In a manual process, records pertaining to asset use or upkeep are not available for instant review or procedural action. The manual process relies heavily on entries in disparate log books that records item checkin and checkout, document vaults that contain equipment technical specifications and maintenance guidelines as well as individual loose sheets of paper that record quotes, communication and requests for action. The limitations of a manual approach is that these critical pieces of information cannot be accessed instantly, cannot be used as a basis to construct asset histories and thus, are for the sake of speediness are rarely referred to in an organized, procedural way.

The Asset Management System we propose will address the previous limitations described as well as open up new avenues for improvement and efficiency. The goal of this system is to shift the major part of the administrative, processing and record keeping tasks from a cumbersome paper driven environment to an electronic system, which allows information to be accessed in a matter of seconds, enforces rules and procedures as well as provides a defined communication pathway. The Asset Management System (AMS) consists of a centralized Asset Information Database (AID) offering Allocation, Tracking, Fault Reporting, Financial Analysis and Organizer services

The business logic behind the asset management system models the various information flows encountered from associated activities such as Asset Acquisition, Allocation, Repair and Balance Sheet. This modern high quality system uses a combination of electronic forms, imaged documents and automated faxes to capture and route information through the different hierarchies of users, staff and suppliers. The predefined processes put in place, ensures that asset related activities are carried out in a logical, coherent and consistent manner.