Master data

Master data forms the foundational elements within any IWMS (Integrated Workplace Management System), serving as the backbone for organizational operations and decision-making processes. It comprises essential information that remains relatively static and holds significant importance for the organization's day-to-day activities.

Master data serves as a reference point for various operational processes, enabling users to accurately identify, track, and manage assets, buildings, areas, and contacts across different functionalities within the software. By maintaining a centralized repository of master data, organizations can streamline processes, improve data integrity, and enhance decision-making capabilities.

2. What is this module about

Asset are one of the master data modules of Workplace Management.

Assets are all the objects…….

For more information on the content of this module, including detailed descriptions of some of the core components, see: Master data Asset module in the 'Application Managers' section.

3. Why use this module

Master data, in this case Assets, serves two main purposes:

Integration Across other Modules:

The Asset module allows you to use asset information in other modules. This offers practical benefits in other modules. Some examples:

• Requests: Connecting requests to specific assets (E.g. a broken laptop, a malfunctioning coffee machine) helps the Service Desk to find more related date on the assets (e.g. uploaded manuals or supplier contact details), helping to quickly identify and resolve issues. Additionally, tracking open or total requests per asset assists in resource and maintenance management.

• Reservation Management: Reserving equipment (e.g. a beamer) becomes easier, ensuring efficient use of equipment and better asset availability.

• Contracts: Linking assets to contracts makes sure the cost and responsibilities can be tracked per assets. leading to better and more data driven strategic decision-making and supplier management.

Comprehensive Portfolio Management:

Apart from the use in other modules, the Asset module can aid in managing your assets, as it helps to get insights into the organization's assets, including details like location, ownership, occupancy status, and maintenance history. This overview helps in resource allocation, cost-saving, and strategic decision-making.

In summary, the Asset module offers practical solutions for improving other modules and processes and managing your asset portfolio.

3.1 Choices to be made within the module

The most relevant choices that can be made before using this module are the following:

Contextual access

By default, every user can select every asset in other processes, if linking an asset is enabled for that module (e.g. every user allowed to create a request is by default able to select every asset when creating a request as long as assets are used in the request module). The same applies to users authorized to create and edit assets, as by default this system group (3. Edit assets) is assigned to a user overall, thus applying to every asset.

if this should not be the case (e.g. user should only be able to see/select specific assets or only be able to edit specific assets (e.g all assets of a specific building), contextual access should be enabled via Module settings → Assets : Contextual access to assets (or directly via the module activation). For more information see: contextual access

Additional categories

If the default asset categories (described in the Master data Asset module are not sufficient, additional categories can be added. See Master data Asset module for more information on this.

4. How to activate this module

As for every new module, use the ‘Module activation’ option on the administrator startboard (only available for level 2 and level 3 admins). For more general information about these 'Module activation' options, see Module activation

4.1 Prerequisites before activating this module

The Asset module does not require any other modules to be activated before.

4.2 Module activation

For this specific module activation, only one setting applies:

• Contextual access to buildings: This will enable the contextual access for buildings. See before and contextual access

After starting the module activation, the buildings and areas related imports become available to download in the next step. For more details, see further down (Data imports).
Starting the module activation will also enable the relevant user groups and these can be assigned to user profiles via the User profile management dashboard which can be found on the admins startboard. For more details, see further down (User groups and profile suggestions).

4.3 Data imports

When activating this module, some data imports become available, which can be used to quickly import relevant data into the system (as opposed to manually entering this data, which is also possible).

Relevant data imports become available in the module activation after the activation has been started. Default data imports can also be found on the admins startboard (only for level 2 and level 3 administrators).

For more information on data imports in general, see: Data imports

If the buildings and areas module is activated, the following default import connectors become available:

4.4 User groups

When a module is activated, system groups become available that can be assigned to user profiles. These system groups will give users access to (a subset of) navigation menu options, startboard tabs, and tasks in the relevant workflow(s).

For more general information on user profiles, system groups, users, and the user profile dashboard, see: User management

For the Buildings and areas module, the following system groups become available:

4.5 Navigation menu and startboard options

When a module is activated, the relevant navigation menu options become available to users with the correct authorizations (based on the system groups).

For more general information on the navigation menu and startboard, see: https://spacewell.atlassian.net/wiki/spaces/KB/pages/441712705/Authorizing+users#2.2-Navigation-menu-and-Startboard

For the buildings and areas module, the following navigation menu options become available:

5. Additional reports

There are currently no relevant additional reports available for the buildings and areas.

6. Additional settings and options after enabling

For some modules, additional settings can be configured after the initial module activation via the 'Module settings' option on the administrator startboard. A module is always activated with the most used settings pre-defined. After the module is activated, the module may have more advanced settings available, which can be managed via the Module settings as well.

To navigate to all Building and areas settings, go to Module settings → tab Buildings and areas. Hover over the available settings to get more information:

7. Additional information

No additional information currently.

8. User manual

For the user manual with a more step-by-step explanation of the Buildings and areas module: Masterdata: buildings and areas

9. Q&A

Waiting for questions to be answered.