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Asset care, and assets issued and returned

Give a laptop or tablet to a teacher, or a projector to a room. The teacher confirms in the app before the asset moves to them. Record its condition when it comes back. Keep each asset's warranty, AMC and insurance, and the person looking after it is told 30 days before each one ends.
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The problem it solves

  • Laptops and tablets go out to teachers on a word, and nobody has a signature when one goes missing.
  • A projector comes back with a cracked lens, and nobody wrote down how it went out.
  • The AMC on the lab equipment or the insurance on the buses lapses, and you find out at the first breakdown or claim.
  • You keep repairing an old photocopier without seeing that it costs more to run than it is worth.

How it works

  1. Open Invoicing > Fixed Assets > Issues > New. Pick the asset, then Given To: A Person (a user, such as a teacher), A Customer (any contact) or A Place. A Place is typed: a classroom, the computer lab, the science lab or the staff room.
  2. Set the condition it goes in (New, Good, Fair or Damaged) and the accessories such as a charger or bag. Add the expected return date and who received it. The receiver can sign on the screen.
  3. Press Give. A customer or a place gets it at once, and the move is kept on the asset's Changes tab.
  4. A person is asked first: the issue shows Waiting for Acknowledgment. They tap I have it in With me in the Campus app, staff view, or open the link in the message. Only then does the asset move to them.
  5. If they tap Not received, they add a note and the asset stays where it was. The Incharge who gave it and the Asset Managers are told.
  6. When it comes back, for example when a teacher leaves, open the issue. Choose the condition it came back in (or Not Returned), note a damage charge if any, and press Take Back.
  7. If the person had confirmed, they are asked to confirm the take back with I handed it back, or Dispute it with a note. An Asset Manager settles a dispute.
  8. For care, open the asset's Care tab: the warranty supplier and end date, and who looks after it. Add Maintenance Contracts and Insurance policies, each covering one or many assets, and press Start.
  9. Thirty days before a warranty, contract or policy ends, the person looking after it is told. Renew makes a draft copy for the next period with the same assets.

Everything it does

Issues

  • Numbered AIS/year/; states Draft, Waiting for Acknowledgment, Given, Return Waiting, Returned, Cancelled
  • Given To: A Person (a user with a SmartMy login, such as a teacher), A Customer (any contact) or A Place
  • Given On, Expected Back, Returned On; Given By is the user who made it
  • Condition Given: New, Good, Fair, Damaged; Condition Back adds Not Returned, and is needed to take it back
  • Acknowledgment tab: Received By, the signature, Signed On, Acknowledged On and Acknowledged By
  • One open issue at a time per asset: an asset already given out must be taken back first
  • Filters: Given Out, Waiting for Acknowledgment, Return Waiting, Disputed, Given to Me and Late Back

Acknowledgment

  • A person answers I Have It, or Not Received with a note kept in What They Say
  • The asset moves to them only when they answer I Have It; the date and who answered are kept
  • After Not Received the asset stays where it was. The Incharge calls the issue off with Cancel, or the person answers I Have It later
  • A customer or a place needs no answer: the issue is Given at once and the asset moves
  • Signature Counts as Acknowledgment, under Settings > Invoicing for each Entity, is off to start with
  • With it on, a signature taken at Give counts as the answer, and the asset moves at once

Take back and hand back

  • Take Back from a person who confirmed: the issue waits as Return Waiting, and the asset stays with them
  • They answer I Handed It Back, and the asset comes back with the condition and charge as recorded
  • Or they press Dispute with a note. An Asset Manager can change the condition or the charge, then presses Settle
  • Hand Back: the person starts the return. The Incharge takes it back with the condition and any charge, and it is Returned at once
  • A customer, a place or a counted signature: Take Back closes the issue at once
  • A person whose login is closed cannot confirm: an Asset Manager settles that take back instead

Damage charge

  • A charge typed at return is noted on the issue for whoever settles it
  • No invoice, fee or salary deduction is made by itself: the accountant recovers it separately

Details by kind

  • Make and model for computers, machines, office equipment, tools and vehicles
  • Computers: processor, memory, storage, operating system, MAC and IP address
  • Machines and tools: capacity, power in kW, commissioned on, hour meter (typed)

Warranty, contracts and insurance

  • Warranty: by whom, until, terms, and Looked After By on the asset
  • Maintenance contracts: vendor, Comprehensive (parts and labour), Labour Only or Visits Only, period, cost, visits a year, the vendor bill, assets covered
  • Insurance: insurer, broker, policy number, Fire and Property, Motor, Machinery Breakdown, Electronic Equipment, All Risks or Other, sum insured, premium, excess, assets covered
  • Under-insured is flagged when the book value of the assets covered is above the sum insured
  • States Draft, Active, Expired, Cancelled; a daily job marks ended ones Expired
  • Start, Renew (a draft copy for the next period), Cancel, Back to Draft

Running cost

  • Running Costs on the asset: Repair, Service, Parts, Fuel / Power, Downtime Loss, Other, with the bill line if you like
  • Last 12 Months: running cost (with its share of contract cost and premium), depreciation and the cost of owning it
  • Advice: when a year's running cost is above half the book value, the asset says to think of replacing it

Who uses it

The accountant or admin (Asset Incharge)Gives assets out and takes them back, and calls off a hand-over that was not received. Give and Take Back need this role.
The accountant (Asset Manager)Keeps contracts and policies, renews them, and settles a disputed take back or a leaver's.
Teacher or lab in-charge receiving an asset (Asset User)Answers I have it or Not received in the app or from the message. Hands it back, and confirms or disputes a take back.
Person looking after the assetIs told before the warranty, contract or policy ends, and renews it.

Where you use it

  • Web: Invoicing > Fixed Assets > Issues, Maintenance Contracts, Insurance, and the asset's Care and Running Costs tabs
  • The Campus app, staff view: With me for anyone given an asset. Given out, Give out and Find an asset for the Asset Incharge (built and in testing, not in the app stores yet)
  • Web: the receiver opens the issue from the link in the message. There is no Fixed Assets menu for them
  • Not built: service visits planned by date; only the contract's visits a year are recorded
  • Not linked to staff exit in this product: check the Given Out list when a teacher leaves

What you control

Settings

  • Per asset: warranty end and Looked After By
  • Per contract or policy: period, cost or premium, assets covered, Looked After By (whoever made it, to start with)
  • Reminder: 30 days before the end, once per warranty, contract or policy (fixed)
  • Replace advice: running cost above half the book value (fixed)

Notifications

  • Asset Warranty Ending: to the person looking after the asset (or its custodian), 30 days before, in the app and by email
  • Maintenance Contract Ending: to the person looking after the contract, 30 days before, in the app and by email
  • Insurance Ending: to the person looking after the policy, 30 days before, in the app and by email
  • Each person can switch off the email of these three ending reminders; in-app notices always arrive
  • Asset Given: Please Acknowledge: to the receiver
  • Asset Not Received: to the Incharge who gave it and every Asset Manager of the Entity
  • Asset Hand Back Asked: to the Incharge who gave it
  • Asset Taken Back: Please Confirm: to the receiver
  • Asset Handover Disputed: to every Asset Manager of the Entity
  • These five go by email, or in the app inbox when email cannot reach the person. Nobody can switch them off
  • Not built: a reminder when an issued asset is late back, or when nobody answers a hand-over. Use the Late Back and Waiting for Acknowledgment filters

Questions

Can we give a laptop to a teacher and get it back when they leave?

Yes. Give it to the teacher's user; they confirm with I have it. When they leave, take it back. If their login is already closed, an Asset Manager settles the take back. Nothing reminds you by itself.

Can the receiver confirm on a phone?

Yes, in With me in the Campus app, staff view, or from the link in the message. The app is built and in testing, not in the app stores yet. A signature taken at Give counts instead only when you switch on Signature Counts as Acknowledgment.

What if a teacher says the asset never reached them?

They tap Not received and say what happened. The asset stays where it was, and the Incharge and the Asset Managers are told. The Incharge then calls the issue off.

Is the damage charge recovered by itself?

No. The charge is only a note on the issue for whoever settles it. No invoice or pay deduction is made. Raise an invoice or recover it yourself.

Can we plan the quarterly service of the lab equipment?

Not by date. Record the AMC with its visits a year and log each service under Running Costs. The system reminds you 30 days before the contract ends.

Which plan has it?

Scale, with the fixed asset register.

Related features

ASSETSFixed assets: register, depreciation, tax book and work in progressEvery smart boards, projectors, lab equipment, computers, school buses and furniture your school owns sits in one register with its cost, depreciation and book value. Depreciation posts to your books each month, and income-tax depreciation is worked out by block beside it. A new block or a computer lab being set up gathers its cost until it becomes an asset.ASSETSPhysical verification of assetsCount the assets in each lab, classroom and office by scanning their QR tags. See at once which were found, which are missing, which turned up in another room and which are not in the register. The count is kept with who saw each asset and when.APPS AND PORTALTeachers' appThe staff view of the Campus app puts a teacher's day on the phone. Today's periods and registers, homework, leave requests, parent meetings and chat with families are there, and each teacher sees only the pages their role allows.ADMISSIONS AND STUDENT RECORDSStaff recordsKeep each teacher's and staff member's file in the school system: staff ID, joining date, qualifications, earlier jobs and family. With SmartMy HRMS the service dates come from HR and stay the same in both.ACROSS SMARTMY SCHOOLNotificationsSmartMy School tells parents, students and staff when something needs them: an absence, homework, a fee due, a result, a child leaving the gate. Every message also lands in one inbox in the Campus app and the portal. Each parent chooses their channels and their informational messages.

See your own school year run in it.

Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.
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