Gluu

Guide to start with fixed asset management

Do you miss having an overview of the company’s equipment from procurement to registration, preparation and ongoing maintenance? So that every team member always knows the important steps to prepare, maintain, upgrade and finally recycle your company’s equipment? Then you can make a simple fixed asset management process with a business process management tool. This article will show you how to start.

Why should you care about fixed asset management in the first place?

A fixed asset management process can help a company by providing an overview and control of the company’s machines from procurement to registration, preparation, and ongoing maintenance. This allows the company to have all the necessary machine data for economy, quality check, service and use of the machine. It also saves downtime in sudden repairs and allows for optimal use of the machine’s resources. Additionally, it will streamline the process of buying new machines, as the same steps and plan can be reused, saving time and resources. The process also includes registration and data management for insurance and real-time value, and includes plans for disposal of machines at the end of their life cycle. Overall, a fixed asset management process ensures efficient and effective management of the company’s machines, providing cost and time savings for the organization.

Buying a forklift – a fixed asset management example

Here is an example of how you can make it easier to manage with a digital tool that all employees can easily work in. Let’s say you need to buy a new forklift.

In Gluu, you end up with a simple process, which can look like this:

Simple plan for the life cycle of a forklift in your business

#1 Split the workflow into multiple steps

It is a good idea to divide the process into the most important tasks when purchasing a new forklift. You also need to decide what data is important for you to have registered.

An easy breakdown is in the four steps here:

  1. Procurement
  2. Preparation
  3. Maintenance plan
  4. Disposal

Once you have the plan, you can reuse it every time you buy a new forklift or other machine. These are the same steps you have to go through.

At the same time, you showwhere the task is done and which department is responsible for solving the task. When the company purchases a forklift, the tasks lie in three departments:

In Gluu, it looks like this:
Illustration

#2 Describe each activity

Each stage has its fixed tasks and a responsible employee who must solve them. Then it is easy to see who the ball is with in the company.

In order for the employees to always be solved the task , each task must be described so that there is the right knowledge ready to solve the task.

It is the company’s expert in the field of work who makes work instructions. Which can be in text, drawings and video. For the forklifter, it can be a quality manager, buyer or purchase manager who makes checklists to follow when a new forklift is to be prepared for use in the warehouse.

All instructions are placed in Gluu, so you always have them at hand and do not lose knowledge if employees change jobs. They can be drawings or video instructions. What you think makes the most sense. It’s a good idea to test it on each other to make sure the instructions are easy to understand.

Illustration: e.g. a forklift drawing

You now have all the necessary data in one place.

Then all relevant employees can find the instructions and see how far you have come in the process for each machine. Hvem who is responsible for the next task and which department the task lies with.

It gives you an overview.

Quality management: Registration and data
The forklift is purchased

When the forklift is purchased and delivered to the company, you have a new asset in the company and an economic value that you can control and constantly have an overview of with a digital process tool like Gluu.

Overview of standards and supplier instructions

The forklift has now been delivered to the warehouse, but before it can be used, you must ensure that everything is as it should be and you register important data for the machine.
The task lies with quality management, which creates the machine and ensures that necessary data is registered with you.

So you know the value of the machine and the purchased purpose, and you know what it takes for it to beproperly prepared for use according to standards, requirements and instructions from the supplier.

It may be what parts need to be assembled to complete the machine, something needs to be recharged. What needs to be checked?

Or it may be requirements for which security parts and equipment must be on the forklift when used.

Maintenance

The quality department is also the one that approves and registers a maintenance plan and service for the forklift – again based on legal standards, health and safety requirements and the supplier’s instructions.

In addition, they make sure to register requirements regarding disposal and how you can actually dispose of the forklift when it can no longer be used one day. For example, which companies buy used trucks.

Preparation: So that the forklift is assembled correctly and ready for use:
A checklist in quality management has now been made based on the supplier’s instructions. In the warehouse, the forklift must be checked before it is used.
A checklist might read:

Check the forklift for:

  1. that it can be assembled;
  2. all parts and spare parts are included
  3. that important functions are in order according to the instruction for use. Including which parts to check and how they should work.
  4. Preparation complete

Plan for maintenance:
The good maintenance makes the forklift live longer and you avoid breakdowns and extra repairs.

According to thesupplier’s instructions, the tools and special parts must be cleaned frequently in order for the machine to function optimally and keep the warranty.

Therefore, the forklift must be cleaned weekly and in Gluu we insert a warning / stop sign for and perhaps plan for regular cleaning:

  1. Weekly cleaning
  2. Special Features Check

12 months calibration and service
Service and calibration are important to remember and plan in relation to the use of the machine, so you avoid missing the machine, breakdowns and stops during production time.

Make a checklist:

Also, put in a plan for the second and third year of service now

Disposal

You can also already put into the life cycle of the machine what will happen to it the day it no longer works. Who can possibly buy it? And what environmental requirements are there when disposing of a forklift.