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Module-14:- Asset Management

Require
ment ID
AM.1

Functionality

Description

Criticality

Identification
The system shall have the Vital
of
business ability to identify a business
entity
entity/district to which the
equipment/assets
belongs.
And also should able to
reorganize divisions, office
codes, etc. in the case of
organizational changes.

C/
Available and
ER/F implemented in
/ CR/ SAP
NC

AM.2

Creation
of The system should able to Vital
multiple asset create and define multiple
grouping
asset grouping for each type
of asset e.g poles in a group
of LT pole, 11 KV pole etc and
again PCC Pole, Rail pole etc.
The user should able to
classify the asset as per the
defined asset groups.

Available and
implemented in
SAP

AM.3

Electronic
The system shall allow Vital
certification of electronic
certification
of
physical
physical
inventory
for
inventory
locations including, but not
limited to:
Circles
Division
Sub division

Not available in
SAP

AM.4

Creation
of The system shall have the Vital
asset master ability to initiate the creation of
records
asset master records from the
process of creating and
processing
store
issue
documents. The system shall
have the ability to identify
potential fixed assets through
Store transaction details.

Available and
implemented in
SAP

AM.5

Recording of
purchase and
all
other
historical
information
about asset

Available and
implemented in
SAP

The system shall be able to Vital


record information such as
the supplier, purchase dates,
serial number against each
individual piece of equipment.
Equipment
/
Asset
identification
number,

Resp
onse

Comments

Description
Serial
number
Manufacturer - Model
number
Year of manufacturing
Maintenance history for
the equipment
Cost centre
Bill of Materials
Status (e.g. installed,
repaired, in store)
Supplier,
Warrant period
Location etc

AM.6

Recording
condition
analysis

The system shall have the Vital


capability to record condition
assessment calculations (e.g.,
Condition Analysis).

AM.7

Tracking
insurance
values

of The system shall have the Vital


ability to track insurance
values (e.g., replacement
value).

AM.8

Capability to
update/
regroup
individual
asset record

AM.9

Review
and The system shall allow the Vital
approval
of incoming and (or) outgoing
assets
Business Unit head to review
assigned
to and approve assets assigned
his unit on to his Business Unit whenever
transfer
of transfer of Personnel takes
BUH
place. The system shall
support this function with
reports of assets under BUHs
control.

The system shall have the Essential


ability for the user to make
subsequent
updates
to
grouped or component assets.
(e.g., the user may acquire,
retire
or
transfer
one
component of a group of
assets). The system shall
provide the capability to
update the individual asset
record and to re-group into an
existing group or component
structure.

Not available in
SAP

Available but not


implemented in
SAP
Available and
implemented in
SAP

Not available in
SAP

AM.10

Maintaining
the
list
of
spares
with
their part no.

The system should be able to Essential


maintain the list of spares
along with their part no for
each equipment. The system
should also able to group
equipments of same make
and rating for the purpose of
assessment
of
spares
requirement.

Available but not


implemented in
SAP

AM.11

Capability to
scan bar code
tags
and
upload
the
inventory

The system shall provide the Essential


capability to scan their own
bar
code
tags
and
automatically
upload
the
physical inventory for review,
reconciliation, and approval.

Not implemented
in SAP

AM.12

Furnishing of The system shall allow utilities Vital


condition
of to provide a 'condition of the
the asset on asset' at the date of physical
the date of inventory. Examples include:
physical
New
inventory
Good
Poor
Broken

Not available in
SAP

AM.13

Recording of a
date
of
physical
inventory

The system shall allow utilities Essential


to record a 'date of physical
inventory' when inventory
counts of physical assets take
place.

Not implemented
in SAP

AM.14

Provision for
mass updates
to a physical
inventory date
field

The system shall allow utilities Essential


to provide mass updates to a
physical inventory date field.
This would be required for
agencies that complete their
inventory at one time and wish
to update all of their assets
with one transaction.

Not implemented
in SAP

AM.15

Capability to The system shall allow utilities Essential


identify
to provide the capability to
missed or non identify all assets that have
updated
been missed and not updated
assets
by the physical inventory
process, or to identify all
assets
in
the
following
categories :
Missing or lost
Stolen
Destroyed
Under disposal review

Not available in
SAP

AM.16

Capability to
identify
vehicles and
other assets

The system shall provide the Essential


capability to identify vehicles
and other assets that have
been purchased or leased via
various methods.

AM.17

Provision
of
workflow
to
identify
and
route
lease
renewals
Insurance
claims related
asset tracking

The system shall provide Essential


workflow to identify and route
possible lease renewals to the
appropriate user.

Available.
Purchased assets
implemented but
other methods not
implemented in
SAP
Not implemented
in SAP

AM.18

The system shall allow asset Essential


tracking and reporting related
to insurance claims and
insurance recoveries.

Not available in
SAP

AM.19

Provision for The system shall provide an Essential


asset transfer asset transfer transaction for
transaction
collaborative data entry. This
shall include the capability to
enter and save partially
completed asset transfers.
This could include allowing
the transferring agency to
complete their portion of a
transfer and to allow the
document to be saved. At a
later date, the receiving
agency could access the
transaction for completion and
posting of the final transfer.

Available and
implemented in
SAP

AM.20

Generation of
reports
on
cost of new
assets

Not available in
SAP

The system shall generate Vital


reports detailing the cost of
new assets acquired to
replace an asset lost, missing,
stolen, or destroyed.

AM.21

Provision
to The system shall provide the Vital
deactivate an ability to deactivate an asset
asset
when
removed
for
maintenance
and
allow
reactivation based on proper
authorization.

Available and
implemented in
SAP

AM.22

Allowing and
tracking
of
adjustments to
historical cost

The system shall allow and Essential


track adjustments to historical
cost (e.g., An isolator which
was captured as part of the
original cost of the substation
is transferred, requiring the
original cost of the Sub station
to reflect the adjusted cost
base).

Available and
implemented in
SAP

AM.23

Online viewing
and search of
fixed
asset
policy
and
procedures

The system shall have the Essential


ability to allow agency asset
managers to view and search
official fixed asset policy and
procedures online or via web
browser.

Not available in
SAP

AM.24

Creation
of
population
table
for
identifying
ownership and
maintenance
responsibility
Provision for
different
depreciation
schedules and
methods

The system shall contain a Vital


population table for the
purpose
of
identifying
ownership and maintenance
responsibility for equipments.

Not available in
SAP

The system shall allow Vital


different
depreciation
schedules and methods for
different assets within an
asset group.

Available and
implemented in
SAP

Classification
of assets

The system shall allow for Vital


major asset class (e.g.,
personal property (including
vehicles), buildings (new,
improvements, renovations),
land, land improvements,
infrastructure,
leasehold
improvements,
and
construction
in
progress)
dependent
features
for
tracking and reporting data
elements.

Available and
implemented in
SAP

AM.25

AM.26

AM.27

Tracking of an
alternate
replacement
date

The system shall be capable Essential


of tracking an alternate
replacement date besides
useful life expiration date.

Not implemented
in SAP

AM.28

Ability to link
asset master
records
to
other
asset
master
records

The system shall have the Desirable


ability to link asset master
records to other asset master
records
for
grouping
(Custodian) Assignment. The
system shall have the ability
to flexibly track assets (parent
to child relationships), to
effectively
have
asset
structures record component
and
'complex'
assets,
essentially allowing a 'roll up'
feature (e.g., the individual
asset values for routers will
roll up to the asset value for
the network rack, which is the
asset master record).

Available and
implemented in
SAP

AM.29

Creation and The system shall have the Essential


maintenance
capability to create and
of coding table maintain both central and
agency dependent coding
tables for all tracking fields
(e.g., location, sub divisions,
etc.).

Available and
implemented in
SAP

AM.30

Uniform
naming
conventions

The system shall have Essential


uniform naming conventions
for
coding
employees,
integrated with the HR
employee number, name, or
other unique identifier when
assigning an asset to an
employee or custodian.

Available and
implemented in
SAP

AM.31

Provision
of The system shall allow mass Essential
mass
adjustment functionality (e.g.,
adjustment
useful life for building changes
facility
from 25 to 30 years) to update
all assets in that category.

Available and
implemented in
SAP

AM.32

Provision
to The system shall have the Essential
track multiple ability
to
track
multiple
location codes location codes. These codes

Available and
implemented in
SAP

would provide Utilities with the


ability to identify where the
assets are located, including
but not limited to :
Sub station
Feeder
Buildings
AM.33

Provision
of
multiple
responsibility
codes.

The system shall provide Essential


agencies
with
multiple
responsibility codes. These
codes would provide agencies
with the ability to identify who
is responsible for the asset,
including but not limited to :
Department assignment
Organization assignment
Group assignment
Individual
assigned
responsibility
Program responsible
District responsible
Supervisor responsible

Available and
implemented in
SAP

AM.34

Identification
of
maintenance
or capital cost
Generation of
an
asset
record status

The system shall allow for the Essential


identification of maintenance
or capital costs performed.

Available and
implemented in
SAP

Shall have the ability to Essential


establish an asset record
status based on a 'level of
completeness and update
that status and master record.

Not available in
SAP

AM.36

Integration
with
webbased
GIS
information

The system shall allow Vital


integration of web-based GIS
(geographic
information
system) information, such as
X, Y coordinates.

Not implemented
in SAP

AM.37

Provision
flexible
selection
criteria.

of The system shall provide Essential


flexible selection criteria in
asset management reporting
(e.g., site locations and
vehicles).

Available but not


implemented in
SAP

AM.38

Tracking and The system shall have the Vital


reporting
of ability to track and report
statistical
statistical information.

AM.35

Available but not


implemented in
SAP

AM.39

information
Provision
of The system shall have Essential
insurance
insurance reporting for risk
reporting
management.

AM.40

Calculation of The system shall calculate


replacement
replacement costs by tracking
costs
current or forecasted values.

Essential

AM.41

Generation of The system shall have the Essential


capital asset ability to produce capital asset
activity report
activity reports by agency,
asset class and fund source.

Available but not


implemented in
SAP
Not available in
SAP
Available but not
implemented in
SAP