Concepts and Processes → Process Apps Overview → SSM Process Apps → Asset Management → Asset Management Overview
The Asset Management process app addresses the following areas:
You can use these methods to add assets to your system:
You can use Asset Management to track approvals for assets that have not been approved by a different process, such as Service Requests.
By default, two levels of approval are required for new assets:
Approvals are typically made by managers or department leads, who provide or approve the business justification for an asset.
Approvals are typically made by members of the financial team, who approve the cost of the asset.
Once assets are approved, they move to purchasing.
To make approvals optional or to use the Service Requests approvals process, refer to Managing the Approval Process.
After assets are ordered and delivered, they move to the acquired state.
Assets with an assigned class of Computer, Hardware, Office Equipment, Other Fixed Assets, and Software must be added to the configuration management database (CMDB). The asset and the configuration item (CI) are linked together.
After assets have been added to the CMDB, they are typically assigned to an employee. You can use the User Info tab on the asset to see all assets assigned to that employee.
You can also choose to move acquired assets directly to the IT inventory.
The exception is leasehold improvements, which would include capital improvements to leased properties, such as adding new carpet or renovating a workroom. Leasehold improvements move directly from "Purchasing" to "Active" until their associated leases are terminated.
Use the Collect transition to move assets from an employee to the IT inventory so they are available for other employees.
Use the Salvage transition to dispose of assets. For example, you may destroy, recycle, or sell assets. To ensure the asset is included in depreciation calculations, you must provide a salvage value, even if that value is $0.
Once assets are salvaged, the related CI automatically becomes inactive in the CMDB.
Use the Report Lost transition to move assets to a missing state. If an asset is later found, it can be returned to the assigned state. If the asset is not found, it can be removed from inventory.
Refer to 5. Audit.
And once assets associated with CIs are salvaged or removed from your inventory, the related CI is automatically set as inactive.
Depreciation calculations start once assets are acquired. After that, depreciation is automatically calculated on the first day of every month until an asset is retired.
Asset managers, members of the financial team, and administrators can also use the "Update Depreciation" transition to manually calculate depreciation for individual assets between the automated calculation cycles. This transition is located in the Other drop-down list.
Your administrator can configure when depreciation calculations automatically occur. For details, refer to Changing Depreciation Calculation Dates.
You can view depreciation data on each asset or run one of several provided reports to quickly see depreciation data by department or asset class.
Assets that have been acquired but not assigned to an employee are automatically moved to an audit state after 30 days.
Assets can be manually moved to an audit state so you can verify their existence and the accuracy of information about the asset. If assets are not found, they can be moved to a missing state.
Auditing is typically performed by an asset manager or another member of the IT group. To audit assets, use the provided Assets Currently Being Audited report or create your own reports.
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