Adding an Asset


Overview

Tasks

Included with

Tivoli Asset Management


Overview

About adding an asset

With Tivoli Asset Management, you can add an asset in two ways:
  • You can migrate assets from a comma-separated value (CSV) file or a LAN-based inventory discovery tool, by using migration utilities. This method is typically used by system or database administrators.
  • You can add an asset manually, by using the Add Asset dialog box.

The following information shows you how to add an asset manually through the Add Asset dialog box.

Add Asset dialog box

The Add Asset dialog box is where you specify information about an asset you want to add.

The dialog box contains these tabs:

Tab Description
Asset In the Asset tab, you can specify required information about the asset. This includes the asset tag, as well as other general information that may or may not be required.
Attributes If you specified an asset category for the asset on the Asset tab, and your administrator has defined attributes for that category, you specify the attribute values in the Attributes tab.
Contracts In the Contracts tab, you can specify primary, secondary, purchase, and warranty contracts associated with the asset.
Acquisition In the Acquisition tab, you can specify information used to calculate the asset's value.
Lease In the Lease tab, you can specify lease information about the asset. You can also indicate whether you have purchased the leased asset, which transfers information from the Lease tab to the Acquisition tab to calculate the asset's value.
Maintenance Fees In the Maintenance Fees tab, you can specify estimated and actual maintenance fees associated with the asset.
Problems Assets can be associated with problems that have been registered in Tivoli Problem Management. In the Problems tab, you can view a list of problems associated with the asset, and view any of the problems in detail.
Changes Assets can be associated with changes in Tivoli Change Management. In the Changes tab, you can view a list of changes associated with the asset, and view each of the changes in detail.
Events In the Events tab, you can work with completed or planned events associated with the asset. You can also mark a planned event as a completed event.

To access the Add Asset dialog box, do one of the following:

  • If you are using the Asset Management User profile, from the File menu, choose Add New Asset. Alternatively, you can choose the Add New Asset tool on the toolbar.
  • From the Help menu, choose Your System Profile and follow the instructions under Add New Asset.

You can also access the Add Asset dialog box by choosing Add from the Quick Find Asset dialog box or the Asset List dialog box.


Tasks

Adding an asset

To add an asset:
  1. Open the Add Asset dialog box.
  2. Do any or all of the following:
  3. Choose OK.
    Result: The asset is added to the database.

Specifying an asset tag

Each asset is identified by an asset tag. A tag is a unique set of characters (a combination of letters, numbers, and punctuation marks) that identifies a specific asset. In your installation of Tivoli Asset Management, your system administrator may create asset tags or set the program to automatically assign a tag when a new asset is added. Otherwise, you may be able to assign a tag manually when you enter a new asset in the Add Asset dialog box.

Asset tags may be required in your installation of Tivoli Asset Management. If so, the Asset Tag box is highlighted by a different color in the Add Asset dialog box.

To specify an asset tag:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Asset Tag box, type a unique asset tag.
    Note: If the asset tag box is already filled with an asset tag, the auto-asset tag option has been selected by your system administrator. You cannot change such an asset tag by typing over it.
  3. Press the TAB key.
    Result: If the asset tag you typed is not unique, a message box appears. Choose OK, then type a new asset tag.

Note: Your enterprise may choose to use alternate tags, as well as primary tags. Alternate tags enable you to use two identification schemes to identify assets. Alternate tags are frequently used as a third-party ID when assets are migrated from a network scanning repository. For further instructions, see Specifying General Information.

Specifying a cost center A cost center is the organization associated with the cost or ownership of an asset. The Organization hierarchy is used to select both cost centers and organizations.

Note: Before you can specify a cost center in the Add Asset dialog box, your system administrator must first define a set of organizations for use in Tivoli Asset Management.

If you do not know the name of the cost center you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. Choose the browse button next to the Cost Center box.
    Result: The Organization window appears.
  3. From the Organization Hierarchy list, select an organization.
  4. Choose Select.
    Result: The Add Asset dialog box appears, with the selected organization in the Cost Center box.

If you know the name of the cost center you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Cost Center box, type the organization's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one organization matches the characters you typed, the complete name appears in the Cost Center box.
    • If there are no matching organizations, a Caution message box appears.
      • If you choose No in the Caution box, the Add Asset dialog box appears with the Cost Center box empty.
      • If you choose Yes in the Caution box, the Add Asset dialog box appears with the characters in the Cost Center box highlighted, so you can type more or different characters.
    • If multiple organizations match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select an organization from the list, then choose OK.
        Result: The Add Asset dialog box appears with the selected organization in the Cost Center box.
Specifying a location When you specify information about a new asset in the Add Asset dialog box, you can use the Location box to designate the asset's physical location.

Note: Locations must be defined by your system administrator.

If you do not know the name of the location you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. Choose the browse button next to the Location box.
    Result: The Location window appears.
  3. From the Location Hierarchy list, select a location.
  4. Choose Select.
    Result: The Add Asset dialog box appears, with the selected location in the Location box.

If you know the name of the location you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Location box, type the location's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one location matches the characters you typed, the complete name appears in the Location box.
    • If there are no matching locations, a Caution message box appears.
      • If you choose No in the Caution box, the Add Asset dialog box appears with the Location box empty.
      • If you choose Yes in the Caution box, the Add Asset dialog box appears with the characters in the Location box highlighted, so you can type more or different characters.
    • If multiple locations match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select a location from the list, then choose OK.
        Result: The Add Asset dialog box appears with the selected location in the Location box.
Specifying an asset category Tivoli Asset Management classifies assets into asset categories. Your company, for example, may initially assign assets to either a "hardware" or "software" category. The hardware category may be divided into subcategories for printers, monitors, modems, and other types of hardware assets. Similarly, the software category may be divided into more specific types of software assets.

Each asset category can be associated with a list of attributes. If the hardware category includes desktop computers, for example, some assets can be associated with attributes such as processor clock speed, amount of memory, and other attributes. You must specify an asset category before you can specify a model and attribute values for an asset.

Note: Asset categories must be defined by your system administrator.

If you do not know the name of the asset category you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. Choose the browse button next to the Category box.
    Result: The Asset Categories window appears.
  3. From the Category Hierarchy list, select an asset category.
  4. Choose Select.
    Result: The Add Asset dialog box appears, with the selected asset category in the Category box.

If you know the name of the asset category you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Category box, type the asset category's name, or the first few characters of the name.
  3. Press the TAB key.
    • If one asset category matches the characters you typed, the complete name appears in the Category box.
    • If there are no matching asset categories, a Caution message box appears.
      • If you choose No in the Caution box, the Add Asset dialog box appears with the Category box empty.
      • If you choose Yes in the Caution box, the Add Asset dialog box appears with the characters in Category box highlighted, so you can type more or different characters.
    • If multiple asset categories match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select an asset category from the list, then choose OK.
        Result: The Add Asset dialog box appears with the selected asset category in the Category box.
Specifying a model A model is a subdivision of an asset category. For example, if an asset is grouped in the laser printer category, the model name could be HP4si. Although each asset category has only one set of attributes, each model within the category can have different default attribute values. An asset category can contain multiple models or none at all.

To specify a model, you must first specify an asset category. If you specify a model within the asset's category, you can track attribute values for the asset.

Note: Models must be defined by your system administrator.

To specify a model:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. From the Model drop-down list, select a model.
    Result: The selected model name appears in the Model box. The corresponding model attributes appear on the Attributes tab.
Specifying general information You can specify any of the following information in the Add Asset dialog box, and use it to help you find an asset later.
  • Alternate Tag
  • Serial Number
  • Purchase ID
  • Service ID

Your company may choose to assign an alternate tag to any asset, in addition to a primary tag. The alternate tag enables you to use two identification schemes to identify assets.

A serial number, purchase ID, and service ID can help you locate specific assets.

To specify general information about an asset:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Alternate Tag box, type an alternate tag.
  3. In the Serial Number box, type the manufacturer's serial number for the asset.
  4. In the Purchase ID box, type a purchase order number for the asset.
  5. In the Service ID box, type a service order number.
Specifying a person When you specify a person in the Add Asset dialog box, you associate that person with an asset. The person's name is used to integrate Tivoli Asset Management with other products in the Tivoli Service Desk suite. For example, Tivoli Problem Management uses the person's name to list assets associated with a contact, enabling the analyst to quickly view detailed information about the asset. Tivoli Change Management uses the person's name to notify users of an upcoming change that affects them.

You can specify more than one person per asset. For example, you can specify several persons as users of a shared network printer.

Note: Your system administrator must define the people used by your organization.

If you do not know the person's name you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. Choose the browse button next to the Person box.
    Result: The People dialog box appears.
  3. In the People Search group box, specify search criteria to find one or more people. (For more instructions, see Browsing People.)
    Result: If any persons match your search criteria, their names appear in the People table.
  4. In the People table, select a person, then choose OK.
    Result: The Add Asset dialog box appears, with the selected person in the Person list.
  5. Repeat steps 1 - 4 as often as needed to specify additional people for an asset.

If you know the person's name you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Person box, type the person's name, or the first few characters of the name.
  3. Choose Add. Alternatively, you can press the TAB key.
    • If one person's name matches the characters you typed, the complete name appears in the Person box.
    • If there are no matching persons, a Caution message box appears.
      • If you choose No in the Caution box, the Add Asset dialog box appears with the Person box empty.
      • If you choose Yes in the Caution box, the Add Asset dialog box appears with the characters in the Person box highlighted, so you can type more or different characters.
    • If multiple people match the characters you typed, the People List dialog box appears.
      • Select a person from the list, then choose Select.
        Result: The Add Asset dialog box appears with the selected person in the Person list box.

To remove a person from an asset:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Person list box, select the person you want to remove.
  3. Choose Remove.
    Result: The person's name is removed from the list, and the person is no longer associated with the asset.
Specifying a connection You can associate any number of connections with an asset. When you specify a connection in the Add Asset dialog box, you indicate that the asset is part of a networked environment. The connection name is used to integrate Tivoli Asset Management with other products in the Tivoli Service Desk suite. For example, Tivoli Change Management uses the connection name to determine which assets will be affected when certain types of changes occur.

You can specify more than one connection for each asset. For example, you can specify several connections for a network server.

Note: Connections must be defined by your system administrator.

If you do not know the name of the connection you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. Choose the browse button next to the Connection text box.
    Result: The Connection window appears.
  3. From the Connection Hierarchy list, select a connection
  4. Choose Select.
    Result: The Add Asset dialog box appears, with the selected connection in the Connection list.
  5. Repeat steps 1 - 4 as often as needed to specify additional connections for the asset.

If you know the name of the connection you want to specify:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Connection box, type the connection's name, or the first few characters of the name.
  3. Choose the browse button next to the Person box. Alternatively, you can press the TAB key.
    • If one connection's name matches the characters you typed, the complete name appears in the Connection list box.
    • If there are no matching connections, a Caution message box appears.
      • If you choose No in the Caution box, the Add Asset dialog box appears with the Connection box empty.
      • If you choose Yes in the Caution box, the Add Asset dialog box appears with the characters in the Connection box highlighted, so you can type more or different characters.
    • If multiple connections match the characters you typed, the Matches dialog box appears with a list of possible matches.
      • Select a connection from the list, then choose OK.
        Result: The Add Asset dialog box appears with the selected connection in the Connection list box.

To remove a connection from an asset:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. In the Connection list box, select the connection you want to remove.
  3. Choose Remove.
    Result: The connection's name is removed from the list, and the connection is no longer associated with the asset.
Adding a note When you create a new asset in the Add Asset dialog box, you can type free-form text as a note to be saved with the asset record.

To add a note:

  1. In the Add Asset dialog box, choose the Asset tab.
  2. Choose Notes.
    Result: The Asset Notes dialog box appears, and provides a text box where you can type a note. A blinking insertion point appears in the text box.
  3. Type a note.
  4. Choose OK.
    Result: The Add Asset dialog box appears.

Note: You can repeat the preceding steps as often as you like, to add new text to your note or to edit existing note text. For any single asset, all notes appear together in the Asset Notes dialog box.

Specifying attribute values When setting up information about asset categories, your system administrator can define a set of attributes for each category. When creating a category for PC hardware, for example, your system administrator can define attributes such as processor speed, hard disk capacity, RAM, and so on.

If you specify an asset category for an asset, and if the category has one or more defined attributes, you can set attribute values for the new asset.

Note: Your system administrator must define attributes for each asset category, and set their default values.

To specify an attribute value for an asset:

  1. In the Add Asset dialog box, choose the Attributes tab.
    Notice that the Attributes tables provides three columns:
    • Attribute. This column displays the names of the attributes defined for this asset's category.
    • Value. This column displays the value of each attribute. This is the value you can set for the asset. For example, if the asset is a computer and the attribute is RAM, you can set this value to show how much RAM the computer contains. Depending on the type of value, this column may display text, integers, decimals, and so on.
    • Measure. This column displays the unit of measure used for each attribute. If the attribute is RAM, for example, the measure may be "MB" (for megabytes).
  2. From the Attributes table, select an attribute.
  3. Click in the Value box to place an insertion point there.
    Note: The Value box appears at the bottom of the Attributes tab, beneath the Value column.
  4. In the Value box, type a new value for the attribute.
    Note: You must type a value that is appropriate for the attribute's measure. If the selected attribute's measure is "inches," for example, then the value must be a number. If you type an inappropriate value, a Caution message appears, prompting you to enter a different type of value.
  5. Choose Replace.
    Result: The new value appears next to its attribute in the Attributes list.
Specifying a contract You can associate any asset with one or more contracts. For example, you can associate the asset with a purchase contract, as well as a maintenance contract or any other type of contract that has been defined by your system administrator.

You can remove a contract that has been assigned to an asset.

To specify a contract for an asset:

  1. In the Add Asset dialog box, choose the Contracts tab.
  2. Choose Add.
    Result: The Contracts dialog box appears.
  3. In the Search group box, specify search criteria to find one or more contracts. (For more instructions, see Browsing Contracts.)
    Result:
    If any existing contracts match your search criteria, they are displayed in the Contracts table.
  4. In the Contracts table, select a contract.
  5. Choose Select.
    Result: The Add Asset dialog box appears, with the selected contract in the Associated Contracts table.

To remove a contract from an asset:

  1. In the Add Asset dialog box, choose the Contracts tab.
  2. In the Associated Contracts table, select a contract that has been associated with the asset.
  3. Choose Remove.
    Result: The contract is removed from the Associated Contracts table, and is no longer associated with the asset.

Calculating valuation

In the Add Asset dialog box, you can use the Acquisition tab to add information used to calculate the current book value of a purchased or acquired (not leased) asset. You can use this function when you decide whether to invest in repairs or to replace the asset. You can also record the insured value of the asset on the Acquisition tab for insurance claim purposes. Tivoli Asset Management enables you to type any amount, or automatically to set the insured value equal to the acquisition value.

You can calculate an asset's valuation using two different formulas:

  • Straight Line. The straight line depreciation method reduces the depreciable basis of the asset evenly over its useful lifetime by expensing the same amount of depreciation per year.
  • Double Declining Balance. The double declining balance method depreciates value at the same rate each year, but the depreciable basis of the asset is reduced by the accumulated depreciation.

Note: Valuation calculations are provided for repair decisions only. The formulas used to calculate depreciated value do not conform to any governmental tax regulations reporting depreciation value. These calculations are not suitable for tax accounting purposes.

To calculate valuation:

  1. In the Add Asset dialog box, choose the Acquisition tab.
  2. In the Acquisition Date box, type the date when the asset was purchased.
    Note: The acquisition date is required for both calculation methods.
  3. In the Disposal Date box, type the date when the asset should be disposed of.
    Alternatively, you can choose the calendar button next to either date box. The Calendar dialog box opens, with the current date selected. Select a different date from the calendar, then choose OK.
  4. In the Depreciation Months box, type the number of months to use to calculate total depreciation of the asset.
    Note: The depreciation months is required for both calculation methods.
  5. From the Currency Code drop-down list, select a currency code. (For more information, see Currency Codes Used in Tivoli Asset Management.)
  6. In the Acquisition Value box, type the amount paid for the asset.
    Note: This information is required for both calculation methods. Do not type a currency symbol.
  7. In the Salvage Value box, type the salvage value.
    Note: This information is only required for Straight Line depreciation calculation. Do not type a currency symbol.
  8. Under Depreciation Method, select a calculation method.
  9. If you want to record the insured value as equal to the acquisition value, select the Insured = Acquisition check box.
  10. Choose Calculate.
    Result: The current value appears.
Specifying lease information You use the Add Asset dialog box' Lease tab to track information about a leased asset, such as the lease's start and end dates, the lease's value, and the lease's buyout value.

You also can use the Lease tab to indicate when a leased asset has been acquired. When you acquire a leased asset, the lease's end date is copied to the acquisition date and the buyout value is transferred to the acquisition value on the Acquisition tab.

To specify lease information for an asset:

  1. In the Add Asset dialog box, choose the Lease tab.
  2. In the Start Date box, type the lease's effective date.
  3. In the End Date box, type the lease's termination date.
    Alternatively, you can choose the calendar button next to either date box. The Calendar dialog box opens, with the current date selected. Select a different date from the calendar, then choose OK.
  4. In the Lease Value box, type the lease amount.
  5. In the lease Buyout Value box, type the purchase price of the asset according to the lease.

To acquire a leased asset:

  1. From the Lease tab, select the Purchase In Place check box.
  2. Choose OK.
    Result: The lease values are transferred to the Acquisition tab.
    Note: Certain values must be completed in the Acquisitions tab before you select the Purchase In Place check box. If any of these values are not completed, a Warning message appears. Tivoli Asset Management then prompts for your approval before overwriting information in the Acquisitions tab with the information from the Lease tab.
Specifying a maintenance fee You can track estimated and actual maintenance fees for an individual asset. The system automatically calculates the variance for each estimate and keeps a running total of the estimated fees, actual fees, and variances between total estimated fees and total actual fees. You can update a fee that is already in the list, or delete a fee.

To specify a maintenance fee for an asset:

  1. In the Add Asset dialog box, choose the Maintenance Fees tab.
  2. In the date box (under the Date column), type the date of the maintenance charge.
    Alternatively, you can choose the calendar button next to the date box. The Calendar dialog box opens, with the current date selected. Select a different date from the calendar, then choose OK.
  3. In the actual box (under the Actual column), type the amount of the actual maintenance fee. Do not type a currency symbol.
  4. In the estimated box (under the Estimated column) type the estimated fee amount. Do not type a currency symbol.
  5. From the Currency drop-down list, select a currency. (For more information, see Currency Codes Used in Tivoli Asset Management.)
  6. Choose Add.
    Note: The maintenance fee appears in the Maintenance Fees table. The totals for actual and estimated fees, and the variance between them, appear in the Totals group box.

To update a maintenance fee:

  1. In the Add Asset dialog box, choose the Maintenance Fees tab.
  2. In the Maintenance Fees table, select the fee you want to update.
  3. In the date, actual, or estimated box, type the updated information for the maintenance charge date, the actual fee amount, or the estimated fee amount.
  4. Choose Replace.
    Result: The fee is updated in the Maintenance Fees table. The totals for actual and estimated fees, and the variance between them, are updated in the Totals group box.

To delete a maintenance fee:

  1. In the Add Asset dialog box, choose the Maintenance Fees tab.
  2. In the Maintenance Fees table, select the fee you want to delete.
  3. Choose Delete.
    Result: The fee is deleted from the Maintenance Fees table. The totals for actual and estimated fees, and the variance between them, are updated in the Totals group box.
Specifying an event Tivoli Asset Management uses events to track the history of an asset. In the Add Asset dialog box, you can specify both planned events and completed events for an asset. A planned event is an event that has been scheduled, but not yet marked as complete.

Events are also created automatically to help you track an asset's history. These events track changes to an asset's category, organization, location, or connection, or when an asset is updated upon completion of a change in Tivoli Change Management.

Note: Your system administrator must define the types of events that your company wants to track.

For more information on associating events with assets, see Working with Events.