Hardcat Asset Management Software

Hardcat Asset Management Software Provides “Cradle to Grave” Fixed Asset Management.

Hardcat Asset Management Software is able to track every aspect of the asset’s life from initial budget proposal through to final disposal.

It consists of a Core Asset Management Module and elective modules catering for Purchasing, Barcoding, Depreciation, Help Desk, Maintenance and Stock Control. As a further option, our External Interface Module also allows external applications (eg, web browser, ERP systems) to directly enact various transactions in Hardcat, allowing seamless integration of our best-of-breed asset management into your overall IT solution.

Key Benefits:

• improved inventory control
• improved asset management & financial planning
• improved audit procedures & accurate audit trail
• improved purchasing information
• improved equipment planning & replacement management
• improved maintenance & warranty information
• reduced labour & administration costs
• reduced insurance & disaster recovery costs
• optimum asset utilisation
• improved inventory control

Records Management

A key strength of Hardcat’s asset management software solution is its use in countries around the world, in every imaginable industry, tracking every imaginable type of asset. Our flexible structure, which allows the user to tailor fields to suit their unique requirements, enables Hardcat to track virtually any type of asset.

Hardcat are also world class leaders in mobile solutions with our iPad app to keep your asset management system up to date!

The level of detail you wish to record against asset records is up to you, but may include:

• asset details (i.e. type, serial number, description)
• purchase price & current valuation
• warranty/maintenance dates & costs
• components and attatchments
• complete movement and audit history by location, cost centre, or custodian
• associated asset management costs
• lease & rental information
• cost centre & ownership
• supplier and maintenance provider
• powerful custom user-definable fields by asset type (create fields that are relevant for the assets YOU manage)

Reporting

Hardcat is supplied with a built in suite of reports as well as a facility to generated outputs such as graphs and pice charts. Hardcat’s comprehensive output facilities include:

• Comprehensive array of standard pre-formatted reports
• An easy-to-use custom report writer tool to allow you to create your own formats
• Facility to generate outputs to PDF file, spreadsheet, graphs, or even integration with external reporting tools
• Report generation to various outputs including printer, screen, file, and email

Reporting can include practically any fields and from virtually any area in the system, e.g. Assets, Suppliers, Locations, Personnel, Help Desk, Cost Centres, Purchasing and Depreciation. A comprehensive query facility is also provided to allow the user to target a particular group of records for reporting purposes.

Data Queries & Searching

Hardcat makes it incredible easily to search for a matching record criteria for inclusion into reporting outputs. Information held against each Asset can be accessed and sorted by virtually any field in the Hardcat database, for example, searching by any combination of:

• ID (eg barcode, RFID, serial number, lease ID)
• purchase costs/dates, lease commitments, operating costs
• descriptive details (type, product name)
• manufacturer, supplier, maintenance provider
• location, cost centre, custodian
• or any user defined fields you may have created!

File Attachments

As well as a highly comprehensive data structure against major records, Hardcat also allows you to easily store files against records. A wide range of attached files (images, documents, even shortcuts) can be attached to records in Hardcat, allowing for a high degree of control over asset configuration for purposes ranging from engineering management through to insurance documentation. Attached files could include:

• Flooplans
• Photographs
• CAD Drawings
• full color screen displays
• scanned documentation
• Microsoft Office documents

Barcode/RFID Asset Tracking & Auditing

By automating time intensive audit and data collection processes, Hardcat solutions offers a fast, accurate and discreet method of identifying fixed and portable assets.

From desks, chairs and large mainframe computers, to fax machines, photocopiers, modems, PCs, portables and mobile phones. Asset information is recorded via a hand-held barcode reader which has a pre-programmed interrogation system enabling the system user to collate data efficiently, accurately and in an organised and efficient format.

Key Benefits:

• automated data collection
• total asset visibility
• instant asset tracking
• quick, simple to use & accurate
• labour, time & cost efficient
• improved security

Auditing

The Asset Auditing Module provides the user with:

• detailed asset information recording by make and model, serial number, user, cost centre, location & more
• data analysis & automatic asset creation
• full reports on assets audited by location, cost centre and people, including exception reports for stolen, missing or moved items
• automatic transfer, sorting & relocation of audited assets
• last audit report facility
• on-line goods in/out recording (including expected return date)
• barcode printing in a choice of formats.

Tags & Scanning

Easy-to-use portable barcode and RFID scanning equipment

Hardcat offers handheld barcode scanners running the highly popular Windows Mobile operating system. This has allowed us to develop the incredibly user-friendly, graphical ‘CatScan’ program enabling data capture and asset auditing staff to collect barcode and asset details quickly, efficiently and with complete ease.

We have developed different applications that allow the scanner user to collect new asset data, or audit and verify existing data. These devices make asset auditing easy – just point the scanner to the barcode and click to see comprehensive details for that item!

Standard asset descriptions, locations, and other organisational data can be downloaded to the Palm for selection as “picklists” when capturing or auditing data – ensuring consistency of data gathered and eliminating potential sources of error.

Supply of barcode labels and RFID tags

Note that Hardcat strongly recommends users obtain durable pre-printed barcode labels for attaching to the actual asset items rather than attempting to print their own on standard laser printers and paper. We can supply labels in materials ranging from laminated paper through to solid plastic or anodised aluminium to suit every end use environment. You can choose different sizes and formats with custom features (such as including your company name and logo on the label) also easily arranged.

Reports

A range of reports that give you clear, concise information on the results of your capture and audit activity provide a sound basis on which to make decisions on your asset base. These include:

• Data Capture report (showing full details of asset allocation) for new asset items captured with the bar-code reader
• Asset Audit report, comparing asset details on the Hardcat database to the results of the barcode audit and highlighting exceptions such as moved or missing items
• Last Audit Dates report, listing all assets in terms of when they were last audited and last known location
• Barcode printing facility (used to automate data capture process)

Loan & Issue Return

Hardcat also offers an alternative barcode or RFID tracking solution for tracking asset movements such as equipment loans where an item can be quickly scanned and allocated to a person, location or cost centre, with an expected date of return entered. This system uses a fixed scanner connected to a desktop PC located wherever equipment is dispatched from (eg front desk at a store room). Items can be scanned in seconds and all database details brought on screen immediately for confirmation.

It is widely used by police forces in Australia for the tracking of weapon allocation to staff, but can be adapted to virtually any asset loan scenario. It’s fast, cost effective, and so efficient you’ll wonder how you managed without it.

Depreciation & Finance

Hardcat solutions allow for all asset depreciation, for all types and all cost centres, to be handled in the one system.

While easy to use, Hardcat boasts unparalleled flexibility both in structure and reporting to allow virtually any depreciation scenario to be handled, be it low-value pooling, multiple currencies, etc.

Unlike other depreciation solutions, Hardcat’s structure allows non-depreciable assets such as those under operating leases to be maintained in the same asset database and appear in an asset listing without appearing in the depreciation schedule. It is also possible for other asset register users (eg IT staff, maintenance staff) to have their own asset classification system without affecting the asset type structure set up for depreciation purposes. Advanced security ensures against non-finance staff accidentally changing any financial asset values or structures. As one of our customers said: “Finally, an asset register that keeps both Finance and IT staff happy!”

Key Benefits:

• facilitates compliance with applicable reporting standards such as IAS 16
• significant cost & time savings on depreciation & revaluation calculations
• automatic adjustments from previous to current period
• periods can be closed to retain depreciation values & reopened
• ‘set’ years can be any time length with up to 13 periods
• eliminates time & expense of depreciating assets which no longer exist
• insurance & replacement value update
• fast, flexible & user friendly!

Depreciation

The Depreciation Module links into the Hardcat core system and provides the following advanced features:

• unlimited number of user definable depreciation sets (most other asset register packages limit the user to book and tax sets only)
• separate sets may be maintained for depreciation forecasts, historical cost, etc
• method & rate can be defined by asset type
• daily percentage rate calculations
• revaluations by asset type
• programmed changes to depreciation rate and/or method by asset or type (ideal for low value pooling)
• facility to handle intangible assets
• insurance valuation & revaluation reporting
• asset disposal (including profit/loss on sale and balancing charges)
• extensive pre-formatted reports
• user customised reporting
• flexible periods within each set
• individual asset override
• own import/export facility
• journal export to your General Ledger (no need to maintain a separate depreciation schedule!)

Reporting

Reports specific to depreciation may be run from the Depreciation Module. As with other Hardcat modules, the user can select from our comprehensive list of pre-formatted reports or alternatively create their own custom report formats. All custom report formats can be saved for future use.

Standard reports (available for book, tax or any other user defined depreciation set) include:

• Depreciation Calculation
• Period Depreciation (by asset type, cost centre or location, in summary, detailed or total form)
• YTD Reconciliation (by asset type, cost centre or location, in detailed or total form)
• Depreciation Exclusion List
• End Of Year Rollover
• Depreciation Set Configuration

Maintenance Management

Hardcat caters for both reactive/ad-hoc and planned maintenance for all types of assets/equipment.

Planned maintenance can be scheduled on either a usage or calender basis on a recurring or one-off maintenance routines. Hardcat allows for multiple asset/equipment maintenance by enabling the user to raise tasks on individual assets, assets of the same type or manual selection of various assets. Maintenance history and costs are recorded against individual assets/equipment for later use and reference.

Key Benefits:

• Complete history of an asset’s maintenance
• Reduced maintenance costs
• Automatic production of Work Orders
• Control of Stock usage
• Forecasting of work to be done by days, weeks, months, years
• Option for automatic creation of Purchase Orders for work to be done by third party contractors
• Maintenance Management and Asset Management in one system
• Control of Maintenance Management instruction documentation

Reporting

Hardcat is supplied with a built in suite of reports as well as a facility to generated outputs such as graphs and pice charts. Hardcat’s comprehensive output facilities include:

• Comprehensive array of standard pre-formatted reports
• An easy-to-use custom report writer tool to allow you to create your own formats
• Facility to generate outputs to PDF file, spreadsheet, graphs, or even integration with external reporting tools
• Report generation to various outputs including printer, screen, file, and email

Reporting can include practically any fields and from virtually any area in the system, e.g. Assets, Suppliers, Locations, Personnel, Help Desk, Cost Centres, Purchasing and Depreciation. A comprehensive query facility is also provided to allow the user to target a particular group of records for reporting purposes.

Reports specific to maintenance may be run from the Maintenance Management Module. As with other Hardcat modules, the user can select from our comprehensive list of pre-formatted reports or alternatively create their own custom report formats. All custom report formats can be saved for future use.

Standard reports include:

• Assets by Task (ordered by task, asset or work order)
• Assets under Maintenance
• Next Service Date Schedule
• Products
• Tasks
• Work Order Individual Details

Powerful Search Capabilities to Put You in Control!

Hardcat makes it incredibly easily to search for a matching record criteria for inclusion into reporting outputs. Information held against each Asset can be accessed and sorted by virtually any field in the Hardcat database, for example, searching by any combination of:

• ID (eg barcode, RFID, serial number, lease ID)
• Purchase costs/dates, lease commitments, operating costs
• Descriptive details (type, product name)
• Manufacturer, supplier, maintenance provider
• Location, cost centre, custodian
• or any user defined fields you may have created!

Records

The Maintenance module allows the user to track a wealth of information including:

• Task Code & Description
• Date and time work to be carried out
• Engineer required to perform work order
• Availability table catering for days off, public holidays etc
• Priority
• Task Frequency (date or calibration)
• Resources required to carry out Task (People, Hours & Cost)
• Qualifications required to carry out task
• Service notes for Task
• Safety Instructions for Task
• Tools required to carry out task
• Stock required to carry out task
• Asset Type associated with task
• Email work orders automatically
• Estimated & Actual cost of maintenance

Images, Instructions, or other associated documents may also be stored within the Task record of this module. A full audit trail of all transactions is retained.

Fully integrated with other Hardcat modules!

A key benefit of the Hardcat system in general is the smooth flow of relevant information between related modules. Maintenance Management is no exception, with seamless links to:

Hardcat Barcode Module

Utilise the PDA-based barcode scanner, used to capture and audit physical asset and stock items, to also carry a list of maintenance tasks and record maintenance actions. Record actions taken on these work orders and automatically update them to the main Hardcat database (no need to transcribe paper-based notes!)

Hardcat Purchasing Module

Option for automatic creation of Purchase Orders for work to be done (eg, work orders assigned to external vendors)

Hardcat Stock Module

In the actions area for each Work Order record the user can specify the stock item and quantity used to complete the Work Order, with the appropriate quantity of units being deducted from stock on hand.

Mobility Solutions

One of the key challenges in managing any Asset Management register is keeping information up-to-date.

In the past, someone from the Finance or Procurement department would have to print lists, and go around to each department or site, and tick off, add or delete items from the list. That was the past!

Key Benefits:

• Get access to Hardcat Asset Management (core module) and other add-on modules on the go
• Asset tracking and auditing from specialist handheld device, iPhone or tablet device

Introducing Hardcat MiCat iPhone App

• Create, view and edit work orders from your iPhone
• Work in a ‘live’ connected stage to your Hardcat database so any work performed is reflected back o the Hardcat database straight away
• Covers work order management activities
• Full integration with the iPhone camera
• Access to work order presets, actions, details and much more&

Purchasing & Procurement

The Hardcat Purchasing Module offers system users comprehensive management control of all order processing of assets, from budgeting, purchase order, goods delivery, to invoicing and final disposal. By entering purchase order information directly into Hardcat, system users can see at a glance what assets are on order, their cost, what has been received and those overdue.

Features:

• purchasing details by supplier location, cost centre and date
• full reporting of orders, goods-in, goods overdue, budgets & invoices are standard
• individual purchase order print or e-mail
• purchasing costs, VAT/GST administration & price totals
• templates for standard purchase order entries
• asset association with different cost centres & budgets
• automatic creation of asset details on delivery
• non-asset ordering facility (for items such as consumables or spares)
• tracking of budget spend by cost centre & asset type

Key Benefits:

• asset automatically released into the Core System on delivery
• order information & supplier details can be quickly identified
• fast order processing
• improved budget control
• problem & outstanding orders identified
• significant management time savings
• aids budget forecasting

Reports

Reports specific to purchasing and budgeting may be run from the Purchasing Module. As with other Hardcat modules, the user can select from our comprehensive list of pre-formatted reports or alternatively create their own custom report formats. All custom report formats can be saved for future use.

Standard reports include:

• Budget Year by Cost Centres
• Invoice General Ledger Reconciliation
• Line Items
• Order vs Invoice Line Item
• Product Configurations
• Products
• Purchasing Invoice Report
• Suppliers Overdue Orders
• Suppliers Undelivered Orders
• Tax Codes

Stock Management

The Hardcat Stock Control Module allows users to track stock (eg Stationery, office supplies) and consumables (eg toner cartridges, spare parts, engine oil, etc). While allowing the user to know where stock is located and the quantity, this stock management module will also keep track of how, when and what quantity of stock is used. The module allows the user to maintain optimum stock levels as well as a complete history of pricing changes.

Features:

• Stock Code, Product Barcode & Serial Number
• Brand/Model details
• Product Type & Stock Type
• Supplier & Alternative Supplier
• Supplier Lead Time
• Lowest & Highest purchase price
• Maximum & Minimum Quantity on Hand
• Where Stock is Located
• How Stock is consumed
• Quantity On Hand (total) & Quantity on Hand at Location
• Reorder Point & Standard Reorder Quantity
• Restricted Goods
• Shelf Life
• Warranty Period
• Images, Instructions, or other associated documents may also be stored within the stock record in the Hardcat Stock Module
• Full audit trails of all transactions

Key Benefits:

• Increased efficiency of stock control via Automatic Stock Reorder
• Fast issue/transfer using barcode wedge
• Fast Stock audits using hand held barcode readers
• Accurate record of what was on hand for Insurance Claims
• Minimize wastage & theft
• Optimize stock quantities on hand & purchase at optimum price
• Stock & Asset Management integrated into the one system

Portable Barcode Scanners

Hardcat offers handheld barcode scanners running the highly popular Palm and PocketPC operating systems. This has allowed us to develop the incredibly user-friendly, graphical ‘CatScan’ program enabling your staff to audit stock quantities at any given location quickly, efficiently and with complete ease.

Standard location descriptions can be downloaded to the Palm for selection as “picklists” when capturing or auditing data – ensuring consistency of data gathered and eliminating potential sources of error.

The ‘CatScan’ software is also used for barcode asset auditing, so it is possible for one person to audit both assets and stock at a given location in the one single process.

Reports

Reports specific to asset auditing may be run from the Barcode Module. Standard reports include:

• pre-formatted reports (stock on hand, items consumed, etc)
• custom report writer tool (create your own reports with ease!)
• multiple selection & report sorting
• report generation to various outputs – printer, screen, file, email