This article guides Order Administrators and Order Processors in adding equipment to their asset inventory.


Overview

Facilitron Works is capable of tracking asset costs, maintenance, and manufacturer recommended routine maintenance on said asset. Tracking the inspections, maintenance, and costs associated with each asset is a good business practice for any organization. Once fixed assets are added to the system, work orders can be assigned or associated with these fixed assets to allow the tracking of maintenance costs associated with all the major assets being maintained by the district. You can see the various data points the system can track in the asset inventory page, by clicking the Add New button. 


Asset Inventory

Inventory is broken up into Assets or Consumables. 

Assets are usually higher-dollar-value pieces of equipment that a district uses and maintains (e.g., HVAC units, vehicles, computers, power washers etc.).

Consumable assets are items that are typically expensed or used up (e.g. toilet paper, soap, etc.).

Types of Assets

  • Larger assets such as HVAC units, kilns, and vehicles (either white fleet service vehicles and yellow fleet school buses) need regular maintenance and inspections.
  • Smaller assets such as computers and printers are notoriously difficult to keep track of as teachers and staff move offices and locations. Often, there are back rooms at every site that collect older equipment of this sort that gets forgotten. Facilitron Works effectively enables Facility Owners to keep an account of outdated assets by recording them in the active inventory after they have outlived their useful life.


Building Asset Inventory on Works

Typically, assets can be uploaded into Works by using an export from your accounting system. A formatted Excel spreadsheet template is provided for proper formatting. This template can be found by clicking the vertical ellipses in the upper right corner > clicking Import Data > on the subsequent page, clicking IMPORT EQUIPMENT > then clicking Equipment Excel Spreadsheet Template to download the template.

Assets belong to various groups like Generators, HVAC, Vehicles etc. These groupings allow you to appropriately sort your assets lists to focus on the specific type of asset you are working with. Asset groups can be added by going to Assets > Inventory - Assets > Asset Groups and clicking Add New Group. To view these groups, you can export asset data by going to Reports > Exporting > Export Asset Data.

Adding New Assets on Works Manually

1. Go to Assets > Inventory - Assets > Assets/Equipment. Click the blue Add New button.

2. Add relevant data points as depicted below.

  1. Asset Type: Assets require an appropriate type. This would be a subsection of the asset group to further refine searching/reporting for specific types of assets. As an example, vans or buses would be types of assets in the Vehicle group. Asset types can be added by going to Assets > Inventory - Assets > Asset types and clicking Add New Type.
  2. Asset Barcode ID: Presently, Facilitron uses the standard code 3 of 9 architecture. All manufacturers currently use that standard for their serial number identification for their assets. School districts will often have their own barcode ID method and also use the same code 3 of 9 standard architecture. This asset barcode identification number is what correlates the asset while conducting an inventory audit. Please see Conducting an Inventory Tour of Assets for more information.
  3. Asset Status: This can be considered the condition of the asset. Typically, these would be Good, Fair, or Poor. Poor being the condition that requires substantial maintenance and should be replaced. You can find and set the asset statuses that can be assigned to each asset under Assets > Inventory - Assets > Asset Statuses.
  4. Allow Users to Select for Work Orders: Ticking this on determines whether the asset can be displayed in the equipment drop down list on the work order form. When going into a new work order or editing a work order, when the Purpose Equipment is chosen, it will cause the drop down list to show. You may want to leave this option unticked for an asset like a kiln, if workers shouldn’t be working on kilns. It is important to note that the equipment purpose should be configured in the system ahead of time. 
  5. Funding Source: This option allows Accounting to know if a special program paid for this asset. If so, this may require additional audit requirements. Different titles of education code that require categorical funding, i.e. purpose-specific, have additional audit requirements. This Funding Source option provides a methodology to track who paid for this asset so that you can easily look up that budget code and its associated equipment for doing audits, such as an asset inventory audit. To set up a new budget go to Manage > Website Configuration > Budget Accounts > and click the blue + Add New button.
  6. Default Budget for Work Orders: This option is used in a chargeback scenario, such as the accounting office of Education who chargeback the schools individually for all services rendered. Each time this happens, a budget number is created and attributed to that school or asset. Therefore, all work orders for that school or said asset will default to the default budget. Often, the maintenance department will have a deferred maintenance budget for equipment repairs. This default budget is commonly used for that.
  7. Okay to Check Out: This option is related to a physical tool room where an asset is stored. The option enables people to check out an item using Facilitron Works to track this activity. An example of something to check out would be a tool like a drill or hammer, but not a kiln/fixed item.
  8. Check in Status: This only applies to equipment that is ok to check in or check out, so that you know whether it’s in stock, or checked out. Upon creating an asset, you can specify whether it currently is or isn’t in stock.
  9. Organizational Division: The Organizational Division is the parent of the department. Thinking of a district’s organization chart division, such as Ed division, Facilities division, IT division- these are all hierarchical divisions in the district's organization chart where each has departments within them, i.e. Maintenance has the department Grounds and Operations for custodians. So, the organizational divisionis the overarching parent name for all departments such as Maintenance and, subsequently, departments are divided into sub-sections such as Grounds, Custodial, and Maintenance. 
    1. Please note, this is applicable only for users of the Region feature. Configuring this system default setting will exclude other departments from seeing each other's work orders. Please reach out to your account manager if you wish to enable this feature.
  10. Department: As noted above, this is a sub-section within the parent Organizational Division.
  11. Inventory Pool: (Different from Groups) Every tool room has different pools that may be organized by number, department names, trade names, etc. The intent is to classify tools for use by groups of individuals, exclusively. As an example, there might be a pool for just the electricians' tools or HVAC tools to separate those assets and, thereby, only allow for checking them out by the exclusive members of those groups.