Accounting management assignment on: Asset tracking system of DFAIT

Q?? Write about asset tracking system of DFAIT??

Solution:

1. Asset tracking system of DFAIT is considered as an information system because it allows the professionals in the Department of foreign Affairs and international trade to take decisions regarding the assets that need to be purchased. MIS, basically, helps the managers in the organizations to take decisions for the future. Asset tracking system allowed the professionals to keep a track of the assets that are available in each house. If any of the assets is missing then the managers use to purchase the required furniture. This piece of information is very important because in the absence of this information, the management will have to stock all the furniture so that it can be delivered to the house when required.

1. If the process that needs to be followed by the employees in DFAIT is decided in advance then the work load and stress of the employees and the manager will be reduced. Firstly, the employees should track the number of assets that has been allotted to each house so that a record is also maintained and this record can be referred as and when required. Secondly, the employees should track the assets that are available in each house, when a new family occupies the house; apart from that, this tracking also needs to be done at regular intervals. The employees should be informed that when the tracking is scheduled so that all the assets in the house are in the house. Thirdly, the condition of the asset needs to be checked at regular intervals so that the management can have a rough idea regarding the assets that will be required in the near future.
2. There are various things which make Advanced Information Data capture system better than that of the previous system. Firstly, usage of this system is much easier than that of the previous system. One person just needs to walk in their house with Motorola Solutions MC3190-Z in their hand and the tracking process will be completed automatically. In the old system, one of the family members had to take the pain of searching and scanning the barcode which was applied to the asset. The new tracking system is available in a wide variety; for example, a rug in the house can also have tag and the rug can be washed with the tag in it.
3. As an operational decision, the organization will have to understand the flaws that are present in the new system. This will allow the organization to avoid problems that can create problems in the future. To understand the flaws in the system, DFAIT will require complete information about the system. As a managerial decision, the management will have to reduce the cost of implementation of this process. The management will require information regarding the cost that incurred in the past and the cost that the company is currently paying. Apart from that, the management will have to conduct a research so that further cost of the current system can be saved. Strategic decision would be to find, how this information system is aligned with vision and goals of the organization. The management will have to go through vision and mission statements of the organization.
4. The asset table of DFAIT will include fields in the name of assets like chair, rugs, geyser, piano and others. Apart from that, it will have also have fields like total assets, assets that needs to replaced, assets already replaced and the cost of each asset. The location will have fields regarding the number of houses in each location and also the number of furniture dealers and other asset dealers in each location.

The key field in the asset table would be the assets that need to be replaced and the key field in location table would be the number of houses in each location.

Asset table and location table are very much interconnected to each other. The location table will give an idea regarding the number of houses that DFAIT owns and the asset table gives a clear picture regarding the assets in each house.

1. One of the important features of an online transaction processing system is that it feeds the individual information in bulk, into the system. This system does that because the user just needs to carry the Motorola Solutions MC3190-Z in their house and the scanning of all the tags within 30 feet will be taken care by the scanner itself.

Asset table

Location table

What is the cost of the software will be one of the queries. Second query would be the tags needs to be replaced at regular intervals.

1. First and foremost, DFAIT will require an IT professional. The IT professional will keep a track of data that is being fed in the computer. He will also have to send out information to different teams if new assets are to be purchased. Second position would be inventory management. There will be different professional for different location. They will have to communicate with the asset dealer so that they can get the assets on time and at the best possible price. Third is the accounts department which will take care of the cost of inventory and information system in DFAIT.
2. DFAIT liked the new system as they felt that they shouldn’t hurry into it and hence, they implemented the process partially. The new system was implemented in only at two locations so that they can check the effectiveness of the system. The system was initially implemented in Los Angeles and Beijing. After the successful implementation at Los Angeles and Beijing, the system was also implemented in Brasilia, Brazil, Paris, France, San Jose, Costa Rica, Berlin and Germany.
3. DFAIT took a smart decision to get a ready made system rather than manufacturing it internally. By doing so, DFAIT saved a lot of time. If they would have manufactured this system then it would have taken nothing less than a year. Secondly, manufacturing will lead to hiring of new manpower and space; hence, it can be said that the cost factor is also reduced automatically. There are certain disadvantages as well, in getting a ready made system. This system cannot be modified as per the need of the organization as it is already designed. Secondly, in case of any problem in the system, DFAIT will have to be dependant on the professionals from Piicomm.

1. The new system isn’t free from risks. There are possibilities that the Motorola Solutions MC3190-Z may not work at the time of inspection. Due to this, the inspection process will have to be delayed. DFAIT can stock few Motorola solutions MC3190-Z in the warehouse so that it can be delivered to the desired location quickly. Secondly, the quality of tags is also a matter of concern. If the tag on the asset isn’t identified then that particular asset may be missed out. The quality of the tag should also be checked, manually, at regular intervals so that  they can be replaced as and when required. Thirdly, the system just identifies the presence of assets and not the condition and this can be problematic if the asset is broken. DFAIT will have to make arrangements of professionals to take care of these things.

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