Using Bar Codes in Graphisoft ArchiFM's Asset Inventory Tool

Bar Code Asset Inventory

ArchiFM includes a module which uses data from bar-coded asset inventories as part of its facility management system. ArchiFM goes beyond the usual bar-code management function of CAFM systems: the program features a comprehensive asset survey and inventory methodology to meet the asset management needs of national and multinational companies alike.

This methodology involves the verified input of data from intelligent bar-code readers into an intermediary database. Drawing on several years' experience, ArchiFM technology is honed to create well-ordered, efficient and fast data surveys, with due attention to cost-efficiency. Faulty data from the intermediary database can be filtered out using the Graphisoft ArchiFM Asset Inventory tool. The resulting data can then be prepared for transfer into the ArchiFM database. The Asset Inventory module can also compare the newly input data in the intermediary database with data from any other database, internal or external - for example, an inventory list from the SAP system.

The Asset Inventory module includes Symbol SPT 1800, a data-collection tool developed to handle bar-code data. This data is recognized as a native format by Asset Inventory. Experience shows that Symbol SPT 1800 is an ideal tool for large-scale bar-code data collection, and is suitable for conducting inventory even under very unfavorable conditions, such as in grimy factory buildings.

The ArchiFM technology also puts great emphasis on determining the type and quality of bar codes. It is especially important to ensure that a bar-code sticker that has been attached once cannot be transferred to another asset without becoming damaged or leaving a mark.

It is recommended to assign a separate bar code to each location and to assign characteristic parameters to the location the first time you enter it. Next, the assets can be labeled with bar codes and their parameters defined using the inventory hardware. These parameters should be assigned to each asset as it is surveyed. Using the predefined lists of parameters reduces the incidence of mistakes in data input.

Registering Assets; Inventory

ArchiFM's Asset Management module includes both a graphic and an alphanumeric interface. Graphical asset management relies on GDL objects, which can be used to compile a CAFM database based on a graphical site plan, minimizing input time. Assets that are entered in this graphical format will, together with all their parameters, automatically become part of the FM database.

The structure of the ArchiFM database provides everything you need to structure inventory data into a user-defined hierarchy. ArchiFM provides an easy-to-read display of the assets, which can be filtered or grouped as required, and which takes the physical structure of the building into account. User-defined asset groups determine the type of data to be tracked. The ArchiFM program comes with predefined, generally applicable asset groups and data categories, as well as templates suitable for managing assets in the CAFM system. The assets' parameter list can include its ERP code (such as its SAP identification code) or its bar code identification number. New parameters or asset groups can be added as needed.

Using the options in dialog boxes, the user can filter parameters to display assets or asset groups, as he likes - for example, by location - to extract the information he needs - for example, the inventory at a particular location. Using the Crystal Reports software (part of the ArchiFM package), you can create neatly organized, customized inventory reports or other outputs. The ArchiFM Asset Inventory Tool allows you to assign assets to users as well as to owners, allowing for management of "assets owned by someone other than the user." Whenever the asset changes hands, a note to this effect automatically appears on the asset's event log. This way you can continuously track every modification of the object's status.

For graphical data entry, the program relies on Graphisoft's leading GDL technology. GDL libraries contain more than 100,000 parametric, graphical objects representing assets such as furniture, electric and mechanical equipment, security and lighting equipment and building elements. Today, more and more manufacturers use GDL objects in their electronic catalogs, which take up little space and form the basis for intelligent asset management and e-commerce.

Most projects involve frequent relocation of assets; ArchiFM's Asset Management module has functions that let you track these movements. Modifications during the planning stages can be reflected graphically in ArchiFM. Assets can be assigned hierarchical positions (parent-child link), which lets you register a particular asset's accessories as individual items, while still subordinating them to an asset or to a user. Rules can be defined to govern the movement of hierarchical asset groups.

Asset parameters can be displayed in either a graphic or alphanumeric interface. Modification of a parameter in one mode is immediately reflected in the other mode. For example, an asset that is moved from one place to another in the alphanumeric interface will appear in its new location when viewed in graphic interface. The same is true in reverse.

Moreover, not only do graphic inputs automatically appear in the database, but assets entered directly into the database (whether from the SAP system, Excel, Access or other database, or entered individually through the user interface, or through input of bar-code data) will also appear automatically in graphic mode, thanks to ArchiFM's highly developed synchronization of database records with graphical objects. Inasmuch as the facility's floor plan and GDL objects are not yet available during data input, you can link the database with the graphic interface at a later time. Once you do so, assets will automatically appear on the plan, even if the original plan did not include the assets. This feature minimizes the costs associated with graphic input.