Module 09 / 13 · Campus operations
Asset Management
Track equipment from purchase and allocation through maintenance, physical verification and disposal. Keep departmental responsibility and location changes visible.
Asset registerAllocation & transferMaintenanceStock verificationDisposal
The working flow
What happens, step by step
- Asset officer registers purchased equipment and supporting invoice.
- Department accepts allocation and names a custodian.
- Approved transfers update location and responsibility with history.
- Custodian reports faults; maintenance records work and costs.
- Physical verification reconciles actual condition and location.
- Authorised officer approves disposal and records the outcome.
How this connects
Purchases and repair costs link to Expenses. Employee custodians link to HR; exit clearance checks unreturned assets.
One owner for every action.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The responsible office enters and maintains its records. The named verifier checks accuracy; the approver authorises decisions. Every material change retains the actor, date and reason.
The record specification
Fields, requirements & responsibility
Each row identifies the input, when it is needed and who is responsible.
01 / Asset register
10 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Asset ID / tag | Automatic ID | System generated | Asset officer | Administration officer |
| Asset name, category and specification | Text / select | Required | Asset officer | Administration officer |
| Manufacturer, model and serial number | Text | Required | Asset officer | Administration officer |
| Purchase date and purchase value | Date / currency | Required | Asset officer | Administration officer |
| Vendor and invoice reference | Linked record | Required | Asset officer | Administration officer |
| Warranty start, end and terms | Date / text | Required | Asset officer | Administration officer |
| Campus, building, room and department | Select | Required | Asset officer | Administration officer |
| Custodian employee ID | Staff lookup | Required | Asset officer | Administration officer |
| Condition and operating status | Select | Required | Asset officer | Administration officer |
| Supporting invoice and asset photograph | Files | Required | Asset officer | Administration officer |
02 / Lifecycle events
10 fields| Field name | Input type | Requirement | Entered by | Verified / approved by |
|---|---|---|---|---|
| Allocation date and acknowledgement | Date / approval | Required | Custodian / asset officer | Administration officer |
| Transfer from / to location and custodian | Linked records | Required | Custodian / asset officer | Administration officer |
| Transfer reason, approval and effective date | Text / approval / date | Required | Custodian / asset officer | Administration officer |
| Fault report date and description | Date / long text | Required | Custodian / asset officer | Administration officer |
| Service provider, work performed and cost | Text / currency | Required | Custodian / asset officer | Administration officer |
| Maintenance due and completed date | Date | Required | Custodian / asset officer | Administration officer |
| Verification date, verifier and observed condition | Date / staff / select | Required | Custodian / asset officer | Administration officer |
| Discrepancy and corrective action | Long text | If mismatch | Custodian / asset officer | Administration officer |
| Disposal reason, approval and date | Text / approval / date | On disposal | Custodian / asset officer | Administration officer |
| Disposal method and recovery value | Select / currency | On disposal | Custodian / asset officer | Administration officer |
Approvals & operating rules
- Transfer requires releasing and receiving acknowledgement.
- Disposal and write-off require authorised approval and supporting evidence.
- Asset IDs remain unique after disposal and are not reused.
Keep people informed
Notifications
- Custodian: allocation or transfer awaiting acknowledgement.
- Asset officer: warranty expiry, maintenance due and verification discrepancy.
- Approver: disposal or write-off request.
Make decisions clearly
Reports
- Asset register by location and department
- Custodian allocation history
- Warranty and maintenance due
- Physical stock discrepancies
- Disposal and write-off register
Notification channels, approval thresholds and external integrations are proposed and will be confirmed with the institute. The local demonstration does not send messages.