CMS Assets Module

The Assets module can be accessed by clicking on this menu item where you can: create, search & edit Assets.

Permissions
The first step to configuring the facility’s CMS Assets module is to ensure the user has access.
Login to the Admin Console and confirm that the Assets module appears on the landing page.

If Assets is NOT available, contact the CMS Administrator to give your role access or follow these steps: First login to you CMS page and click the “App Selector”  button at the top, right corner of the screen and open the Admin Console . Next, under the module, click the “Menu Role Configuration” option. Then, at the top, select the correct User Role. Make sure that the checkbox for “Assets” is filled in.

This checkbox will enable the Assets module in the Admin Console AND in CMS for users with the selected role. Users will have to logout and login when changes to Permissions are made.

Setting up the Asset Transfer feature from the main CMS 4 page, click on the “App Selector” button and select the Admin Console. Not all users will have permission to get into the admin console, so check with the facility administrator to verify permissions. Under the User Management section of the Admin Console, select the Permissions Matrix option. Click on the Assets tab to view the new permission for Transfer.

Set role-based permission to ensure roles have the correct permission to transfer assets between multiple segments. By default, this permission will be set to None for all roles. Users will need to have the necessary permissions in each segment to be able to perform Asset transfers to and from segments.

Navigating Assets
The Assets Module is utilized to organize and manage the inventory of MEP, HVAC, biomedical or any equipment.
From the Dashboard, click the Module Selector (hamburger) button in the top, left corner of the screen and click on . This will navigate to the Assets landing page, which will be defaulted to the My Assets saved search. This will display ALL Assets that the current user is assigned to as the Asset Contact.

Menu Bar
The Menu Bar includes a host of tools and display information and is at the top of all Assets pages and Asset Edit screens. Each module in CMS will have its own menu bar.

• Saved Search – by clicking the   button a list of available Private (My Searches) and Public Saved Searches will show. A Private Saved Search is any Asset search that is created but is only visible by the current user. A Public Saved Search can be opened and viewed by any user.
• Saved View – click the  button to open the list of available Private and Public Saved views. A Private Saved View is any Asset view that is created but is only visible by the current user. A Public Saved View can be opened and viewed by any user.
• Edit View – the  button is the View Edit button. This will open the View Edit screen to customize the current on-screen View.
• Filter – the  button toggles on/off the Type to Filter bar on the Assets screen.
• Refresh – clicking the icon will Refresh the data on the currently displayed on the Asset list.
• Search – clicking the  icon will open the Asset Search screen.
• Create – clicking the icon will open the Create Asset screen. This button is used to create New Assets.
• Print – clicking the icon will open the Printing options for the screen. Each of these options will let the user choose a selection of Assets or ALL of the Assets displayed in the list.
• Export – clicking the icon will give a user the option to Export a selection, or ALL of the Assets displayed on the page to a Microsoft Excel link.
• Asset Transfer – clicking the asset transfer icon opens the asset transfer window.
• Mass Edit – clicking the icon will allow the user to choose Mass Edit of a single Selection or ALL Work Orders shown on the page.

Creating a Saved Search
Saved Searches are useful to quickly access frequently used information or lists of Assets. Saved Searches can be created on a Private, visible only to the user that created the Saved Search, or Public setting, accessible by all CMS Asset users.

To create a Saved Search, navigate to the Assets module, click the Saved Search  button to open the Saved Search List, and click the button at the top, right-hand corner of the screen. *Note: The Saved Search button may show Assets or the name of the last used Saved Search. Or navigate to the Asset landing page and click the search  icon.

Fill in the Asset Search with the desired field criteria and click SAVE. DO NOT CLICK SEARCH. Searching will not save the criteria. For example: The facility tracks inventory of fire extinguishers. Select the Asset Category of Fire Extinguishers.

This will return all fire extinguishers in the program. After clicking Save, enter a Search Name and a Description of the data being returned by the Search. Then select Public or Private and SAVE.

Once the Search has been saved, the Search will run, and the list of Assets will be displayed.

The Saved Search will now be available in the list of available, Private Saved Searches.

Saved Searches can be modified by clicking the pencil icon and deleted by clicking the trash icon, if the user has a role that allows for editing or deleting.

Creating a Saved View
Saved Views are useful for displaying column data more relevant to different roles, departments, administration purposes, or Saved Searches while navigating Assets lists. Open the Saved View screen by navigating to the Assets module and clicking the current view button. This will open the list of available Private (My Views) and Public Views.

To create a new Saved View, click the button in the top, right-hand corner of the screen. Or click the View edit button next to the Saved View button on the Work Order landing page.

Next, move the fields to the Displayed Fields column in the center by first checking the box next to the desired Available Field(s) and then clicking the right arrow button. To REMOVE fields, select the fields from the Displayed Fields column and use the left arrow button to move them back into the Available fields column.

If Sorting and/or Grouping is applicable to the Saved View, use the same steps to move the desired field into the column on the right. The example above the “Work Order Number” field will be automatically sorted to display Work Order Number from lowest to highest, lowest number at the top of the screen and highest at the bottom.

After customizing the Saved View to meet workflow needs add a View Name and include a brief description, choose to make the View Public or Private, and SAVE. The Asset list will adjust to the selected field options, the Saved View at the top of the screen and the View will now be available in the list of Private (My Views) Saved Views.

Click the Saved Search button at the top left of the Menu Bar. Click the icon at the top right of the window. This will open the work order search page. Add criteria to the page to find the results.

Searching for an Asset

To search for an Asset, click the icon at the top right menu bar. This will bring up the Asset search page window.

Any combination of available fields on the page can be used to populate the results. Enter criteria into the fields and click the Search button at the bottom right of the page.

Create a New Asset

Navigate to the Assets module and click the plus icon on the menu bar. This will open the New Asset screen. Required Fields will be highlighted with red text, the Asset will NOT be saved until data has been entered in these Fields. After saving the Asset, the Asset edit screen will appear and additional features and panel information will be present.

The Asset Number field will ALWAYS be required, the other fields can be made required in the Admin Console settings (this will be covered later.) After filling in all required fields and entering all other available, pertinent data, click SAVE. Once saved, the top left of the screen will display the Asset Number.

Printing an Asset
To print an asset from the list or print entire list of assets, select the asset(s) then click the print icon at the top right in the menu bar. Each asset will be printed as an individual asset and not in a list.

Click the print icon to print the page or click the blue floppy disk to export the page. Notice the option when exporting. The asset can also be printed from the Asset Page.

Exporting the Asset List
After choosing “Selected” or “All” click YES to the validation message and the Export will be conducted in the Background Processor within a couple minutes (depending on the size of the list of Work Orders being exported.) After the Export has completed, a Link to the Excel spreadsheet is shown in the Background Processor.

Click the underlined link to open the Exported spreadsheet. The document will open in Excel format.

Transferring Asset(s)
Transferring a single Asset- Start by performing a search for the Assets in the Assets module. Select an asset to transfer by clicking the checkbox for the Asset. A single asset transfer can be performed from the Asset edit page.

Once the Asset(s) has been selected, click the button at the top right of the header bar. Confirm if the Selected assets or ALL assets are to be transferred.

Click on the Selected (1) option. The transfer screen will display, giving the user an opportunity to select the asset’s main attributes. With single asset transfer any existing field values that are available in the target segment (those that come from a shared segment used by both origin and target segments) will automatically populate in the transfer form once the target Facility/Segment is selected. The user will have the ability to edit the selections as desired, as well as blank out any fields by selecting the (Blank) option in the dropdown.

The notes field is required for Asset transfers and will show in the Asset’s Notes panel after the transfer. *Note: Any values that are not specifically selected here AND not available in the target segment will transfer over as blank for the asset in the new segment and may need to be updated in the segment they were transferred to.

Procedure schedules will carry over to the new segment IF the Procedure associated with the schedule is in the shared segment, however any assignments set on the schedule and dropdown fields whose value is not available in the target segment will NOT carry over with the Asset.

When all desired fields are populated, click the Verify Transfer button. A processing bar will be displayed while the information on the asset is all verified. The users will receive a report on the verification process with error messages and warnings for attributes that will not be transferred with the asset. These are likely things that are not in a shared segment that both segments have access to, as well as information about what can be visible only and not edited from the asset’s new segment.

Read through the warnings and select the Confirm Transfer button, the Asset transfer process will begin. *Note: See section for potential warning messages and what they refer to.

Background Job Status - We have introduced a new Background Job Status window that can be accessed by clicking on the icon in the upper right corner of the upper header bar. This screen will show the recent history of Asset Transfers, which can be expanded to show details about the transfers.

Above, the user can see the results of a successful, single asset transfer. Click on the small arrow (carrot) at the left of the results line, the screen will expand to show the asset number that was transferred as well.

After the transfer is completed, the user will no longer be able to see the Asset in the original segment, but will now see the asset, with all its history and associated data, in the target segment. FSI has also added a useful search field in the Asset module – Last Transferred Date. This field can be used to find assets that have been transferred in certain date ranges in the segment the Asset currently resides in (or when doing cross-segment searching). This last transferred date is also populated at the top of the Asset edit page, under the created date, for any Assets that have been transferred.

Transferring multiple Assets - Working with multiple assets is a similar process but does have some differences. Perform an asset search to get the desired results. Select multiple assets by clicking the checkboxes next to each asset to be transfer.

*Note: to reduce the risk of asset transfers, FSI has capped transfers to 1000 assets at a time. The user will receive an error message if more than 1000 assets are attempted. The process will not continue.

Select the Assets to be transferred. Click the button in the upper right of the header bar. Confirm if the Selected assets or ALL assets are to be transferred.

Select the transfer option and the transfer screen will display. Select the asset's main attributes. Select the target Facility/Segment to transfer the assets to. The user will have the ability to edit the selections as desired, as well as blank out any fields by selecting the (Blank) option in the dropdown.

*Be cautious in what assets are selected to transfer at the same time as attributes for the assets get set much like they do in a mass edit. What is specifically selected in the fields, in the transfer screen, get populated into all the assets that are transferring at one time.

When transferring more than one Asset at a time, the field values that exist in both the original and the target segments will not be auto-filled in this form as the application cannot determine which values should be shown when there is data from multiple assets, however all field values that are available in both segments WILL carry over for those assets if the dropdowns are left alone (i.e., nothing selected and Blank not chosen). When everything is filled in as desired and the Verify Transfer button is clicked, a processing bar will be displayed. The information on the assets is all verified. The user will receive a report on the verification process with error messages and warnings for attributes that will not be able to be transferred. These are likely things that are not in a shared segment that both segments have access to, as well as information about what can be visible only and not edited from the assets’ new segment.

If multiple asses are transferred at the time, the screen will list the different asset numbers for the first 10 assets selected. The validation will only consider the data from the first 10 assets being transferred, if more than 10 assets are being transferred the remaining assets will not be verified for potential errors or warnings but will still be transferred using the data selected for the transfer.

*Note: Since the remaining assets are not verified, there is a risk of errors happening in transfers of more than 10 which could result in bad data for those assets. Proceed with caution when transferring large numbers of assets between segments.

Once the user has finished reviewing the warnings and correcting anything that may show an error, click on the Confirm Transfer button at the bottom.

Background Job Status - The Background Job Status window can be accessed by clicking on the icon in the upper right corner of the upper header bar. This screen will show the recent history of Asset Transfers, which can be expanded to show details about the transfers.

Above displays the results of a successful, multiple asset transfer. Click on the small arrow (carrot) at the left of the results line, the screen will expand to show each asset number that was transferred as well. This can be useful when doing groups of asset transfers at a time to see the data specific for each transferred asset.

The user may see an incomplete indicator if it takes longer to process asset transfers. If the incomplete indicator is displayed click on the refresh button in the top header bar and it will show the complete indicator once it completes the transfer process.

*Warnings in the Asset Transfer Validation process

Below is a list of potential warning messages the user may encounter in the transfer process. Most warning messages occur when data on the Asset is not populated from a Shared segment that the target segment also has access to. The transfer process does as much as possible to conserve the Asset data, but it cannot use data that doesn’t exist in the Asset’s new segment.

• Any remaining lookup fields, (for instance Impact) on Asset '{0}' or associated Procedure Schedules that have values that are not available in the target segment will be cleared out during the transfer process.
• The UDF Value {0} is not valid in the target segment and will be cleared out during the transfer process.
• Asset {0} has links to other assets that are in the original segment. The links will remain but will not be able to edit those linked assets through the asset’s Linked panel in the target segment.
• Meter Point {0} on Asset {0} has a Meter Type that is not available in the target segment and the Meter Point will not be carried over with the Asset Transfer. The history of the meter values will still be visible on the Asset record.
• Model records that are not in a shared segment that the target segment has access to will not transfer over with the Asset. All associated attachments from that model record will no longer be attached to the Asset.
• Asset {0} is linked to Document {1}, which is not available from the target segment and will be de-linked during the Asset transfer.
• Asset {0} has a Location-linked attachment which will no longer be linked when the location is changed.
• Attachments for Asset {0} will no longer be available for associated work orders in the origin segment once the asset and its attachments have been transferred to the target segment.
• The Procedure(s) associated with this asset’s Procedure Schedule(s) are not available from the target segment and will be de-linked from the Asset during the Asset transfer.
• The Procedure(s) associated with this asset’s Procedure Schedule(s) are available in the target segment and the Schedule will carry over with the Asset, however any Assignments for this schedule will be removed during transfer.
• Work Order History for the Asset will carry over with the Asset Transfer, however Work Orders will remain in the original segment and will not be editable from the Asset’s Work Order history panel in the target segment.
The ‘Blank’ value has been selected for the field {1} and any existing value will be cleared out during the Asset transfer.
• Asset {0}’s current value for field {1} is not available in the target segment and will be cleared out during the Asset transfer.

o Asset {0}’s current value for the Company field is not available in the target segment and will be cleared out during the Asset transfer. The associated Model number will also be cleared as a result.
o Asset {0}’s current Company and Model values are not available in the target segment and all materials tied to the Company {0} or Model {0} will no longer be linked to the Asset.
o Material {0} is not available in the target segment and will not be carried over with the Asset transfer.
o Asset {0}’s current Company value is not available in the target segment and associated Company Contacts will not be carried over with the Asset transfer.
o Asset {0}’s current Contracts are not available in the target segment and will not be carried over with the Asset transfer. Associated Contract Attachments will be unlinked from this asset.
o Asset {0}’s Asset Contact(s) are not available in the target segment and will not be carried over with the Asset transfer.
o Users {0} are set to be excluded from assignments in the target segment will not be transferred over as Asset Contacts with the Asset Transfer

Mass Editing Asset List

Clicking the icon will let the user choose to Mass Edit a Selection or All Assets shown on the page.

After choosing “Selected” or “All” the Mass Edit screen will open. From this screen make changes to any desired field that is available on the Assets including user-defined fields. To edit User Defined Fields for specific asset categories the category must be selected To view the UDF.

ANY CHANGES WILL BE MADE TO ALL SELECTED ASSETS!!!

If changing the Asset Description, the Append box will add any additional information typed in the Description box to the existing Asset Descriptions. The Overwrite Asset Description box will overwrite ALL existing Asset Descriptions with new information typed in the Description box.

CAUTION! If the Overwrite Asset Description box is checked and the asset description field is left empty the Asset Description field will be blank once returning to the asset.

After all applicable changes have been made click SAVE. Asset Mass Edit window will appear and list all edits made. Once the edits have been confirmed, click the SAVE button.

The Mass Edit will be conducted by the Background Processor and progress can be viewed in the Menu Bar or in the Background Operation.

Asset Edit Screen
After Creating and Saving a new Asset the remaining panels and functionality will be present on the Asset Edit screen.

Asset – Menu Bar
On the Asset Edit screen there are additional functions and shortcut options to quickly add panel information.

- will open a Procedure Search to schedule a Procedure to the Asset

 - apply a Meter Point to the Asset to track engine hours, air pressure, mileage etc.

 - add an Attachment to the Asset

 - add a Note to the Asset.

 Print – clicking the print icon will open the Printing options for the Asset. *NOTE: These options may vary by site.

If selecting the Quick Print option, a print preview/report will generate. Click the button to send the document to the printer or click the blue floppy disk button to export the document.

- click icon to view the Asset History. Any changes or edits made to the Asset are captured in the Asset History with the date/time of each edit and the User who made the edits. The top of the history will display the date/time the Asset was created and the name of the User that created the Asset.

The Asset History can be exported to an excel file by clicking the button. Asset History cannot be deleted.

Clicking the Copy button will create a New Asset with the same FIELD information. *NOTE: Panel information WILL NOT BE COPIED: Meter Based PMs, Asset Meter Points, Asset Contacts, Materials, Work Order History, File Attachments, Contracts, Asset Links, Notes.

Creating a Company within an Asset
If a Company has not been created in the Companies module, a new Company can be created from the Asset page. Open an asset, click the manufacturer field. Once the window opens, click the “Create Company” button at the top right.

The required field must be populated. Click the Save button at the bottom right to save the page.

Once the company has been created, additional information can be added to the company such as Manufacturer and Model Number. Creating a company from the asset page also adds the company to the Companies module. Click the green Save button at the bottom right to save the page.

A new module number can be added/created for a company. With the asset page still open click the Model Number field. Select from the list of model numbers to add to the asset page.

If the model number is not listed, a new model number can be created. Click the Model Number field. At the top right, click the “Create Model” button at the top right. Required fields must be populated to save the new model number. To select a Model Name, click the “Model Name” field. If the model name is not listed, a new model name can be added by clicking the “Create Model Name” button at the top right. Create a new Model Name

Procedure Schedules
This panel will display all Procedure currently assigned to the Asset. The Procedure Identifier (description), Generation Date, Last Completed (date), Frequency, Interval (every month) and Active (Yes/No) information will be displayed. The schedule status will change to No if the asset status is edited to an Inactive status.

To create a new Procedure Schedule, click the button. This will open the Procedure Search screen.

Add criteria for the Procedure and click Search. The search will return a list of Procedures. Use the filter at the top of the selection to narrow down results as needed.

Click on the desired Procedure and it will be added to the Procedure Schedule panel on the Asset Edit screen. Once the Procedure has been added to the Asset, set a Generation Date.

*PMs will NOT generate until a Generation Date is chosen.

Click the pencil icon next to the Procedure to open the Procedure Schedule screen. The Procedure information will automatically populate the fields.

Select a Generation Date and SAVE.

To manually generate a Work Order for the Procedure, using the slide bar located at the bottom of the panel, scroll to the right and click the gear icon on the right side of the panel.

This will create a new Work Order with ONLY the Procedure that was manually generated. To remove a Procedure from an Asset, click the delete icon.

Asset Meter Points
This panel will display any Meter Points associated with the Asset. Meter Points can be used to track data applicable to the Asset.

Examples of Meter Points would include: Mileage or engine hours for a vehicle or motorized asset, a Pressure (PSI) reading for pneumatic or plumbing assets.

To add a Meter Point to the Asset, click . This will open the Meter Point Detail screen.

Fill in ALL fields:

• Meter Type – select a type from the drop down. These options are setup in the Admin Console
• Description – this is the displayed description on the Asset and Work Orders
• Meter Value – this is the initial recorded value for the Meter Point

After entering information in all fields click SAVE and the Meter Point will be applied to the Asset.

Meter Points can be integrated with Procedures to track and update the data on a scheduled or PM basis. Contact Support for a complete How-To guide for implementing Meter Points.

Asset Contacts
This panel displays all Contacts and PM Contacts associated with the Asset.

To add an Asset Contact, click the button. This will open the Asset Contact Detail screen.

Fill in the form, as applicable, and SAVE. The Name field is the only required field.

• Name – select a User from the list
• Order – this field will automatically populate, or select an order number
• PM Contact – toggle this button to assign the User as an PM Work Order contact

When there is more than one Asset Contact assigned to an Asset, they can be sequentially ordered by clicking the button. *NOTE: if there is only one Asset Contact this button will not appear. To remove an Asset Contact, click the delete icon.

Materials
Materials can be associated with an Asset. This can be useful when a PM for an Asset includes changing certain parts (filters, or belts) or pieces need replaced.

To add a material, click . This will open the Material screen.

Begin by clicking the Material Number menu (Description and Unit of Measure will populate when the Material is selected.) This will open the Material Items list which can be filtered locate the correct Materials to be added to the Asset.

After selecting a Material, choose a specific Procedure Schedule to associate the Material (will only display Procedures applied to the Asset, not a requirement) and add the desired Quantity of the Material to be added to the Asset.

After filling out the form, click SAVE. The Material will now appear in the Materials panel.

To edit a Material, click the pencil icon. To remove a Material from the Asset, click the trash icon.

Work Order History
This panel will display a history of all Work Orders that the Asset is assigned to.

Clicking the button will open the Work Order create screen.
If the Work Order is in an Active (editable) status, the Work Order can be edited by clicking the pencil icon.

To export the list of Work Orders from the panel to an Excel format, click the export icon.

Attachments
The Attachments panel will display any that have been added to the Asset. This panel will support most file types, including videos and internet links. *Note: File size are restricted to 26 mb.

To download and view the Attached files in the panel, click the download icon. This will download the file to a browser, similar to any online file download.

When an Asset with an Attachment is added to a Work Order, the Attachment will be displayed in the Work Order Attachment panel.

Contracts
The Contract panel displays all Contracts associated with the Asset. Contracts need to be setup in the Admin Console before they are available to be added to an Asset.

Clicking the button will open the Contract Search and add Contracts to the Asset.

Asset Link
Linked Assets will be displayed in the Asset Link panel. Link Assets of a similar category or parts of a system to quickly access and edit Asset information.

To add an Asset Link, click the button. This will open the Asset Search page. Add some criteria to the search screen and click Search.

Select one, or several, from the results list and click SAVE. The Assets will now be linked.

Notes
All Notes added to the Asset will be displayed in the Notes panel.

Revised/Reviewed: August 2024