Pre-Implementation Planning

Product: NEXTMEGABYTE (Greenitco ITAM) · Module: Getting Started · Audience: Administrator

Before you configure NEXTMEGABYTE and add assets, define your organizational structure and asset management policies. Making these decisions early gives you accurate reports, easier administration and better long-term scalability.

1. Define what qualifies as an asset

Decide the criteria for recording an item as an asset:

Example: a printer is recorded as an asset because it belongs to the Printer category, regardless of its value.

2. Define the asset location strategy

Decide whether an asset is recorded against:

• its purchase location, or
• its current operational location.

If assets move between sites often, keep the current location accurate in the portal. Accurate location mapping is required for reports by branch, office, warehouse, building or department. In NEXTMEGABYTE, the Location field on a device records the purchase location, and the Asset Transfer module records movements to other locations.

3. Design the location hierarchy

Review how your organization groups locations today and whether the structure needs to be standardized for growth. Typical levels are country, region or zone, state, city, area, building and floor.

Example hierarchy for a bank:

Country
└── Zone (East / West / North / South)
    └── State
        └── City
            └── Area
                └── Building
                    └── Floor

A clear hierarchy enables detailed reporting and asset tracking. Locations and parent locations are set up in Location Configuration.

4. Decide department ownership and access

Decide whether departments will manage their own assets.

• If departments manage their own assets: create departments before adding or importing assets, assign each asset to its department, and give department users access to manage their assets.
• If only the IT team manages assets: you can skip department mapping initially and manage assets centrally.

See Department Configuration.

5. Define internal places (floor, room and area tracking)

If you need reports by floor, room, store, lab, department area, warehouse or section, configure internal places within each location. Examples: conference room, reception, server room, training room, warehouse, cabin and store room.

See Internal Place Configuration.

6. Define asset statuses

Decide how lifecycle stages will be shown. You can use the standard statuses and add custom ones.

• Common statuses: In Stock, Ready for Use, Assigned, Under Maintenance, Scrap / Disposed
• Custom status examples: Box Packed, Awaiting Configuration, Awaiting Installation, With Vendor, In Transfer, Under Repair, Pending Approval

Example: a newly purchased laptop stays in Awaiting Configuration until software installation is complete.

See Status Label Configuration.

7. Define asset ROI and utilization tracking

Decide whether you want to measure the return on investment (ROI) of assets. ROI can be based on utilization, revenue generation, billable usage or cost recovery.

By assigning billing rates and tracking usage, you can evaluate asset profitability, utilization efficiency, cost justification and replacement planning.

Example: a rented projector or specialized equipment is set as a billable asset with an hourly or monthly rate, and ROI is calculated automatically. Earnings appear on the device's Cost Earning tab.

Recommended setup sequence

1. Define asset criteria.
2. Configure the location hierarchy.
3. Create departments (if required).
4. Create internal places (rooms and floors).
5. Define asset statuses.
6. Configure asset billing and ROI rules.
7. Add or import assets.