Who is this article for?

Ideagen Quality Management Users working with Asset records.

Access to the Asset module is needed.

The Asset module focuses on the management of assets (both physical equipment and digital assets) within an organisation.

Asset records allow you to manage maintenance planning and scheduling, calibration and testing, and disposal of equipment when it is no longer needed.

This article provides an introduction into the process and covers:

1. Searching and viewing assets
2. My actions
3. Raising a CA/PA against an asset
4. Viewing activity history
5. Performing an activity

Searching and viewing assets

1. Open the Assets module from the Launchpad.
2. From the search pane of the list view, you can do a quick search for assets, e.g. its type, location or availability.
3. You can also enter the title (or part of it), into the keywords field.

3. Click Search to show matching records in the assets list view.
4. You can also perform a search for the activities performed against assets. To do this, click on the Register drop-down list at the top of the page and select [Activities].

My actions

1. You can view all the tasks you need to perform from the [Workload] tab of your Launchpad, or from the top-left of each module.
2. From the workload, click any green (due) or red (overdue) flag to display the records you need to work on in the list view

3. Or from “My Actions”, double-click any action to show the records you need to work on.
4. Typically, you will be required to perform activities on assets to ensure that they are working correctly and safely.

Raising a CA/PA against an asset

1. If there is a problem with an asset, you should raise a CA/PA against it.
2. Open the asset record and expand the non- conformances section. Here, you can see if anybody has raised your problem already.
3. Click the new non-conformance icon, select “From Wizard”, then choose an appropriate wizard.

4. For more information on raising CA/PAs, see the CA/ PA Quick Start guide.
5. If the wizard you need isn’t there, speak to your Ideagen Quality Management administrator.

Viewing activity history

1. Every Asset can have Activity Types that can be assigned to it, to describe work that needs to be done (e.g. calibration, safety or cleaning).
2. Each Activity Type can have activities scheduled. You can view these Activity Types and Activities in the lower half of every Asset record.
3. When you expand any Activity Type, the previous and next activity will be shown within the “Last / Next Activity section”.

4. If an activity has a date in the Performed Date column, it has already been completed.
5. If a number is shown in the Period field, once an activity is completed, a new one will be scheduled automatically.
6. To view a list of ALL activities performed against an Asset, click the [View History] icon to the right of any Activity Type.

Performing an activity

1. If you are required to perform an activity (usually as a result of an action required of you), you can open the Activity directly from your workload / actions,
   or by opening the Asset, expanding the appropriate Activity Type, and double-clicking the Activity.
2. When you select a performed date, you will be able to choose the outcome from the drop-down list.
3. In “Performed By”, you should select the name of the person who performed the work.

1. You can add an attachment, such as a picture of the work performed, by clicking the […] icon.
2. Once you have added all the information, click the OK button. If a period has been set-up (e.g. 30 days), a new Activity will automatically be scheduled for 30 days from now.