Asset Management

Introduction

     This document describes how to use the WiseTrack Asset Management database for tracking assets belonging to the D'Agents Project.  It also describes how to print bar code labels and back up the database.  Please read this link for the original plan describing how the whole system was envisioned to work.  Only the most common uses of the database are described here.  If you want to do something more complex (such as make up your own labels), the manuals for WiseTrack, Barcode Anything Label, the Zebra Printer, the Symbol/Palm PDA, and the Barcode Anything Scanner are all next to the computer (named Q) that WiseTrack is running on.  You can also read the online help for the software (which covers almost everything the printed manuals do.)
     While it's sometimes difficult to know exactly how to label something, and it's easy to make mistakes, it's also easy to correct just about anything.  All the database entries can be modified later, new bar code labels can be easily printed, and numbers can be changed or moved around.  However, if you change something, you have to change everything associated with it.  For example, if you change an Asset Type from "OmniSmart 280 UPS" to "Tripplite OmniSmart 280 UPS" then you have to change the folder label to match (since the folders are sorted alphabetically by Manufacturer name.)  The labels on the equipment and on the PO's should change also (otherwise you won't be able to find the folder via the labels).  Send corrections or additions to this document to Ron Peterson.

Standards

     I've established some standards we should stick to if we want this system to remain coherent:

Asset type descriptions (which are also used for folder labels) should always be in this format:

<Manufacturer> <Model> <Model Number> <generic descriptive term>
Example: Gateway P7-600 Desktop

The "generic descriptive term" should usually be one that has already been used in the database such as:

Desktop
Laptop
PDA
Switch
Hub
UPS
etc.

Just look through the existing entries for similar equipment.  If nothing is close, make up a new term.
 

The bar codes are all five digits and are arranged into the following sets:

0xxxx = equipment number
0xxxx = location (the database keeps these seperate from the equipment numbers)
1xxxx = a person
5xxxx = asset types
7xxxx = equipment categories
8xxxx = manufacturers
9xxxx = supplier

Note that the number of digits, including leading zero's are important when entering bar codes.  000105 is not the same as 00105 which is not the same as 105.  All bar codes in our database have 5 digits with leading zero's (if needed.)  The software will not automatically allocate the next number in the sequence of bar codes to a new record, so you have to look at the list and type in the number yourself.  It -will- tell you if the number you entered is already in use.
 

To make tracking laptops and PDA's easier they are often labeled with a unit number (a large white stick on number in some obviously visible place).  When printing labels for such devices, add the unit number to the text in the label.  If the equipment will be kept in it's shipping box then also print a copy of the same label for the outside of the box.  This will make it easier to check the equipment in and out since you won't have to open each box to scan the codes.  It becomes important not to switch boxes in this case.

 

Some equipment will be treated as a set.  For example, a computer + monitor + keyboard + mouse are a set, as are a PDA + power supply + Wavelan card + modem card.  Each set only has one bar code label which is attached to the main unit (e.g., the CPU box).  However, we may decide to create database entries for some of these peripheral items, even if we don't label them, so that maintenance can be tracked individually (e.g., a monitor might have it's own entry in the database, even if it doesn't have a label.)

 

To make labels easier to find, try to consistently put them in the same place.  The upper right side on CPU boxes.  On the bottom for laptops and PDA's.  Be careful not to cover venting slots or to interfere with the function of the device.

 

Some equipment is a set, but will be treated as individual items, with the serval cluster being the prime example here.  It's considered one asset in it's entirety, but we want to keep service records on each CPU, switch, and UPS.  So each one gets a label.

 

Two fields in each asset record are used for something other than what they are labeled as (I did this rather than add user defined fields because it makes the reports more useful.)  On the Details tab in the Modify Assets window there is a Project name field.  This is where you can enter a unit number or a computers name.  On the same tab there is a "Purchase Gl Code"; this is where you can enter the Dartmouth Asset number, if the equipment has one.

 

Some equipment is too small or awkward to put a bar code label on.  PCMCIA cards are the prime example.  We can still enter these items in the database, but don't try to put a label on them, especially if it interferes with the function of the equipment.

Running WiseTrack on Q

Enter the screensaver password to get into Q.

If there is no screensaver running and there is a Windows login prompt (this might happen if the machine reboots after a power outage), log into Q and the network as user "data" (same password as for screensaver).   You must log in as "data" to get printer access.

Run WiseTrack by double clicking on it's icon.

Enter the password "MASTER" when it asks for one.

When you are through, exit WiseTrack, but do not exit Windows.  The screensaver will start up after about 5 minutes to prevent anyone from casually playing with the machine.  This is the only form of security on the system at the moment since Win95 has few security features.

REMEMBER, this is Windows 95, so if things start acting even a little weird, do a backup, exit and REBOOT.  Otherwise you risk corrupting the database and losing any new data you've entered.

Checking Equipment In and Out

This is probably the most common thing you'll be doing with the database.  There are two ways to check equipment in and out; using the PDA (and then later syncing the database on Q with the PDA) or using the scanner and WiseTrack on Q.

Check In/Out Using the PDA

Note that the laser scanner eats batteries fairly quickly, so keep an eye on the power icon.  The batteries are rechargable (the charger is in the grey cabinet in lab 007) and you can swap in a fresh set while the current set is charging.
When scanning, the scanner seems to work best if the red line extends about double the width beyond the bar code it is scanning.  Be careful not to scan another bar code to the side or above the one you intend to scan.  It's very easy to do this without noticing, so comparing the scanned code to the actual code is usually a good idea.

• Power on the Palm PDA.
• Click the Home icon near the lower left corner (it looks like a house.)
• Tap the bottom of the scroll bar on the right in the main window to scroll down.
• Run the WiseTrack application by tapping on it's icon.
• Select "2. Move Assets".
• It asks for a Location.  Scan in a location code (press either green button at the top to start scanning) from the black Bar Codes book (or enter one manually).
• Select Next.
• It asks for a Bar Code.  If you have the equipment handy, scan in the bar code off the D'Agents label.   Otherwise you can enter a bar code number manually.
• If you have more equipment that will be moved to the SAME Location (e.g., when you are checking in 10 laptops)  tap Next and keep scanning in (or entering) bar codes.  Tap Done when you are done.
• If you want to move equipment to a NEW Location, tap Done and start this process over.
• You can use the Back button to correct mistakes during each single Move operation.  Once it's entered though, it can't be edited so just enter the correct data again.  Bogus entries can be edited out when the data is downloaded from the PDA.
• If you want to delete EVERYTHING (including Moved Assets, Added Assets and Audited Assets) tap the menu button (looks like a pull down menu in the lower left corner) and select "Clear Data".
• Exit the WiseTrack software by tapping on Exit (or leave it running, it makes little difference).
• Power down the Palm (watch those batteries!).

 

 

Now you need to get the data you just entered into the WiseTrack program on Q.
If you need to add a new Location or Person, print a bar code label for it/them (see Printing Bar Code Labels ) and stick the label in the black Bar Codes book on the Locations or People page.
 

• Log into Q and run WiseTrack as described above.
• Select all the records by dragging the mouse (or by selecting Edit/MarkAll from the menu bar.)
• Select Inventory/Reconcile from the menu.
• Enter a name for the Reconciliation (such as "Muri Demo Checkin" or "Student Return") and click OK.
• Click on "Download Now" to read the data from the Palm scanner.
• Follow the wizards instructions.
• A message will appear saying "<number> assets are in the wrong location do you want to move them to the new location?"  Enter YES and the assets will be moved.
• The program will tell you if there was anything it couldn't figure out.
• Delete all the data on the Palm by running its WiseTrack application, selecting the Menu button (in the lower left corner looking like a pull down menu) and then Clear Data.
• The PDA is now ready to scan new data.
• Edit any records that were incorrectly entered on the PDA.
• Backup the database.

 

Check In/Out Using WiseTrack on Q

If you need to add a new Location or Person, print a bar code label for it/them (see Printing Bar Code Labels ) and stick the label in the black Bar Codes book on the Locations or People page.
 
• Call up the equipment record by selecting Search/BarCode from the menu and then scanning in the D'Agents label with the scanner attached to Q (just press the scanners button and release it, then hold the scanner up to the bar code label.  It will beep when it recognizes the bar code.  The red light will turn off by itself after a while.)  Click OK.  (You can also find the record yourself in the list and double click on it to call it up.)
• Click on the "..." button next to the Location.
• Select a new Location (which can either be a place or a person).
• Click on OK, then OK again.
• Backup the database.

Printing Bar Code Labels

ADDENDUM: Due to problems with Wisetrack, printing had to be moved to a seperate machine (Fleming). Do all printing from there. This is inconvenient but until the Wisetrack tech support people can figure out what is going on, this is the only option that works.

The easiest way to get the data entered for labels is to run WiseTrack at the same time and cut and paste from an asset record.  The Barcode Anything Label software is finicky and has some font quirks (like allowing you to create labels using True Type fonts and then telling you the printer won't print them, even though it does.  Also, when creating your own labels, text often doesn't line up correctly on the screen so you have to print the label to see if it will appear the way you want.  If you design your own labels you might want to avoid using anything except fixed size fonts.)

• Log into Q as described above.
• Run the Barcode Anything Label software package by double clicking on it's icon.
• Select File/Open from it's menu.
• Select dagentb.lbl and click OK.
• Click on the printer button in the toolbar or select Print from the File menu.
• Enter a 5 digit bar code number (don't forget the leading zero's) and press TAB.
• Enter the text for the label (add a unit number here also for portables) and press TAB.
• Press Print.
• Enter the number of copies of this label that you want.
• Press OK.
• An error message about True Type fonts will appear.  Press OK and the label will print.
• Press the green button on the left for Form Feed.
• Hold the green button on the left down for a few seconds to print a test pattern.

Changing the Printer Ribbon and Label Stock

     See the Zebra Printer manual in the box next to Q for instructions on how to change the ribbon and put in a new roll of labels.  Both should be changed at the same time.  The ribbons and labels are stored in boxes on the white shelves under the white board in lab 007.  We have thousands of labels which should last us for many years.  There are also instructions inside the printer if you lift the cover (press in the green buttons on the sides to open the cover.)  The most important thing is getting the labels centered properly, which you can test by printing a few labels (See Printing Bar Code Labels.)
If the two don't line up correctly then the printing will go off the edge of the label.

Adding New Equipment using WiseTrack on Q

To enter new equipment into the system:

1) Open and unpack equipment and inspect for damage.

2) Run WiseTrack.

3) If the equipment is something that we don't already have at least one of then you have to create an Asset Type for it in WiseTrack.  Go to the Assets tab, scroll down to the last Asset Type, and then select Edit/Add from the menu bar (you could also click on an existing entry and use the right mouse button to select duplicate which will fill in many fields for you, but be careful since it duplicates everything including repair histories, comment fields, notes, and email addresses.)  Enter a bar code that is one higher than the current last entry in the Asset Types list (they all start with 5, as in 50047).  Enter a Description, select a Category (if it's a really new item you may have to create a new category), and enter a model number.  If you create a new Asset Type, print a bar code label for it (see Printing Bar Code Labels) and stick the label in the black Bar Codes book on the Asset Types pages.
If the Manufacturer name is not in the database under Location Details then it will have to be entered also.  Add or Duplicate a new Manufacturer entry, entering as much info as you have available.  Enter a bar code number that is one higher than the current highest number for Manufacturers.  Note that all Manufacturer entries start with 8 as in 80011.  A web site URL and email address can be entered under the User Fields tab.
If the Supplier (place we bought the equipment from) isn't in the database, they will have to be entered.  Create a new Supplier in the same way as you created a new Manufacturer.  All Supplier bar code numbers start with 9 as in 90005.

4) Create a database entry for the equipment.  Enter a bar code number that is one higher than the current highest number in the database, including any leading zero's.  Enter as much data as you can including Purchase Date, Warranty Expiry Date, Purchase Price, Serial Number, etc.  The Project Code field on the Details tab is where you can enter the name of a PC or other short descriptive info.  The Purchase GL Code is where to enter the Dartmouth Asset Number if the equipment has one.  Assign the Location to a room or in the case of portable equipment, to a person.  If you want to hand the equipment out to someone see the section on Check In/Check Out.

5) Create a file folder associated with the equipment.  See the standard for labeling the folders in Standards.  One might already exist (some equipment collections are treated as a single unit and some smaller equipment such as UPS's are all lumped into the same folder).  Put all the associated documentation (any docs the user doesn't want, packing slips, extra cables, etc.) in the folder.  File the folder alphabetically by manufacturer.  The key to the black file cabinet located opposite of 119 Sudikoff is on top of the microwave VCO beneath the white board in room 119 (ask Ron or Arne to show you.)

6) Print 3 copies of the bar code label for the equipment (see Printing Bar Code Labels.)  Use the Asset Type text as the text to enter on the label (calling up the Asset record and cutting and pasting the number and text makes it fairly easy.)  Add a unit number to the text for portable equipment.  One label goes on the equipment, one goes on the folder you created for the equipment, and one goes on a sheet of paper attached to the Purchase Requisition forms (if the equipment was purchased with a PR) or other purchase record (credit card paperwork).

7) To make it easier to hand portable equipment out when it is all enclosed in a box, print a bar code label with the bar code number and description (and unit number for portables) of the item and place it on the outside of the box in a prominent place.  Using a Unit Number on portable equipment (such as iBook # 5) and on the labels makes it easier to keep track of things.

8) Close WiseTrack.

9) Backup the database.  See Backing Up The Database.

10) Exit all programs.  Don't log out, the screensaver will take over after five minutes.

Adding New Equipment using the PDA

Read "Adding New Equipment using WiseTrack on Q".  You'll basically have to follow the same steps, except that the data comes from the PDA.

If there are new Asset Types, Locations, or People, create them in WiseTrack before downloading the data from the PDA.  Otherwise WiseTrack will tell you it can't resolve them.

 

Run the WiseTrack application on the Palm scanner (a gypsy!) and select Add Assets.

Select File/Import/ScannerData.

When it asks "Do you wish to process the scanner data now?" click on Yes if you want to edit and insert the data into the database now, or No to save it to a file and add it later.  I'll describe the Yes path here.

A scanner Wizard will appear.  Follow it's instructions.

After the wizard finishes a Comet window will appear (first a gypsy and now wizards conjuring up comets!?) which looks a lot like a spreadsheet and works a lot like one.  Edit your data here.

Select Options/Validate_Data to test the new data for inconsistencies.

Select "Process" from the File menu to process the data and add it to the database.

WiseTrack will tell you if anything didn't match the data already in the database or if there were inconsistencies. Exit Comet.

For some reason the new data doesn't appear even though it IS there.  Even selecting View/Refresh doesn't cause it to appear.  Select Search/BarCode from the menu bar, leave the Bar Code blank and press OK and all the records will be relisted and the new ones will appear.  Take a look at a few of them to make sure things look ok.

Delete all the data on the Palm by running its WiseTrack application, selecting the Menu button (in the lower left corner looking like a pull down menu) and then Clear Data.

The PDA is now ready to scan new data.

Follow the rest of the steps listed in "Adding New Equipment using WiseTrack on Q".

Backing Up The Database

     This is currently a manual procedure until I can figure out how to do automated backups across a network on a Win95 disk.  Use WinZip to create a Zip archive of all the files in C:\Assets.   Use a filename that indicates the date.  Copy the Zip file to mayday:/home/data/AssetBackup using the Scp transfer tool.  The password for the data account on Mayday is the same as on Q.  Hopefully I'll find a way to automate this soon so you don't have to do anything to back up the data.

Taking Inventory

• Don't, that's stealing!  Ok, seriously...
• I haven't tried this yet, but basically it's the same as the Move Asset function on the PDA.  You scan in locations and bar codes, then use Inventory/Reconcile to reconcile them with the database on Q.  The program should flag anything that turns up missing or extra.

Maintenance, Notes, and Images

Wisetrack allows us to keep a Maintenance history on each piece of equipment.  If you send something to be repaired you can update the maintenance log like this:

• Call up the asset record by double clicking on it.
• Click on Other in the lower left corner of the Modify Asset window.
• Select Maintenance.
• Click on New and enter the appropriate information.
• Exit by clicking OK, then Close, then OK.


The Other menu in the Modify Asset window also has entries for Notes and Images.  You can use Notes to add a text note describing anything about the equipment (e.g., "The modem card was sat upon, which is why the case is dented, but it still seems to work ok.":)  You can also import an image to show what the equipment looks like.

Exporting Data to an Excel Spreadsheet

• Select all the records on the screen that you want to export.
• Select File/Export/ASCII from the menu bar.
• Click the "Field Names on 1st Line" checkbox to get titles at the top of the spreadsheet.
• Click "Browse" and enter a filename.
• Click OK.
• Import the file you just created into Excel.

Printing Reports from WiseTrack

The computer is already set up to print to the South 1st Floor East printer (s1e).  If you want to add another printer, open the My Computer desktop icon and then Printers.   Double click on Add Printer and follow the wizards instructions.  When it asks for the network path enter //mansfield or click on Browse to look for a printer.
You can print many different types of reports from WiseTrack.  Just select the records you want to print and then select the report style you want from the Reports menu.  It will show you a preview of the report.  Click on the printer icon to actually print the report.

Troubleshooting

If you can't get records to appear on the Wisetrack screen that you know are there, try doing a search with -no- search string. This should display -all- the records. If nothing shows up, then try reopening the database. If it still doesn't work then try rebooting the machine and try the above again. If that doesn't work, make a backup of the database and then try restoring an earlier version. The database files are located in c:\assets. Backups are in /home/data/assetsbackup on the lab 007 Linux machines.

If the wrong letters are showing up when you type on the keyboard, try pressing CTRL-ALT-SUSPND MACRO. The keyboard has a built in macro recording capability that sometimes gets turned on accidentally.

If the gun scanner doesn't work, try rebooting which will power it off and on. It should beep twice when the keyboard is initialized during boot.