Space & Equipment Inventory
Equipment and Space Inventory to Optimize Grant Funding Processes and Allocation
College Administrator's Space and Equipment Inventory module is a state-of-the-art space and equipment tracking system. The Space component tracks information such as room square footage, room ownership by department, division and faculty, room usage, and the equipment located in it. A user defined coding system allows organizations to tailor the database to their individual needs. When used with the grant module, it compares department faculty based on the amount of their grant funding per square foot of research space.
The Equipment Inventory component records specific information about each piece of capital equipment used by your organization. Over 45 variables, including equipment description, manufacturer, origin of purchase, cost, location, and current status (missing, discarded, or in use) are tracked for each item. When used with a bar-code scanner, it can completely automate your equipment tracking process.
- Track space use from two points of view:
- An architect's: lab, office, conference room, etc
- An administrator: research, teaching, administration, etc
- Track shared and borrowed space
- Space and Equipment ownership assigned by corporation, department, division, and faculty
- Assign employees and grants to individual rooms
- Records total square feet and number of workstations per room
- Supports industry standard (Hegis) and user-defined coding systems
- Tracks research dollars per square foot of research space by individual faculty or department
- Track space utilization to aid in Indirect Cost Calculations
- Interfaces to bar-code scanners for automating equipment location verification
- Quickly identify missing equipment
- Compute Equipment Depreciation
College Administrator incorporates multiple coding systems in order to analyze space from different perspectives. Use codes allow space to be defined from the point of either a facilities planning-and-design manager or an architect. These codes define space such as offices, labs, classrooms, conference rooms, hallways, etc. Classification codes define these spaces according to the type of activity or work that is performed there (i.e. teaching, research, administration, and / or clinical activities).
In most cases, a room will be defined by a single use code and multiple classification codes. For example, a full professor may have a single office which is used for three different activities - administration, research, and teaching. The implementation of these multiple classification codes per room gives College Administrator the power to generate reports for indirect cost analysis or faculty evaluation.
Space management reports are designed for tracking space distribution by use, classification, building, department, division, or faculty member. Subsets of this information can be grouped and sorted in many different formats. Asset management and equipment inventory reports display location history and current status of equipment. These reports can be grouped and sorted by building, room, department, division, faculty member, decal number and equipment type.
Sample report formats are listed below:
Usage Report sorted by Department & Division
Shows the building and room numbers, and the room size assigned to each faculty member. The report is grouped and sub-totaled by department, division, and faculty member.
Usage Report sorted by PI
Shows the building and room numbers, and the room size assigned to each faculty member. The report is grouped and sub-totaled by faculty member.
This report is used for asset/equipment inventory management. It includes the location (building number, building name, room number, and department), decal number, description, manufacturer, and serial number. The report also displays the cost of the equipment, the account and purchase order numbers used, and the fiscal year when the asset was purchased.
List Sorted by Building, PI, Room
This report lists asset/equipment information according to the building and room where it is located and by the investigator or faculty member who controls it. It includes the decal number, location (building number, building name, and room number), decal number, manufacturer, date purchased, and the name of the faculty member controlling each asset.
Equipment List Sorted by PI
This report is designed for automating the annual equipment inventory process. It is generated after an equipment survey has been completed using a barcode scanner. It is a list of all equipment not found in the survey, and therefore designated as “missing.” The report displays the faculty member who controls the equipment; its last known location (building and room number); and its decal number and description.
College Administrator combines grant, personnel, space, equipment and other financial information in a straightforward and organized manner in reports designed specifically for research administrators. For example, by integrating the Grant and Space modules, College Administrator provides a quantitative measurement for assigning space based on the amount of grant dollars per square foot of research space. Further integration with the Personnel Module provides a complete overview of the resources used by an individual faculty member including laboratory equipment and supporting research staff and their salaries. Various report formats organize research space, personnel, equipment, and money by department, division, and faculty member.
College Administrator combines state-of-the-art database software with barcode scanner technology to quickly place concise, informative asset management reports at your fingertips. It is the first user-friendly way to completely automate your asset management reports.
A unique tracking number serves as a link between College Administrator and the equipment. The number is stored in the software and is also physically attached to the equipment with a barcode label. A barcode scanner is used to help verify the location of each piece of equipment.
For more information on organizing your space and assets with our innovative IT Works solution, contact a representative today.
IT Works, Inc. is an authorized reseller of the Unitech PT600 portable terminal scanner.