Asset Upgrading
The upgrade task is meant to improve the performance of a well-functioning asset by replacing some of its components with more modern and cost-effective ones. Note that only one asset can be sent for upgrading per task.
Roles required:
- To read – itam_agent.
- To create – itam_operation_specialist, itam_process_manager.
- To update – itam_operation_specialist, itam_process_manager.
Only users with the itam_operation_specialist role can be assigned to the task.
Task control
To change the task state, use the UI actions located in the top right corner of the form. When you save the form for the first time, its state changes to Registered.
| UI action | Description |
|---|---|
| Start work | Click to start work on the task, its state changes to In progress. The Assigned user field is populated automatically with the name of the current user. The button is available to the assigned user and the members of the assignment group. |
| Allocate replacement | Click to allocate a replacement asset to the asset user. When the task is completed, a replacement asset can be:
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| Send for approval | Click to send the task for approval, its state changes to Pending approval. Approval tickets are created for the Responsible for the assets in the task. In this state, all fields, except Priority and Assignment group, are read-only. When the task is approved, you cannot add or remove spare parts, or edit other fields of the task form. |
| Approve in ITSM | Click to perform the approval in the ITSM task. In the modal window that opens, specify the associated service or change request under which the asset upgrade task must be approved. The button is available under two conditions:
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| Add approvers | Click to add more users to approve the task. The button is only available when the task state is Pending approval. The list of additional approvers is valid for one approving session only. When you need to process an approval more than once, you may need to re-add the additional approvers or you can run the approval session only with the approvers set by default. |
| Add spare parts | Click to add necessary spare parts to upgrade the asset. |
| Add consignments | Click to add a specified quantity of necessary assets from a consignment to upgrade the asset. |
| Remove consignment consumptions | Click to remove the selected consignment consumption records from the task. The button is available when consignment consumptions are added to the task. |
| Remove spare parts | Click to remove the selected spare part assets. The button is available when spare parts are added to the task. |
| Return replacement | Click to confirm the return of the replacement asset to stock if it was allocated to the user for the duration of the upgrading task. |
| Complete | Click to complete the task. In the modal window that opens, select the upgrade outcome, specify the appropriate document, confirm the allocation of a replacement asset, or return the spare parts to the stock if the upgrade is not possible. Click Complete in the modal window to put the task in the Completed state. Once the task is completed, depending on the closure code, the asset will be returned:
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| Cancel | Click to cancel the task. The task state changes to Completed with the Canceled closure code. All previously added assets are removed from the task, with their stage and state restored to the ones they had before adding to the task. All previously added consignment consumptions are canceled. Find the button in the burger menu . It appears only when the task state is Registered. |
Upgrading task form fields
| Field | Mandatory | Description |
|---|---|---|
| Subject | N | The field is populated automatically with the Upgrading task value when saving the form for the first time. You can edit the field. |
| Asset | Y | Select an asset to upgrade. The asset must match the following conditions:
|
| Stock | N | The field is populated automatically when the asset is selected. |
| Location | Y | The field is populated automatically when the asset is selected. |
| User | N | The field is populated automatically with the asset user name if the asset had the In use state before being added to the task. |
| Replacement asset | N | The field displays the asset allocated as a replacement to the user. The field appears upon clicking Allocate replacement and filling in the fields of the modal window that opens. |
| Description | N | Add a description for the task. |
| Under warranty | N | The checkbox is inherited from the asset form. |
| In use as replacement | N | The checkbox is inherited from the asset form. |
| Priority | N | Specify the task priority.The default value is Moderate. Available options:
|
| Assigned user | Y/N | Specify the user assigned for the task. You can select only a user with the itam_operation_specialist role. The field is populated automatically when a user clicks Start work. This field is non-mandatory in the Registered task state if the Assignment group field is populated. |
| Assignment group | Y/N | Specify the group responsible for the task. This field is non-mandatory if the Assigned user field is populated. |
| Work notes | N | Add comments to the task. |
Related Lists
Spare Parts Kits – the list of assets considered spare parts that are used to upgrade an asset. To remove them, select them and click Remove spare parts.
Consignment Consumptions – the list of consignment asset consumptions that are used to upgrade an asset. To remove the consumption records from the task, select them and click Remove consignment consumptions.
Approvals – the list contains the approval records created for the task, you can see the task approvers and the approval states. To add more approvers to the task, click Add approvers.
Documents – the list contains all documents related to the task.
Create an upgrading task
You can upgrade assets with the following attributes:
- Stage – Storage or In operation.
- State – Available or In use.
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Create a task using one of the following locations:
Location Steps From the Upgrading Tasks (itam_asset_upgrading) table - Navigate to ITAM → Tasks → Asset Upgrading.
- On the page that opens, click New.
From the Asset form - Navigate to ITAM → AMDB → Assets.
- Open the record you need.
- Click Create task and select Upgrading.
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Fill in the fields and click Save.
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Click Start work to change the task state to In progress. (optional) Click Add spare parts to add them to the task. In the modal window that opens, only the assets with the following attributes are available:
- the Spare parts kit checkbox selected.
- the Consignment checkbox cleared.
- the Storage stage.
- the Available state.
- have the same Stock as the upgraded asset.
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Select the assets you need.
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Click Add selected.
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(optional) Click Add consignments to add consignment asset consumptions to the task. In the modal window that opens, select Consignment and specify the Consumption. The specified consumption cannot exceed the available quantity of units in the consignment. You can only select from the asset consumptions of the consignments that match all of the following criteria:
- the Storage stage.
- the Available state.
- have the same Stock as the upgraded asset.
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Repeat the action for all necessary consignment consumptions. Click Add when done.
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Ensure that the fields are completed correctly and send the task for approval. To do so, click Send for approval on the top right of the form and then click Approve in the modal window that opens. While the task is in the Pending approval state, all fields, except Priority, Assigned user, and Assignment group, are read-only. You can also remove consignment consumptions in this task state.
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When approved successfully, the task state changes to Approved. If approvers reject the task, its state changes to Registered. After that you can resume the work on the task, make the necessary changes and resubmit the task for approval.
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Complete the task. To do so, click Complete in the upper right corner of the page. In the modal window that opens, select the task closure code:
- Upgraded. Then click Complete. The task will be completed with the Upgraded closure code. The replacement asset, if allocated during the task, will be returned to the stock. Spare parts and consignment consumptions will be linked to the upgraded asset.
- Not upgraded. Specify the reason or other important information in the Comment field. This note will be displayed in the Work notes when the task is completed. Consignment consumptions will be canceled automatically. Select The user has returned the replacement asset checkbox and select how to complete the task – with or without allocation of a new asset.
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(optional) If you need to allocate a new asset, in the Complete upgrading modal window, select New and complete the fields: Asset allocation form and Return to stock document. Then click Complete and allocate.
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(optional) If you need to allocate a replacement asset for permanent use when completing the task, in the Complete upgrading modal window, select Replacement and complete the fields: Asset allocation form and Return to stock document. Then click Complete and allocate.
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The task will be completed with the Not upgraded closure code. The asset will be returned to the user or, if the user received a replacement asset for permanent use, the asset will be returned to stock with the Available state.
Spare parts and replacement assets
Spare parts kits
You can use assets with the Spare parts kit checkbox selected in the upgrading tasks. The assets must be in the Storage stage and Available state, and be in the same stock as the asset to be upgraded. Assets with the Spare parts kit checkbox selected change their state to Reserved when they are added to an upgrading task. When the upgrading task is completed with the Upgraded closure code, their stage and state change to In operation, In use.
When canceling an upgrading task, the user must confirm the return of the spare parts. When a task is canceled or selected spare parts are deleted, the attribute The asset is currently in the task becomes disabled, and the assets stage and state are changed to the previous ones (Storage, Available).
Consignments
When assets are added from a consignment (an asset with the Consignment checkbox selected), the system creates a Consignment consumption record. Until the task is completed, this consignment consumption record remains in the Reserved state, and the number of assets available for allocating from the consignment is reduced by the number of reserved units. When the upgrading task is completed, the state of the consignment consumption changes to Allocated.
If a consignment consumption is deleted or an upgrading task is canceled, the consignment consumption records are removed from the related list of the task. The consignment consumption record state changes to the Canceled, and the current quantity of the consignment is increased by the number of asset units of the canceled consignment consumption.
Replacement asset
You can allocate a replacement asset if the upgrading task is in one of the following states: In progress, Pending approval, or Approved. Ensure that the required replacement asset meets the following conditions:
- The Use as replacement checkbox is selected on the asset form.
- The nomenclature of the replacement asset matches the nomenclature of the asset being upgraded.
- The asset is in stock and available for allocation.
- The owner of the asset stock is the company employing the user whom the asset is assigned to.
You can return the replacement asset by clicking Return replacement on the task form anytime before the task is completed.
If an asset is allocated as a replacement, the In use as replacement checkbox is automatically selected on its form. Also, information about it is added to the maintenance task form.
If the upgrading is successfully completed, the In use as replacement checkbox is automatically cleared on its form, and the allocated asset must be returned to the stock.
If the upgrade is not completed and the replacement asset remains with the user thereafter, the Use as replacement checkbox is also cleared on the asset form.