What's in an asset number?

It is very tempting to get creative when deciding a system for numbering assets.  I have seen and even created some crackers in my time, “first two digits for location and second two for asset type” etc.  Here are a few things to consider when making up your mind:

• Who are the users of the system and will they need to know what the asset is from the code?  This largely depends on how your software works, so it’s worth checking what the users see when using the system.
• Are there established local names for the assets and equipment?  Can these be used?
• Does the software set alpha/numeric rules and field length?
• Does the software have reportable fields in the asset record for Location and Asset Type? You probably don’t need to include locations and asset types in the code if your system offers these fields in the asset details page AND you are able to draw on them in your reports.  It’s best to consider what information you need out of the system first.  Then, if there are existing reports in your system, make sure the fields are available for filtering data in the analysis. 
• If you are writing the reports yourself or getting someone to write them for you make sure you use the corresponding field identity as sometimes the field name in the data table and that shown on the user screens are different.
• If you are considering using actual names as the asset ID then think it through.  Boiler1, Boiler2, Boiler3, etc. works nicely, but HamworthyBoiler1 doesn’t because when searching for the asset you will need to type a lot of letters before you get to the unique bit.  Would your users necessarily know to type in “Hamworthy” to find a boiler?

The most important thing is to keep it simple.  I have been guilty of priding myself in creating a clever asset code and then wasting precious time trying to convince others of its virtue.  Some systems don’t let you change the asset number once it is saved so it is even more important to take the time to get it right the first time.

The same rules apply to other codes of course, for example for tasks, fault analysis, locations and so on.  However, the asset number is often very visible so needs to be appropriate.

Need more help?  Contact Debbie here: debbie@aporos.co.uk or go to www.aporos.co.uk