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In step with actual practise – function unit centered asset management

An asset management system should administer all the hard and software of a workstation, its configuration as well as commercial and organisational data. Some data is easily allocated: the working memory belongs to the computer, the screen diagonal to the monitor. But what about the cost centres? Some companies decide on a debit for each high value component. In this case the costs must be saved per device, sometimes even per software package. Other organisations think more globally: they organise the billing by allocating the cost centre to the work station. One must also consider the changing of components which is a common occurrence in practice. If a computer is replaced it must function in exactly the same way as it did before the replacement. It must therefore be possible to call up the configuration of the old unit even if this has been totally destroyed and already written off. Also the billing as well as some user data is not dependant on the computer but on the workstation.

Inventory alone is not enough

Purely inventory based systems often have a problem here: they continuously give the current configuration of a computer and allocate additional organisational and commercial information to the device. This must then painstakingly be transferred from one device to another when the hardware is exchanged.

Spider Asset creates a higher level structure below which the devices, the software, the users and other data are assigned: the workstation. Since a business may have assets which are not assigned to a workstation, such as a server or printer station, the workstation was defined in even more general terms. Spider Asset defines function units which can be defined according to requirements as workstation, as server, as printer station or any other unit. These structures then contain all allocated objects, such as hardware, software, configuration and utilisation data. During capture it is determined what information is to be allocated to which object. These decisions taken here – which can of course be changed later – make Spider Asset into a tool which can reproduce the processes and controls within a company in a user friendly way.

What belongs where?

The software, for example, is allocated to the workstation not to the computer. This has the advantage that when hardware is replaced the configuration is not lost.

Cost incurred or expenses arising from servicing or maintenance can be either allocated to the function unit or to the asset or to a user. This additional data remains available, even if the hardware has been moved around a lot and generated many changes (and therefore high expenses), due to the correct allocation. This adds a new dimension to cost accounting: billing is in accordance with the actual expense and against the actual cause.