Asset Manager Essentials
Working with assets
The Hardware Assets workspace gives you access to all of the asset records imported into Asset Manager Essentials. From here, you can view all details about an asset record, as well as manage those records. To view dashboards of this same data, do so from the Home workspace—for details, see Dashboards.
Use the Hardware Assets workspace to:
•Categorize your assets by type and subtype. Asset types available in Asset Manager Essentials include: Computer, Consumable, General Asset, Infrastructure, Mobile Device, and Peripheral Device. For each of these types (other than Consumable), you can also specify a subtype if needed.
Software assets don't display as an asset type in the Hardware Assets workspace. Create and manage them instead from the Software Assets workspace. For details, see Software asset management.
•View assets in multiple ways by selecting from the saved searches above the asset list.
•Search for specific assets by typing in the search box, then clicking .
•Convert an unmanaged device to a managed one. For details, see Managed and unmanaged devices.
•Select an asset in the list view, then click one of the links at the top of the list to do the following:
•Check In – Check the asset into a storage space and add this record to both the Locations and Stock Management workspaces for tracking. Once an asset is checked in, if needed, you can transfer it at a later date to a new storage space by clicking Transfer Stock. For details about storage spaces, see Locations and storage spaces and Stock management.
•Assign User or Assign Location – Assign the asset to a user or location. Note that when assigning a user, the drop-down list shows both the unique login ID and display name of each user in your system.
•Assign Financial Owner – Specify the organizational unit that requested the purchase of this asset.
To manage your existing Ivanti Service Manager CI items after importing them into Asset Manager Essentials, you must first generate a unique identifier for each one in the Hardware Assets workspace. You must have the Administrator role to do so. For details, see Asset quick actions.
Asset IDs are generated for the items and are displayed in the list.
Double-clicking an asset in the Hardware Assets workspace list opens the full record for the asset, enabling you to edit it.
The More drop-down menu at the top right of the list or asset record page enables you to perform certain actions on an asset record, such as changing the asset type. For details, see Asset quick actions.
The Bulk Update button enables you to change the value of an attribute on several asset records at the same time. Note that not all attributes are available for bulk update; for example, you can't change the asset type via bulk update.
To update several assets at once:
1.Open the Hardware Assets workspace to view a list of assets in your system.
2.Hold SHIFT and click to select a range of assets in the list, or hold CTRL and click to select several individual assets in the list.
3.Click Bulk Update (next to the More menu).
4.Select the Field that you want to update.
5.Either select the Replace All Values check box, or set the current Value that you want to replace in the field.
6.Set the value you want to update the field to in Replace with value.
7.Select Find all results in current Saved Search (which will override any range of assets selected above in step 2) or Find results in selected rows, then click Replace.
The records are updated and a dialog appears reporting the number of records updated.
Initially, you'll either import your asset data from another data source, or discover it using an Ivanti Cloud data connector. However, there will be times when you want to add a new asset manually. You can do this from the Hardware Assets workspace.
To add a new asset record:
1.Open the Hardware Assets workspace.
2.Click the New drop-down list and select the type of asset you want to create.
The asset record page appears.
•If you're curious about what subtypes are available for any of the asset types (such as Infrastructure or Periphery Device) select that type, then under the Details tab on the Asset form, click the Asset Subtype drop-down to get an idea of the options.
•If you're an Asset Administrator, you can create your own asset subtype if needed (for types other than Consumable).
•To create a software asset, you must do so from the Software Assets workspace. Once created, the Software Asset asset type will display in the Hardware Assets workspace with the other asset types. For details, see Software asset management.
3.At the top of the form, enter the asset's Name, Asset Tag, and Serial number. The serial number is especially important as the unique identifier that Asset Manager Essentials uses to track an asset.
For a Consumable, enter the Name, Type (keyboard or mouse), Quantity, and assign it to a Storage Space. Consumables aren't tracked like more valuable assets, so they don't require serial numbers.
The asset is created. You can now use the additional fields available on the tabs.
Double-clicking an asset in the Hardware Assets workspace opens the full record for the asset, enabling you to edit it. Use the following tabs on the asset record page to update and access additional information:
•Details – Records basic information about the asset.
•The left-hand column provides physical information about the asset. The Asset Subtype field is a validation list that enables you to categorize similar assets into different subtypes. For example, the asset Computer has the subtypes Laptop, Desktop, and so on. If you have the Asset Administrator role, you can Add, Edit, or Delete asset subtypes by clicking next to the drop-down box. For details, see Validation lists. For details about adding and editing manufacturers, see Manufacturers.
•The middle column provides information about its location and usage. Click Assign User or Assign Location to assign the asset to a user or location. Alternatively, click Check In to check in the asset to a storage space and add this record to both the Locations and Stock Management workspaces for tracking. Once an asset is checked in, it can later be transferred to a new storage space if needed by clicking Transfer Stock. For details about storage spaces, see Locations and storage spaces and Stock management.
The Status field shows where the asset is in the asset lifecycle, and Environment indicates where the asset is being used: in production, test, QA, and so on. The remaining fields in this column enable you to specify the Use Policy (such as any encryption requirements), the Service Level, and the asset's security and regulatory requirements.
Note that when the Status field for an asset is changed to Assigned, Disposed, Lost, or Destroyed, the asset record is removed from its listed storage space here and in the Stock Management workspace.
•The right-hand column provides lifecycle, warranty, and identification information. The read-only Asset Age (mo) field calculates the number of months since the purchase date to either the current date or the date when the asset's Status was changed to Disposed, Lost, Stolen, Retired, or Destroyed. This field, along with the Useful Life (mo) field, are used for the calculation of the asset's Depreciation Value on the Finance tab.
•Custom Attributes – A tab that doesn't display by default. Asset Manager Essentials provides a large number of fields that store all of the information about an asset that most organizations need. However, if required, you can configure your system to display this additional tab on the asset record page to record further information. For details, see Custom attributes for assets.
•Discovery – A read-only tab that enables you to compare assigned values for an asset with the values that were actually discovered by an automated tool such as Ivanti Endpoint Manager, Microsoft SCCM, or even a recent barcode scan. It's critical that you understand the movement of assets within your organization so that you can proactively update asset details to keep them accurate and then refine the processes that govern asset movement.
•The Discovery tab displays discovery information including the Original Import Source (the source that the asset record was created from), and the Last Import Source (the source of the latest changes to asset attributes, such as Excel, Ivanti Endpoint Manager, SCCM, and so on).
•The Last Scan Date is the date that the asset was last scanned from a discovery tool.
•You can also compare Assigned Values with Discovered Values for the asset so that you can see what these properties should be and what they actually are at the same time.
•Licensable Software – If you're using Ivanti License Optimizer to import software records into Asset Manager Essentials, you can link to licensed software that may be installed on this asset. Records are grouped by manufacturer.
•Installed Software – Displays a list of the software installed on the asset, grouped by manufacturer. The effective management of software usage gives one of the largest returns on investment in IT asset management.
•Network – Displays a list of network adapters linked with the asset, showing information such as Manufacturer, IP Address, MAC Address, and Subnet Mask. You can link, unlink, delete, or create new network adapters.
•User Assets – Provides a list of other assets that are also owned by the Assigned User of the current asset, grouped by type—this can be useful when you're reclaiming assets. (You can assign a user to an asset from the Details tab.)
•Relationships – Provides a visual relationship mapping of how the asset is connected in your IT system.
•Contracts – Provides information about the contract line items associated with the asset.
•You cannot create contracts or contract line items from here—they're created in the Contracts workspace. For details, see Contract management.
•Vendor – Provides details about the vendor of the asset. To update details about the vendor, or see the full record for the vendor, click Go to. To associate a vendor with this asset or change the vendor association, use the Finance tab.
•Vendor Scorecards – If you've specified the Vendor on the Finance tab, you can add vendor scorecards to record the performance of the vendor for each interaction you have with them. For details, see Vendor management.
•Scorecards enable you to rate vendors and the products they provide. You can add scorecards on the asset record, on a purchase order, or on a contract line item. The details of all scorecard entries and a performance score calculated from these scorecards appear on the vendor record, so that you can see how well the vendor is meeting the needs of the organization.
•Finance – Provides financial information about the asset.
•The Financial Details section enables you to record and view information about the purchase of the asset. You can specify the Vendor and Vendor SKU, and provide information about the Purchase Order, Purchase Date, Freight Cost, Purchase Price, Ownership Type, and Acquisition Method.
•Note that when you enter information into the Purchase Order and Vendor fields, Asset Manager Essentials will attempt to populate the fields with purchase order numbers and vendors that match ones already added to the Purchase Order and Vendor workspaces. Only Asset Administrators can add new purchase orders or vendors here if needed. For details, see Procurement and Vendor management.
•The Purchase Date and Purchase Price are taken from the Purchase Order for the asset. You can add to and edit the values available in Acquisition Method and Ownership Type by clicking . To see the complete Purchase Order record, click alongside Purchase Order, then click Go to.
•The second column provides information about the value of the asset to the business. You can record who the Financial Owner is (populated by information first added to the Financial Owners workspace), the Fixed Asset GL, the Salvage Value, and the current Market Price for the asset. Financial ownership is tracked at the cost center or organizational unit level. The Fixed Asset GL enables you to assign a General Ledger Code to the asset record, which is useful when you need to conduct a capital audit and need to know which assets are impacted. The salvage value for an asset is the value of the asset when it has reached the end of its useful life, as recorded on the Details tab.
•This section also reports the current Depreciated Value for the asset. This value is calculated by determining the monthly straight-line depreciation from the Purchase Price to the Salvage Value using the Asset Age (mo) calculated on the Details tab. The monthly depreciation is calculated by subtracting the Salvage Value from the Purchase Price and multiplying this value by the Asset Age (mo) divided by the Useful Life. Each month, this depreciation value is subtracted from the purchase price to give the Depreciated Value until it matches the salvage value at the end of its useful life.
•Financial Transactions – Displays a list of additional costs incurred by the asset.
•You can add new items to this list using either the New ITFM Cost item or New from price list item buttons. Contract renewals also appear here. For details, see Adding contract line items.
•Journal – Enables you to add notes to the asset record using the New button. Asset Administrators can customize the available journal categories and sources. For details, see Journals.
•Attachments – Attach a document to this record, or add a URL link to a relevant website. URLs must include the https:// prefix.
•Inventory Transactions – Enables you to track the movement of the asset over its lifespan as it moves between locations, storage spaces, and users.
•Scan Log – Displays a list of barcode scans associated with the asset. For details, see Barcode scanning.
•Audit History – Tracks the changes made to key asset attributes, including the date and time of the change and the authenticated administrator making the changes.
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