Enterprise Asset Management - Product Scope
Working scope for the EAM product, shared with the sales team for context. It defines what the product covers, how delivery is phased, what is outside scope, and which decisions are still open.
Overview
We are building a behavior-first asset management product around one root problem: asset records do not match reality.
The goal is that an organization can always know:
- what it owns;
- where each asset is;
- who is responsible for it;
- what condition it is in;
- whether that record stays true over time instead of drifting between audits.
The product is designed around how people actually work and for local operating conditions: offline-tolerant and suited to Bangladeshi organizational workflows. It complements ERP, accounting, and procurement systems rather than replacing them.
Scope Principles
- Records must match reality. Every capability closes the gap between the record and the physical world.
- Never block the real job. Recording is built into the work; no required step becomes a bottleneck.
- Absence is a recorded state. A missing, incomplete, or overdue item is a tracked fact, not a silent omission.
- People decide, the system records. Physical judgments stay with staff; the system validates and remembers.
Phase Definitions
Delivery is sequenced by the prioritized backlog, not by capability area. A single capability can therefore span more than one phase.
| Phase | Meaning |
|---|---|
| Phase 1 | Urgent and important requirements: the trusted-record foundation |
| Phase 2 | Important but not urgent: depth and reach on top of the foundation |
| Phase 3 | Lower-priority later work from Q3 and Q4 |
| Cross-cutting | Applies to every phase |
Scope At A Glance
| Capability area | What it does | Phase(s) |
|---|---|---|
| Onboarding and receiving | Register assets on arrival; verify deliveries; support single or bulk receiving; capture gifts and grants without paperwork | 1 |
| Identification and tagging | Create unique identity per asset; verify tag at attach; support fallback identification if a tag is damaged | 1 |
| Asset registry | Keep status current; import existing records; track multi-part assets | 1 |
| Data integrity and audit | Flag records that do not match reality: duplicates, gaps, conflicts, missing owners; extend to stock-takes and off-site checks | 1-2 |
| Access and approvals | Role-based permissions and two-person approval; later, surface high-value requests | 1, 3 |
| Notifications and escalations | Alert the right person; escalate overdue actions | 1 |
| Visibility and search | Fast search; full history on one timeline; documents in place; later, maintenance-history views | 1-2 |
| Custody and transfers | Track responsible custodian, location, and transfers first; then departing-staff recovery; then temporary transfers and condition-at-handover | 1-3 |
| Lifecycle and compliance | Track warranties, certificates, and disposal first; then leases and replace-or-retain decisions | 1-2 |
| Maintenance and work orders | Record repairs, downtime, and inspections first; then tickets, scheduling, and vendor work; then parts and consumables | 1-3 |
| Analytics and reporting | Department asset value first; then bottlenecks, at-risk assets, and NBR-format reports; then org-wide and underused-asset views | 1-3 |
| Platform capability | Update in the field with poor or no connectivity, then sync | 2 |
| Financial visibility | Depreciation and lifetime-cost visibility, not full accounting | 2 |
| Non-owned assets | Borrowed, rented, leased, vendor-owned, and staff-owned BYOD items | 3 |
| Requisition status | Let a requester see the status of their request | 3 |
| Minimum data entry | Ask only for what each task needs | All |
Phase 1 - First Release (Q1)
The trusted-record foundation. It covers:
- Onboarding and receiving - register assets on arrival, verify deliveries against what was expected, onboard one asset or thousands, capture gifts and grants even without a purchase order, and link an asset to its receiving record.
- Identification and tagging - a unique identity for every asset before use, a check that a tag is never assigned twice, tags that stay readable over life, a fallback way to identify an asset if the tag fails, and support for multiple tag technologies.
- Asset registry - keep status current, import an existing register, and track multi-part assets as linked wholes.
- Visibility and search - locate assets fast, see full history on one timeline, surface documents in place, and give auditors asset-and-value views.
- Data integrity and audit - make record-keeping part of every task, and continuously flag records that do not match reality: incomplete, conflicting, duplicate, or missing an owner; record every change so any past state can be reconstructed.
- Custody and transfers - a responsible custodian for every asset, location kept current as it moves, transfers that preserve old and new accountability, and check-in/check-out.
- Access and approvals - control who can view, edit, and approve; require two people on key decisions; review access whenever an asset changes hands or is disposed.
- Notifications and escalations - alert the right person on their channel and escalate overdue actions.
- Lifecycle and compliance - track warranties, certificates, and maintenance-due dates, record disposal traceably, and reinstate recovered assets.
- Maintenance recording - log repairs, including emergency repairs, downtime, and inspection results.
- Analytics - show a department its assigned assets and their value.
Phase 2 - Next (Q2)
Adds depth and reach on the trusted base:
- Financial visibility - depreciation on current rules, rules that update when regulations change, and per-event maintenance cost for lifetime-cost visibility.
- Maintenance operations - turn a reported issue into an assigned ticket, schedule maintenance, record outside-vendor work, and let users submit service requests.
- Audit and data integrity, extended - verify off-site assets, run physical-vs-system stock-takes, check policy and regulatory compliance, and flag lost or stolen assets.
- Analytics, extended - monitor bottlenecks and turnaround, flag at-risk assets and operational issues early, identify faulty batches, and produce government/NBR-format reports.
- Lifecycle, extended - track lease-end dates and flag replace-or-retain decisions.
- Visibility - maintenance-history views for technicians.
- Platform - update in the field with poor or no connectivity, then sync.
- Custody, extended - flag assets a departing person still holds so they are recovered or reassigned.
Phase 3 - Later (Q3 And Q4)
- Non-owned assets - track borrowed, rented, leased, staff-owned BYOD, and vendor-owned items without treating them as owned.
- Custody, final - mark temporary transfers for timely return, and record condition and issues at handover.
- Maintenance, parts - link parts and consumables used, keeping both asset history and stock levels accurate.
- Analytics, final - identify underused assets, and show organization-wide asset information for investment decisions.
- Access - surface high-value asset requests for leadership.
- Requisition status - show a requester the current status of their request.
Cross-Cutting - All Phases
- Minimum data entry - ask only for the information each task needs, so the system stays lean and does not overburden users.
Out Of Scope
The following are intentionally outside the product’s scope: boundaries by design, not gaps.
- Procurement workflow. No requisitions, purchase orders, or vendor-approval processes. Purchase reference details, such as PO number, vendor, cost, and dates, can be captured at onboarding, but procurement itself remains in the customer’s existing system.
- Accounting / general ledger. Financial features provide visibility, including depreciation and lifetime cost, not bookkeeping. The product complements ERPs such as PrismERP or Pride ERP rather than replacing them.
- Automatic network discovery. Assets are recorded by people, by design. This is also how we capture furniture, machinery, and no-paperwork items that discovery tools miss. We do not auto-detect devices on a network.
- IoT / sensor telemetry. No live sensor feeds or predictive-failure hardware integration in current scope.
Open Decisions
- Final identity provider and authentication ownership.
- Exact Phase 1 vertical slice.
- Public identifier strategy for assets and tags.
- Offline depth for production mobile beyond event queueing.
- Reporting formats required for NBR and internal finance.