HARDCAT OVERVIEW - KZN Treasury

HARDCAT OVERVIEW KZN PROVINCIAL TREASURY

Hardcat Overview

Contents

Page

1. Introduction....................................................................... 3 2. System Overview................................................................ 3 3. Accessing Hardcat................................................................ 15 4. Hardcat User Administration................................................... 16 5. Hardcat Security.................................................................. 16 6. Why cant I log in?.....................................................................................16 7. Hardcat Core Module Functionality............................................ 16 8. Type structures.................................................................... 17 9. Reporting for Managers......................................................... 26 10. Budgeting......................................................................... 34 11. Stores.............................................................................. 35 12. Benefits of using Hardcat....................................................... 35 13. Definitions........................................................................ 36

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Hardcat Overview

1. Introduction

In order to meet the statutory requirement (PFMA Section 38(1) d), a framework was developed to promote the effective management of assets. The framework is primarily intended to assist financial managers to interpret and implement sound asset management principles. The principles of asset management give rise to a business problem for which we need a tool (Hardcat) to resolve.

2. System Overview

The Hardcat software was implemented over 20 years ago, the name originating from the intended purpose in which the software was to be used as, a Hardware Catalogue. The software has evolved considerably over this time and developed into a mature Asset Management System designed to manage all aspects of an assets life from requisition through to disposal. This software has been designed to assist clients in standardizing their asset management information and translating this information for decision making processes.

The implementation of Hardcat was initiated in the province in the year 2005.Since then Hardcat has been implemented on all 16 KwaZulu Natal departments. All 16 departments have fully implemented Barcoding Module and they are currently implementing the Purchasing module with the scale of 70% departments being fully functional on the module.

System Overview Benefits

Clients have the ability to modify Hardcat to suit their changing requirements. The software offers auditing a variety of audit services to assist clients in barcoding and identifying their fixed asset base. This software also supports a variety of audit services utility software developed by Hardcat that runs on PDA units to assist in when conducting an audit. This significantly enhances the accuracy and speed of an audit.

Conducting an asset audit using the Hardcat software will include identifying the following:

Discover new assets - adding them to the current asset register. Identifying missing assets - assets in the current register that cannot be located

can be immediately identified and communicated. Assets for disposal - highlight assets that are redundant and no longer in use,

awaiting disposal. Asset Condition - condition of each asset can be recorded, resulting in a

proactive asset management replacement program.

Data Cleansing

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Hardcat Overview

The consistency of an organization's asset register can deteriorate over time. Hardcat Services can assist in the cleansing and standardization of an existing asset register.

Software Revolution

Hardcat is constantly developing and enhancing the functionality and standard of its software and processes. This allows the offering services utilizing the latest software and technology. Since the project initiation in 2005 the software has been enhanced to suit individual need, these enhancements can be logged by system users so that, custodian of the system have a product that is fully beneficiary to their every day needs. System Integration

Typically within an organization it is beneficial for numerous systems to interface with each other and the source of the data sets can be from any systems and Hardcat simply requires this in a comma delimited format for use. External Interface Module also allows external applications (e.g., web browser, ERP systems) to directly enact various transactions with Hardcat, allowing seamless integration.

Hardcat software provides "cradle to grave" fixed asset management and is able to track every aspect of the asset's life from initial budget proposal through to final disposal. It consists of a Core Asset Management Module and elective modules catering for Purchasing, Barcoding, Depreciation, Help Desk, Maintenance and Stock Control.

Core Features

This software combines highly detailed recording and reporting with an intuitive, user-friendly interface. The level of detail you wish to record is up to you, however this may include:

Asset details (i.e. type, serial number, description) Purchase price & current valuation Warranty/maintenance dates & costs Components and attachments Movement to different locations, cost centers or people Associated asset management costs Lease & rental information Cost centre & ownership Supplier and maintenance provider User defined information by asset type Change history & audit trail

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Hardcat Overview

Reporting Feature

The Software is supplied with a Report Generator. System features include:

Pre-formatted reports Custom report writer tool Multiple selection & report sorting Report generation to various outputs including printer, screen, file, and email

Reporting can include practically any fields and from virtually any area in the system, e.g. Assets, Suppliers, Locations, Personnel, Help Desk, Cost Centers, Purchasing and Depreciation. A comprehensive query facility is also provided to allow the user to target a particular group of assets for reporting purposes.

Asset Control Feature

Information held against each Asset can be accessed and sorted by virtually any field in the Hardcat database, for example:

Barcode number; Asset number; Serial number; Asset description; Asset type/sub-type standard name; Location code; Cost centre code; Supplier, owner, plus user defined fields (see illustration)

The ability to create user-defined fields enables the user to tailor the database to meet their organizational management information requirements. Fields can be added that are common to all assets, or specific to an asset type. For example, type-specific fields can be created for motor vehicles that refer to the registration, engine type, and fuel requirement, and for PCs refer to processor, memory and hard disk. Suggested default entries can also be configured to save on data entry time.

Graphics and Imaging Feature

This software provides system users with instant pictorial representations of all

asset information from equipment performance graphs, to pie, line and area

charts, etc. Graphics can be used to display photo images for referencing and

insurance purposes of asset types, buildings, floor plans or even personnel.

System features include:

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