Inventorying Assets with Asset Tags

Summary

This document outlines best practices for tagging assets with barcodes. The directions outline items needed and procedure to follow whether you are adding completely new assets to Oomnitza or updating assets already in Oomnitza with asset tags.

Resources Needed

Asset Tags

Seating chart and/or employee name list

Oomnitza Mobile app installed on phone with access to internet (Oomnitza inventory specialist will come with this ready to go)

Pre Inventory Setup

Oomnitza Web App:

  1. In Oomnitza create Inventory user
    1. Create Inventory role (give them permission to read/write asset data and read user data)

 

App setup:

  1. App can be downloaded from iOS App Store or Google Play
  2. You’ll be prompted to enter system name -> update system name with company name (ex: “oomnitza” without the “.oomnitza.com”
  3. Login using provided login credentials

 

On Prem Preparation

  1. Internal IT team alerts employees that an inventory representative will be coming around on {date/time} to inventory their laptop, monitors, mifis, and other devices to be tracked in Oomnitza
  2. Print seating chart

 

Day of Procedure

  1. Using seating chart, draft a plan of action so that you can move from one section of the office to another easily
    1. Use the seating chart to mark who you tagged and who you need to go back to
  2. Inventory Specialist steps
    1. Inventory specialists goes from desk to desk and asks each employee for a moment of their time to inventory their assets
    2. Tag the asset with a barcode (Example: If a laptop, put tag on back of laptop under serial number making sure it doesn’t cover any important information)
    3. For any issues (can’t find barcode, person not at their desk etc); flag the name and desk and let customer know at the end of the day (i.e keep a running list of notes)
  3. There are THREE asset tag scenarios. Each one is outlined below
    1. New Asset and New Asset Tag
      1. Scan barcode and place on computer/monitor
      2. Enter the following information:
        1. Location
        2. Assigned To (use employee’s name)
        3. Asset Type (laptop, monitor, etc)
        4. Serial Number (find on bottom of laptop or “About this Mac”)
        5. Department (ask employee or get from seating chart)
        6. Status (confirm it is their assigned laptop)
        7. Make (Apple, Dell, etc)
        8. Only for non-apple models: Model
          1. for Lenovo’s/PCs you may have to remove the battery on the laptop
        9. Select Upload; this device is now complete
      3. Edit an Asset that already has an Asset Tag
        1. Go to Edit
        2. Scan barcode
  • Select Search
  1. If no results are found, make sure all non-barcode fields are deleted
  2. Select Search result
  3. Fill in relevant fields
    1. Location
    2. Assigned To (use employee’s name)
    3. Asset Type (laptop, monitor, etc)
    4. Serial Number (find on bottom of laptop or “About this Mac”)
    5. Department (ask employee or get from seating chart)
    6. Status (confirm it is their assigned laptop)
    7. Make (Apple, Dell, etc)
    8. Only for non-apple models: Model
      1. for Lenovo’s/PCs you may have to remove the battery on the laptop
    9. Select Upload; this device is now complete
  4. Edit an asset in the system that doesn’t have an Asset Tag
    1. Go to Edit
    2. Clear out any barcode pre-existing in the search field
  • Search by user or serial number
  1. Select Search
  2. Fill in relevant fields
    1. Location
    2. Assigned To (use employee’s name)
    3. Asset Type (laptop, monitor, etc)
    4. Serial Number (find on bottom of laptop or “About this Mac”)
    5. Department (ask employee or get from seating chart)
    6. Status (confirm it is their assigned laptop)
    7. Make (Apple, Dell, etc)
    8. Only for non-apple models: Model
      1. for Lenovo’s/PCs you may have to remove the battery on the laptop
    9. Select Upload; this device is now complete
  3. Repeat until complete
  1. Take detailed notes to give full report at the end of each inventory day
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