necessary and desired attribute fields for a good asset system gary quinn, cppm
TRANSCRIPT
Necessary and Desired Attribute Fields for a Good Asset System
Gary Quinn, CPPM
Class Objective:• Collectively discuss various fields that
a good asset system should have
This is not a presentation or a lecture as there will be as many good ideas as there are people in the room
• ASTM Standards– E2675-09, Standard Practice for
Property Management Systems Outcomes
– E2604-09, Standard Practice for Data Characteristics of Equipment Records
– E2812-11, Standard Practice for Uniform Data Management in Asset Management Records Systems
Don’t re-invent the wheel
System Outcomes: (Process Management)• Mission Support• Accounting and
Accountability• Information Management• Planning• Relationships
System Outcomes: (Operational Outcomes)• Property Functionality• Resource Optimization• Property Visibility• Safety and Security• Installation, Movement and
Storage
Data Elements in the SystemEssential Elements (so sayeth ASTM)
• Identification Number• Description• Receipt Date• Unit Acquisition Cost• Location
Data Elements in the SystemOptional Data Elements (so sayeth
ASTM)
• Model Number• Physical Inventory Date• Owner• Maintenance• Manufacture Date
Data Elements in the SystemOptional Data Elements (so sayeth
ASTM)(Continued)
• Part Number• Serial Number• User• Additional Identification
How do you feel about that?• Have enough essential data
fields?• Have enough data fields to be
able to conduct your day to day business?
• Think you could pass an audit with those fields of data?
From a couple of Property Managers that have been through a few audits, designed the fields necessary for a good system, and argued that this ASTM standard was exceptionally lacking:• “You would never pass an audit on any
level with only those fields”• So, what fields do you need for your
system?
A different way to look at it:• Data fields that identify the asset• Data fields that identify ownership• Data fields that identify financial status• Data fields that identify use• Data fields that identify disposal
What data fields do we need to identify the asset?• Description• Serial number• Manufacturer and model• Classification• Inventory tag number and asset ID if
different
What data fields do we need to identify ownership of the asset?• Department/Section, etc. (who is
responsible)• Who has financial interest • Location• Custodian• Grantor (if applicable) and any disposal
requirements
What data fields do we need to identify the financial status of the asset?• Purchase price and in service date• Receipt date (and supporting documents)• Voucher and payment information • Useful Life• Depreciation method and residual value/%• Owners claiming a financial interest (in case
of split ownership)
What data fields do we need to identify the use of the asset?• Inventory date• Owner and location• Status (Received, work in progress, in
service, impaired, surplus, disposed)• Condition• Maintenance Status
What data fields do we need to identify the disposal of the asset?• Date of Disposal• Method of Disposal• Recipient (including transfer of title if
applicable)• Proceeds and Gain or Loss on Sale Item
and/or lot number if auctioned
Gary Quinn, [email protected]