Functional requirements of Asset Management System with non-functional
Functional Requirements
- Asset Tracking and Inventory Management
- Allow for the registration, tracking, and management of assets, including details such as asset ID, description, location, condition, and ownership.
- Provide tools for managing asset categories, sub-categories, and inventory levels.
- Support barcode or RFID scanning for asset identification and tracking.
- Asset Acquisition and Disposal
- Track the acquisition of new assets, including purchase details, suppliers, and cost.
- Manage the disposal or decommissioning of assets, including reasons for disposal and methods (sale, donation, recycling).
- Maintenance and Service Management
- Schedule and track routine maintenance and servicing for assets.
- Record maintenance history, including service dates, service providers, and maintenance costs.
- Provide alerts and notifications for upcoming maintenance or service requirements.
- Asset Allocation and Utilization
- Manage the allocation of assets to departments, teams, or individuals.
- Track asset usage, including assignment details, duration, and return status.
- Provide tools for checking asset availability and managing asset requests.
- Asset Valuation and Depreciation
- Track asset valuation and calculate depreciation based on various methods (e.g., straight-line, declining balance).
- Update asset values and depreciation schedules based on market conditions and asset usage.
- Reporting and Analytics
- Generate reports on asset inventory, acquisition costs, maintenance expenses, and utilization.
- Provide analytics tools to track key performance indicators (KPIs) such as asset uptime, maintenance costs, and return on investment (ROI).
- Allow for customizable reporting based on user needs and organizational requirements.
- Audit and Compliance
- Maintain logs and audit trails of asset transactions, including acquisitions, disposals, and transfers.
- Ensure compliance with regulatory and financial reporting requirements.
- Support periodic asset audits and physical inventory checks.
- User Management and Access Control
- Provide role-based access control for different user roles (e.g., administrators, asset managers, auditors).
- Implement user authentication and authorization mechanisms to secure access to asset management functions.
- Allow administrators to manage user roles and permissions.
- Integration and Data Import/Export
- Integrate with other enterprise systems such as ERP, accounting, or facilities management systems.
- Support data import and export functionalities for seamless data exchange and integration.
- Mobile Access
- Ensure the system is accessible and functional on mobile devices, including smartphones and tablets.
- Provide a mobile app or a mobile-friendly interface for users to manage assets on the go.
- Alerts and Notifications
- Implement automated alerts and notifications for asset-related events such as maintenance schedules, warranty expirations, and asset expirations.
- Provide configurable notification options for users based on their roles and preferences.
- Customizable Asset Fields
- Allow customization of asset fields and attributes to meet specific organizational needs.
- Support additional fields for capturing unique asset information and requirements.
Non-Functional Requirements
- Performance
- Ensure quick response times for asset searches, data retrieval, and report generation.
- Handle high volumes of asset data and concurrent user activity efficiently.
- Scalability
- Support the addition of new assets, users, and features as the system grows.
- Scale to accommodate increasing data volumes, asset types, and user traffic.
- Reliability
- Ensure high system availability with minimal downtime, particularly during peak usage times.
- Implement backup and recovery procedures to protect data and ensure business continuity.
- Security
- Protect asset data and system operations with encryption, secure access controls, and regular security updates.
- Implement measures to prevent unauthorized access, data breaches, and fraud.
- Usability
- Provide an intuitive and user-friendly interface for managing assets, generating reports, and performing administrative tasks.
- Ensure ease of navigation, data entry, and information retrieval for users with varying levels of technical expertise.
- Maintainability
- Design the system for easy updates, maintenance, and troubleshooting.
- Provide clear documentation for system administrators and support personnel.
- Compatibility
- Ensure compatibility with various devices (e.g., desktops, tablets, smartphones) and web browsers.
- Support different operating systems and platforms to ensure a consistent user experience.
- Data Integrity
- Ensure accuracy and consistency of asset data, including inventory levels, valuation, and maintenance records.
- Implement validation checks and error-handling mechanisms to maintain data quality.
- Support and Documentation
- Provide comprehensive user manuals, help guides, and support resources for troubleshooting and training.
- Offer technical support for system issues, asset management, and user assistance.
- Auditability
- Maintain logs of system activity, user interactions, and asset transactions for auditing purposes.
- Provide audit trails for asset acquisitions, disposals, and transfers.