MindMyAssets 2 – Setting Up

MindMyAssets 2 is an online asset management and recording system for keeping track of all equipment, machinery and vehicle type assets. It can also store all serial numbers, commonly used parts, maintenance schedules, running costs, tyre replacements ... etc.

Features include Repairs & Maintenance, Quality Control Checklists, Parts & Consumables Lists and Inventory, Service Packs of Parts and Consumables.

Assets

The first thing to be done is to add new asset records which can be found under the Configuration Side tab -> Assets Top tab -> Assets.

Click the Add button to create a new Asset.

Then enter all relevant details.

Asset Types

Asset Types are used to help filter lists in some of the areas within MindMyAssets 2. For example, Checklists can be set up for individual Asset Types, so when you record a Checklist record, when choosing the Asset (e.g. a Tractor) , the list of Checklists will be filtered to show only those Checklists that have been set up for the Asset Type of Tractor.

Asset Service Schedule Types

This is the way MindMyAssets 2 figures out how to warn you when assets are due for servicing.

The list may end up being a duplication of your Asset Types, but there may be service schedule types that are different for assets that fall under the same Asset Type.

Below is a screenshot of some example service schedule types

Parts & Consumables

Here is the form for setting up parts.

Parts can be associated with one or more assets:

Part Groups are used to filter the list of parts when entering service records. It is not mandatory to use the Parts Group field.

The Asset Type field is optional, but if you use it, it will assist in filtering parts for the asset types when recording services.

You choose to track inventory or not & if you do, you can optionally set up a low stock level warning point which will be used to display a warning when you use the parts in a service.

Entering the price is optional when adding parts, you can always add the price later. 

Service Packs

Service Packs are made up of consumables (oils, fluids and parts) that need to be used for a given service.

Below is an example of a Service Pack. When you are recording the servicing of an asset. You simply choose the required service pack and all items are immediately applied to the service being recorded.

PLEASE NOTE: for fluids, the quantities that you set up against for assets on the "Oils & Fluids" tab will be automatically applied

Checklists

Checklists are designed to be used on the mobile app where a driver will perform a daily or weekly check of important items to ensure the safe operation of the asset. Checklist items are set up once and can be shared between an unlimited number of asset-specific checklist types.

Below is an example of a Checklist.

Notice the use of the "Asset Type" field. It is important to assign each checklist to an asset to filter the list of checklist when doing the data entry.

Input Cost Management

The input cost management system for MindMyAssets 2 is where you can set default costs for consumables and parts.