Asset Management Class Forms

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Asset Management Class Forms

Purpose: This document will act as a “button guide” and show the available Tabs, Fields, and Tasks for each class. A

description of each class will follow the screen shot of the task or form. It will also include best practices, examples, and tips to help design and use the Asset Management application.

Contents

Common Properties ... 2

1. Common Buttons & Actions ... 2

Browse, Create, & Refresh Buttons ... 2

Web Site Button ... 2

Greyed out fields ... 2

Related Assets Buttons ... 3

Required Fields ... 4

2. Common Tabs & Fields ... 5

Related Items Tab ... 5

History Tab... 6

Vendor Section ... 7

3. Common Tasks ... 8

Asset Management tasks ... 8

Configuration Items tasks ... 8

Class Specific Form Details ... 9

1. Catalog Item Form ... 9

2. Cost Center Form ... 11

3. Invoice Form ... 13

4. License Form ... 15

5. Location Form ... 17

6. Subnet Form ... 20

7. Organizations Form ... 22

8. Purchase Orders Form ... 25

9. Purchase Form ... 27

10. Vendor Form ... 29

11. Lease Form ... 31

12. Support and Maintenance Contract Form ... 34

13. Warranty Form ... 37

14. Hardware Asset Form ... 39

15. Software Asset Form ... 45

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Common Properties

This section will cover the common Buttons, Fields, Tasks, Actions, Tabs, and Form properties that will be displayed in multiple locations and on most of the Asset Management class forms. Items covered here will not be described in detail in the Class Form specific section of this guide.

1. Common Buttons & Actions

This section will show the buttons that are on many of the forms. It will detail what they do and also how the different greyed out fields on the forms can be understood.

Browse, Create, & Refresh Buttons

Browse

Choose this button to select an entry for the field. A text entry into this field will not apply. If the entry you want is not in listed you can select the Create button. You can also close the current form, and go to the appropriate class to create the relationship.

Create If you need to add a new value for a relationship, select this button to create the relationship without having to leave the current form. It will now be displayed when you select Browse.

Refresh This button will update any properties that may have been updated for the selected value.

Web Site Button

Go To Enter an internet address with http:// or www, and this button will open the site in a new window.

Greyed out fields

There are various conditions for a greyed out field.

The Address line 1 and 2, and associated Vendor properties are greyed out, because it is a read only field that is based on the Vendor selection that will populate it.

The Catalog Item name is greyed out, because it is a primary key. If it needs to be changed or reworded, simply create a new entry, in this case a Catalog Item, associate all required items to the new one, and delete the original Catalog Item.

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www.cireson.com 3 of 51 http://kb.cireson.com The read only date fields will be blank until an associated Warranty or Contract is selected. If the selection is a “Master” Warranty or Contract, you will also have to enter a “Received Date” for the Asset before any dates are displayed.

Related Assets Buttons

All forms have a Tab that displays Related Assets (Hardware and/or Software) that have been associated to that class. To the right of that field are buttons that will allow you to Add, Remove, Open, or Export those items.

Add: This will allow you to add additional assets, or users in other forms, to the list of associated items. When you select this button a “Select objects” window will appear for you to search for the items. This is just one of the several ways and locations to associate an asset to a class.

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www.cireson.com 4 of 51 http://kb.cireson.com Remove: Once you select one of the assets, the Remove button will be selectable. This simply removed the asset from

the list.

Open: Once you select one of the assets, the Open button will be selectable. This will open the form for that selection. In this case it would be the Cireson Hardware Asset form.

Export: This button will export all the assets in that window and prompt you to save a .csv file after you choose a location and add a file name. After it is saved, you will immediately receive a popup window asking, “Do you want to open the file now? The output of that export will have the column headers from that window, along with the GUID of that asset. You can then easily manipulate the data.

Required Fields

Required fields will either be marked by an asterisk * or by a red border. Some of the required fields can be turned off, and those will be discussed in the form specific section of this guide.

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2. Common Tabs & Fields

This section will show the two Tabs (Related Items, History) that are on every class form. Along with a description of the Vendor section that is on several of the forms.

Related Items Tab

This tab works the same way as it does in the out-of the-box Configuration Item section of Service Manager, and is on every class form in Asset Management.

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History Tab

This tab works the same way as it does in Service Manager, and is on every class form in Asset Management. It will track changes from all users and automated processes.

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Vendor Section

There is a separate Vendor class and form, but this is in reference to the Vendor section that is near the bottom of many of the class forms. In future screen shots of the class forms, the Vendor section will be collapsed as shown below.

Vendor is displayed on the General tab of the following: Catalog item Invoice Purchase Order Purchase Lease Support Contract Warranty

Vendor is displayed on the Finance tab of the following: Hardware Asset

Software Asset

 Collapsed View

If the Vendor has been associated, its properties will be displayed. If you select the Browse button to associate a Vendor, as soon as you select one from the list, its properties will auto fill. Even though the Web Site field is not greyed out, it is a read only field. If there is a Web Site displayed, you can select the blue Go To button to open the site in a new window.

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3. Common Tasks

Each class has its own associated Tasks. However, there are many common tasks across them all. This section will discuss the tasks that all Asset Management related forms will display. In the individual Forms section of this guide, the following task sections will be collapsed to more easily focus on the class specific tasks.

Asset Management tasks

The following task section will be displayed for every Asset Management class. This provides the opportunity to create any item regardless of what section you are viewing.

 Collapsed View

Configuration Items tasks

 Collapsed View

The Create Folder task will allow you to create a folder in the current class you are viewing. This can also be accomplished by right-clicking on the name of the class in the View as shown below:

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Class Specific Form Details

This section will show a screen shot of the form and tasks, then a description of the data fields.

Task Pane: The examples for each class below will have their tasks pane collapsed. The tasks that are displayed to the right of each form, are actually the tasks you would see if you did not have a form open. The only Task section that is visible when the form is open is top section of the Tasks, as highlighted below.

1. Catalog Item Form

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www.cireson.com 10 of 51 http://kb.cireson.com Catalog Item Class: This is a way to keep a virtual inventory of all the standard equipment your department issues. You can

start with the most recent laptops and desktops you have, but then expand into other HW asset types. Depending on the selections you chose in the AM settings, these values will auto populate a Hardware Asset with Cost\Price, Model, Manufacturer, Vendor, and Hardware Asset type when you associate it. In the settings, only select the checkboxes for the values that will always be the same for any asset you associate to the Catalog Item.

Examples: Standard Laptop E6510, Standard Travel Laptop E6400, Standard Eng. Desktop Z800

Catalog Item Name: (Unique Value/Primary Key) There is no need to duplicate the Manufacturer and Model in this field. Possibly have the purpose of the asset, followed by the model. This way it will always be unique. See above example.

Catalog Item Type: Customizable list value. Default value of Computer. List the different types of assets you wish to track. Do not rename or delete the default value, as all computers imported from SCCM will be labeled as

“Computer”. This list value will be the same as the Asset Type value on the Hardware Asset form. Manufacturer: Customizable list value. Choose the manufacturer for your item.

Model: Customizable list value. Choose the model for your item. You can remove the requirement in the AM settings. Product Id: Enter the manufacturer’s product id for that specific model.

Price: Keep track of the general price you pay for this item. Do not enter a “$”.

Web Site: Enter an internet address with http:// or www, and the button will open the site in a new window. Typically a link to the items support & maintenance page or “home page” on the manufacturer’s website. Notes: Standard text box that accepts the Enter key and auto grows as you type.

Vendor Section: Associate a vendor to this catalog item. Described in Common Tabs & Fields section above. Catalog Image: Upload an image of the item for a visual reference for the specific piece of equipment.

Related Assets Tab

(Catalog Item)

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2. Cost Center Form

General Tab

Cost Center Class: This allows you to keep track of any cost centers or business units your company uses for tracking costs for different areas.

Cost Center Code: (Unique Value/Primary Key) Enter the name of the cost center. Organization: Associate an organization from the list, or create a new one.

Custodian: Assign an AD user or group to be responsible for this Cost Center. This is a static field. Description: Standard text box that accepts the Enter key and auto grows as you type.

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Related Assets Tab

(Cost Center)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this cost center. Related Software Assets: This allows you to add/view all the associated software assets for this cost center.

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3. Invoice Form

General Tab

Invoice Class: This allows you to track the primary invoice information and provides a reference to the original invoice normally stored in a purchasing system.

Invoice Order Number: (Unique Value/Primary Key) Enter the invoice order number.

Received Date: Choose the received date for the Invoice. If it is unknown for initial import, define a default date to use as unknown. Example: 1/1/2000

Invoice Amount: Enter the amount on the invoice. Do not enter a “$”. Cost Center: Associate a cost center from the list, or create a new one.

Notes: Standard text box that accepts the Enter key and auto grows as you type.

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Related Assets Tab

(Invoice)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this invoice. Related Software Assets: This allows you to add/view all the associated software assets for this invoice.

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4. License Form

General Tab

License Class: This allows you to keep track of all the license keys for your software assets. Each unique license key will have its own line license.

License Name: (Unique Value/Primary Key) Enter the name of the license. Naming conventions can use the software name with a reference to the person it was purchased for, or a pieces of the actual key to make it unique.

License Type: Preset list values. If set to Temporary it will also use the License Status and Expiry Date fields. Otherwise, those fields will be greyed out. (Temporary, Permanent)

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www.cireson.com 16 of 51 http://kb.cireson.com License Status: Applies to temporary licenses, and is calculation based on the expiration date and the value you set in the AM

settings for “Number of days left on a License to set Expiring status”. (Current, Expiring, Expired) Expiry Date: The expiration date for the temporary license.

Version: Text filed to use as needed.

Cost Center: Associate a cost center from the list, or create a new one.

Custodian: Assign an AD user or group for whom the license was purchased. This is a static field. License Key: Enter the license key here.

Notes: Standard text box that accepts the Enter key and auto grows as you type.

Vendor Section: Associate a vendor to this license. Described in Common Tabs & Fields section above.

Related Assets Tab

(License)

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5. Location Form

General Tab

Location Class: This allows you to track the location of your hardware assets from a unit as large as region or country down to a cubical or data warehouse rack number. With the filtering capability of SCSM, it will be easy to get an immediate view of the assets of a particular location.

Location Name: (Unique Value/Primary Key) Enter the name of the location. To help with the naming convention, look in the Asset Management “Tips n’ Tricks section for “Manage Locations and Organizations”.

Address line 1: Enter the first line of the address.

Address line 2: Enter the second line of the address. (Apt, Suite) City: Enter the city

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Country: Enter the country

Contact Name: Enter the primary contact’s name for this location Email: Enter the primary contact’s email for this location

Telephone: Enter the primary contact’s phone number for this location Fax: Enter the primary contact’s fax number for this location

Notes: Standard text box that accepts the Enter key and auto grows as you type.

Subnets Tab

(Location)

Subnets: This allows you to add the subnets for this location. After configuring the AM settings, you can have the location of network discoverable computers change based on the current subnet it is on.

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Related Assets Tab

(Location)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this location. Related Software Assets: This allows you to add/view all the associated software assets for this location.

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6. Subnet Form

General Tab

Subnet Class: This allows you to name an IP range and associate a location to a computer based on its current subnet it is connected to, if your network configuration is designed in this manner. Only IPv4 is supported.

Subnet Name: (Unique Value/Primary Key) Enter the name of the subnet. IP Address Range: Enter the range as shown in the example under the field. Subnet Mask: Enter the subnet mask as shown in the example under the field.

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Related Locations

(Subnet)

Related Locations: This allows you to add the locations for this subnet. After configuring the AM settings, you can have the location of network discoverable computers change based on the current subnet it is on.

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7. Organizations Form

General Tab

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track the associated hardware and software assets.

Organization Name: (Unique Value/Primary Key) Enter the name of the organization. To help with the naming convention, look in the Asset Management “Tips n’ Tricks section for “Manage Locations and Organizations”.

Custodian: Assign an AD user or group that is responsible to communicate any related organizational structure change. This is a static field.

Cost Center: Associate a cost center from the list, or create a new one.

Notes: Standard text box that accepts the Enter key and auto grows as you type.

Primary Location: Associate a location from the list, or create a new one. If this organization has multiple location, choose the main one.

Locations Tab

(Organization)

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Related Assets Tab

(Organization)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this organization. Related Software Assets: This allows you to add/view all the associated software assets for this organization.

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8. Purchase Orders Form

General Tab

Purchase Order Class: This allows you to track the primary purchase order information and provides a reference to the original PO normally stored in a purchasing system.

PO Number: (Unique Value/Primary Key) Enter the purchase order number. Total Cost: Enter the cost from the purchase order. Do not enter a “$”. Cost Center: Associate a cost center from the list, or create a new one.

PO Date: Choose the date the purchase order was created. If it is unknown for initial import, define a default date to use as unknown. Example: 1/1/2000

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Related Assets Tab

(Purchase Order)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this purchase order. Related Software Assets: This allows you to add/view all the associated software assets for this purchase order.

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9. Purchase Form

General Tab

Purchase Class: This allows you to track the individual purchases for software within a purchase order. This will keep a running total cost for the purchases.

Purchase Name: (Req. field/Unique Value/Primary Key) Enter the name of the purchase. To ensure it is a unique value, you can combine the name of the software with the license key or a value from the purchase order.

Notes: Standard text box that accepts the Enter key and auto grows as you type. Cost Center: Associate a cost center from the list, or create a new one.

Custodian: Assign an AD user or group who made the purchase, has access to the related purchase order, or the point of contact for the purchase. This is a static field.

Purchase Order: Associate a purchase order from the list, or create a new one. Invoice: Associate an invoice from the list, or create a new one. Expected Date: Choose the expected date for the purchase.

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www.cireson.com 28 of 51 http://kb.cireson.com Asset Cost: Enter the cost of this purchase. It will be totaled up in the software asset you associate it to.

Do not enter a “$”.

Sup. & Maint. Contract: Associate a contract from the list, or create a new one.

Vendor Section: Associate a vendor to this purchase. Described in Common Tabs & Fields section above.

Related Assets Tab

(Purchase)

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10. Vendor Form

General Tab

Vendor Class: This allows you the ability to keep track of all external companies, vendors, and contacts that your departments deal with in a central location. Don’t just think of it is as a “Vendor”. The vendor can be associated with most classes. If there are multiple contacts for a single vendor, you can add a prefix. (Sales-Cireson, Support-Cireson, Consultant-Cireson, Marketing-Cireson)

Vendor Name: (Unique Value\Primary Key) Enter the name of a vendor.

Web Site: Enter an internet address with http:// or www, and the button will open the site in a new window. Typically the vendor’s website or web portal/login page if applicable.

Address line 1: Enter the first line of the address.

Address line 2: Enter the second line of the address. (Apt, Suite) City: Enter the city

State: Enter the state or province

Postal Code: Enter the post code or country code Country: Enter the country

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www.cireson.com 30 of 51 http://kb.cireson.com Contact Name: Enter the vendor’s name

Email: Enter the vendor’s email address Telephone: Enter the vendor’s phone number Fax: Enter the vendor’s fax number

Notes: Standard text box that accepts the Enter key and auto grows as you type.

Related Assets Tab

(Vendor)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this vendor. Related Software Assets: This allows you to add/view all the associated software assets for this vendor.

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11. Lease Form

General Tab

Lease Class: This allows you to keep track of individual or master lease contracts for your hardware assets. Lease Name: (Unique Value/Primary Key) Enter the name of the lease.

Contract Status: Calculated based on the lease start and end date, and the value you set in and the AM settings for “Contract Status Warning Threshold (% of contract remaining)” (None, OK, Warning, Expired) If Master Contract is selected, this field will be greyed out and display “Master”.

Lease Start Date: Enter the start date for the lease. If Master Contract is selected, this field will be greyed out. Lease End Date: Enter the start date for the lease. If Master Contract is selected, this field will be greyed out.

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www.cireson.com 32 of 51 http://kb.cireson.com Days Left: Calculated based on the lease start and end date. If Master Contract is selected, this field will be

greyed out.

Last Updated: Displays the last time the contract was updated. Based on the AM settings the update workflow can run when selecting OK on the form, on a schedule, or both.

Master Contract: Check this to set a time span for the lease based on the received date. Used for hardware that always gets a set lease period. This can save from having to create multiple leases. Example: 3 Years from received date.

Master Contract Span: Enter a numeric value for the length of the master lease.

Master Contract Unit: Choose a unit of time for the length of the master lease. (Days, Months, Years) Notes: Standard text box that accepts the Enter key and auto grows as you type.

Vendor Section: Associate a vendor to this lease. Described in Common Tabs & Fields section above.

Finance Tab

(Lease)

Cost Center: Associate a cost center from the list, or create a new one.

Custodian: Assign an AD user or group who is responsible for this lease. Automated notifications based on the contract status can be configured to email this person. This is a static field.

Purchase Order: Associate a purchase order from the list, or create a new one. Invoice: Associate an invoice from the list, or create a new one. Contract Cost: Enter the cost of the contract. Do not enter a “$”.

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Related Assets Tab

(Lease)

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12. Support and Maintenance Contract Form

General Tab

Support & Maintenance Class: This allows you to track the support contracts

for your hardware and software assets.

Contract Name: (Unique Value) Enter the name of the contract.

Contract Status: Calculated based on the contract start and end date, and the value you set in and the AM settings for “Contract Status Warning Threshold (% of contract remaining)”. (None, OK, Warning, Expired) If a Master Contract is selected, this field will be greyed out and display “Master”.

Contract Start Date: Enter the start date for the support contract Contract End Date: Enter the start date for the support contract.

Days Left: Calculated based on the contract start and end date.

Last Updated: Displays the last time the contract was updated. Based on the AM settings the update workflow can run when selecting OK on the form, on a schedule, or both.

Notes: Standard text box that accepts the Enter key and auto grows as you type.

Vendor Section: Associate a vendor to this contract. Described in Common Tabs & Fields section above.

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Finance Tab

(Support and Maintenance Contract)

Cost Center: Associate a cost center from the list, or create a new one.

Custodian: Assign an AD user or group who is responsible for this support contract. Automated notifications based on the contract status can be configured to email this person. This is a static field.

Purchase Order: Associate a purchase order from the list, or create a new one. Invoice: Associate an invoice from the list, or create a new one. Contract Cost: Enter the cost of the contract. Do not enter a “$”.

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Related Assets Tab

(Support and Maintenance Contract)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this support contract. Related Software Assets: This allows you to add/view all the associated software assets for this support contract.

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13. Warranty Form

General Tab

Warranty Class: This allows you to track the individual or master warranties for your hardware assets.

Warranty Name: (Unique Value\Primary Key) Enter the name of the warranty. You can use a prefix of Standard or Master. Contract Status: Calculated based on the warranty start and end date, and the value you set in and the AM settings for

“Contract Status Warning Threshold (% of contract remaining)” (None, OK, Warning, Expired) If Master Contract is selected, this field will be greyed out and display “Master”.

Warranty Start Date: Enter the start date for the warranty. If Master Contract is selected, this field will be greyed out. Warranty End Date: Enter the end date for the warranty. If Master Contract is selected, this field will be greyed out. Days Left: Calculated based on the warranty start and end date. If Master Contract is selected, this field will be

greyed out.

Last Updated: Displays the last time the warranty was updated. Based on the AM settings the update workflow can run when selecting OK on the form, on a schedule, or both.

Master Contract: Check this to set a time span for the warranty based on the received date. Used for hardware that always gets a set warranty period. This can save from having to create multiple warranties.

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www.cireson.com 38 of 51 http://kb.cireson.com Example: 3 Years from received date.

Master Contract Span: Enter a numeric value for the length of the master warranty.

Master Contract Unit: Choose a unit of time for the length of the master warranty. (Days, Months, Years) Notes: Standard text box that accepts the Enter key and auto grows as you type.

Vendor Section: Associate a vendor to this warranty. Described in Common Tabs & Fields section above.

Finance Tab

(Warranty)

Cost Center: Associate a cost center from the list, or create a new one.

Custodian: Assign an AD user or group who is responsible for this Warranty. Automated notifications based on the contract status can be configured to email this person. This is a static field.

Purchase Order: Associate a purchase order from the list, or create a new one. Invoice: Associate an invoice from the list, or create a new one. Contract Cost: Enter the cost of the contract. Do not enter a “$”.

Related Assets Tab

(Warranty)

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14. Hardware Asset Form

General Tab

Hardware Asset Class: This allows you to track any type of hardware asset your department may have. This is one of the main forms in asset management. Just add the hardware asset type to the list value and you can now track that item. You can automatically import computers from configuration manager, printers from active directory, network gear from operations manager, and import manually all the assets you have been tracking in excel spreadsheets and SharePoint lists. You can track the lifecycle of an asset from Ordered to Disposed.

Asset Name: (Unique Value) Enter the name of the hardware asset. If you initially import computers from SCCM, the computer name will be automatically entered for this value.

Hardware Asset ID: (Primary Key) In the AM settings you can choose this value. It is recommended to use the Serial Number. This allows you to enter assets before they are seen on the network, and sync up once discovered to associate the SCSM configuration item.

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www.cireson.com 40 of 51 http://kb.cireson.com Primary User: If there is an “Associated Configuration Item” synched to this hardware asset, the Primary User data

from SCCM may be displayed here based on the Asset Management settings. Catalog Item: Associate a catalog item from the list, or create a new one.

Description: Standard text box that accepts the Enter key and auto grows as you type.

Manufacturer: (Text or List) In the AM settings, you can choose to use the list values instead. Default text value will be the SCCM provided manufacturer. If you choose to use lists, this will display the same drop-down values from the Catalog Item manufacturer. Then, if a Catalog Item is associated it can auto fill with its manufacturer list value.

Model: (Text or List) In the AM settings, you can choose to use the list values instead. Default text value will be the SCCM provided model. If you choose to use lists, this will display the same drop-down values from the Catalog Item model. Then, if a Catalog Item is associated it can auto fill with its model list value.

Serial Number: Enter a serial number. The requirement for serial number or asset can be removed in the AM settings. If there is an associated configuration item, the SCCM provided serial number may be displayed. Asset Tag: Enter an asset tag. The requirement for serial number or asset can be removed in the AM settings.

If there is an associated configuration item, the SCCM provided asset tag may be displayed.

Hardware Asset Status: Customizable list value. Default values of Ordered, Received, In Stock, Deployed, Loaned, Retired, and Disposed. Choose the lifecycle status of the asset.

Asset Type: Customizable list value. Default value of Computer. List the different types of assets you wish to track. Do not rename or delete the default value, as all computers imported from SCCM will be labeled as “Computer”. This list value will be the same as the Catalog Item Type value on the Catalog Item form.

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General Tab

(Continued…)

Location: Associate a location from the list, or create a new one.

Location Details: This is a textbox that is only located on the hardware asset form. This field can be used to add a more detailed level for the location that may not have been added into the location class.

Example: Cubical #231, Behind Sarah’s desk, Data Center Rack 3

Organization: Associate an organization from the list, or create a new one.

Associated Configuration Item: The configuration item from the out-of-the-box computers will be displayed here if the serial numbers match, or the computer has been brought into asset management from the hardware asset sync workflow.

Contract: Associate a contract from the list, or create a new one.

Contract Status: Display field based on properties from the associated contract. (None, OK, Warning, Expired) Warranty\Lease Start Date: Display field based on properties from the associated warranty or lease.

Warranty\Lease End Date: Display field based on properties from the associated warranty or lease.

Use a Lease and not a Warranty: This checkbox will change the Browse button to show Leases, and change the Start and End Date label to Lease instead of Warranty.

Is a Master Contract: Display only. Checked if the selected Contract is a Master Contract. Support & Maintenance Contract: Associate a contract from the list, or create a new one.

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www.cireson.com 42 of 51 http://kb.cireson.com Contract Status: Display field based on properties from the associated contract. (None, OK, Warning, Expired)

Contract Start Date: Display field based on properties from the associated contract. Contract End Date: Display field based on properties from the associated contract.

Color Code for Contracts

The colored status bar will provide an easy to see view into the current Contract Status. You can open the Contract from the Relationship field displayed under these colored bars, and update any dates. If you do, you must delete the association to the contract, then reselect it to show the updated dates and colored status.

No Contract selected Valid Contract Warning Status Expired Status

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Finance Tab

(Hardware Asset)

Cost Center: Associate a cost center from the list, or create a new one.

Custodian: Assign the AD user you issued the hardware asset to. This person will be responsible for its return when the time comes. This is a static field. This field may be dynamic and receive information from SCCM based on the Asset Management settings.

Purchase Order: Associate a purchase order from the list, or create a new one. Invoice: Associate an invoice from the list, or create a new one. Expected Date: Choose the expected date for the hardware asset.

Received Date: Choose the date the assets were received. This date will control the start date for master contracts, and will be required to calculate the contracts end date.

Asset Cost: Enter the cost of the hardware asset. Do not enter a “$”. Master Lease/Warranty Starts: This field can be used in a few ways.

1. This field can be used to set the start date of the master lease or warranty or you can use the received date to start the master lease or warranty, and leave this blank.

2. This field can also be used in case the warranty is renewed, and you do not want to change the received date. It will take precedence over the received date, and continue to count down the warranty date instead of the received date. This will allow you to keep the original received date, and, will only apply to this specific hardware asset.

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www.cireson.com 44 of 51 http://kb.cireson.com Loaned Date: For loaner equipment, choose the date it was loaned out.

Loan Return Date: For loaner equipment, choose the date it was returned, or use this to track the expected date of return.

Disposal Date: Choose the date the equipment was disposed.

Disposal Reference: Enter the company or where the equipment was disposed.

Examples: Tech Recycling Company, Computer Hope Charity

Vendor Section: Associate a vendor to this hardware asset. Described in Common Tabs & Fields section above. May be automatically added if a Catalog Item has been associated and the proper settings were set in the “Hardware Asset Catalog Item Workflow” of the AM Settings.

Related Assets Tab

(Hardware Asset)

Hardware Assets belonging to this Hardware Asset: This allows you to associate other hardware assets to this one. Hardware Assets this Hardware Asset belongs to: This allows you to add/view the hardware assets that this one has been

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15. Software Asset Form

General Tab

Software Asset Class: This allows you to normalize the numerous line items from the default SCSM Software items. You will create a software and version pattern to create a manageable list of software assets. After entering the purchase count, with SCCM data, the form and view will display installed and available counts for each software asset. If you assign a custodian and set the warning thresholds, a person can be notified automatically if the number of available licenses are getting low.

Software Asset Name: (Unique Value) Enter the name of the software asset. This gives you full control over the name of the software asset, as opposed to the numerous variations of names a manufacturer like Adobe has. It is a good idea to add the version to this name also. In different parts of Service Manager, if you are adding a configuration item, only the name is displayed, and you won’t be able to see the version. This field is not the primary key, but is easier to manage if the value is unique.

Example: Acrobat Pro 9, Acrobat Standard 10, Word 2013,

Version: Enter the version of the software. Look at the version that is displayed in the OOB software configuration items for examples.

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www.cireson.com 46 of 51 http://kb.cireson.com Manufacturer: (Text or List) In the AM settings, you can choose which data type you want. Default will be a text field.

If you choose to use lists, this will display the same drop-down values from the Catalog Item manufacturer.

Primary User: This is a free people picker field/relationship you can use as needed. It is not linked to anything. Organization: Associate an organization from the list, or create a new one.

Location: Associate a location from the list, or create a new one.

Support & Maintenance Contract: Associate a contract from the list, or create a new one.

Software Asset Status: Choose a status (Approved, Not Approved), or add/ modify the list to fit your requirements. Software Asset Type: This is a free list field for you to use as needed.

Examples: Individual, Enterprise, No License-Freeware, Tracking Only

Is an Operating System: Check this to identify that this software is an OS.

General Tab

(Continued…)

Software Pattern: Enter a software name pattern that will help normalize the large list of software items from the OOB software configuration items. Please refer to the “User Guide – Software Asset Creation” under Asset Management Tips n’ Tricks for more details.

Version Pattern: Enter a version pattern that will help normalize the large list of software items from the OOB software configuration items. Please refer to the “User Guide – Software Asset Creation” under Asset Management Tips n’ Tricks for more details.

Warning Threshold Used: Enter the percent of available licenses that must be installed before the license status goes into a warning status. Please refer to the “User Guide – Software Asset Creation” under Asset Management Tips n’ Tricks for more details.

Exclusion Pattern: Enter an exclusion pattern that will stop software line items that are not actual instance of the install form being added to the installed count. Please refer to the “User Guide – Software Asset Creation” under Asset Management Tips n’ Tricks for more details.

Count every match per device and subtract from available count: This checkbox will count all instances of the install, vs just counting if at least one instance is installed.

Bundle: This will allow you to create multiple software patterns, version patterns, and exclusion patterns for one software item, in case one entry does not properly normalize all line items into one asset.

Is Bundle: This is a read only checkbox that will show if a bundle was used for this software asset. Purchase Count: A text box to enter the amount of licenses purchased.

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www.cireson.com 47 of 51 http://kb.cireson.com Installed Count: Read only field that will be populated from the associated configuration item and the programs in the

add/remove programs list coming from Configuration Manager.

Available Count: Read only field that will be populated from the difference between Purchased and Installed counts. License Status: Read only field that will display the status calculated from the Install, Available, and Warning Threshold. Last Updated: Displays the last time the software asset was updated. Based on the AM settings the update workflow can

run on a schedule or when selecting the “Update Software Asset” task. The items updated are software asset license status, purchase count, install count based on usage data from SCCM.

Finance Tab

(Software Asset Form)

Cost Center: Associate a cost center from the list, or create a new one.

Custodian: Assign the AD user that is responsible for the purchase and tracking of the software. This is a static field. Purchase Order: Associate a purchase order from the list, or create a new one.

Invoice: Associate an invoice from the list, or create a new one.

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www.cireson.com 48 of 51 http://kb.cireson.com Received Date: Choose the received date for the software asset. This will mainly apply to new software you currently do not

have in your environment. Otherwise, this can be used any way you choose or not at all. Asset Cost: Enter the cost of the software. Do not enter a “$”.

Vendor Section: Associate a vendor to this software asset. Described in Common Tabs & Fields section above. Licensing: This will allow you to view or add the licenses associated to this software asset.

Purchases Tab

(Software Asset Form)

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Related Assets Tab

(Software Asset Form)

Related Computers: This allows you to add/view all the associated computers for this software asset. Related Software Items: This allows you to associate software assets to each other.

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Related Assets Tab

(Continued…)

Authorized Computers: This will enable you to track the computers that are allowed to have this software installed, or for which computers the software was purchased for.

Authorized Users: This will enable you to track the users that are allowed to have this software installed, or for the users the software was purchased for.

Asset Management Lists

The Asset Management app has a few new Lists available for you to configure, add, or modify to properly track your software and hardware assets. Below are the list names and their default values.

Software Asset Status  Approved  Not Approved Software Asset Type

 No predefined values Hardware Asset Status

 Ordered  Received  In Stock  Deployed  Retired  Disposed Hardware Asset Type

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www.cireson.com 51 of 51 http://kb.cireson.com Catalog Item Manufacturer

 No predefined values Catalog Item Model

Figure

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References

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