MindMyAssets - The Manual

WHAT'S IN THE MANUAL?

We believe that people subscribing to the MindMyAssets system would have a good grasp of what the application is about and the nature of the information that the various screens are capturing ... so this manual is here to explain the concepts that may be not so obvious and to help you avoid using it in a way that might be best avoided. It's more about the Why? rather than the How?  

 

WHAT'S NOT IN THE MANUAL?

Step by step guides and explanations of each field on every data entry screen. Our experience to date is that people don't need that level of help for this relatively simple application. 

Help is available via the icon on the bottom left of the screen to chat or leave us a message.

 

GENERAL INFORMATION

In the cloud application there are two main sections: Configuration & Records.  Configuration Lists are where you create your lists that will be used while adding records in the Records section.

The other main screens are: My Assets (asset lists), Calendar of Events and Scheduled tasks. 

Every screen in both the cloud app & the mobile app has a consistent layout. There's a grid or spreadsheet view of your data and various buttons that perform specific actions. 

 

ADDING RECORDS

To add records select the My Asset menu item   .When you select an Asset on the list the records menu will become active to the left of the list. You can then select the type of record you wish to enter.

Each screen has an ADD button (top right). Clicking on the ADD button will launch a form enabling the adding of a new record. On those forms you will notice certain fields are mandatory. If you ever leave a mandatory field empty the record will not be saved. 

EDITING & DELETING RECORDS

In all sections of the web application, you will see a pencil (Edit) and a cross (Delete) in the leftmost column of the grid. 

In some cases, under the Configuration Lists section of the application, you will notice the cross is greyed out. That indicates that the item in that row is in use. That is, you have already created records in the Records section of the application. If you need to delete such an item, you must first remove all records where it has been used.   

 

ORDERING COLUMNS, REMOVING COLUMNS, SORTING AND FILTERING THE DATA DISPLAY

You will find the sorting and filtering features very handy. Combine that with the Export to Excel and Export to PDF features and you have countless reports at your disposal.

Each column heading has a powerful menu of options lurking behind it.

 

DRAG AND DROP

Firstly you can drag and drop columns to alter the display layout. Below, I have clicked on the "Make or Brand" column and dragged it ready to drop it between the "Asset Type" and the "Model" columns.

SORTING THE DATA IN CHOSEN COLUMNS

Notice the Sort Ascending and Sort Descending options in the menu below.

 

 

REMOVING UNWANTED COLUMNS

 

Notice the list of columns names with tick boxes above. Simply untick a column name to remove that column.

 

FILTERING THE DATA 

These very powerful options enable you to filter your data using different techniques depending on the data type in the chosen column. When a column has had a filter applied to it, it will display the column heading text underlined. 

Here are some examples...

 

FILTERING BY A DATE RANGE

  

 

 FILTERING BY TYPED TEXT

 

 

FILTERING USING A LIST OF TICK BOXES 

 

  

Let's begin with the Configuration Lists...

 


THE CONFIGURATION LISTS

 

SETTINGS 

Navigate to the program settings screen by clicking the "Settings" option. The two settings are there simply to cater for the US vs the rest of the world differences.   

Use the drop down arrow to select “Metric” or “Imperial” in the “Units of Measure” field.  (If you choose "Imperial" you will cause the application to automatically switch to US spelling of words like Labor).

Use the drop down arrow to select “A4” or “Letter” in the “Page Size for PDF Export” field.

Settings are automatically saved.

  

SETTING UP ASSET TYPES 

It's up to you how you categorise your asset types. Examples are: Cars, Motorcycles, Trucks, Tractors, Cranes, Electric Motors, Stationary Motors. 

Asset Types are used to categorise your assets and also to categorise Checklists. For example, when you set up a checklist called "Daily Truck Inspection" you would assign that list to the Truck asset type

CONTACTS

Your list of contacts is used to populate pick lists of driver/operators (Staff) and suppliers (Vendors). If you have subscribed to use the inventory of parts and consumables, you might want to record the manufacturers as well as the suppliers. 

The only mandatory fields in the contacts form are the Contact Name and the Contact Type. The Contact Name is the unique identifier for each of your contacts. 

 

CHECKLIST ITEMS

Before you can create checklists for your asset types, you have to add all the checklist items. Examples are: Engine Oil, Tyre Pressure, Coolant level, Windscreen condition. 

These items are then selected when creating Asset Checklists. 

 

ASSET CHECKLISTS

Using the items added in the Checklist Items screen, you create checklists. Typical checklist names would be: Car Daily Inspection, Truck Weekly Inspection, Windmill Annual Inspection.


SERVICE PACKS

Before creating service packs you need to add consumables (parts, fuels, oils etc.)  

Service Packs serve two purposes:

  • as reminders of parts and consumables that required specific scheduled services (e.g. the 50,000Km service for cars).
  • as a quick way to enter all parts and consumables used in a service, i.e. you will see an "Apply Service Pack" option when recording a service. 

 

PART GROUPS

For convenience, you can create categories for your spare parts. Part Groups might be: Filters, Bearings, Belts, Gaskets ...  or, you might want to group parts into asset type groupings. For example Tractor Parts, Pump Parts.

There are pre-existing groupings for Fuels, Oils, Coolants and Tyres so you don't need to create those groupings. 

 

CONSUMABLES & PARTS

Add all your commonly used consumables and parts at startup and thereafter you can add new items as you require. 

 


 

SETTING UP ASSETS  - "MY ASSETS"

There are many fields that you can set up for your assets if required. As MindMyAssets is designed to be a great place to keep records on asset types of virtually any kind, obviously you will only need to use a percentage of that long list of fields. In fact, the only fields that are mandatory are the Asset Identifier and the Asset Type. 

 

PHOTOS OF ASSETS

Uploading a photo of an asset can be done in two ways:

  1. Using the upload facility on the last page of the Asset setup form in the web or cloud application.



  2. Using the MindMyAssets Mobile App.
    Steps:
    1. In the Settings screen turn on the option: "Use photographs of assets & expense receipts".
    2. On the Assets screen of a selected asset, look for the camera icon at the bottom of the asset information screen.
    3. Tap on the camera icon to take the photo of the asset. It will automatically upload to the cloud. 

 

 


 

NEXT SERVICE DATE OR ODO/HOUR METER READING

Set up the usage units as appropriate. e.g. Km's or miles for vehicles, hours for tractors and diesel motors.  For pumps and other asset types, days is more fitting. 

MindMyAssets will maintain a running current value of hours and distances for you as long as you are diligent and enter the current readings when entering your records. The application will also display the hours, distance or days until the next service for your assets. 

When first setting up the application, simply kick off the process by entering the current readings and the point at which the next service is due. 

 

 


 

ASSET LOCATION

In MindMyAssets web and mobile you can create a list of locations on the fly as you need them while recording vehicle log book entries. In the mobile app, you can use google maps to geo-locate your assets when recording a vehicle log event. You can record the geolocation at the start of the logged event and the geolocation of destination. The geolocation of the destination is sent back to the web app and you are able to view the position of the asset on google maps on the asset form by clicking on the map-position icon. 

If you have a stationary asset and you want to record its geolocation, simply record a vehicle log event with the mobile app and ensure you use the google maps button to record the coordinates of the End location. That will ensure the coordinates are sent to the web application in the cloud. 

 

 


 

SERVICE PACKS

A service pack is a set of parts and consumables that you require to be replaced at a particular service interval for an asset. For example the "40,000 Km Service" for tractors.
To use service packs, simply set up as many as you require under the configuration section of the web application and when recording a service, choose to "Apply Service Pack".

When applying a service pack to a scheduled service of an asset, the applications (both web and mobile) will look up the oil types and the capacities you configured for that asset and apply them to the service. 

 

 


 

CHECKLISTS

A checklist is a set of "things" on or about an asset that you need to check on a regular basis. Typical checklist names would be "Trucks Weekly Inspection", "Pumps Monthly Inspection" and typical checklist items would be "Engine oil level", "tyre pressure", "coolant level". 

Checklists are assigned to asset types, so it is important to define asset types carefully.  Use the mobile app to check off all the items in your checklists for an asset. It will provide a great source of information to people who are responsible for keeping your assets well maintained.

 

 


 

INVENTORY OF PARTS

If your MindMyAssets subscription level entitles you to use the inventory of parts and consumables you will be able to record your initial stock levels of all consumables and thereafter record your purchases and adjustments of inventory.

When setting up your list of parts and consumables you nominate those which you want to track in your inventory.

By doing so, you will restrict the list of consumables to only those you are tracking when you are recording purchases. For convenience, you can add new consumables in the inventory while recording purchases on both the web and mobile applications. Those newly added consumables are automatically added to the tracked inventory items list. 

As you consume your parts and consumables, your inventory stock levels will automatically be adjusted. When selecting parts or consumables using the drop down lists, you will notice the stock levels for all tracked items are displayed in brackets to the right of the consumable name. See below I have 3 tyres of type "367/120/45" in stock and 12 of type "Firestone 432/80".

On the main inventory screen listing, you will see the transaction type's quantities colour-coded to make it easier to see what is an addition and what is a deduction.

The "Stock On Hand Report" is useful when performing a physical stock take of your inventory.

 


 

USE THE MOBILE APP

The mobile App for Mind My Assets is available on iTunes & Google Play

 You can view the data on your mobile app and also enter new records for the Assets.

Where it is appropriate you can also add new configuration items (such as consumable items) if they have not been already configured in the web version. You will see a where this is allowed.

It is recommended that the configuration is done on the web version as much as possible.

 

ADDING RECORDS TO ASSET

Select the Asset from the list

This is an example of the Repairs & Maintenance Screen that shows all the records for the selected asset.
This shows after selecting the icon at the bottom of the screen.
You can Add or Edit existing records.

These other icons are for the different types of records for the selected asset.