Introduction/Purpose:

The Asset Request feature in an Employee Self-Service (ESS) system enables users to submit requests for assets, such as equipment, tools, or supplies, through a user-friendly interface. It streamlines the process of managing and tracking asset requests within an organization.

Its purpose is to streamline the asset allocation process by providing a centralized platform for users to make requests, ensuring efficient tracking, management, and fulfilment of asset needs within an organization. It promotes responsible asset management within the organization.

Process Flow:

How to Navigate: 

The navigation to a asset request in a employee self service typically involves the following steps:

• Click on the My Info icon: The My Info icon located in the top right corner of the screen. Clicking on this icon will open the navigation menu, which typically includes links to various sections of the employee self service system.

• Click on the asset request: The asset request is located under the asset  section. By clicking on the asset request, it will display a previously created request with the details of previous requests with their details like request code, request purpose, request date, item, description, approval status and action.

Listing:

• Requested: This filter allows users to view asset requests that have been submitted by users but have not yet been processed or reviewed. These requests are awaiting approval or further action from the appropriate personnel.

• Pending: The Pending filter displays asset requests that are currently under review or awaiting a decision. These requests have been submitted by users and are being evaluated by the relevant authorities or approvers.

• Approved: With the Approved filter, users can view asset requests that have been reviewed and authorized for processing. These requests have received the necessary approvals and are in the queue for further processing.

• Declined: The Declined filter enables users to see asset requests that have been rejected or denied during the review process. 

• Filter: The user can filter the assets request and if the user has multiple roles the user can also view the team member asset requests.

• Team Request: The user can view the team member requests, and if it has approval rights, it can accept or reject the team member asset requests. The user can filter the team requests based on the following categories:
  • All: It includes all the requests generated by the team members.
  • Pending On My Desk: The user can view their pending team request, which the user has to approve/reject.
  • Approved By Me: The user can view the approved team request.
  • Declined By Me: The user can view the declined team member request.

Recording & Update:

The asset requests in employee self-service typically include:

• Purpose Type* : This field is used to specify the purpose or objective for which an asset is being requested. It could include options like work from home, others and system fault
  or any other relevant categories that define the purpose of the asset request.

• Describe In Detail* : This field allows the requester to provide a detailed description or explanation of the asset request.

• Request Date* : This field captures the date when the asset request is being made. It helps in tracking and prioritizing requests based on their submission date.

• Attachments: This field indicates the number of attachments that have been included with the asset request. Attachments could be supporting documents, such as specifications, purchase orders, or any other relevant files that provide additional information or justification for the request.

Add Request Details: User can add the multiple request details row 

• Asset Type* : This field specifies the type of asset being requested. It could include options like “Physical,” “Virtual” or any other relevant categories that define the type of asset required.

• Category* : This field further categorizes the asset being requested, providing more specific information about its nature or purpose. For example, under the “Computer” asset type, the category options could be “Desktop,” “Laptop,” or “Tablet.”

• Request For*: This field indicates who the asset request is being made for. It could be a specific employee or department within the organization.

• Description* : This field allows the requester to provide a detailed description of the asset being requested. It includes specific requirements, preferred specifications, or any other relevant information that would help in fulfilling the request accurately.

• Quantity* : This field specifies the number of units of the requested asset. It indicates the quantity required to full fill the request.

Note: “*” represents the mandatory fields to be entered by the user.

The user can perform the following actions in this section:

• Submit for approval: This option allows the user to submit the request for approval. 

• Discard: This option allows the user to discard the changes before saving it.

Note: After approval, the user can’t update the details.