Emanuele Piemonti Spalazzi ENGMS Adm 15042014 Goals 2 Assess the volume and value of our assets in order to comply with the inventory rules laid down by the FP Department Keep ID: 242834
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Slide1
EN Inventory
Emanuele Piemonti Spalazzi
EN-GMS-Adm
15.04.2014Slide2
Goals2
Assess
the volume
and value of our
assets in order to comply with the inventory rules laid down by the FP Department
Keep
an up-to-date inventory
of the installed desktop equipmentSimplify the inventory processEnhance the traceability of goods during their life-cycle
15.04.2014
EN-GMS-AdmSlide3
Means3
List of inventorial items
Inventory application (AIS inventory
tool)
Automatic
update between
Network Database and AIS Inventory tool (locality, users)
Users’ Check ListInventory labels
15.04.2014
EN-GMS-AdmSlide4
List of Inventorial Items
4
All these items must be included in the inventory: computers
laptops printers
scanners
tablets
smart phones
IP phones audio/video conference equipment video projectors large-format televisionsbar-code readers oscilloscopes circular sawsgrindstonesvacuum cleaners drills toolkitsbicycles and mopeds 15.04.2014
EN-GMS-AdmSlide5
AIS Inventory
Tool
5
The electronic inventory of all goods
belonging to the Departments is managed using the
Inventory (Foundation) application
Main strenghts:Link between procurement orders and the entries in the inventory Anomalies detection and modification Electronic Users’ Check-List
15.04.2014
EN-GMS-AdmSlide6
Link between procurement orders and inventory
6
15.04.2014
EN-GMS-Adm
The Inventory application
provides a list of the goods bought within their Department via:
s
tores orders
external
orders
interdepartmental transfers (TIDs
)
NETOPS (database of computer equipment
)
The
inventory manager
selects
the items to be entered in
the inventory
according to:
the list of material that is required to be inventoried
the sensitivity of the item concerned.
Problems:
Duplicates
(automatic insertion vs. manual insertion)
Misleading items names (link
between procurement orders and inventory based on
“
Item
Description”)
Third party orders (difficult to identify the actual user of the item)Slide7
Anomalies detection and modification (1)
7
The are
several means
to
detect
(and correct) anomalies in the
inventory :«PC differences with netops» : this AIS Inventory Tool feature
helps
detecting
all
inconsistencies
between
the Network
Database
and the
inventory
(
different
address
, user, serial
number
, PC/
Telephone name). Corrections need to be done
manually
«
Users
/
Keepers
/
Departments
» : this feature shows all items belonging to a User/ Keeper which is no more at CERN has changed Department Corrections have to be done manually
15.04.2014
EN-GMS-AdmSlide8
Anomalies detection and modification (2)
8
«
Receive
transfers
»
: following a change of a User’s Department, this feature allows to receive all items which have been
transfered
to
our
Department
by
his
former
Department
.
«Network» :
this
feature
allows
to
detect all items
which
are in the Network
Database
and NOT in the
Inventory
(Double check system)
Automatic
update
between the Network Database and the Inventory (only for User’s name and address) Important: For this feature to be useful and
reliable, the Network
database
has to
be
up-to- date and all modifications
need to be entered need for procedures Weakness: automatic update based on “Serial number” (this information is not compulsory in the Network Database) need for procedures
15.04.2014
EN-GMS-AdmSlide9
User Check
List (1)
9
From this year, we have started using the
electronic check list
provided by the AIS Inventory Tool in order to ask all users to verify
the
items
entered under their name in the
inventory.
More precisely Users are allowed to:
m
odify an item
t
ype
,
maker
,
serial number
,
location
change the User name or Keeper name
suppress an article from
their
inventory list by selecting the appropriate suppression
code
add new articles
which are not listed in their inventory
15.04.2014
EN-GMS-AdmSlide10
User Check List 210
All check
lists are
processed manually
.
Relevant
modifications are
verified (with the collaboration of the Computing Linkpersons) before being validated:
Theft
/
Loss
We
ask
for the
Declaration
of the
Theft
/
Loss
Obsolete
We
verify
when
the item
was
bought
and if
it
is still connected to the Network DatabaseChange of User/ Keeper We inform the new User/
Keeper
about the change
Change of location
We
check if the new location
is consistent with the Network DatabaseNew item We
verify
if the item
is not already in the inventory (serial number)15.04.2014EN-GMS-AdmSlide11
Example
1115.04.2014
EN-GMS-AdmSlide12
Labels12
In
order to
enhance the traceability of
all inventoried items
during their life-cycle, we are introducing a labeling
system.
All inventoried items will have to carry a label with their inventory number.
In
few
weeks
,
we
will
produce
and
send
more
than
2500 labels (all
users
will
receive
their
labels
together
with
their
inventory list and some instructions).15.04.2014EN-GMS-AdmSlide13
Improvements in the inventory management
13
In conclusion
several improvements
have been made to
our
inventory management: There are now 3 different means to detect all inventoriable items (link
between procurement orders and
inventory in AIS Inventory tool,
new items
entered
by the user in the check
lists
, «Network»
feature
in AIS)
Most anomalies
can
be
detected
and
corrected
The
automatic
update of
some
information (
user’s
name
, location) in the
inventory
according to the Network Database simplifies the inventory process. The two databases are also more consistentThe electronic check lists are much easier to
handle
, more user-
friendly
and
environmental
-friendlyA labelling system will guarantee a more reliable inventory (and it will
be
much
easier to check)15.04.2014EN-GMS-AdmSlide14
Things still to improve
14
15.04.2014EN-GMS-Adm
Duplicates (automatic insertion vs. manual insertion)
Reliability (link between procurement orders and inventory based on “Item Description”; automatic update based on “Serial number”)
Users’ Check-lists compatibility problems
Procedures to standardize PC orders (the final user must be mentioned), to assure that relevant information are entered in the Network Database (serial number) and that this latter is up-to-date (ex. departure of a user)Slide15
EN-GMS-Adm
15
15.04.2014