Create an Asset Record

Overview

General assets (e.g. desktop computers, servers, storage arrays, etc.) owned by the University of Alaska 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 Assets/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 View Applications.
5. Click the Assets/CIs.
6. Verify if an existing record exists. See the KB article Search for Asset/Configuration Item for tips and suggestions on searching the Asset database.
   • If no existing record exists proceed to the next step.
7. Click the + Asset button.
   
8. Click the General Asset Form.
   
9. The General Asset Form will open in a side panel.
   
10. In the Name field enter a unique descriptive title of the asset.
    
11. If the asset has a unique serial number assigned by the manufacture, enter it in the Serial Number field.
    
12. If UA has issued a property tag number for the asset, enter it in the UA Property Tag field.
    
13. If the owning department has issued a department property tag/id for the asset, enter it in the Department Property Tag field.
14. Click the Product Model field.
    
    1. Click the search box and enter text representing the device model you are looking for.
       
       Note

       The search box in the drop down menu only returns five (5) results. If there are more than five (5) matching values a better option would be to click the search icon to the right of the drop down menu which will open a search window that allows for more refined search options.
    2. Click the desired product model.​
15. The Supplier field has been updated to reflect the manufacturer of the model selected in the product model field.
    
    Important

    Unless the asset was purchased directly from the manufacturer this should be changed.
    1. Click the Clear Supplier button to the right of the manufacturer's name to remove the value.
    2. Click the Supplier field.
       
    3. Click the search box and enter text representing the supplier you are looking for.
    4. Select the desired supplier.
       
16. Click the Status drop-down menu.
    
    1. Select the appropriate status type.
       
17. Click into the Location field.
    
    1. Click the search box and 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. Click the search box and enter text representing the room you are looking for.
       
    6. Click the desired building room from the results.
18. Set the Procurement Information.
    1. Click the Acquisition Date field.
       
       • Enter the date the item was purchased
    2. 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.
       
       • Enter a date that corresponds to the define life-cycle of that asset type based upon the Acquisition Date.
    3. In the Purchase Cost field enter the cost of the device, if known. If multiple quantities were purchased, enter the per-unit cost.
       
    4. 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.
    5. Click the Purchase Fund field.
       
       • Enter the fund that the asset was purchased with.
    6. Click the Purchase Org field.
       
       • Enter the Org that the asset was purchased with.
19. Set the Responsible Department/Employee Information.
    1. Click into the Owning Acct/Dept field.
       
       1. Click the search box and enter text representing the department that owns the device.
          
       2. Select the desired department from the results.
    2. If the current Fund/Org associated with the device differs from that which was used to purchase the asset, do the following.
       1. Click Current Fund.
          • Enter the current fund associated with the asset.
       2. Click Current Org.
          • Enter the current org associated with the asset.
       3. Click Current Account.
          • Enter the current account associated with the asset.
    3. If the asset is assigned to a specific individual for their exclusive use (e.g. an employee's primary laptop), do the following.
       1. Click Assigned To.
          1. In the search box enter the UA Username of the person that the asset has been assigned to.
          2. Select the appropriate person from the search results.
20. Set the Inventory/Audit Information.
    1. Click the Asset Condition field.
       • Select the appropriate condition.
    2. Click Verified By.
       1. In the search box enter the UA Username of the person that verified the information associated with the new computer asset record. This is usually, but not always, the person that created the asset record.
       2. Select the appropriate person from the search results.
    3. Click Verified Date.
       1. Enter the date the record was verified.
    Note

    The Verified By, and Verified Date fields will change over time as inventory audits are conducted. These fields will record the most recent person & date where the asset's information was confirmed. Information regarding previous verification people/dates are viewable in the asset's Feed.
21. Set the External ID field to [Device Manufacture]-[Serial Number] (e.g. CBT-AB3JF9Z3NX8, Dell-HZBJISZ, etc.).
22. At the top of the window, click the Save button.
    
23. The new asset will be created, and the following screen will be displayed.
    

Need additional help or have issues

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