The following article explains how to assign work equipment to your employees, confirming returns, creating reports, and keeping an overview.
Table of contents
- Assign administrator role
- Activating equipment management
- Create equipment types
- Assign and create equipments
- Register equipment data
- Assign equipments
- Log equipment changes
- Edit equipment data
- Use equipment search filter
- Edit equipment requests
- Acknowledge receipt and return of equipment
- Create equipment reports
Introduction
With the integrated equipment management, you get an overview of all loans of your employees. HRworks supports the administration of all equipment that you assign to your team. Laptops, vehicles, keys or work clothes, but also immaterial goods such as powers of attorney and software licenses are created, individually configured and assigned to individual employees in just a few steps. Thanks to a convenient search and reporting function, you always have an overview of all the tools used.
First assign the appropriate administrator roles to the person responsible for equipment management. Open the menu of the concerned person as master administrator under “Admin/Persons/Persons” by double-clicking on his or hers name. Then set the check mark below “Equipment” in “Roles and authorisations” in the fields of the respective roles. Select the organizational units for which the assigned roles are to apply, below. Place the checkmarks in the desired fields and confirm the selection by clicking on “Save”. The entire process is completed with the “Save” button.
In the Admin menu “Equipments/Settings” activate the function for the equipment management with the check mark “Use Equipments”.
You can also define which parameters (person, period, number) are to be output in the reports “Equipment assignments per month” and “Equipment assignments per week”.
Select the required fields and drag and drop them into the upper list. Alternatively, click on the “Add” button.
To remove the fields from the reports, mark them in the upper list and drag and drop them into the lower area or click on the “Remove” button.
Create and define new equipment types in the Admin menu “Equipments/Equipment types”. First select one of the equipment types from the drop-down menu or create a completely new equipment type by clicking on “New”.
Within each type you define which type of valuable objects you would like to manage and in which form.
In the tab “Basics” you define, for example, the approval workflow, visibility settings and possible options for employees.
In the “Mails” tab you determine which processes you want to be notified about.
“Free fields” allow you to create new fields for additional information (such as the end of the leasing term for vehicles) when you enter work equipment.
In the “Sorting in reports” you define the criteria according to which evaluations of equipment (“reports”) are to be created.
In the Admin menu “Equipments/Overview” you create equipment on the basis of the stored types of equipment. Click on “New” and select the equipment type from the drop-down menu. The equipment data open in a separate tab.
Enter the name or a more detailed description of the work equipment under “Equipment data”. In the “Status” field, select the availability status of the equipment. Note that the “Number” of the equipment must always be unique. Enter the procurement date on which the equipment was received or purchased. Additional fields can be displayed depending on the selected type of equipment or by free fields. Once you have entered all the details, save the process by clicking on “Save”.
Assign the equipment you have created to an employee in the “Equipment assignments”. Click on “New” to create a new equipment assignment. Enter the required information in the respective fields and save the process.
In the “Receive confirmed” or “Return confirmed” column you can see whether the employee or the equipment administrator has confirmed receive or return.
The “Protocol” displays the documented changes of the selected work equipment.
To edit the data of a equipment or the assignment to an employee, double-click on the desired equipment in the Admin menu “Equipments/Overview” or select it by clicking on “Edit”.
In the upper part of the screen in the Admin menu “Equipments/Overview” you can search for the already assigned tools.
If you don’t want to search for a term in a window, enter * there. Search terms can also be searched as follows:
- Enter a B* if you are searching for something beginning with B.
- You are opposed by a *b if the search term ends with b or contains *b*.
- Click on “Reset” if you want to reset the search filter.
Expand the advanced search to search specifically for equipment that was issued or returned in a specific time period. You can use the search templates to make predefined queries.
You can edit the equipment requests of your employees in the Admin menu “Equipments/ Requests” and assign them directly in the tab “Edit”.
Equipment that has to be approved first hand by the equipment administrator is displayed in the “Equipment requests for approval” tab. Select a request for editing below. If the equipment is available in the desired period, click on “Save & Create”.
Otherwise, you must either select an available equipment from the drop-down menu and click on the “Set next free period of time” button. If the equipment is not yet stored in HRworks, select the “New” button.
In the Admin menu “Equipments/Acknowledgements” you can see for which equipment an acknowledgement is pending. In the “Equipments to release” area, you can see when the employees wanted to receive the corresponding equipment. When handed over, the employees receive a task to acknowledge receipt. If this has not yet been done, you as the administrator can confirm this and confirm receive.
In the area “Equipments to return” you will see all equipments whose return has not yet been confirmed by the administrator. Mark the equipment that you have received back and click on “Acknowledge return” at the top.
Thanks to the extensive evaluation options, you always have an overview of your loans in the equipment administration.
With one click, you can see who owns which equipment at what time and prevent the loss and late return of equipment.
In the Admin menu “Equipments/Equipment reports”, create evaluations of all equipments stored in HRworks. To create a report of all organizational units, select one or more organizational units in the tab “Organizational units”. By default, all organizational units are selected here. If you want to create reports about persons, first deselect the active selection on the “Organizational units” tab using the “Unselect all” button and select the employees to be evaluated within the tab “Persons”. In the “Status” tab select the status of the equipment, equipment assignments or equipment requests. The default settings are already set. In “Equipment types”, select the equipment type that is going to be evaluated. If you only want to evaluate a certain period, set this in the last tab "period of time".
As an alternative to compiling the search criteria, there is a check mark in the “Report” tab “Include the X equipment which are currently shown in the equipment overview”. When activating this checkbox, all equipment found in the Admin menu “Equipments/Overview” will be transferred directly to the report selection.
To create the report, click on the button “Start report”. The button is only active if equipments can be found. The report is created below and can be downloaded by double-clicking.
