Asset Manager lets you keep track of your world

Our lovely apprentices have come up with a new toy for the Admin team, and when I say toy I mean business productivity tool.

The version of Asset Manager that Web Applications UK will be using is part of Access 2010, as seen in Microsoft Office’s 2010 Suite. You can access Asset Manager through Access (now say that 5 times fast) or, if you employ some amazingly qualified Engineers you can hook it up to SharePoint and use it centrally through a SharePoint site – like we do. Not to brag, but our team definitely has some skills.

Lauren, one of our current Microsoft Apprentices, quickly learned some of the basics of the office management tool and then decided to impart that information to the Admin team. I added a couple of examples for illustrative purposes. Note: I do not really own the company car.

Asset Database

It’s pretty easy to get to the Asset Manager; the example above is the site as located within SharePoint. This is a great entry point because you have to be logged in to access SharePoint anyway, so once you’re in Asset Manager does not require a second log in procedure.

Form MenuSo, what is Asset Manager for? Asset Manager makes it easier to keep track of the office’s physical assets, usually things that are portable (and thus more likely to get lost/broken/forgotten about) but could be anything really. Things like company laptops, all of our textbooks used for training purposes, banners, etc. anything really that has significant monetary value should be stored in Asset Manager. If something is stored in Asset Manager you create a record of it, how much it is worth, its condition and so on. This is centrally located so everyone on the Admin team has access to it and if one person changes anything everyone can see the update.

If you want more functionality and options (which you probably will) you can open Asset Manager in Access. You can do this two ways, through the tab in SharePoint (it’s in Options next to Assets on the top banner) or by opening Access, and then finding the linked data. When saving your work in Access, clicking Save & Publish will push all of your data to the SharePoint site since your fully qualified Microsoft technician synced the data so nicely for you.

Once you’re in Access the world is truly your oyster in regards to Asset Manager. You can create new forms using the navigation pane on the left-hand sidebar. To the left are some of the options given, but this list is not exhaustive. For the purpose of this example, I created the asset Textbook 1. Given you have the necessary permission, you can add or change fields on the form which is similar to an excel spread sheet. In regards to a textbook, it might be help to add a place to ‘check out’ and ‘check in’ the book to keep track of who is using it and when they are finished.

Asset Manager has a whole world of possibility; this post just scratches the surface of what it is capable of doing. You can produce weekly reports, keep tabs on where everything is and best of all coherently manage all of the important stuff in your office.