How to Add Assets & Equipment

This document provides a step-by guide to adding an asset or piece of equipment to the asset database. For many users, this is the critical task they need to know. However, in order to setup the system, you need a more comprehensive understanding of whats referred to as the Knowledge Base which forms the basis for the asset database. The rest of this document explores working with the knowledgebase, which will help the average user better understand the system. Imagine the asset hierarchy as a giant family tree that starts with the work zone as its base. The work zone can include multiple locations within it, like buildings. These buildings, then, are parents to suites or units inside these buildings, which themselves, might be parents to rooms or specific assets and equipment.

Understanding the Knowledge Base Tools

The Knowledge Base is the foundation of the CorrigoNet system. It contains models of physical spaces, such as buildings and units, and the assets contained within them. All work orders that are created are related to these models. A work order is simply a description of work to be done on one of these models. Before you can create work orders, you must create models for all of the assets that are to be worked. To access the Knowledge Base tools, do the following: 1. Click the Our Company tab. 2. Click the Knowledge Base option from the drop-down list that appears. 3. Choose from the sub-options that appear under the Knowledge Base option. IMPORTANT: For efficiency, when creating a knowledge base from scratch, perform the tasks in the following order: 1. Create specialties 2. Create attributes 3. Create models Specialties and attributes must be created first so that they are available to add to your models. If you do not create them first, none will be available to you when you are creating models and you will have to edit your models later to add them.

Adding Assets to a Location

The highest level of asset in your asset hierarchy is the Work Zone. In CorrigoNet, you must first set up the work zone itself as an asset before you can start adding other assets to it. For this example, if you set up a commercial building as a work zone asset, it could contain the following assets within it: The building itself, which contains... Lobby, common areas, and multiple floors, which contain... Bathrooms, elevators, carpets, lights, and office suites, which contain... Lighting, carpets, kitchens, and individual offices, which contain... Cubicles, bookcases, heaters, cable jacks, lighting, desks, etc.

To add an asset to a location, do the following: 1. Click the Assets tab and select the Asset Builder option in the drop-down list that appears. 2. The Asset Details screen appears.

3. In the left-hand Items column, navigate to the proper location by double-clicking the name of the work zone then building/location then space. 4. Continue to double-click in the Items column until you reach the hierarchy level at which you want to add the asset. 5. When you find where you want to add an asset, click the Models button in the top-right corner of the screen. 7. Search for the appropriate Model of the asset you want to add

8. Click the Add Model to Inventory button. The Model Browser screen closes and the Asset Details screen refreshes to display the asset model you selected. Note: you can also use the copy and paste to add an asset. Or the cut and paste to move an asset. Remember if you are copying an asset you are copying all of the children assets underneath it.

Creating an Asset Model

Models are representations of physical assets and provide the physical context and basic information about the assets referenced by work orders. Models can represent virtually any asset in the real world. Each model has a set of attributes and tasks associated with it. The attributes define the model and the tasks are text descriptions of work that can be performed on the asset that the model represents. To create a new model, do the following: 1. 2. 3. 4. Click the Our Company tab. Click the Knowledge Base option from the drop-down list that appears. Click the Models sub-option. On the Models search screen that appears, click the Add New button. The Model - Details screen opens.

5. Type a name for the model in the Name field. The name should be descriptive, but generic because it will be customized when it is added to inventories later. For example, you might create a model called "Office." Later when you are adding inventory to work zones, you can create "Executive Office," and "General Office" assets from this model. 6. Select a type from the Type drop-down list. For an office model, select the "Regular Asset" type. 7. Select a specialty from the Default Task Specialty drop-down list. For a model covering locks, for example, you might want to have a locksmith service specialty. 8. Select a default priority for any task that contains this asset. Note that the priority can be changed manually when the asset is added to a work order, so this field is more of a guideline than a rule.

9. Select the Yes radio button in the "Mandatory Attributes to check at Work Order completion" field if you want to make it a requirement that all attributes associated with the asset model are addressed before a work order can be marked as Complete. 10. When you are done creating the asset model, click OK. The Model Summary screen opens, displaying a summary of the asset model details and the attributes, tasks, and images associated with it in the system.

12. Click the Edit button in the Attributes heading row. The Model - Attribute Selector screen opens.

13. In the Available Attributes field, select the attributes you want to associate with the model, and then click Assign to move them to the Selected Attributes field. Note: To select multiple attributes, hold down the Ctrl key and then click the attributes you want to add, and then click Assign. The attributes are added to the Selected Attributes list.

14. Click OK to add the attributes to the model. 15. On the Model Summary screen again, click the Edit button in the Tasks heading row. The Tasks screen opens.

16. Click the Add New button. The Task Details screen opens.

17. Complete the following required fields. o DescriptionProvide a description of the task or symptom. o Type(s)Select the category of symptom or task: symptom (asset exhibits some dysfunction that needs repair); preventive (task is preventive maintenance such as periodic replacement of a part); routine (regular task done on a schedule, like cleaning restroom); corrective (e.g., a repair). o SpecialtySelect the service specialty that should be used as a default for this task or symptom. o PriorityRank the severity of the task or symptom. 18. Click OK when you are done. 19. The task is then added to the Tasks screen.

20. Repeat the procedure to add any other tasks you want to the model. Then click the Back button on the Tasks screen to return to the Model Summary screen.

Model Types
The following table explains the different model types that exist by default in the system. Model Type Purpose
Primary asset, contains all other assets (i.e., work zone/Work Zone) Structures within communities that contain lease-able space or floors of lease-able space An asset that can divide up buildings and house lease-able spaces Lease-able or container assets To subdivide units Contractible

Special Significance/Rules
Dictates work flow and some financial settings are configured according to community. Optional. Not needed but can be used to house Units.

Community

Building

Floor/Level

Optional

Unit

The only asset that can be leased out Optional. Can have as many nested as desired. Similar to regular assets, but typically used for capital equipment to differentiate the 10% of important assets from the 90% of regular assets that hold little depreciable value. Primary assets that have tasks and against which work orders are placed.

Room/Area

Equipment

Primary assets of value that gets tracked. Closely

Regular Asset

To be used for the bulk of the assets

Creating an Asset Template

After you have created one work zone asset and one building asset, you can start creating templates. Templates are bundles of assets and their children that can be reused over and over again in other work zones and other buildings. Using templates saves you from having to build inventory for each work zone item by item. You can create a template for any model except the top level, which is Site/Work Zone. Some examples of templates you might create are: Commercial building Floor Suite

 Home Shop (store) After you have created, for example, a thorough template for a commercial building, you could build the entire asset inventory for another similar work zone simply by adding that template to the work zone's inventory. This is as easy as adding a single multi-part asset to the work zone, as opposed to adding scores of assets separately.

Create a Template
This procedure illustrates how to create a template for a commercial building asset. The building has had assets added at the building, floor, suite, office, and room levels. To create a template, do the following: 1. Click the Assets tab. 2. Click the Asset Builder option in the drop-down list that appears. 3. The Asset Details screen appears.

4. In the Items column, double-click the name of the work zone under which you will be creating a template. 5. Continue to double-click in the Items column until you reach the hierarchy level at which you want to create a template. Note that all inventory items at the level you stop at will be included in the template. 6. Click the Templates button. The Template Browser opens.

7. Click the Create Template button. The New Template popup screen appears.

8. Type a name in the name field then click OK. The new template is then added to the Template Browser list.

Adding a Template to an Inventory

To add a template to inventory, do the following: 1. Choose Work Zone Setup from the Assets menu. The Work Zone search screen opens. 2. Click Show All Work Zones or use the search features to find the work zone you want to add an asset template to. 3. Navigate to the level within which you want to add the asset template. To add a template to a Work Zone's inventory, do the following:

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1. Click the Assets tab. 2. Click the Asset Builder option in the drop-down list that appears. 3. The Asset Details screen appears.

4. In the Items column, double-click the name of the work zone under which the Work Zone is located. 5. Continue to double-click in the Items column until you reach the hierarchy level at which you want to add the template 6. Click the Templates button.

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7. Click the name of the template you want to add to the inventory. 8. Click the Copy to Inventory button. 9. Manually close the Template Browser screen. The Asset Details screen refreshes to display the template you selected in Step 7.

10. In the Item Name field on the right side of the screen, enter a name for the template. 11. Click the Save button to save it as part of the work zone inventory.

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