Introduction

About ALVAO Asset Management

ALVAO Asset Management is an information system and is used especially by ICT management department employees in organizations. The main task of ALVAO Asset Management is to maintain a registry of objects, devices, and software. This registry do not replace usual accounting asset registry but rather extends it with specific information and features used by ICT managers on a daily basis.

In addition to keeping registry, ALVAO Asset Management supports a number of typical tasks performed by ICT managers. An overview of these tasks is provided in the paragraphs that follow.

Assets That Can Be Managed

• Computers – information about computer hardware and periphery devices (printers, keyboards, tablet PC's etc.) and components inside computers (hard drives, memory, CPU, graphic card etc.). The system automatically detects technical parameters of the hardware and saves them to the Registry. Other data, such as inventory numbers, purchase dates, invoice numbers, and warranty information, must be entered manually.
• Installed software – list of applications installed in the individual computers. You can also view a history of installations to find out who and when installed which software on which computers.
• Purchased software (Software License Management) – list of software purchase documents (software licenses). The system keeps track of upgrades to current licenses, as well as of downgrade options.
• Other assets – for example telephones, mobile phones, copiers, electronic organizers etc.
• Consumables – inventory status for consumables, such as toners and ink cartridges. Simple stock Registry features have been implemented for this purpose. If an object contains the property "Quantity", you can go to the Objects Tree, right-click on the object and select Change quantity from the context menu. This will open the Change quantity window, a simple tool for the management of incoming and outgoing stock.

Processes Supported by the System

• Asset Registry – the system can be used to manage any assets, from hardware (computers, network elements, etc.) over media (CD, DVD, printed manuals, etc.) through to e.g. office furniture etc. The system allows you to perform regular stocktaking processes to ensure that the status of the assets in the Asset Registry match the actual status.
• Transferring computers to users – when you transfer a computer or any other device (e.g. a mobile phone) to an employee, the system will print the Handover protocol. This protocol will be signed by a member of the ICT staff and by the employee accepting the assets to be used corporate resources. The handover protocol includes a list of applications installed on the computer as well as an employee's declaration confirming that the employee will not install any software without giving a prior notice to the ICT staff. This is one of the possible ways to ensure that only legal software is used within an organization.
• Transferring assets between users – one of the basic tasks performed by the ICT staff are information technology purchases and the transfers of computers between users. The asset transfers should be documented with signed Handover protocols. In addition, the system records the history of transfers of individual objects between the employees. This makes the history of users of all computers fully traceable.
• Audit software – the system detects which applications are installed on the individual computers based on the information on files on the computer hard drives and based on the entries in the system registry. This information is detected automatically and remotely over the computer network. A final audit report will be then created by comparing the installed software with the purchased licenses.
• Failures and repairs – if a device fails, the system contains features for rapid search for the purchase documents and warranty information. A history of failures and servicing events is kept for all devices.
• User support – the system provides Technical Support operators with information on the technical parameters for the computers of users whose issues they are currently working on. The operators can also connect to the remote computer and control it with their keyboard and mouse.
• Mass deployment of new devices – using the CS1504 barcode reader allows you to create new devices in Asset Management. Once you have scanned the barcodes (serial numbers etc. ), you can use batch operations to create new assets in the tree.
• Stocktaking – the system offers full support for extended stocktaking processes. It provides an easy way to discover any differences between the assets in the Asset Registry and the actual stocks and to record any changes in the Asset Registry.

Please refer to ALVAO Asset Management Website for more information.

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