Dashboard Overview

The Dashboard provides a real-time overview of your asset management system.

Key Metrics

• Total Assets - All registered assets in the system
• Active Assets - Assets currently in use
• In Maintenance - Assets undergoing repair or maintenance
• Pending Disposal - Assets marked for disposal

Using the Dashboard

1. View summary cards at the top for quick stats
2. Check the bar chart for asset distribution by category
3. Review recent activity in the activity feed
4. Click on sections in the sidebar to navigate

Planning & Procurement

Manage asset requests and procurement workflows.

Inventory Verification

Track available devices and warranty status:

• Available Devices - Devices ready for deployment
• Out-of-Warranty - Assets no longer under warranty
• Expiring Soon - Assets with warranty expiring within 90 days

Requirement Gathering

1. Click "New Request" to create a procurement request
2. Fill in staff name, department, and equipment type
3. Add justification and select priority level
4. Submit for approval

Procurement

• View all procurement requests
• Filter by status: Pending, Approved, Rejected, In Progress
• View request details and take action

Asset Registration

Register new assets into the system.

Registration Process

1. Click "Register New Asset"
2. Fill in asset details (Category, Description, Serial Number)
3. Enter Brand, Asset Cost, and PO Number
4. Assign Asset Custodian and Location Code
5. Set current Condition
6. Upload supporting documents (optional)
7. Click "Register Asset"

Important Notes

• Required fields are marked with asterisk (*)
• Asset ID format: AST-YYYY-XXX
• Category selection affects depreciation schedule

Deployment & Return

Manage asset deployment to staff and return workflows.

Deploying an Asset

1. Click "New Deployment"
2. Select the asset from available inventory
3. Choose the staff member for deployment
4. Set location, room, and purpose
5. Enter project name and approver
6. Upload deployment form (optional)
7. Click "Create Deployment"

Recording Asset Return

1. Click "Record Return"
2. Enter Asset ID or Tag Number
3. Enter return date and condition
4. Add any notes about asset condition
5. Click "Submit Return"

Deployment Status

• Deployed - Asset assigned to staff
• Available - Asset ready for deployment
• In Transit - Asset being transferred
• Returned - Asset returned to inventory

Maintenance & Verification

Manage asset maintenance schedules and perform inventory verification.

Maintenance Tab

Track and schedule maintenance for all assets.

Creating a Maintenance Task

1. Click "New Maintenance Task"
2. Select the asset requiring maintenance
3. Choose maintenance type (Repair, Inspection, Upgrade, Cleaning)
4. Set priority level (Low, Normal, High, Urgent)
5. Enter description and estimated completion date
6. Assign to technician or vendor
7. Click "Create Task"

Maintenance Status Tracking

• Pending - Task created, not started
• In Progress - Currently under maintenance
• Completed - Maintenance finished
• Cancelled - Task cancelled

Warranty Status Tab

Track warranty information for all assets.

• In Warranty - Active warranty coverage
• Out of Warranty - No warranty coverage
• Expiring Soon - Warranty expiring within 90 days

Inventory Verification Tab

Perform physical inventory checks and reconcile with system records.

Creating a Verification Record

1. Click "New Verification"
2. Select location or department to verify
3. Enter verification date and conducted by
4. Scan or search assets to verify
5. Record actual condition found
6. Note any discrepancies
7. Click "Submit Verification"

Key Actions

• Schedule Maintenance - Plan upcoming maintenance
• Update Status - Change maintenance progress
• Generate Report - Export maintenance history
• Warranty Claims - Process warranty claims

Asset Disposal

Follow proper procedures to dispose of assets.

Disposal Workflow

1. Create Disposal Batch
   • Click "New Disposal Batch"
   • Enter batch details (Disposal type, Reason)
   • Batch ID is auto-generated
2. Add Items to Batch
   • Click "Add Asset" to add items
   • Select asset from dropdown
   • Enter condition, net book value, and estimated value
3. Approval Process
   • Status: Pending Approval → Approved → In Progress → Completed
   • Director or Finance Director must approve
4. Upload Clearance Form
   • Download the Clearance Form (Internal)
   • Complete with all required signatures
   • Upload signed form
5. Complete Disposal
   • For Auction: Record buyer details and certificate
   • For Recycling: Record certificate of destruction
   • Update Asset Register (Google Sheets)
   • Process financial entries (gain/loss on disposal)

Disposal Methods

Required Documents

• Clearance Form (Internal) - Official disposal clearance
• Asset Register (Google Sheets) - Update asset status
• Disposal Approval Form - Internal approval
• Certificate of Destruction - For scrap/recycle