Using Inventory for IT Assets

This chapter discusses how to:

Add and maintain assets.
Work with hardware inventory.
Work with software license inventory.
Work with software inventory.
Work with asset financials.
Work with leases.

Adding and Maintaining Assets

This section provides an overview of adding and maintaining assets and discusses how to:

Add asset information.
Add IT asset related information.
Use ExpressAdd.
Print an asset view.
View the asset component hierarchy.
Use workflow when adding an asset.

Understanding Adding and Maintaining Assets

The PeopleSoft Enterprise Asset Management application is used to add and maintain IT assets. When you are adding IT assets on the General Information page, you select an asset type of Hardware or Software and select the appropriate subtype. On the Asset Operation/Maintenance page, you can enter an Internet Protocol (IP) address and add additional information in user-defined fields. Additionally, IT Hardware assets are required to have a serial number. Provide the serial number for the asset on the Operations/Maintenance tab.

Software assets have a SKU that must be populated. You can do this in the Basic Add component for individual assets. You can add the SKU to the Item master so that when the assets are acquired through PO/AP integration, they automatically inherit the SKU from the Item master.

See Adding and Maintaining Assets.

Pages Used to Add and Maintain Assets

Page Name	Object Name	Navigation	Usage
General Information	ASSET_GENERAL_01	Asset Management, Asset Transactions, Owned Assets, Basic Add, General Information	Add and maintain hardware or software assets.
Operation/Maintenance	ASSET_GENERAL_02	Asset Management, Asset Transactions, Owned Assets, Basic Add, Operation/Maintenance	Add or update IT asset-related information.
Definition	ASSET_LEASE_01	Asset Management, Asset Transactions, Leased Assets, ExpressAdd, Definition	Create capital or operating leases with appropriate payment and depreciation schedules.
Printable view of Asset	AM_LOOKUP_PRINT	Asset Management, Print an Asset	Print basic asset information.
Asset Component Hierarchy	AM_HGRID	Asset Management, Asset Transactions, Owned Assets, View Component Hierarchy	View asset hierarchy in a grid.
Asset Component Hierarchy	AM_HGRID	Asset Management, Asset Transactions, Owned Assets, Manage Component Hierarchy	Move assets within the asset hierarchy.
Add Asset	AM_ADD_E_LINK_WL	Worklist, Worklist	Approve or deny a request from Manage Exceptions to add an asset, identified on the worklist as Worked by Activity AM_RTF_ADD_BASIC and specified in a link described as Asset added from Manage Exceptions, Route to Finance.

Adding Asset Information

Access the General Information page.

Note. You should enter an asset subtype for each IT hardware asset. Assets without subtypes supersede IT role access and will be viewable by all users.

See Adding and Maintaining Assets.

Adding IT Asset-Related Information

Access the Operation/Maintenance page.

Note. IT Hardware assets are required to have a serial number.

IT Asset Related Information

The fields in the IT Asset Related Information group box are available only if you select an asset type of Hardware or Software on the General Information page.

IP Address	Enter an IP address, if applicable.
CPU	Enter the number of CPUs that an IT hardware device has installed, physical and/or virtual.
User-Defined Fields	All user-defined fields that have a status of Active are available for entry. These fields will show the label as defined in user-defined setup.

Using ExpressAdd

Access the Definition page.

See Adding Assets with the Asset ExpressAdd Component.

Printing an Asset View

Access the Printable View of Asset page.

See Printing Asset Information.

Viewing the Asset Component Hierarchy

Access the Asset Component Hierarchy page.

See Viewing and Managing the Component Asset Hierarchy.

Using Workflow When Adding an Asset

Access the Add Asset page.

Use this interim page to add additional information about the asset prior to adding it. Use the EmplID link to view basic employee information.

When you have verified that the asset values are correct, click the Add Asset link. This transfers you to the Basic Add component in PeopleSoft Asset Management. If the asset has already been added prior to accessing this page, the Asset ID appears only; the Add Asset link changes to Capitalize Asset. Clicking the link transports you to the Basic Add pages in PeopleSoft Asset Management for capitalization. If the asset is in the Transaction Loader process, the page appears only and a Hold check box appears. The asset must be completely loaded before you attempt to capitalize the asset (or add) through workflow.

To deny the workflow, click Deny and provide a reason for the denial.

Working with Hardware Inventory

This section provides an overview of hardware inventory and discusses how to work with hardware inventory.

Understanding Hardware Inventory

PeopleSoft IT Asset Management monitors constantly changing IT assets in the field to ensure that financially significant changes to those assets are actually on the books. Hardware inventory is a simple metric: the count of all IT hardware, by subtype, that appears in the third-party inventory database and asset repository. It also provides a summary count of IT hardware that appears in one database, but not the other.

PeopleSoft ITAM provides hardware inventory metrics that you can access through the IT Portal. Users can see a summary level report on their dashboard, and then can drill down to detail information by accessing the Hardware Inventory Detail page. Users can view a detailed list of the assets, or click a serial ID (where the asset exists in the repository) to get a printable view of a single asset.

PeopleSoft ITAM provides hardware inventory metrics that you can access through the IT Portal. You can see a summary report.

See Also

Viewing Hardware Inventory

Page Used to Work with Hardware Inventory

Page Name	Object Name	Navigation	Usage
Assets	IT_HRDWR_DTL	IT Asset Management, Inventory Views, Hardware Inventory, Assets	View assets that are found in the third-party inventory database, the asset repository, or both.

Working with Hardware Inventory

Access the Assets page.

Serial ID

Displays the unique serial ID of the device. Click the link to access the Asset Detail page.

Note. No link appears if the grid displays hardware inventory in the third-party inventory database.

Note. Run the delivered query, AM_IT_ASSETS_SERIAL_ID to detect duplicate and blank Serial IDs.

See Running Delivered Queries for Comparison to the Asset Repository.

Source DB

Displays whether the asset was found in the third-party inventory database, the asset repository, or both.

Working with Software License Inventory

This section discusses how to work with software license inventory.

Page Used to Work with the Software License Inventory

Page Name	Object Name	Navigation	Usage
Software License Inventory	IT_SFTWR_ASTQTY	IT Asset Management, Inventory Views, Software License Inventory, Software License Inventory	View the number of licenses for specific software titles.

Working with the Software License Inventory

Access the Software License Inventory page.

Asset Identification

Displays the Asset ID that is associated with a specific purchase of licenses that are defined by this software title.

Number of Licenses

Specifies the total count of licenses that are granted in the transaction that is specified under the AssetID. This count is calculated from the Software Attributes page as the product of the quantity (number of units (SKUs) purchased) for the asset and the number of licenses per purchasing unit (SKU).

See Setting Up Software in the Asset Repository.

Working with Software Inventory

This section discusses how to work with software inventory.

See Also

Viewing Software Inventory

Pages Used to Work with Software Inventory

Page Name	Object Name	Navigation	Usage
Discover Software Inventory	IT_SFTWR_USER	IT Asset Management, Inventory Views, Discovered Software Inventory, Discover Software Inventory	View software inventory with specific parameters.
Authorize Software License	IT_SFTWR_USER_AUTH	Click the Authorizelink from the Discover Software Inventory page.	Authorize employees for access or removal from access to specific software titles.
Software Device Inventory	IT_SWGRP_DTL	IT Asset Management, Inventory Views, Software Device Inventory, Software Device Inventory	View assets by software device group and the confirmed licenses that are associated with those assets for a specific software title.

Working with Software Inventory

Access the Discover Software Inventory page.

Business Unit	Enter the business unit. If you leave this field blank, the search returns all business units that you have access to.
Software Title	Enter the software title to narrow the search. If you leave this field blank, the search returns all software titles.
Department	Enter the department to narrow the search. If you leave this field blank, the search returns all departments that you have access to.
Permission Required	Permission Required indicates that the software user must be authorized to install the software title. This option is selected on the Define Software Titles page. Select Yes or No. If you leave this field blank, the search returns all software titles regardless of authorization requirements.
Track Requisition	Track Requisition indicates that a count of installed copies of this software will be subtracted from the count of purchased licenses. If the result is a negative number, it appears as a request to create requisitions. This option is selected on the Define Software Titles page. Select Yes or No. If you leave this field blank, the search returns all software titles regardless of tracking requirements.
Authorized	Select Authorized or Unauthorized. If you leave this field blank, the search returns both authorized and unauthorized installations.
Authorization Type	Select to limit the search. Values are: Employee: For retrieval of those devices that use the employee-based authorization model. These assets appear in the Employee Authorization result grid. Device: For retrieval of those devices that use the serial ID-based authorization model. These assets appear in the Device Authorization result grid. Note. If this field is blank, the search returns both device and employee information. See Defining Software Device Groups.

Employee Authorization

Update Authorization	Select the grid row for inclusion. Change the authorization status of selected users to add or remove authorizations without leaving the Discover Software Inventory page. Select the Update Authorization check box for the appropriate employee or employees, and click the Authorize button to update their status. Note. This column is visible only when the Allow Authorization check box is selected for a given user within User Preferences - IT Asset Management.
EmplID	The employee who has installed the software.
Software Title	Click to access a list of all employee groups that are authorized to use this title.
Serial ID	Displays serial ID of the asset.
Permission Reqd (Required)	Displays whether permission is required to install the software.
Authorized	Displays whether this installation is authorized.
Track Req (track requisition)	Displays whether the system tracks installed or. acquired licenses of this software and display deficits.
Total Run Time in Seconds	Displays the total time the software has been run by that user on the machine. It is a monthly aggregate. When no monthly value is available, the aggregate value for the previous month is returned for total run time (in all conditions). Total run time is returned only when third-party application metering is installed and reporting application inventory.
Software Exception	Specifies whether the user has installed more copies of an application than authorized or is not authorized to install the application. Delivered values are Over the Limit and Unauthorized Install. This field is blank if Permission Reqd is not selected.
Select All and Clear All	Select to perform mass selection or clearing of all items in the Employee Authorization grid. Note. These actions are visible only when the Allow Authorization check box is selected for a given user within User Preferences - IT Asset Management.
Authorize	Click to update authorization status of the selected employees. This link accesses the Authorize Software Inventory page. Note. This link is visible only when the Allow Authorization check box is selected for a given user within User Preferences - IT Asset Management. See Employee Authorization subtopic subsequently.
Define Software Titles/Users	Click to add authorizations for software titles. You are directed to the Define Software Titles/Users page.
Add/Update Software Requisition	Click to launch the eProcurement menu and choose between continuing work on a requisition in progress or create a new requisition to obtain software. This opens a new menu to facilitate the software inventory detail. Obtaining software with this approach meets the obligations of some software contracts. If this approach does not meet the conditions of the contract, use the software authorization method.

Note. All software metrics and related details do not use IT Role access.

Authorize Software Licenses

The Authorize Software License page appears when the Authorize link is selected from the Discover Software Inventory page.

See Creating Employee Groups.

See Defining Software Titles.

Device Authorization

This grid displays the devices that use the Serial ID-based software license model instead of the Employee-based model. The devices that use the employee-based software license model are displayed in the first grid of the Discover Software Inventory page.

See Defining Software Device Groups.

Group Owner ID	Displays the employee ID of the group owner who controls the software contents of the machines in the device group and subgroups.
Group ID	Displays the device group ID
Declared Licenses	Displays the declared number of licenses that are required for each of the devices. Their summation is compared to the Authorized Licenses value that is specified for the device group.

Working with Software Device Inventory

Access the Software Device Inventory page.

Group Id	Select the device group ID to return the assets and groups that are included in the selected software device group.
Group Owner Id	Select the employee ID of the group owner who controls the software contents of the machines in the device group or subgroup.
Software Title	Select a specific software title of interest to limit the search results.
Serial Number	Select the serial ID of the machine to limit the search results to a particular device.

Group Members

This grid displays the devices by software device group and the confirmed licenses that are associated with those assets for a specific software title.

Note.

Value	Provides the device serial number or the device group name that is part of the result set. This column provides a hyper link to the Define Software Device Group page for either the device group that the single asset is a member of for this software title, or for the group itself.
Description	Provides the actual asset description for the asset or description of the device group.
Software Title	Displays the software titles associated with the device or device group.
Alert	Displays an alert symbol for device groups if a given group has an installed license count that is greater than what is authorized for the group. Note. If a device group is defined with the Count Licenses flag selected on the Define Software Title/Users page, the alert symbol does not display here.
Installed	Displays the total number of licenses installed on devices for a given device group and software title. This column is valid only for device groups.
Authorized	Displays the total number of licenses that are authorized to be installed by member devices of the given device group. The link transfers you to the Define Software Titles/Users page. This column is valid only for device groups. Note. If a device group is defined with the Count Licenses flag selected on the Define Software Title/Users page, this column does not display.
Declared Licenses	Displays the number of declared licenses for a given device and provides a link to the Declare Device License page. For a device group, the sum of all declared licenses displays for devices within that group or in member groups and the link is disabled.
Override	Select to indicate that the Declared License value overrides the number of CPUs from the asset definition. This column is active only for individual assets.
Email	Send an email to alert the group owner of a give device group when the installed licenses exceed the authorized amount for the group.

See Also

Defining IT Subtypes

Defining User Preferences

Defining Software Device Groups

Working with Asset Financials

This section provides an overview of asset financials and discusses how to work with asset financials.

Understanding Asset Financials

IT Asset Management provides financial statistics metrics that you can access through the IT portal. You can drill down to a more detailed summary component from the portal.

The metrics include cost and depreciation information about IT hardware and software assets and can be grouped by user-defined department tree or user-defined business unit tree. The grouping of the financial data is defined on the user preferences setup page in IT Asset Management. If the setup is changed, the metrics are reset and new metrics are posted when the IT Financial Report process is run.

See Also

Viewing Asset Financial Statistics

Page Used to Work with Asset Financials

Page Name	Object Name	Navigation	Usage
Financial Statistics Detail	IT_FIN_STAT_COMP	IT Asset Management, Financials and Leases, View IT Financial Statistics, Financial Statistics Detail	View a snapshot of enterprise IT asset current valuation.

Working with Asset Financials

Access the Financial Statistics Detail page.

Tree Name

Defines the group by criteria such as business unit or department.

As Of Date

Displays the date that the process was run.

Level name

Displays the level that is included in the report.

Currency Code

Displays the currency code that is selected on the ITAM User Preference page.

Tree Node

Displays the current tree node. Selecting a different tree node automatically refreshes the data for the new tree node. You do not need to go back to the portal.

Rate Type

Displays the rate type that is selected on the ITAM User Preference page.

Cost and Depreciation

Avg Life Remaining (average life remaining)	This field is calculated based on the following algorithm: Sum of (Useful life − Life to Date life) ÷ Quantity of assets with useful life available. Depending upon the depreciation method, some assets may not have a useful life attached. In those cases, the asset is not computed for the algorithm. If quantity equals zero, a not applicable (N/A) legend appears in the field.
Units	Displays the algebraic addition of quantity field for every asset ID to be included in the statistics.
Cost	Displays the cost that is defined in Asset Management.
Salvage Value	Displays the salvage value, if applicable.
Year to Date Depreciation	Displays the depreciation from the beginning of the year for the report up to the date when the report has been run.
Life to Date Depreciation	Displays the depreciation along the entire asset useful life to the date when the report has been run.
Net Book Value	Displays the algebraic addition of net book value for every asset that is included in the statistics.

See Processing Asset Depreciation.

Working with Leases

This section discusses how to:

View lease summaries by lessor.
View lease details.

See Also

Viewing Lease End Metrics

Pages Used to Work with Leases

Page Name	Object Name	Navigation	Usage
Lease Summary by Lessor	LEASE_SUMMARY	IT Asset Management, Financials and Leases, Lease Summary by Lessor, Lease Summary by Lessor	View a list of all active leases with a specific vendor, the number of assets, the lease end date, and the lease owner.
Lease Details	LEASE_DETAIL	IT Asset Management, Financials and Leases, Lease Details, Lease Details	View a list of all assets that are covered by a specific lease and information about location, department, custodian, and status.

Viewing Lease Summaries by Lessor

Access the Lease Summary by Lessor page.

This page displays a list of all leases that are held with the vendor. It includes a count of the assets in the lease, the lease end date, and the lease owner.

Click a lease ID to access the Lease Details page for that lease.

Viewing Lease Details

Access the Lease Details page.

This page displays a list of all IT assets that are associated with a lease. Click any serial ID in the list to display a printable view of that asset.

See Also

Working With Leased Assets

Asset Identification	Displays the Asset ID that is associated with a specific purchase of licenses that are defined by this software title.
Number of Licenses	Specifies the total count of licenses that are granted in the transaction that is specified under the AssetID. This count is calculated from the Software Attributes page as the product of the quantity (number of units (SKUs) purchased) for the asset and the number of licenses per purchasing unit (SKU).

Tree Name	Defines the group by criteria such as business unit or department.
As Of Date	Displays the date that the process was run.
Level name	Displays the level that is included in the report.
Currency Code	Displays the currency code that is selected on the ITAM User Preference page.
Tree Node	Displays the current tree node. Selecting a different tree node automatically refreshes the data for the new tree node. You do not need to go back to the portal.
Rate Type	Displays the rate type that is selected on the ITAM User Preference page.