CALMS Overview

Main Features

• Advanced search - enables users to specify additional requirements for searching assets

• Asset copy - enables creating duplicate copies of an asset

• Asset loan - allows us to loan assets for a short period of time to students, capture their signature, and send email notifications to them and the person who loaned the item on its due date

• Auditing - enables tracking changes in asset information

• Bulk edit - enables editing multiple items at the same time

• Comments – should be used for comments relevant to the asset (repairs, comments from users, hardware status etc) 

• Files – allows upload of files relevant to the asset (as requested by Sherry to allow take-home forms to be attached to an asset)

• Finance - allows tracking of funds used to purchase an asset

• Global search box - available from the menu to search for assets and users in the system

• Integration with APIs (Crashplan, Munki, SCCM, Del Warranty API) - allows the system to gather accurate information about the asset and reduce errors from manual data entry

• Inventory Support – asset tags can be printed from the asset listing or asset detail page. The tags feature a QR Code which contains the ACO # of the asset.

• MySQL - used to store asset and user information 

• Creation of assets without ACO numbers - used for miscellaneous accessory items

• Recovery keys tab (for tracking Bitlocker or FileVault keys) - used to be stored on a file share; storing it on CALMS means we no longer have to clean-up the folder and locating a key related to the asset is now easier

• Security system – roles can be created and permissions can be assigned for each role to customize what a user can or cannot do in the system

• Users are manually added to CALMS by using LDAP - user information for those in the database is refreshed daily by querying LDAP. User Type column is determined based on LDAP and has the current values (Staff, Faculty and Other).

Navigation Menu Pages and Processes

Dashboard

• View assets on loan, assets scheduled to be wiped, recently deleted and updated assets

• Recover and restore previously deleted assets

Assets

• Add assets individually or by bulk

• Advanced search filters

• Create asset inventory batch

• Inventory scanning of assets using iPad and barcode scanner

Deployments

• Calendar display of assets scheduled to be deployed

• Create, edit and delete deployment groups

• Send emails using templates to request for DNS, AD and Deployment follow-up

• Sort deployments by status and group

• Track deployment process for assets

Manage

• Create, delete and re-assign asset categories

• Create and re-assign roles to assets

• Display information on departments, department admins and support persons

• Display number of assets associated for every asset status

• Manage asset statuses

• Manage finance accounts

• Manage softwares installed on assets by name and version

• Manage vendors by name, contact information, and website

Surplus

• Add assets to surplus bins

• Create, edit and delete surplus bins

• Print list of assets in surplus bins

• View information on bin disposal form, pickup status and request date

• Track the number of assets in each surplus bin

Spare Assets

• Filter by asset categories or operating systems

• Spare assets count to determine the number of spares assets in the inventory

• Track assets for deployment to faculty and staff, and for loaning to students

Bookings

• Calendar display for all bookings

• Configure booking pickup locations by colour

• Find assets available for booking

• View reservation information for booked assets

Users

• Add new users

• Create, delete and re-assign user types

• Edit user information

• Filter users by department and type

• Manage user roles and permissions

• Search users by ID or name

• User information displayed in a table view

• View user profiles