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User Guide - Asset Mgt – 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. (Version: 2014 Q2)

Contents

Common Properties ....................................................................................................................................................................... 3

1. Common Fields & Buttons .................................................................................................................................................. 3

Greyed out Fields ................................................................................................................................................................... 3

Required Fields ....................................................................................................................................................................... 3

Currency Field ........................................................................................................................................................................ 4

Browse, Create, & Refresh Buttons ........................................................................................................................................ 4

Web Site Button ..................................................................................................................................................................... 4

Related Assets Buttons........................................................................................................................................................... 5

2. Common Tabs & Sections ................................................................................................................................................... 6

Related Items Tab .................................................................................................................................................................. 6

History Tab ............................................................................................................................................................................. 7

Vendor Section ....................................................................................................................................................................... 8

3. Common Tasks ................................................................................................................................................................... 9

Asset Management tasks ....................................................................................................................................................... 9

Configuration Items tasks....................................................................................................................................................... 9

Class Specific Form Details ........................................................................................................................................................... 10

1. Catalog Item Form ............................................................................................................................................................ 11

Related Assets Tab (Catalog Item) ........................................................................................................................................ 12

2. Cost Center Form ............................................................................................................................................................. 13

Related Assets Tab (Cost Center) ......................................................................................................................................... 14

3. Invoice Form..................................................................................................................................................................... 15

Related Assets Tab (Invoice) ................................................................................................................................................ 16

4. License Form .................................................................................................................................................................... 17

Assignment Tab (License) ..................................................................................................................................................... 19

Related Assets Tab (License) ................................................................................................................................................ 21

5. Location Form .................................................................................................................................................................. 22

Subnets Tab (Location) ......................................................................................................................................................... 23

Related Assets Tab (Location) .............................................................................................................................................. 24

Levels Tab (Location) ............................................................................................................................................................ 25

6. Subnet Form ..................................................................................................................................................................... 26

Related Locations (Subnet) .................................................................................................................................................. 27

http://www.cireson.com/


7. Notice Event Form ............................................................................................................................................................ 28

8. Organizations Form .......................................................................................................................................................... 31

Locations Tab (Organization)................................................................................................................................................ 32

Related Assets Tab (Organization) ....................................................................................................................................... 32

Levels Tab (Organization) ..................................................................................................................................................... 33

9. Purchase Orders Form ...................................................................................................................................................... 34

Related Assets Tab (Purchase Order) ................................................................................................................................... 35

10. Purchase Form ............................................................................................................................................................. 36

Related Assets Tab (Purchase) ............................................................................................................................................. 37

11. Standard Form .............................................................................................................................................................. 38

12. Vendor Form ................................................................................................................................................................ 39

Related Assets Tab (Vendor) ................................................................................................................................................ 40

13. Lease Form ................................................................................................................................................................... 41

Finance Tab (Lease) .............................................................................................................................................................. 42

Related Assets Tab (Lease) ................................................................................................................................................... 44

14. Support and Maintenance Contract Form .................................................................................................................... 45

Finance Tab (Support and Maintenance Contract) .............................................................................................................. 46

Related Assets Tab (Support and Maintenance Contract) .................................................................................................... 47

15. Warranty Form ............................................................................................................................................................. 48

Finance Tab (Warranty) ........................................................................................................................................................ 50

Related Assets Tab (Warranty) ............................................................................................................................................. 51

16. Hardware Asset Form ................................................................................................................................................... 52

General Tab (Continued…) ................................................................................................................................................... 54

Color Code for Contracts ...................................................................................................................................................... 55

Finance Tab (Hardware Asset).............................................................................................................................................. 56

Related Assets Tab (Hardware Asset) ................................................................................................................................... 58

17. Software Asset Form .................................................................................................................................................... 59

General Tab (Continued…) ................................................................................................................................................... 60

Finance Tab (Software Asset Form) ...................................................................................................................................... 64

Purchases Tab (Software Asset Form) .................................................................................................................................. 64

Related Assets Tab (Software Asset Form) ........................................................................................................................... 66

Related Assets Tab (Continued…) ......................................................................................................................................... 67

Authorization Tab (Continued…) .......................................................................................................................................... 69

Asset Management Incident Tasks ............................................................................................................................................... 71

Asset Management Lists .............................................................................................................................................................. 72


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 Fields & Buttons

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.

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.

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.

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.

In the “Class Specific Form Details” section, the label name for the required field will be displayed in red text as a reminder.


Currency Field

The drop-down box in front of any amount field is populated using the “Currency List”. If your company only deals in one currency, this list does not need to be populated. If your company tracks monetary values using different currency, this list should be populated with a 3 letter currency code. Examples:

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.


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.

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.


2. Common Tabs & Sections

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.


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.


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.


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.

Configuration Items tasks

The Cireson View Builder task will invoke the Cireson View Builder app if it is installed and is shown with the task selected (see below).

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:

Collapsed View

Collapsed View


Standard View: With Cireson View Builder app installed:

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 to the right.


1. Catalog Item Form

General Tab

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: Std 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 asset. Examples: Dell, HP, Lenovo

Model: Customizable list value. Choose the model for your item. You can remove the requirement in the AM settings. Even though this list is models, we suggest you have the Manufacturer’s listed as a parent list item, and the models listed as the child list item. The reason for this is to make it easier to manage, especially when you are entering models for laptops, desktops, printers, tablets, network equipment, and others. Examples: Dell

Latitude E6540 Lenovo ThinkPad W530

Product Id: Enter the manufacturer’s product id for that specific model.

Price: Keep track of the general price you pay for this item. The dropdown selector allows the selection of the currency used. 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 or Remove an image of the item for a visual reference of the specific piece of equipment.

Related Assets Tab (Catalog Item)

Related Hardware Assets: This allows you to add/view all the associated hardware assets for this catalog item.


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.



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.


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. The dropdown selector allows the selection of the currency used. Do not enter a “$”.

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


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


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.


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 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)

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.


Custodian: Assign an AD user or group who is responsible for this license. This is a static field.

License Key: Enter the license/product key here.

Allocated Seats: How many uses you have for this individual license product key.

Seats Remaining: Can display the remaining licenses based on the “Related Assigned Computers” and “Related Assigned Users” on the Assignment tab. You must select the “Update License” task to calculate the amount after entering users or computers, or you can wait till the workflow runs based on the Asset Mgt. app settings.


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


Assignment Tab (License)

Decision: At this point, you should decide if you are going to track the computers, users, or both that are given one of the

licenses. You should also decide which one you are going to use to calculate the “Used Seats” on the General tab.

Related Assigned Computers: This allows you to add/view all the computers you issued licenses to.

Contents of this list count towards used Seats: Check this box to use Computers to calculate the “Used Seats”.

Related Assigned Users: This allows you to add/view all the users you issued licenses to.

Contents of this list count towards used Seats: Check this box to use Users to calculate the “Used Seats”.



Related Assets Tab (License)

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


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”.

Parent Location: Allows selection of a Parent Location if this is a sub-level/child location

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

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.


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.


Levels Tab (Location)

Levels: This is an alternate method for managing locations from the recommended method. This will create a multi-level hierarchy as opposed to the recommended single line method.

Parent Location: For child locations, add/create the parent location

Child Locations: For parent locations, add/view the child locations

http://kb.cireson.com/manage-locations-and-organizations/


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.



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.


7. Notice Event Form

General Tab

Title: Enter a name for your notification. Example: Warranty Expired Notification

Owner: Assign an AD user or group who is responsible for this notification. This is a static field.

Type: This is a free list field for you to use as needed. Example: Warranty Event, Lease Event

Enabled: Select to turn the notification on.



Due Date: Choose the date the notification will begin.

If, applicable, use Contract End Date instead of Due Date: Check this to bypass the due date and use the dates from the Contracts (Warranty, Support & Maint. Contract, Lease)

Notice Span: Enter a value if you want to be notified a certain time before the Due Date or Contract End Date.

Notice Period: Choose (Days, Weeks, Months)

Target Class: Choose the class you want the notification to be based on.

Notification Template: Choose the email template you want to use for this notification.

Hardware Asset Notification Template: If you choose a notification template here, the values/dates for the notice will be based on the HW Asset form and not the Target Class form. This is how you can get a notification for each HW Asset as its contract data is reaching a certain limit, as opposed to getting a notification for just the actual contract.

Auto Renew: This does nothing. You may use it as part of a workflow or trigger for a workflow as needed.


General Tab (Continued)

Send notification to owner: Check this to send the email to the owner of the notification. You can also enter specific users or

groups to receive an email when the notification is triggered.

Related Notice Event Configuration Items: View/Add the Configuration Items you want to be notified about.


8. Organizations Form

General Tab

Organization Class: This will allow you record your organizational structure as far as divisions and/or departments, so you can 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.


Parent Organization: Associate a parent organization if this is a sub-level/child organization from the list, or create a new one.


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)

Locations: This allows you to add/view all the locations for this organization.

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.

Levels Tab (Organization)

Levels: This is an alternate method for managing organizations from the recommended method. This will create a multi-level hierarchy as opposed to the recommended single line method.

Parent Location: For child organizations, add/create the parent organization.

Child Locations: For parent locations, add/view the child organizations.

http://kb.cireson.com/manage-locations-and-organizations/


9. 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.

Purchaser: Assign an AD user or group who made, requested, or is responsible for the purchase. This is a static field.

Total Cost: Enter the cost from the purchase order. The dropdown selector allows the selection of the currency used. Do not enter a “$”.


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

PO Status: Choose the status of the purchase order.

Type: Choose the type for the purchase order.



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.


10. 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.

Purchaser: Assign an AD user or group who made or requested the purchase. This is a static field.




Custodian: Assign an AD user or group who is responsible for the purchase, 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.

Received Date: Choose the received date for the purchase or the received date of the licenses.

Asset Cost: Enter the cost of this purchase. It will be totaled up in the software asset you associate it to. The dropdown selector allows the selection of the currency used. Do not enter a “$”.

Support 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)

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


11. Standard Form

General Tab

Standard Class: This allows you to identify all the standard issues equipment, standard software, Active Directory group, or other items that a new hire should receive or be added to if they belong to a certain group.

Standard Name: (Req. field/Unique Value/Primary Key) Enter the name of the standard. One way you could separate out these standards is by organization.

Example: Marketing User, Software Developer, IT User, HR Personnel

Type: Choose the type for the standard.


Related Asset Management Items: View/Add the appropriate Configuration Item or other class item to the standard.

Example: Hardware Assets, Software Assets, AD Groups (need to be imported with AD Connector first)


12.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 suffix that will separate them.

Examples: Cireson-Sales, Cireson- Support, Cireson-Consultant, Cireson-Marketing

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

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


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.


13. 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.

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)


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

Finance Tab (Lease)



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.



Contract Cost: Enter the cost of the contract. The dropdown selector allows the selection of the currency used. Do not enter a “$”.

Contract Supersedes Contracts: View/Add the Lease(s) that this Lease supersedes.

Contract Superseded By: View/Add the Lease that superseded this Lease.


Related Assets Tab (Lease)

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


14.Support and Maintenance Contract Form

General Tab

Support Contract 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.


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


Finance Tab (Support and Maintenance Contract)


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.




Contract Supersedes Contract: View/Add the Contract(s) that this Lease supersedes

Contract Superseded By: View/Add the Contract(s) that superseded this Contract.


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.


15.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. 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)


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


Finance Tab (Warranty)


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.




Contract Supersedes Contract: View/Add the Warranty that superseded this Warranty.


Contract Superseded By: View/Add the Warranty (s) that superseded this Warranty.

Related Assets Tab (Warranty)

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


16.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.


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.


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.

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

HW 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.

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.


General Tab (Continued…)

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 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)

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


Finance Tab (Hardware Asset)


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.



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. The dropdown selector allows the selection of the currency used. 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.

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

Assigned Date: Choose the date the asset was issued to the Custodian.

Expected End Date: Choose the date the asset should be replaced on.

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 associated to.

Related Configuration Item Software Assets: This allows you to view the software assets that are installed on this computer. This will be automatically populated based on the software pattern of your Software Assets.


17.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.


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

SW Asset Status: Choose a status (Approved, Not Approved), or add to the list to fit your requirements.

SW Asset Type: This is a free list field for you to use as needed. It can be used to track if it is an enterprise or individually licensed software, to separate out software with licenses vs. software that is just being tracked, or however you wish. Examples: Individual, Enterprise, No License-Freeware, Tracking Only, Subscription

Software Library Location: Enter the path to the install files for this software


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.

Software Metering Filename: Filename used in SCCM Software Metering rule.

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. Multiple exclusion pattern will not work.

Is Bundle: This is a read only checkbox that will show if a bundle was used for this software asset.

Licensing Mode

Enable Operating System Licensing Mode: Check this to identify that this software is an OS. This will change where the


Software Pattern will be looking. Instead of the Add/Remove programs list, it will now be directed to the Operating System Version Display Name, which can be seen on the out-of-the-box Computer Configuration item.

Enable Named Users and Computers Licensing Mode: This mode can be used for SW Assets that are not displayed in the add/remove programs of a computer. This will place a N/A in the Software Pattern field. Use this for SW such as Service Now, Concur, Harvest, Citrix, or any other programs like these. The install count can then either come from Licenses or Related Assigned Computers or Users on the Related Assets Tab.

Enable CPU Licensing Mode: This mode will count the items in the Physical Processors or Logical Processors field in the OOB Computer CI. This can be used for items such as SQL if the license count is based on processors instead of the number of install instances.

CPU Licensing Mode: Chose Physical or Logical

Purchasing and Install Count Options

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.

Unlimited or site license: Check this if there is not going to be a Purchase Count. It will grey out the field if selected.

Calculate Purchase Count from License Counts: If you have licenses configured for Allocated Seats, and licenses are associated to the SW Asset, you can have the Purchase Count calculated based on those licenses.


Purchase Count: A text box to enter the amount of licenses purchased.

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.

Usage Count: Read-only field that will display the count of licenses currently in use

Authorized Computer Count: Counts the number of Authorized Computers there are in the Authoring Tab

Unauthorized Computer Count: Counts the number of Unauthorized Computers there are in the Authoring Tab


License Status: Read only field that will display the status calculated from the Install, Available, and Warning Threshold.

Total Purchase Count: Purchase Count + Downgrade Licenses + Upgrade Licenses

Downgrade Licenses: Enter the amount of downgrade licenses you have.

Downgrades Available: Downgrade Licenses available.

Upgrade Licenses: Enter the amount of upgrade licenses you have.

Upgrades Available: Upgrade Licenses available.

Authorized Install Count: Calculated the number of installs based on configuration of the Authoring Tab.

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.


Software Metering Tab (Software Asset Form)

Software Metering: You will need to have the .mpb imported along with the appropriate SCCM configurations to associate the metering data into SCSM and Asset Management. Software Metering Configuration

Last Updated: Read-only field that displays the date/time last updated

Usage Count: Read-only field that displays the number of licenses current in use

Exclude this Software Asset from Software Metering: Used to exclude this asset from SCCM Software Metering

Metering Data: Displays a list of the Computers that are associated with this software asset, the connector and update time

http://kb.cireson.com/asset-management-software-metering-configuration/

http://kb.cireson.com/asset-management-software-metering-configuration/


Finance Tab (Software Asset Form)


Custodian: Assign the AD user that is responsible for the purchase and tracking of the software. This is a static field.



Expected Date: Choose the received date for the hardware asset. This will apply to new hardware.

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. The dropdown selector allows the selection of the currency used. 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)


Purchases: This allows you to add/view all the associated purchases and total cost of those purchases for this software asset.


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.

Related Assigned Computers: This allows you to add/view the specific computers you are allowing the software to be installed.

Contents of this list count towards Install Count: Check this box to have the amount of computers entered here to calculate the Install Count for this SW Asset.


Related Assets Tab (Continued…)

Related Assigned Users: This allows you to add/view the specific users you are allowing the software to be installed for.

Contents of this list count towards Install Count: Check this box to have the amount of users entered here to calculate the Install Count for this SW Asset.


Authorization Tab (Software Asset Form)

Authorized Cost Centers: This will enable you to track the Cost Centers that are allowed to have this software installed

Authorized Organizations: This will enable you to track the Organizations that are allowed to have this software installed

Authorized Locations: This will enable you to track the Locations that are allowed to have this software installed


Authorization Tab (Continued…)

Authorized Computers: This will enable you to track the Computers that are allowed to have this software installed

Unauthorized Computers: This will enable you to track the Computers that are not allowed to have this software installed

Authorized Users: This will enable you to track the Users that are allowed to have this software installed

Downgrade & Upgrades Tab (Software Asset Form)


Downgrade Licenses: View/Add the SW Assets for the downgrade licenses.

Upgrade Licenses: View/Add the SW Assets for the upgrade licenses.


Asset Management Incident Tasks There are some new tasks that are available for your security roles, when you have work items open or selected. These 2 tasks will be available for Incidents, Service Requests, Change Requests, and Problems.

Add Affected Hardware Asset: This tasks will display a window that is defaulted to the HW

Asset class. This will be a more efficient way to add the HW Asset.

Add Affected Hardware Asset: This tasks will display a window that is defaulted to the SW

Asset class. This will be a more efficient way to add the SW Asset.


Asset Management Lists The Asset Management app adds several Lists to allow you to use them as needed. You can add custom values, to allow you to properly track your software and hardware assets. Below are the list names and their default values. The easiest way to see all the lists is to enter “asset” in the filter of the Library > Lists. Please do not rename or repurpose any of the default values in the lists. There are workflows based on many of the default values, and may cause issues if you do. You can however, add any extra list values you want.

Catalog Item Manufacturer

No predefined values

Catalog Item Model


Currency


Hardware Asset Status

Ordered Received In Stock Deployed Retired Disposed

Hardware Asset Type

Computer (do not rename or delete)

Notice Event Type


Purchase Order Status


Purchase Order Type


Purchase Type


Software Asset Status

Approved Not Approved

Software Asset Type


Standard Type



Documents

User Guide - Asset Mgt Class Forms - Ciresonkb.cireson.com/.../User-Guide-Asset-Mgt-Class-Forms... · Currency Field ... Asset Management tasks ... This tab works the same way as