FUNCTIONAL DESIGN
DOCUMENT-IT ASSET
TRACKER APP
By: Khushi Pandwar
Dynamics Monk
https://www.dynamicsmonk.com
1 | P a g e
INDEX
S.No
Topic
Page No
1.
INTRODUCTION
2
2.
PURPOSE
2
3.
FLOW CHART
3
4.
APPLICATION FEATURES
5.1 Asset Request
5.2 Products
5.3 Asset Allocations
5.4 Resources
5.5 Vendors
5.6 Repair
4-6
6-9
9-11
12-13
14-15
15-16
6.
Master Entity
6.1 Asset Type Configurations
16-17
7.
DASHBOARDS
7.1 Asset Allocations
7.2Asset Requests
18
19
2 | P a g e
(1).INTRODUCTION
IT Asset Tracker app within Dynamics 365 is a powerful tool designed to efficiently manage and
monitor various IT assets used within an organization. This app serves as a centralized hub to
track, organize, and optimize the lifecycle of IT assets, such as hardware, software licenses,
peripherals, and more. An IT Asset Tracker app within Dynamics 365 is an essential tool for
organizations to effectively manage and monitor their extensive array of IT assets. It serves as a
centralized repository, offering a holistic view and robust management capabilities for all IT-
related resources.
It tracks and maintains a comprehensive inventory of IT assets. Each asset is uniquely identified
and tracked throughout its lifecycle, from acquisition to disposal, ensuring accountability and
visibility into asset location, status, and usage. It facilitates the management of vendor
relationships as well.
An IT asset tracker app in a CRM system streamlines IT asset management processes, enhances
operational efficiency, reduces costs, and ensures the organization's IT infrastructure operates
effectively while meeting compliance and security standards.
(4).PURPOSE
An IT asset tracker app within a CRM system serves as a pivotal tool for organizations to
efficiently manage their entire spectrum of IT resources. This application provides a centralized
hub for comprehensive inventory management, allowing meticulous tracking and cataloging of
hardware, software licenses, digital assets, and peripherals. Its primary functions revolve
around optimizing asset utilization by monitoring usage patterns and performance metrics,
thereby enabling strategic redistribution for maximum efficiency. Crucially, the app plays a vital
role in cost control and budgeting, offering insights into asset costs, depreciation, and
maintenance expenses, aiding informed decision-making for budget allocation.
4 | P a g e
(5).APPLICATION FEATURES
5.1 Asset Request
The asset request feature in the asset management system acts as a crucial interface enabling
users to initiate requests for specific assets they need. Users can submit requests through the
asset request system or via email, detailing the type, quantity, specifications, and any additional
requirements, ensuring clarity in their requests. Additionally, the system accommodates three
primary request types:
1. New Asset Requests: Users can request new assets they require for their roles or
responsibilities.
2. Repair Requests: If an asset requires maintenance or fixing due to damage,
malfunctions, or wear and tear, users can submit repair requests to address these issues
promptly.
3. Replacement Requests: In cases where assets need replacement due to expiration or
inefficiency, users can request replacements, ensuring uninterrupted operations.
Key Functionalities:
Asset Request Submission: Users submit requests for required assets through the asset
request entity or by email. This includes specifying details like the type of asset, quantity
needed, and any specific configurations or preference. User gets notified for request
submission with email and asset id is created that will be unique.
Approval Process: Submitted requests undergo an approval process, typically managed
by an administrator or designated approver. The administrator reviews the request
details, checking for alignment with policies, budget availability, and availability of
requested assets.
Approval or Rejection: If the request meets the necessary criteria, the administrator
approves it. Upon approval, the request moves forward in the process. In case the
request doesn't meet criteria or requires further clarification, the administrator can
reject it. Upon rejection, the process halts, and an email notification is sent to the user
explaining the reason for rejection .And this process is similar for approval also.
5 | P a g e
Information Categories in This Section:
This is the below attached screenshot for our asset requests.
6 | P a g e
This is the below information containing fields in our Asset Requests.
Product Detail
Price Detail
Features
Request Type
Price
RAM
Product Name
Product order ID
Hard disk/SSD
Product lookup
Serial No
Window_Linux
Asset Type
Model Number
Screen Size
Asset Subtype
Quantity
Is Touch Screen
Vendor
Description
Asset Allocation
Resources
Description(Vendor)
5.2 Products
The product entity in a CRM's asset tracker, assets are stored and managed as part of the broader
product catalog. Here we store our assets as a product.
And also, it includes their configuration like RAM etc.
7 | P a g e
Key Functionalities:
Asset Identification: Each asset is uniquely identified within the CRM system, typically
through a serial number, asset tag, or barcode. This identification helps in tracking and
managing individual assets effectively.
Asset Configuration Details: For hardware assets like computers, servers, or machinery,
detailed configurations are stored. This includes specifications such as RAM (Random Access
Memory), hard disk capacity, processor details, operating system versions, etc.
Vendor Information: Assets are associated with their respective vendors or suppliers. This
linkage helps in managing the supply chain and identifying which vendors provide specific
assets.
Information Categories in This Section:
This is the below Attached screenshot for Product Form.
8 | P a g e
9 | P a g e
This is the below information containing fields in our Products.
Product Detail
Price Detail
Features
Serial No
Price
RAM
Type
Exchange Sell Price
Hard disk/SSD
Subtype
Net Price
Window_Linux
Original Asset Request
Model Number
Screen Size
Vendor
File Upload
Is Touch Screen
Purchase Date
Product Description
Reason for Deactivation
5.3 Asset Allocations
The Asset Allocation Entity within an organization serves as a critical system for managing the
allocation and distribution of assets to employees. The Asset Allocation Entity streamlines the
process of assigning various assets, such as devices (laptops, chargers), to specific employees or
users within the organization.
Key Functionality:
10 | P a g e
Asset Assignment: Facilitates the allocation of assets to employees based on their roles,
responsibilities, or specific needs
Tracking and Inventory: Maintains a comprehensive record of allocated assets, including
details like asset type, serial numbers, specifications, allocation dates, and employee
information.
Allocation Workflow: Provides a structured workflow for asset allocation, from request
submission to approval and deployment, ensuring a standardized process.
Information Categories in This Section:
This is the below Attached screenshot for Asset Allocations Form.
11 | P a g e
There are two sections in the form i.e., Asset Details & Allocations. And below are the given
fields or sections in the tab.
Asset Details
Allocations
Asset Name
Allocated To
Asset Type
Allocated BY
Asset Subtype
Project Allocated For this Asset
Item Type
Allocation Date
Images
Deallocation Date
State
Reason For Deactivation
Product
Other Asset
Description
12 | P a g e
5.4 Resources
The Resource Entity serves as a centralized repository for storing comprehensive details and
information about employees within an organization. The Resource Entity serves as a
comprehensive hub for managing and leveraging employee information, playing a pivotal role.
Key Functionality:
Employee Information Storage: Stores diverse employee details including personal
information, contact details, job roles, departments, and other relevant data.
Roles and Responsibilities: Captures job roles, responsibilities, designations, and
hierarchies within the organization.
Qualifications and Skills: Documents employee qualifications, certifications, skill sets,
expertise, and training records.
Information Categories in This Section:
This is the below Attached screenshot for Resources Form.
13 | P a g e
In this resource entity we have another two sections I.e. General Details and Address. They
contain some fields which will store information.
General Details
Address
Salutation
Address Type
First Name
Address Name
Middle Name
Street
Last Name
Street 2
Company Name
Street 3
Job Title
City
Business Phone
State/Province
Home Phone
ZIP/Postal code
Mobile Phone
Country/Region
Fax
Phone
E-mail
Freight Terms
Allocation Date
Shipping Method
Deallocation Date
Description
14 | P a g e
5.5 Vendors
Vendors are an essential entity that represents external parties or businesses from which an
organization procures goods, services, or products. These vendors play a pivotal role in the
supply chain and procurement process within a company.
Key Functionalities:
Identification and Information: Vendors are cataloged within the CRM system, each with
a unique identification number or code. This identification helps in tracking and managing
interactions with specific vendors.
Contact Information: It includes details such as the vendor's name, address, phone
numbers, email addresses, and other relevant contact information. This data facilitates
communication and coordination with the vendors.
Products/Services Offered: Vendors in an asset tracker app are associated with the
products or services they provide. This association allows users to quickly identify which
vendors supply specific assets, components, or services.
Information Categories in This Section:
This is the below Attached screenshot for Vendors Form.
15 | P a g e
In this vendor entity we have another three sections I.e. Company Details, Other Details and
Contact Information. They contain some fields which will store information.
Company Details
Other Details
Contact Information
Company Name
GST
Primary Contact Name
Company Address
Pan Number
Primary Contact Phone
Company Website
Price
Primary Contact Email
Description
Exchange Selling Price
5.6 Repair
The "repair entity" within an asset management system in a CRM or organizational database is
a structured component that handles the process of repairing assets or equipment. The repair
entity is designed to manage and track the repair process for assets that require maintenance
or fixing due to damage, malfunctions, wear and tear, or scheduled maintenance.
16 | P a g e
(6).Master Entity
6.1 Asset Type Configurations:
Master entity typically refers to a centralized, authoritative source of specific types of data
within an organization. The master entity serves as the primary repository for a specific
category of data, ensuring consistency, accuracy, and reliability across the organization.
17 | P a g e
19 | P a g e
