Create an Asset Record

Overview

General assets (e.g. desktop computers, servers, storage arrays, etc.) owned by the University of Alaska Anchorage must be added as an asset in the Enterprise Service Management (ESM) within five (5) business days of the asset physically deployed/placed into use on campus. While adding assets is a straightforward process, the order is important because the records are dependent upon one another. For example product models need a Manufacturer (i.e. a Vendor record). It is recommend that before adding a new asset you verify that appropriate records for vendors, product types, and product models related to the assets you will be adding have been created first.

Please review the following knowledge base articles for further details on these topics.

• Manage Vendors
• Manage Product Types
• Manage Product Models
• Manage Contracts

What materials do I need?

• Internet connectivity
• A web browser
• Privileges within the UA ESM system to the Asset/CIs module

How do I use this technology?

1. Open a web browser.
2. Navigate to the UA ESM website.
3. Login to the UA ESM with your UA Email address and password.
4. Click the Assets/CIs tab.
   
   
    
5. Verify if an existing record exists. See the KB article Search for an Asset for tips and suggestions on searching the Asset database.
   • If no existing record exists proceed to the next step.
6. Click the + Asset button.
   
   
    
7. Click the appropriate asset form type, in this example we're using the General Asset Form.
   
   
    
8. The General Asset Form will open.
   
   
    
9. In the Name field enter a unique descriptive title of the asset.
   
   
    
10. If the asset has a unique serial number assigned by the manufacture, enter it in the Serial Number field.
    
    
     
11. Click the Product Model field.
    
    
    1. Click the search box and enter text representing the item you are looking for.
       
       
        
    2. Click the desired asset product model.
       • The Supplier field will update to reflect the manufacturer of the asset model selected in the product model field. Unless the device was purchased directly from the manufacturer this will need to be changed.
         
         
          
12. Update the asset Supplier field.
    1. Click the Clear Supplier button to the right of the manufacturer's name to remove the value.
       
       
        
    2. Click the Supplier field, and enter text representing the supplier you are looking for.
       
       
        
    3. Select the desired supplier
13. Click the Status drop-down menu.
    
    
     
    1. Select the appropriate status type from the drop-down menu. See KB Article Asset Status Definition for description of each status.
       
       
        
14. Click the Purchase Cost field.
    
    
     
    1. Enter the cost of the asset. If multiple quantities were purchased, enter the per-unit cost.
15. Click the Location field.
    
    
     
    1. In the search box, enter text representing the location you are looking for.
       
       
        
    2. Click the desired building name from the results.
    3. The Location Room field will now be displayed.
       
       
        
    4. Click into the Location Room field.
    5. In the search box, enter text representing the room you are looking for.
       
       
        
    6. Click the desired building room from the results.
16. Click the Owning Acct/Dept field.
    
    
     
    1. In the search box, enter text representing the department that owns the asset.
       
       
        
    2. Click the desired department from the results.
17. If UA has issued a property tag number for the asset, enter it in the UA Property Tag field.
    
    
     
18. Click the Acquisition Date field.
    
    
     
    1. Enter the date the item was purchased
19. If the asset type has a defined life-cycle replacement duration (i.e. the item is replaced every 10 years), click the Expected Replacement Date field.
    
    
     
    1. Enter a date that corresponds to the define life-cycle of that asset type based upon the Acquisition Date.
20. Click the Purchase Method field.
    
    
     
    1. From the drop-down menu, select the method by which the item was purchased.
       
       
        
    2. If the purchase method was via PO, or LPO, a corresponding field will appear to record the number.
       
       
        
21. Click the Fund field.
    
    
     
    1. Enter the fund that the asset was purchased with.
22. Click the Org field.
    
    
    1. Enter the Org that the asset was purchased with.
23. At the top of the window, click the Save button.
    
    
     
24. The new asset will be created, and the following screen will be displayed.
    
    

Need additional help or have issues

For support, requests may be submitted anytime for the Enterprise Service Management service. Support Requests are worked by Priority based on the Impact and Urgency of need as well as the order they are received by the IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for ways to contact the appropriate support group.