Aidmatrix SCM: Asset Registry

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SCM - Asset Registry

Asset Registry

The Aidmatrix Network® Asset Registry Module is an online application that helps you work with your community to build a registry of assets that can be made available in the event of a disaster. These assets can come from a variety of partners and you can indicate whether they are available on a voluntary or for-hire basis. Think of generators, trucks, trailers, etc: all the things that local businesses or NGOs might loan to a relief effort. Different from a full in-kind donation, these items will physically remain with the owner until they are needed and then may need to be returned to the owner after the relief efforts are completed. The net result is that you know ahead of time which local partners you can turn to for assistance should a disaster strike your area.

Create a Registry for Needed Assets
Simply log in and start to enter the assets to which you have already pre-arranged access from your partners. You can define a flexible category system with fields unique to each asset category type. For instance, you might set up categories for Aircraft, Emergency Vehicles and Heavy Equipment. Then you can create subscategories for each such as Heavy Equipment: Generators. You can even pre-define a variety of assets with specific details required for each.

Register Users for Access to the System
Your partners from local businesses and NGOs can become registered users on the system in order to log in directly and use the Asset Registry. Registered users enter assets into the system unassisted. They can build and manage a catalog of their assets for offer through an easy-to-use web interface. They can also manage their contacts by creating and editing a list. They can track their registered assets, make edits, and inactivate or activate them as needed. For example, if a partner's asset becomes temporarily unavailable, they can inactivate it. Then, if it becomes available again they can reactivate it without having to re-enter the data.

Maintain Current Status of Assets
Both you and your registered users can perform the following actions on an asset in the registry: add/edit comments, edit specific details of an asset including inactivating/activating it (for instance, if the asset is being repaired or is on assignment elsewhere), update quantities, etc. The goal here is to have a current set of data ready to go when a disaster strikes.

Commit Assets for a Specific Disaster
When a disaster occurs, you can filter and search the list of assets and make arrangements to use the assets you need. Once those assets are in use, you mark the asset as “committed” in the system. Assets can be fully or partially committed. For example, if company ABC registered 10 bulldozers and you use all 10, you would fully commit all 10. If you only used 7, you would commit 7 and leave the remaining 3 as available assets. Committing an asset temporarily removes it from the available assets list. It can be uncommitted/released after its use is complete.

To commit assets, simply select one or more assets to commit, enter the total quantity committed, then add your accounting, classification and contract information to complete the transaction.

Report and Export Data On-Demand
Because the Asset Registry is online 24x7, you can run reporting at any time and get up-to-the-minute information. Utilize the asset audit log, category report, contacts report and more. All reports can be exported to Microsoft Excel® or CSV files for information sharing and analysis.