Editing an Asset


Overview

Tasks

Included with

Tivoli Asset Management


Overview

About editing an asset

After you add an asset, you may find it necessary to edit information about the asset. This may involve adding new information about the asset, or changing information that was initially entered in the Add Asset dialog box. For example, you may need to add or revise information about an event that affects the asset, or associate the asset with a new contract.

You edit asset information in the Edit Asset dialog box. This dialog box includes all the same tabs and tools as the Add Asset dialog box, but also enables you to edit containers used for your assets.

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

Edit Asset dialog box

The Edit Asset dialog box is where you change information about an existing asset.

The dialog box contains these tabs:

Tab Description
Asset In the Asset tab, you can edit 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 or change the attribute values in the Attributes tab.
Contracts In the Contracts tab, you can specify or change primary, secondary, purchase, and warranty contracts associated with the asset.
Acquisition In the Acquisition tab, you can specify or change the information used to calculate the asset's value.
Lease In the Lease tab, you can specify or change the 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 or change 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. You cannot change any of the information in this tab.
Changes Assets can be associated with changes from Tivoli Change Management. In the Changes tab, you can view a list of changes associated with the asset, and view and of the changes in detail. You cannot edit any of the information in this tab.
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 Edit Asset dialog box, do one of the following:

  • In the Quick Find Assets dialog box, select an asset, then choose Edit.
  • In the Asset List dialog box, select an asset, then choose Edit.

Tasks

Editing an asset

To edit an asset:
  1. Open the Edit Asset dialog box.
  2. Do any or all of the following:
  3. Choose OK.

Changing the asset tag

Each asset is identified by an asset tag, which is a unique set of characters (a combination of letters, numbers, and punctuation marks) that identifies a specific asset. An asset tag is assigned either manually or automatically when the asset is entered in the Add Asset dialog box.

To change an asset tag:

  1. In the Edit Asset dialog box, choose the Asset tab.
  2. In the Asset Tag box, highlight the existing tag, then type a different tag over it.
    Note: If your system administrator has configured Tivoli Asset Management to generate asset tags automatically, you cannot change them.
  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 Changing General Information.

Changing the 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. You may need to specify a new cost center when a different organization takes ownership of an existing asset (for example, when an asset is moved to a different company or department).

Note: Before you can change a cost center, 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 Edit 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 Edit 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 Edit 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 Edit Asset dialog box appears with the Cost Center box empty.
      • If you choose Yes in the Caution box, the Edit 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 Edit Asset dialog box appears with the selected organization in the Cost Center box.
Changing the location Whenever an asset is physically moved, you can specify its new location in the Location box.

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 Edit 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 Edit 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 Edit 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 Edit Asset dialog box appears with the Location box empty.
      • If you choose Yes in the Caution box, the Edit 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 Edit Asset dialog box appears with the selected location in the Location box.
Changing the asset category Tivoli Asset Management classifies assets into asset categories. Your company, for example, may initially assign an asset to 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 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.

You may need to specify a different category for an existing asset, for example, if the asset was initially placed in the wrong category or if your company elects to recategorize some assets for tracking purposes.

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 Edit 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 Edit 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 Edit 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 Edit Asset dialog box appears with the Category box empty.
      • If you choose Yes in the Caution box, the Edit 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 a category from the list, then choose OK.
        Result: The Edit Asset dialog box appears with the selected asset category in the Category box.
Changing the 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. After you specify a model within the asset's category, you can track attribute values for the asset.

You may need to specify a different model for an asset if the asset was incorrectly designated when it was added, for example, or if no model information was provided when the asset was added.

Note: Models must be defined by your system administrator.

To change the model:

  1. In the Edit 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.
Changing general information You can add or modify any of the following information in the Edit 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 pinpoint specific assets. These IDs are helpful when you need to locate an exact asset for repairs or to be moved.

You may need to change general information at any time, but especially when an asset has been copied. During the copying process, this information is carried over to the duplicate asset and may need to be edited. For more information about copying assets, see Copying an Asset.

To change general information about an asset:

  1. In the Edit Asset dialog box, choose the Asset tab.
  2. Click in the Alternate Tag box, highlight the existing tag (if one is present), and type a new tag.
  3. Click in the Serial Number box, highlight the existing serial number (if one is present), and type a new number.
  4. Click in the Purchase ID box, highlight the existing purchase order number (if one is present), and type a new number.
  5. Click in the Service ID box, highlight the existing service ID number (if one is present), and type a new number.

Editing the asset's container

In addition to adding or updating asset information in the Edit Asset dialog box, you can also create and edit containers. A container is a way to indicate that other assets exist within the current asset.

You may not use containers for all assets, but some assets may be complex enough to be designated as containers. A computer, for example, may be an asset, but it may also be a container for other assets, such as a hard disk, monitor, CD-ROM drive, and other individual components. Designating the computer as a container is especially helpful if its member assets are removable or interchangeable; by assigning them to a container asset, you can determine their proper location at any time.

For information on editing a container, see Working with Containers.

Specifying different people You can associate any number of people with an asset. Typically, when a new asset is created in the Add Asset dialog box, it is associated with at least one person, who is considered the asset's user. 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 use the Edit Asset dialog box to associate new people with an asset or to remove people who are currently associated with it. You can associate multiple people with a single 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 organization.

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

  1. In the Edit 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 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 Edit 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 Edit 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 the browse button next to the Person box. 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 Edit Asset dialog box appears with the Person box empty.
      • If you choose Yes in the Caution box, the Edit 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 Edit Asset dialog box appears with the selected person in the Person list box.

To remove a person from an asset:

  1. In the Edit 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 different connection You can associate any number of connections with an asset. When you specify a connection, 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 use the Edit Asset dialog box to associate one or more new connections with an asset. You can specify more than one connection for each asset. For example, you can specify several connections for a network server. You also can remove any connection that is currently associated with the asset.

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 Edit 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 Edit 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 Edit 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 Edit Asset dialog box appears with the Connection box empty.
      • If you choose Yes in the Caution box, the Edit 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 Edit Asset dialog box appears with the selected connection in the Connection list box.

To remove a connection from an asset:

  1. In the Edit 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 and editing notes You can create free-form text notes to be saved with the asset record. You also can edit or delete existing notes.

To add or edit a note:

  1. In the Edit 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. If one or more existing notes appear in the text box, move the insertion point to the end of the note's last line, then press Enter to start a new line for another note.
  4. Type a note.
    Note: If the text box contains an existing note, you can edit or delete any part of the note, just as you can in any text editor.
  5. 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.

Changing the 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.

Typically, when a new asset is created, it is assigned to an asset category. If the category has one or more defined attributes, attribute values can be set for the new asset, as well.

You can use the Edit Asset dialog box to change any attribute values for an asset. This may be necessary, for example, if attribute values were not specified when the asset was originally created, or if your system administrator has defined new attributes for the asset's category.

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

To change attribute values for an asset:

  1. In the Edit Asset dialog box, choose the Attributes tab.
    Notice that the Attributes table 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, then highlight the existing value (if one is present).
    Note: The Value box appears at the bottom of the Attributes tab, beneath the Value column.
  4. 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 table.
Changing associated contracts You can associate an 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 use the Edit Asset dialog box to associate one or more new contracts with an asset. You also can remove any contract that is currently associated with the asset.

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

To change an asset's associated contract:

  1. In the Edit 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 Edit Asset dialog box appears, with the selected contract in the Associated Contracts table.

To remove a contract from an asset:

  1. In the Edit 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.
Recalculating valuation In the Edit Asset dialog box, you can use the Acquisition tab to change the information used to calculate the current book value of a purchased or acquired (not leased) asset. You can use this function when you are deciding 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 may need to enter this information in the Edit Asset dialog box if it was not entered when the asset was originally created. Otherwise, you may need to change this information for a variety of reasons, such as when your company elects to use a different depreciation method or an asset's disposal date changes.

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 recalculate valuation:

  1. In the Edit 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.
Changing lease information You use the Edit 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.

You may need to enter this information in the Edit Asset dialog box if it was not entered when the asset was originally created. Otherwise, you may need to change this information for a variety of reasons, such as when the lease's end date changes.

To change lease information for an asset:

  1. In the Edit 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 the 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 will then prompt for your approval before overwriting information in the Acquisitions tab with the information from the Lease tab.
Changing maintenance fee information 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 change a maintenance fee for an asset:

  1. In the Edit 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 Edit 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 Edit 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.
Changing event information Tivoli Asset Management uses events to track the history of an asset. In the Edit 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.