oce they are associated with a asset, ca o loger be disassociated from it. Cosumables are created from models whose ature has a Free maagemet costrait. The Cosumable behavior optio must also be selected. ( Maagemet costrait [page 24]) Portfolio items associated with a asset [page 34] Dividig a utracked batch To divide a utracked batch: 1 Display the list of portfolio items. 2 Select the batch that you wat to split up. 3 Click Divide. 4 Wait util the Divide the batch wizard appears. 5 Eter the umber of items i the ew batch ito the Quatity to extract field. 6 Eter the ew data that will eable you to cotextualize the ew batch: locatio, user, supervisor, etc. 7 Click Fiish. I the Portfolio items table, the umber of items cotaied i the ew batch is subtracted from divided batch. The ew batch the appears as a ew record i the Portfolio items table. HP Asset Maager Portfolio 41

42 Trasformig a utracked batch ito a tracked batch You might eed to chage a utracked batch ito a tracked batch for a variety of reasos. Example: You eed to lik a batch of desks, which you use for several offices, to differet projects. To do this, this batch must correspod to a record i the Assets table. To trasform a utracked batch: 1 Display the list of portfolio items. 2 Select the utracked batch. 3 Click Tag. This actio creates a record correspodig to that batch i the Assets ad batches table. The tag assiged to the batch's record is actually a asset tag, which is oe of the features of the records located i the Assets table. Fiacial trackig of assets Fiacially trackig assets eables you to: Describe their mode of acquisitio. Was the messagig server purchased, reted or borrowed? Log the expeses resultig from them. How may times did we eed to order batches of 50 reams of paper for the photocopier i the documetatio departmet? Describe their fixed-asset accoutig iformatio. What type of depreciatio method has bee chose for compay vehicles? To cosult or modify fiacial iformatio, you must display the list of assets ad select oe of the three followig tabs: Acquis. (Acquisitio) Costs Fixed assets Note: I this sectio, Assets covers both assets ad batches, which have similar-type records i the Assets table. Asset-acquisitio iformatio The Acquis. tab eables you to view the mai iformatio o how a asset was acquired. Most of this iformatio is orgaized ito sub-tabs. 42 HP Asset Maager Portfolio

43 Acquisitio method Asset Maager maages four acquisitio methods for assets: Purchase Retal Lease Loa The acquisitio method you choose determies the iformatio displayed: Certai tabs i the asset detail. Certai fields i the Acquis. tab. Certai sub-tabs i the Acquis. tab. A asset's acquisitio method (SQL ame: seacqumethod) is Purchase by default. The other acquisitio methods available are the followig: Retal, Lease, Loa. Cotracts related to asset acquisitio No matter what acquisitio method you select, you ca always lik a cotract to the acquisitio from the Procuremet sub-tab. The selected cotract the appears i the Cotracts tab of the asset detail. Warig: If you cofirm your selectio of a cotract, the Acq. method (SQL ame: seacqumethod) is modified automatically to idicate the fiacig mode specified i the Default acquisitio method for assets field (SQL ame: seacqumethod), i the Geeral tab of the cotract detail. Compaies related to the acquisitio of a asset or batch I the Procuremet sub-tab, you ca select: A Lessor (SQL ame: Lessor) for reted or leased assets. A Lessor for assets o loa. Additioal ret descriptio sub-tabs Whatever acquisitio method you select, it is possible to add ret descriptio sub-tabs i the Acquis. tab. To add a sub-tab, right-click the sub-tab zoe ad select Add liked record. We use ret i the broadest possible sese of the word: It ca be take to mea ay sum to be paid periodically for a asset such as isurace premiums, maiteace cotract paymets, etc. These sub-tabs are similar to lease-ret descriptio sub-tabs. HP Asset Maager Portfolio 43

44 Costs of a asset The Costs tab i a asset detail displays the expese lies associated with that asset. Specific filters are located at the top of the list. The butto lets you total the costs displayed i the list after filterig. Fixed-asset iformatio This sectio describes the followig poits: Describig fixed assets. How to associate fixed-asset accoutig iformatio with assets. Describig fixed assets Describig ad calculatig the depreciatio of a asset The iformatio cocerig the depreciatio of a asset appears i the Fixed Asset tab of a asset's detail. This tab oly appears if you set the Acq. method field (SQL ame: seacqumethod) i the Acquis. tab to Purchase. There are two kids of iformatio cotaied i this tab: I the left-had frame, there is iformatio (fields ad liks) used for calculatig the depreciatio ad residual value of a asset. I the right-had frame, there is iformatio (records) from the Fixed assets table (SQL ame: amfixedasset) associated with the asset after it is imported ito Asset Maager. The depreciatio calculatio formulas are defied i the Depreciatio calculatio formulas table (SQL ame: amdeprscheme). You ca select the calculatio formula used for the asset via the Depreciatio type lik (SQL ame: DeprScheme) i the left-had frame of the tab. Defiig the depreciatio calculatio formulas To defie a depreciatio calculatio formula: I a asset detail: 1 Go to the Fixed Asset tab. 2 Click the (Widows cliet) or (Web cliet) butto to the right of the Depreciatio type (DeprScheme) field. Or via the Admiistratio/ List of screes meu, which opes a widow: 44 HP Asset Maager Portfolio

45 Note: This operatio ca oly be doe usig the Widows cliet. 1 Select List of depreciatio types (SQL ame: amdeprscheme). 2 Click New. 3 Populate the Geeral tab. 4 Create a calculatio script i the Script tab. The objective of the script is to calculate the depreciatio values usig the followig fields: I the Depreciatio calculatio formulas table: Duratio field (SQL ame: tsdeprdur) Coefficiet field (SQL ame: fcoeff) Rate field (SQL ame: prate). I the Assets table (SQL ame:amasset): Start date field (SQL ame: dstartacqu) Depreciatio basis field (SQL ame: mdeprbasis) Estimatio date field (SQL ame: ddeprrecalc) The amout obtaied must modify the value of the Depreciatio field (SQL ame: mdeprval). Note: The Residual value field (SQL ame: mnetvalue) is automatically recalculated by Asset Maager whe the Depreciatio basis ad/or Depreciatio fields are modified. Simplified example of a calculatio script describig a straight-lie depreciatio: Dim inbofdays As Iteger inbofdays = amdatediff([ddeprrecalc],[dstartacqu]) If (inbofdays <= 0) Or ([DeprScheme.tsDeprDur] <= 0) The Set [mdeprval] = 0 ElseIf (inbofdays >= [DeprScheme.tsDeprDur]) The Set [mdeprval] = [mdeprbasis] Else Set [mdeprval] = [mdeprbasis] * inbofdays / [DeprScheme.tsDeprDur] Ed If Set [ddeprrecalc] = amdate -> Set [ddeprrecalc] = amdate() Asset Maager uses a automatic mechaism to recalculate the value of the Depreciatio field if the referece fields are modified. HP Asset Maager Portfolio 45

46 Estimatig depreciatio for a group of assets I some cases, you might wat to update the value of the Depreciatio field o a give date for a selectio of assets. To do this, you simply eed to modify the value of the Estimatio date field after havig selected the assets to be updated together. You ca also create a Script Type actio (SQL ame: seactiotype) to perform this task. Its script will resemble: Set [ddeprrecalc] = amdate Asset Maager will the use a automatic default mechaism to update the Depreciatio field. You ca eve create a workflow that triggers the above actio o a periodical basis for a group of assets. How to associate fixed-asset accoutig iformatio with assets Two methods are available: From the asset detail 1 Click the Fixed Asset tab. 2 Add or remove fixed assets associated with the asset. You ca also display the list of fixed assets i aother widow, select the fixed asset to be associated with the asset, ad drag it ito the list i the asset's Fixed asset tab. From the fixed asset detail 1 Click the Assets tab. 2 Add or remove assets associated with the fixed asset. You ca also display the list of fixed assets i aother widow, select the fixed asset to be associated with the asset, ad drag it ito the list i the fixed asset's Asset tab. Movemets of portfolio items The Portfolio items table eables you to moitor the movemets of portfolio items. For each selected item, you have cotextual iformatio. Other operatios i Asset Maager are reflected i the Portfolio items table. Example: If a photocopier is reassiged to aother departmet i the Employees ad Departmets table, you simply eed to cosult the record i the Portfolio items 46 HP Asset Maager Portfolio

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