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IT Asset - Project Scope

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28 views6 pages

IT Asset - Project Scope

Uploaded by

guruannamalai
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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IT Asset management system

Project Documentation

Aravind Prasad
[email protected]
Project Title:
Development of an IT Asset Management System

Project Overview:
The IT Asset Management System aims to manage and track the company’s IT
assets effectively. With 1000+ employees, 10+ business units, and various
departments, the system will provide comprehensive control over IT assets from
acquisition to retirement. The system will be developed in PHP and use a MySQL
database, with customizable templates for various features and reports.

1. Scope of the System:


1.1 Business Units & Users:
 The system will manage assets across 18 business units.
 Approximately 1350 employees will interact with the system, with different
user roles including:
o Super Admin: Full control over the system and access to all
features.
o Administrators: Access to multiple business units.

o Sys Admins: Access restricted to specific business units.

o HR Personnel: Request and manage assets for employees.

1.2 Key Functionalities:


 User role-based access to specific system functionalities.
 Asset lifecycle management across six defined stages: Ready, Assigned,
Unassigned, Under Backup, Workshop, Retired.
 Detailed audit logs for asset transactions.
 Asset assignment to employees and tracking of non-employee assets like
servers, access points, etc.
 Dashboard monitoring for asset categories and users.
 Asset transfer between companies.
 Report generation for asset assignments and availability.

2. User Roles & Access Control:


2.1 Super Admin:
 Full control over all system functionalities, including:
o Creation and management of users, assets, and business units.

o Review of audit logs.

o Transfer assets between business units or companies.

o Generate and customize reports.

2.2 Administrator:
 Access to multiple business units.
 Ability to manage assets and users within their designated units.
 Limited access to audit logs and reports related to their business units.

2.3 Sys Admin:


 Access to a specific business unit.
 Permission to create new assets with predefined fields.
 Manage the asset lifecycle (Ready, Assigned, Unassigned, etc.).
 View audit logs related to their business unit.

2.4 HR Personnel:
 Request asset allocation for new employees.
 Choose available assets or request new devices through a form.
 Review handover reports for employee offboarding.

3. System Features:
3.1 Dashboard:
 A comprehensive dashboard providing:
o Overview of all asset categories.

o User activity and asset assignments.

o Customizable monitoring units (to be defined later).

3.2 Asset Management:


 Sys Admin can create and manage assets across 6 lifecycle stages:
1. Ready: Device is ready to be assigned to employees.
2. Assigned: Device is handed over to an employee.
3. Unassigned: Device is returned or taken back after resignation.
4. Under Backup: Device is under backup or being prepared for
reassignment.
5. Workshop: Device is under repair or maintenance.
6. Retired: Device has reached the end of its life cycle.
 Transactions will have corresponding audit logs for review.

3.3 Asset Transfer:


 Provision to transfer assets between different business units or companies.

3.4 Asset Reporting:


 The system will include a Report Designer Engine to generate
customizable reports.
o Export reports in PDF, Excel, etc.

o Generate reports for:

 Assigned and unassigned assets.


 HR requests for new assets.
 Asset lifecycle tracking.

4. HR Asset Requests:
4.1 Employee Onboarding:
 HR personnel will be able to request assets and services when a new
employee joins.
 Choose from available assets in the “Ready” stage or request new devices.
 Track status of requests.

4.2 Employee Offboarding:


 Generate reports for asset handover during employee resignation.
 Trigger tasks for the IT department for asset backup and reassignment.

5. Additional Features:
5.1 Audit Logs:
 Maintain a detailed audit trail of all asset transactions.
 Logs will be accessible by Super Admin and Administrators.
5.2 Asset Purchase & Vendor Management:
 Capability to upload purchase invoices for assets.
 Capture vendor details associated with asset acquisitions.

6. Technology Stack:
 Front-End: HTML, CSS, JavaScript
 Back-End: PHP
 Database: MySQL
 Report Engine: To be determined
 Version Control: Git

7. Future Enhancements:
 Define new fields for asset management as per business requirements.
 Checklist definition for tasks under “Under Backup” process.
 Further customization of reports and dashboard components.

8. Deliverables:
1. IT Asset Management System (fully functional, with audit logging and user
role-based access).
2. Documentation:
o User Guide.

o Technical Documentation.

o Database Schema.

o API Documentation (if applicable).

3. Training sessions for system users.


4. Support and maintenance plan for post-deployment assistance.
9. Timeline & Milestones:
Milestone Deadline

Requirement Gathering 30/09/2024

System Design 15/10/2024

Development 15/11/2024

Testing & QA 31/12/2024

Final Deployment 01/01/2025

Post-launch Support Ongoing

10. Conclusion:
This project aims to provide a robust IT Asset Management System that ensures
efficient asset tracking, allocation, and lifecycle management across various
business units. With flexible reporting and audit logging, it will enhance
transparency and operational efficiency in asset handling and control.

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