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Features and Benefits
Why should you select our asset tracking system? The asset software we offer is the result of offering asset tracking software for years to some of the smartest customers on the planet. Through the years costumers gave us suggestions, complaints, and have collaborated with us. The result of this effort is that we are able to offer an off-the-shelf asset tracking solution that should meet your needs. The following are a few of the features. We welcome your questions and suggestions.
Patented Synchronization Technology
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We built our own means of communicating between the web server and the handhelds. It allows us to have great control over what goes back and forth from the handheld, improves the power administrators have over their users, and gives users more flexibility. |
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With our patented sync technology, we have not lost any data as a result of an interruption to the sync process. We have millions of asset records traveling through our sync technology and it is solid. |
Web-based Server
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The architecture of CG4s Asset Tracking System (ATS) has a web-based server as the hub. Each user account created by the administrator may access the server using the ATS web interface from any web browser or may also access the same information using a handheld. The user can access either or both of these interchangeably and as it makes sense. The web interface is more commonly used by ATS customers in stand alone mode. Pass through customers typically only have users access the handheld devices. |
User Profiles
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The profile settings that the administrator gives to a particular user are enforced regardless of the user working through the web interface or the handhelds. |
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The administrator is able to specify by user which locations of assets to include in the profile. This allows a technician in Miami to only see assets for Miami. You can go as detailed as you would like when assigning locations to a user. You can assign as many locations to a user profile as you like. |
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The administrator is able to use a secondary assignment to further define which assets are to be available within a particular user profile. When used as the default Category grouping, it allows an administrator to say that I only want this particular user to have access to the laptops in Miami rather than all assets in Miami. You can assign as many secondary assignments as you like to each profile. |
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The administrator can indicate whether a user should be able to edit assets, create assets, and have access to modules on the handheld. These are all part of the CG4s robust tools that allow an administrator to give access to only the assets and functions needed for a user to get their tasks accomplished. |
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The administrator can optionally grant administrative privileges to a profile. |
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Once the administrator creates the user profile, the handheld user from her handheld can select all location and category groupings for her or she can select a subset from within those assignments. If her profile includes all of Miami, maybe today she is only going to be in three of the building in Miami so she selects to bring down only those three buildings of assets. This helps minimize sync times and keeps the user as efficient as possible. See Asset Tracking Basics. |
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In stand-alone mode, when a user logs into the web interface, they only have access to those assets that are included in their profile – the same access to asset data as if they were using their handheld. |
Password and Security
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The administrator can select what password rules to have in place for users. You can require passwords be changed periodically, allow or require alphabetic, numeric, or special characters. You can require upper and lower case, minimum number of characters, maximum number of characters, and how many days until the password expires. |
Flexible Handhelds can Sync from Anywhere
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Any user can pick up and use any handheld device and sync from any cradle or from any hot spot (if using a wireless enabled handheld) in the corporate network . |
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Handhelds can sync from anywhere in the corporate network just as long as the IP address where the CG4 Central server software is installed is available. The ATS software will sync to the server regardless of whether it is through the cradle or wirelessly. Most customers use the cradle option for cost, convenience, and maybe they do not have the wireless handheld or infrastructure available. |
Rules and Exceptions
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The Rules and Exceptions functionality allows an administrator to set rules to allow her to review asset data as it is imported, updated in the web interface, or modified on the handhelds. This helps an administrator maintain the integrity of her asset data. This feature is available in stand alone mode. The pass-through customers have their rules set in their enterprise asset management system. |
Configurable Data Fields
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We have all the basics set up for you to be able to effectively track your assets. We also offer you the ability to control the naming and usage of our data fields. Invariably, each customer has needs that are specific to their business or environment. It might be as simple as renaming a field. We give the administrator the ability to rename and reuse all our fields to fit your needs. If you are the administrator, you can pick and choose which fields are displayed, which ones are read-only or mandatory, which ones are free text, which ones must use a dropdown list and what the values for the dropdown list will be. By providing you flexibility like this, our hope is that you can implement at your business without even needing to consider having us customize our software for you. We do not recommend customizing our software; it just slows things down in the future when you want a new release of the ATS software. Refer to our services. |
Handheld Modules to Fit your Needs
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On the handheld we have several modules to help you accomplish your objectives. The administrator determines which user profiles have access to which modules. |
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Asset Tracking. This is the most robust module and the one most customers use to get their work done. Use this module to do your verification inventory, moves, adds, and changes. For this module, you preload assets, locations, models, employees, and other data for any dropdowns you want available on the handheld. You can actually accomplish all your tasks with this module, but some times these other modules just fit the bill a little better. |
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Receiving. This is the module to use if you have purchase order lines that you would like to receive onto. You preload the open purchase order lines and the stock locations. This is available in pass-through mode. |
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QuickScan. If you are doing a simple, quick, baseline inventory to “touch” all your assets. This module is what you may want to use. You preload locations for this module and then everything you scan goes into that location with a time and date inventoried. Optionally, you have a couple of additional fields (such as status) you can have automatically populated with each scan. |
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QuickScanPlus. If you want the benefits of QuickScan, but instead of scanning only the Barcode you want to scan the Barcode and Serial Number for each record, then use this module. |
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Retirement. If you would like to use a handheld to gather the assets together as you are retiring them or shipping them out the door, then this module is what you may want to use. You preload with stock locations and then scan away. This module is available in pass-through mode. In stand-alone mode, there is a retirement function that is available in the Asset Tracking module and the web interface. |
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Work Orders. If you have work orders you would like to have the handheld technicians update with the handhelds, this module could be useful to you. You preload with open work orders and technician names. This is available in pass-through mode. |
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Customers take a basic handheld module and match the data format we expect to receive and the data format we send back and integrate to their existing system. If you know how to interface your system, using our system to compliment yours is simple. We use tab-delimited and flat tex files for imports and exports to and from our ATS system. |
Interface ATS to Other Systems
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If you would like to use our existing web and handheld architecture to interface into your system, it should not be too difficult. You would be using the ATS as a pass-through system. We use the standard interface tools and programming provided by systems such as Hewlett Packard’s AssetCenter and Oracles PeopleSoft Asset Manager, and we also have many customers who interface our ATS with their existing legacy system or some other system. If there is a good interface tool or integration programming provided, then we recommend not reinventing the wheel. Otherwise, we have customers who let us know that they have done the interface for say our Receiving module into another system without any customization work required of our software. That is part of the value of CG4s ATS; you can benefit other segments and functions of your business still using the ATS as it comes out of the box. If you know how to interface your system or have experts available to you, using our system to compliment yours is not difficult. We use tab-delimited and flat text files for imports and exports to and from our ATS system. |
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In pass-through mode, we offer automatic imports and exports. In stand-alone mode, we have similar capabilities, but they do not usually provide much benefit because ATS is your repository of asset data. |
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Because our SQL database is open, you have the ability to take data directly from our database and pull it into your system. |
Location Location Location
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Just as in real estate, location is very important. When doing your asset tracking work, if you supply a complete location list to ATS regardless of whether there are assets currently there or not, it helps your handheld users be accurate with respect to the location. The more detailed you go with your locations and sub-locations, the better. It is much easier to find an asset in room 213 than it is to find the asset if you have it just listed as being on the second floor. We offer up to eight location nodes. Some people start at the highest node with a country and work their way down through state, city, building, floor, sector, room. Others prefer to keep the nodes more simple. Make sure and include all warehouse and stock room locations as part of your location list. |
Documentation
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“They” say that you should write at a sixth grade level so that all easily understand what is being presented. To go along with that, we take the time to put a lot of pictures into our documentation. Our internal goal is to make the documentation pleasing enough that you can get installed without scratching your head and calling us to help clear up the confusion. Our documentation is not like a standard technical document which commonly has a lot of information that will bore you to death and make your eyes immediately gloss over. Our Beginner’s Guide is a good place for you to start evaluating our documentation. We welcome any feedback. |
Hardware Independent
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We support Microsoft and Palm operating systems. We support many hardware manufacturers using these operating systems. Our goal is to allow you to select the best handheld to fit your needs. We also strive to support older operating systems so that if you have handhelds you purchased a few years ago, you can use them with CG4s ATS. |
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Some handhelds do not have an integrated scanner. You can use those handhelds with ATS, but you will need to use the handheld screen to do your work. It is less efficient than scanning, but it is an option for you. |
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Plug in scanners are available for handhelds, but most customers end up purchasing integrated ruggedized scanners. |
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If you are using the CG4s stand-alone ATS, you may decide that you do not even want to buy any handhelds and just use the web interface. You could use the web interface with a wand attached to your workstation. It is all up to you. |
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You can have different models of handhelds (or different operating systems if needed) syncing to the server at the same time. This allows you to gradually migrate your handhelds from one model to another if you cannot upgrade all of your handhelds at once. |
SQL Database
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CG4s ATS uses a single SQL database. There are various SQL versions you can select from (SQL 2000 or 2005, MSDE, or SQL Express). We only need one database for each implementation of ATS because everything syncs and connects to this one instance no matter where in the world the handheld is syncing from. If you have distinct implementations of ATS for different functional groups with their own requirements, then you would need an additional database for that. All of these database options work well with CG4s ATS. Check with your IT people to see what they prefer. If you do not have a preference, you could use MSDE or SQL Express because these do not require a license from Microsoft. |
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All the tables in our database are open for your use. You may use any type of reporting tool you are familiar with to create custom reports. |
Populate Your Data Into ATS
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Initial population of the database can be done via import files, via the web pages (stand alone mode), or via the handhelds. From there going forward, the data maintenance can be done via incremental imports from external systems, from web pages (stand alone mode), or from the handhelds. |
Reports
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If you are in pass-through mode, you have a Review Changes report that compares the before and after values of each asset edit that is coming back from the handhelds. This is an optional report. Many customers just let the updates pass into the processes to update the enterprise asset management system and then have business rules and reconciliation functions happen there. |
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If you are in stand-alone mode, you have many reports that will help you do an excellent job of tracking your assets. We provide all the reports you need to evaluate and reconcile during your regular day-to-day functions and your inventory efforts. You can drill down in these reports and export them to Excel or save the report results to a file. We continue to add to our reports, so we welcome your suggestions. We use Crystal Reports for our preprogrammed reports. |
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Our SQL database is open, so you are free to write your own reports to meet your specific needs. |
Assign Users to Assets
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Most of our customers have taken the time to assign users to their assets. It helps with cost allocation, accountability, and just knowing where your assets are. When populating the ATS database with your list of employees, make sure it only includes active employees. We had one customer who was taxing their system and handhelds by including hundreds of thousands of employee records who were no longer active with the company. We can step you through data optimization techniques if you are running into these types of issues. |
Server and Workstation Operating System Flexibility
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The server software can be installed in Server 2003 or XP. You will need to have the Windows component IIS (Internet Information Services) on to whichever machine you install the server software. |
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The workstations where you will install the handheld software need to be Server 2003 or XP. The workstations where the cradles will be attached should be Server 2003, XP, or Vista. |
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Hardware requirements are not steep. Take a look at our minimum server and workstation hardware requirements. |
Scalable
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With our web-based architecture and our patented synchronization technology, ATS can handle your needs whether you are the only user or whether you manage hundreds of users. |
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If needed, you can have hundreds of simultaneous handhelds synchronizing with the server. You can have a thousand users created as long as you never have more than a couple of hundred synching at the same time to the server. |
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You can have hundreds of people using the web interface to access the server. In pass-through mode most users do not need to access the web. In stand-alone mode, you could have all your users accessing the web and using the handhelds interchangeably as long as you do not exceed the suggested maximum of 200 simultaneous syncs and web sessions. |
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ATS is so scalable we are confident scalability will not be an issue for your implementation. |
Users Review Work Before Sending to Server
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On the handheld the users can review all the changes, new assets, inventoried assets before synchronizing and sending the updates to the server. If the user made a mistake, he can delete his update record on the handheld before sending it to the server, which saves you or your administrator time resolving unnecessary items. |
Handheld Tells You Which Assets are Not Found
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After you have scanned all the assets in a given area, you can look on the handheld to see which assets have not been found in that location. It helps the technicians do as thorough of a job as possible before transmitting to the server. |
Searching the Handheld
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You can search the records on the handheld with the search capabilities in the Asset Tracking module. You can do full or partial string searches on several fields such as Barcode and Serial Number. |
Preload Data onto the Handheld
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By preloading assets, models, brands, categories, employees, locations, and many other tables of information to the handheld, all the functions related to deploying, installing, moving, changing, and adding new assets are done accurately and easily while maintaining data integrity and consistency. |
Check In and Check Out / Assign or Un-assign
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Check in and check out functions are easily accomplished with either handheld scanners or wedge scanners (at a workstation). If you have a fixed location and need to check assets into or out of an area, the handheld scanners and the web pages can both be used to make the appropriate updates. |
RFID Handheld Scanners
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CG4s ATS is compatible with scanners that are multifunctional to include barcode and RFID scanning. With RFID scanners, the challenge may be to narrow down the exact location of an asset. Also with RFID, you will need to get near the asset to determine its condition or who the assigned user is or should be so that you can update the asset record. Talk with us about what your objectives are and we will help guide you. |
Parent Child Relationships
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You are able to associate assets with each other in a parent child relationship. In pass-through mode, your enterprise asset management system allows you to optimize and report on these relationships. In stand-alone mode, you can make these relationships in the web interface or by using the handhelds. Reporting is available to help you manage these relationships. A child asset could be a monitor with the parent asset being a workstation. A software license could be a child asset to a workstation parent asset. |
Audit History
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We have several features built into our system that allow for a clean audit trail. We keep copies of all records imported in or exported from ATS. The updated records coming from the handhelds include who did the changes and whether they scanned a barcode or picked the value with the handheld. The Review Changes report in pass-through mode shows the before and after values of assets as the changes come up from the handhelds. In stand-alone mode, we show all changes made from all sources including the web interface. |
Same Features as Large Customers
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The nice thing for our customers is that regardless of whether you are using one handheld or hundreds, you are using the same software and have the same features and functionality. Regardless of the customer size, both small and large customers benefit by the suggestions and features made by each other. |
Migration between Stand Alone and Pass Through is Easy
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Some customers have plans to integrate into their enterprise asset management system in the future, but they want to start collecting asset information now in preparation for the move. Our Stand Alone Asset Tracking System is a great way to accomplish this. All the data collected while using the stand alone version can very easily be migrated into the Pass Through version of our Asset Tracking System. To help make it painless, you can migrate your licenses from the Stand Alone version to the Pass through version without incurring any additional licensing charges as long as you are current with your maintenance. The handheld functionality is very similar between the two versions so it will be almost transparent to your handheld technicians which helps eliminate the need for additional training. |
Monitor Maintenance Contracts, Costs, and Leases
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We have standard fields that allow you to track the financial aspects of the asset and whether it is under maintenance contracts or lease. Whether in pass-through mode or stand-alone mode, these bits of information may be useful to you. |
Transfer Assets
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The Asset Tracking or QuickScan modules can help you handle transferring of assets from one location to another. |
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