ABT211 REVIEWER

Asset number Barcode

- Some businesses will attach their own - The asset number can be encoded
asset or serial number. This has the into a barcode that can be easily
advantage that the number can be scanned to maintain records. These
created for each asset that has have the advantage of certainty and
identification within the number. For the elimination of data entry error.
example the asset number of CAM- The business needs the equipment to
FUJ-ROMSER-2001-005 identifies the be able to create these codes and
asset as a camera, brand Fuji, that attach them to the tool. There are
was purchased in 2001 and is number software programs that will create
5 of that type. and print barcodes on standard
- Although this can be very useful, printers that can be found in most
especially in a large business, the businesses. There are also barcode
process requires a great deal of effort printing companies that will produce
to establish and maintain. The rolls of individual barcode labels that
business needs to establish the rules can be affixed to the tool where
that identify the asset and each of the appropriate. Although these are
tools needs to so identified before it randomly created, it is simply matter
can be used. There is also the of attaching the barcode to the item
question of how the asset number will and recording the tool and the
be attached to the tool. While a associated barcode. Again there are
computer can have a tag attached to specialist asset control programs, but
the rear of the computer with the many businesses use Excel as a list
relevant number, the same approach and database management tool.
cannot be used for a mobile
Business tool
telephone. In some cases stickers can
be attached to the inside of the - A business tool can be considered as
assets, and in others the number can any asset that helps or assists the
be etched on the chassis or body of organisation to achieve its stated aims
the device. or objectives. There are various types
of tools that may be used in a
Audit
business varying in size, complexity,
- An audit can mean many things. In danger, and importance to the
this context an audit is the business operation. There are the
assessment of the processes that are large, heavy tools such as stoves,
in place on how the business tools are refrigerators, cars or freezers. This
monitored, controlled and used. Is the unit aims to consider the items that
current process workable? How can it are portable and valuable, and by
be improved? Is the process recording their very nature present unique
all the required information or have management challenges to the
people become lazy or taken short- business
cuts that preclude the collection of
Business tool register
the required information?
- As these items are portable there
needs to be a register of the tools that
 are owned and available within the without the inconvenience and
business. The register will need possible cost of waiting for a service
sufficient information to ensure the call and a copier remains unavailable
tools are locatable and identifiable until the service call.
thereby ensuring the correct tool is
Consumables
identified. Each business will have
different requirements, but there are - Consumables are the items or
a general set of guidelines that will resources that are consumed in the
identify the data that most businesses normal usage of the tool.
should collect. The actual selection of Photocopiers will consume paper and
data to collect can vary because the toner and once depleted they will not
size of the business allows greater operate with them being replaced.
resources to be used in the process, Mobile phones use the power from
the nature of the item, and the nature batteries, and these can be recharged.
of the items in the business. For However, eventually the ability to
example, if a business has 20 mobile store power will diminish and the
phones and they are all different batteries will be useless. Where are
models that are easily identifiable the consumables stored? Toner
then it may not need additional data. cartridges will need to be accessible
Motor cars, if deemed to fall within and readily available when the
the classification, have many inbuilt cartridge needs to be replaced. In
unique data that allows accurate most cases this will require a secure
positive identification. This includes area where access is controlled. Paper
registration and identification, make can consume a large space,
and model and colour. Pagers are depending on the amount of paper
often branded and all other used and the number of machines.
identification is hidden and requires There is also the recording process to
the removal of a cover (which is not ensure that items consumed are
always easy) to distinguish one model reordered. Once a toner cartridge is
from another. removed and installed in the copier, a
procedure is required to replace the
Common Skills
item in the storage area. Just as in any
- For example the expert may be able order process, it is also important to
to change the toner or call a have a detailed description of the
technician to do so if appropriate, but item to be ordered, and the
the minimum set of skills for each description should relate to the item
user will be: Fill the paper bins from and not the use. Batteries size AAA is
the storage area (and paper access a much more useful description than
may require the expert) Remove batteries for Nokia 343.
common paper jams Perform
Damage
standard copying as relevant to the
machine. These skills would form part - The business will need to establish
of the training program that all users rules and responsibilities for tools that
would need to attend before they are are damaged as a result of negligent
allowed to use the copier. Some behaviour by the user. Assume that a
paper jams are more complicated and user borrows a digital camera and
it is obviously in the best interests of places it on the roof of the car while
the business to be able to fix them
 she loads other items into the car. She - Details of the fault are helpful for
forgets about the camera and drives technicians to arrive at a solution
off with the camera still on top of the faster. In this case details mean issue
car. It falls off and is damaged beyond detail. Complaints such as “machine
repair when it hits the road. Who is not working” or “cannot copy” do not
responsible for the damage and the provide any helpful information. It is
loss of the camera? Some businesses always the case that detail is helpful
will have insurance and others will be e.g. “machine jams only when
willing to accept the damage as it is duplexing on A4” directs the
not a common event and may not technician‟s attention to a particular
occur at all. Others will have a area. Documentation may be
statement stating that the responsible necessary that encourages detail or
party will be expected to pay a the expert collects the details.
percentage of the cost as an
Identification criteria
encouragement to take responsibility
for their actions and to utilise a higher In-House
level of care and responsibility when
dealing with the business tool. There - The most common type of
will also be a need for a reporting maintenance required for all business
process to ensure that the tools relates to the supply of
appropriate action is taken to ensure consumables. These are the items or
the tool is available when next materials that the tool consumes
required. This may be having the tool during its normal operation. Cars
repaired if possible or the initiation of consume petrol, copies consume
the replacement process. paper and toner, facsimile machines
consume paper and toner, and there
Documentation are many others. Often these items
involve an order process so a
- Any documentation that was provided
procedure needs to be established
with the tool and any notices or
where a person is allowed to order
documents that were created in-
the consumables and a source of
house to support the tool need to be
supply has been established. Although
stored in a known and accessible
the detail for each tool will be
location.
different, the process involved is the
Employment contract same and once established for one
tool can be followed for a range of
- Every employee is employed on a
tools. To demonstrate the process, we
contract that sets out the terms and
will apply it to a photocopier as it will
conditions of their employment
cover the wide range of
including such terms as holidays,
considerations.
wages, hours of work etc. It is possible
to include other terms and conditions Landline telephone
in a separate contract of employment.
- Landline telephones can be restricted
This contract can include aspects that
to local calls if necessary and they
are not involved in a traditional
usually have unlimited access. Some
employment contract but are relevant
businesses may not approve personal
to a modern business. T
calls, but in most the cost and number
Fault Reporting
 of local calls make it inefficient to events that will be done by employees
monitor. and the procedure to be followed
when outside assistance is required.
Legal Implications
Outsourced
- Where information is disclosed
various privacy acts and controls can Password
impose penalties for the business and
- Computer systems can have password
the individual for acts that breach the
protection to restrict access. When
act. Computer programs have had to
considering access to knowledge or
be changed to hide information about
information users can have a security
guests staying in a hotel as it was
access attached to their log-in profile.
deemed that not all employees
Systems can record all information or
needed to see the guest’s telephone
knowledge that each user accesses.
number.
Police Check
Local Expert
- Individuals may apply or authorise
- In some machines refilling the staple
others to perform a police check
holder requires a higher level of skill
which will disclose any charges that
than refilling paper and this is the
have been made against a person. It is
responsibility of the expert.
now standard practice for teachers,
Documentation may disclose a set of
security officers, crowd controllers,
known fixes for the less common
and others to prove they do not have
problems. The always reliable power
a criminal history and are of a suitable
off and power on (power recycle) can
character for the position.
fix a wide selection of problems on all
electronic equipment, but it is not RFID Tags
something that should be applied by
ten individual users that suddenly - These are electronic tags that can be
discover the machine is not working. attached to items that will
communicate with electronic
Maintenance scanning systems that will allow
individual items to be identified while
- Most business tools require some
in groups. While barcodes require
type of maintenance, ranging from
individual item scanning, items with
the simple in-house operation to
RFID tags can all be put in a bag and
complete machine services that
passed through a scanner and each
requires technicians. Maintenance is
will be identified at a reasonable
the process of preparing a tool for
distance. In a reasonable size business
operation and ensuring that it is in a
it may be possible to locate the exact
suitable operating condition to
physical location of every tool that
minimise the possible of future
has an RFID tag attached.
failure. In most cases there is a set of
stated procedures for each tool that Repairs
needs to be performed on a regular
basis. It is impossible to identify all - The repair process returns a faulty
the possible procedures that all tools tool into an operational condition.
may require, but it is important to be Something is broken on the tool and
able to identify the various common the repair process makes the machine
functional again. Unlike maintenance
 repairs are not predictable and cannot or even touches the tool and how
be planned. There may also be an they use it. The presence of the
element of time pressure as the tool camera also acts as a motivator to
is not available and it may be needed. staff to ensure that they treat the
Repairs could be considered as simple business tool in an appropriate
as replacing the batteries in a camera, manner as they know they will be
to the complete replacement of the recorded and can be held responsible
tool because the required repairs are for their actions. Cameras can control
not economically feasible. access to the area or monitor the
particular storage area. If a camera is
Roster
kept in a drawer, management can
- Some tools will require a roster to install a camera that records every
allow users to plan for access and to person that opens the particular
allow planning for events when the drawer.
tool is being used by another. There
are various tools available from
simple to complicated system-wide Security Tool
computer systems. The simplest is a
- The simplest tool is a document that
diary that can be paper or electronic.
controls the use and access to the
Users can book use of the tool. This
tool. The cheapest is a book that
requires access to the diary and
records all the relevant information
people will need to physically access
and has to be signed on access and
the book. The diary can be controlled
use of the tool. Other methods of
by a person so that users can call or
security include a selection of the
email the controller to make a
following.
booking. For larger systems and tools
that are in heavy demand an
electronic booking system that can be
accessed as part of the internal Serial number
computer system is an advantage. - Most tools have a serial number that
Microsoft® Outlook® has the ability to is attached to the device as part of the
allow assets or tools to be booked as manufacturing process. These are
standard functionality. At a lower generally globally unique so that no
level Excel can have multi-user spread two serial numbers should be the
sheets where the same file can be same and they will identify each item.
accessed by many people at the same As they were created by the
time so the availability of a tool can manufacturer they are cheap and
be checked and the appropriate require very little effort.
action can be taken. Unfortunately, they convey a great
Security camera deal of information to the
manufacturer about production runs,
- As well as recording access, security and assembly teams, and quality
cameras can record handling and use approval teams. Much of the
of the tool in the area. It may be that information is unknown outside
many people will need to access the organisation and so they provide very
area where the tool is kept. A security little usable information as to the
camera can record who actually uses asset or tool. A serial number does
 not identify the tool without context possible dishes for functions is useless
or other information. It is impossible if they are not available because the
to extract any detail about the tool supply has been distributed and not
from SN: XCV45125442012. reordered. Batteries are another item
that are often in short supply, making
Social Networking
the associated tool useless.
- Sites such as Facebook® and
MySpace® can be assets for the
Storage location
business but they can also be
liabilities. There have been several - Where will the tool be stored? There
cases where people have been fired are many places that can be used to
because of what they wrote on store an item: a desk drawer,
Facebook and the impact the cupboard, storage locker, or cabinet.
comments would have on the The location needs to be identifiable
business. Staff need to be aware of so there can be certainty as to the
the consequences of publishing tools correct storage location.
material on the social sites. Cabinets can be numbered or
identified where there is a possibility
of confusion because they are similar
Software in appearance. Shelves and boxes can
also be identified with labelling
- Software is also a unique item. Where systems to indicate a unique storage
software is distributed on portable location to ensure the tools are stored
media it will be installed on the in the correct location and the correct
various computers and then stored location can be found. Identification
and it may never be needed again. numbering can be used that provides
But should it be required the some indication as to the location of
hardware – the disk or similar – must the storage item. As an example, a
be accessible as well as the associated classroom may have a number C113.
passwords or install keys. These are This indicates the room is in building C
often on the disk case or packing, but on the first floor and it can be found
they may be sent via email. between 112 and 114. Just as was
Replacement keys are obtainable, but proposed with asset numbers, storage
it is obviously quicker, easier, and location numbers, or codes, should be
cheaper to have the key with the disk. constructed using a template or
It is not unknown for a company to coding standards that allow the
have useful software that has been consistent formation of the number
made by a manufacturer that has or code and encourages the quick and
ceased operation so support in the certain location of the storage
form of additional keys is not position and the quick and certain
available. return of the asset to the correct
Stocktake location.

- A periodical stocktake can be Storage Requirements

performed on consumable resources - The storage requirements for each
to ensure there are sufficient tool must be considered. There is the
resources to meet the operational physical space that will be needed for
needs. A brochure that shows the
 the tool and any other items. There is replacement for each of the
the security trade-off: the more consumables for each of the tools
secure the item the less accessible needs to documented and stored in
and the more difficult it is to be an accessible location. In some cases
accessed, the less secure the more this documentation will be written in
accessible. Management will need to house to explain what and how to
determine the level of security make the changes. In other cases it
required and the resources that are to may be a hint list that is used in
be devoted to the security. Does the conjunction with the instructions on
tool have any special storage the tool.
requirements? Will it be affected by
Usage Wiki
excessive heat, cold, moisture, or
humidity? Some portable storage - Wiki‟ is Hawaiian for fast and wiki
media will be sensitive to excessive sites allow users to update the site
heat and may be permanently with little restriction on access.
damaged. Businesses can create their own wiki
sites to store information that may be
required by the internal business
users. It is especially suited for large
business to be able to publish internal
Swipe Card Access
public information, this is information
- Access to the tools can be controlled that is freely available to anyone in
by the use of swipe cards. Systems the business. If it becomes known
can record each person that accesses outside the business there should not
the storage area and also the users be any negative consequences, but
that take the tools from the storage the business does not intend to
location. This has a higher cost than publish the material.
the paper approach but provides
Buy or Hire
greater flexibility and, of course, does
not rely on a person to check the item - If the tool is not in-house then some
in or out. assessment will need to be made as
to future demand. If this is a once-off
situation then a once-off hire
Training
arrangement may solve the
- There is also the issue of training. In immediate problem without
some cases a local expert will install committing the business to a
the item to ensure that it is installed significant capital outlay. Remember,
and installed correctly. Installing it is not only the purchase price that
paper in a photocopier may be must be considered, but the tool must
obvious, while the removal of the be stored and maintained should a
back of a mobile phone to replace the future use develop. In some cases,
battery may be a little more although hire costs may seem high,
challenging. As well as the physical the lack of responsibility and care
process, there may be operational because the tool is hired can
considerations, such as turning off the compensate the business for the extra
phone before removing the battery. cost. If it is deemed that a purchase is
The process and procedure for required, the usage requirements can
 act as a set of specifications that will
assist in determining the correct
model. Estimated future use will also
act as a guide as to the robustness of
the tool and how much should be
spent on the tool.

Hospitality Technology

- Hospitality technology is the name

used to describe a wide range of IT, e-
commerce and similar technology
solutions within the hospitality
industry. The use of this technology is
typically intended to either make life
easier for a business’s employees, or
to improve the overall experience for
hospitality customers. This can be
achieved in a number of different
ways. For example, hospitality tech
may help to increase automation and
ease the workload for staff. Likewise,
it could be intended to make
processes faster, which could
potentially save money as well as
time. Alternatively, it could help
customers at numerous points along
the customer journey.