# Asset Intelligence System Process Flows

Click on the link to view the process flows.

Status: Some of these process flows are yet to be reviewed and finalized.

Source: Enterprise Asset Management.pdf. The diagrams below translate each process flow into Mermaid while preserving the decision points, major actors, and system hand-offs shown in the source.

Note: The original diagrams use swimlanes and some cross-page references. Mermaid flowcharts below represent those interactions with actor/system subgraphs and labeled decision branches.

1. GRN Onboarding

flowchart TD
    A([Input or Import Delivery Note]) --> B[Items Arrive]
    B --> C[Receive in Hand]
    C --> D{Matching with Receipt?}
    D -- Yes --> G{Inspection Passed?}
    D -- No --> E{Accept Partial Delivery?}
    E -- No --> R([Rejected Delivery])
    E -- Yes --> F[Accept Delivery]
    F --> G
    G -- No --> R
    G -- Yes --> H[Accept Delivery]
    H --> I[Keep in Store]
    I --> J["Upload Acceptance Letter & Enter Details (OCR/Manual)"]
    J --> K[Store Manager Gets Notified]
    K --> L[Store Manager Approves the Record]
    L --> M([Tagging])
    K -.-> N([Notification])
    R -.-> O([Replacement Flow])

2. Physical Asset Tagging

flowchart TD
    A([Approves the Record]) --> B{Tag Asset Now?}
    B -- No --> C{Complete Asset Information?}
    C -- No --> D([Data Entry without Tagging])
    C -- Yes --> E([Keep in Inventory])
    B -- Yes --> F{Check Store for Printed Tag}
    F --> G{Tag Source?}
    G -- Generate Tags --> H[Go to Tag Generation in the System]
    H --> I[Generate Unique Tag]
    G -- Buy Tags --> J{Possible to Order Tag?}
    J -- No --> K([Temporary Tag Management])
    J -- Yes --> L[Order Tag from Vendor]
    L --> M[Receive Tag]
    I --> N[Print Tag]
    M --> N
    N --> O{Attach?}
    O -- No --> P([Store Tag])
    O -- Yes --> Q([Asset Tagged Physically])
    Q -.-> R([Asset Data Entry])
    K -.-> S([Temporary Tag Management])
    F -->|Not Available| G
    F -->|Available| N

3. Asset Data Entry

flowchart TD
    A([Asset Available Physically]) --> B[Go to Asset Onboarding in the System]
    B --> C[Create New Asset]
    C --> D{Single or Bulk Creation?}

    D -- Single --> E[Scan Asset Tag]
    E --> F[Fill Up Asset Info]
    F --> G{Scan More Assets?}
    G -- Yes --> E
    G -- No --> H[Preview Onboarding Summary]

    D -- Bulk --> I{Import CSV/XLSX/XLS or Fetch Asset Data from GAN?}
    I -- Fetch --> J[Fetch Asset Data from GAN]
    I -- Import --> K{Sample File Available?}
    K -- No --> L[Download Sample File]
    L --> M[Format Asset Data Based on Sample]
    K -- Yes --> M
    M --> N[Upload CSV/XLSX/XLS File]
    N --> O{Asset Data Imported Properly?}
    O -- No --> P[Show Error and Cue to Reupload]
    P --> M
    O -- Yes --> Q[Select Asset]
    J --> Q

    Q --> R[Scan Asset Tags]
    R --> S{Rescan Same Asset?}
    S -- Yes --> R
    S -- No --> T{Scan Confirmed?}
    T -- No --> R
    T -- Yes --> U{Scan Same Asset?}
    U -- Yes --> R
    U -- No --> V{Scan More Assets?}
    V -- Yes --> R
    V -- No --> H

    H --> W[Confirm Asset]
    W --> X([Asset Added to System Inventory])
    X --> Y([Assign Asset])

4. Temporary Tag Management

flowchart TD
    A([Wants to Tag Asset Temporarily]) --> B[Go to Tag Generation in the System]
    B --> C[Generate Unique Code]
    C --> D[Prints Code in a Temporary Tag]
    D --> E[Attaches Temporary Tag to Asset]
    E --> F{Input Asset Data?}
    F -- Yes --> G([Asset Data Entry])
    F -- No --> H{Permanent Tag Available?}
    H -- No --> I[Keep Temporary Tag]
    I --> H
    H -- Yes --> J[Remove Temporary Tag]
    J --> K([Asset Ready to Attach Permanent Tag])
    K -.-> L([Tagging])

5. Asset Assignment

flowchart TD
    A([Asset in Inventory]) --> B[Go to Assignment]
    B --> C[Scan/Select Asset]
    C --> D{Assign Personal or Common Asset?}

    D -- Personal --> E{Person Available in System?}
    E -- Yes --> F[Select Person]
    E -- No --> G[Assign Intermediatory Person]
    G --> H[Notify Intermediatory]
    H --> I[Intermediatory Comes to Collect]
    I --> J[Scan/Input Asset Code]
    J --> K[Brings to Incharge or Personnel or Teamlead]
    K --> L[Set Time to Send to Incharge]
    L --> M[Incharge/Personnel/Teamlead Scans/Input Asset Code]

    D -- Common --> N{Assign to Location or Team?}
    N -- Location --> O{Common Location Available in System?}
    O -- Yes --> P[Select Location]
    O -- No --> Q[Create Location]
    Q --> P
    P --> R[Notify Location Incharge]
    R --> S{Send to Personnel/Team Lead/Floor In Charge?}

    N -- Team --> T{Team Available in System?}
    T -- Yes --> U[Select Team & Team Lead]
    T -- No --> V[Create Team]
    V --> U
    U --> W[Notify Team Lead]
    W --> S

    S -- Yes --> X[Incharge/Personnel/Teamlead Comes to Collect]
    S -- No --> X
    X --> M
    F --> M
    M --> Y([Asset Assigned to Personnel/Location & Incharge])
    Y --> Z([Asset Now in Use])

6. Asset Maintenance

flowchart TD
    A([Asset is Active and Being Used]) --> B[User Identifies an Issue with the Asset]
    B --> C[Go to Ticketing/Issue Module in the System]
    C --> D{For Self or on Behalf?}

    D -- Self --> E[Select Asset for Repair]
    D -- On behalf --> F[Scan Asset to Repair]
    F --> G[Select Person]
    G --> H[Assign Intermediatory Person]
    H --> I[Notify Intermediatory]
    I --> J[Intermediatory Comes to Collect]
    J --> K[Scan/Input Asset Code]
    K --> L[Brings to Incharge or Personnel or Teamlead]
    L --> M[Set Time to Send to Incharge]
    M --> N[Incharge/Personnel/Teamlead Scans/Input Asset Code]

    E --> O{Location Available in System?}
    O -- Yes --> P[Select Location]
    O -- No --> Q[Select Person]
    Q --> H
    P --> R[Notify Location Incharge]
    R --> S{Send to Personnel/Team Lead/Floor In Charge?}
    S -- Yes --> T[Incharge/Personnel/Teamlead Comes to Collect]
    S -- No --> T
    T --> N
    N --> U([Asset Assigned to Personnel/Location & Incharge])
    U --> V([Asset Now in Use])

7. Maintenance & Work Orders

flowchart TD
    A([Asset In Use]) --> B[Submit Service Request]
    B --> C[Convert to Assigned Ticket]
    C --> D[Ticket Notification]
    C --> E[Assign & Approve Ticket]
    E --> F[Assign Maintenance Personnel]

    F --> G{Emergency Occurs?}
    G -- Yes --> H[Log Emergency Repair]
    G -- No --> I[Record Inspection]
    H --> I

    I --> J{Issue Found?}
    J -- No --> K[Log Maintenance Record]
    J -- Yes --> L{Asset Repairable?}
    L -- No --> K
    L -- Yes --> M{Inhouse Repairable?}
    M -- Yes --> N[Repair Inhouse]
    M -- No --> O[Send to Vendor]
    O --> P[Vendor Repair Done]
    N --> P

    P --> Q{Check Availability of Parts & Consumables}
    Q -- Unavailable --> R[Hold Asset]
    R --> Q
    Q -- Available --> S[Link Parts & Consumables]
    S --> T[Record Total Downtime]
    T --> U([Asset Lifecycle Management])

    E --> V[Maintenance Schedule]
    V --> W[Send Reminder]
    W -.-> X([Notifications & Escalations])

8. Asset Onboarding & Receiving and Registry

flowchart TD
    A([Start]) --> B[Verify Delivered Items]
    B --> C{Asset Properly Delivered?}
    C -- No --> D{Accept Partial Delivery?}
    D -- No --> E([Delivery Rejected])
    D -- Yes --> F[Continue]
    C -- Yes --> F

    F --> G{Prepare Asset Tag Before Registering?}
    G -- No --> H[Generate Unique Tag]
    G -- Yes --> I{Single or Bulk?}

    I -- Single --> J[Scan Asset Tag]
    J --> K[Fill Up Asset Info]
    K --> L{Scan More Assets?}
    L -- Yes --> J
    L -- No --> M[Preview Onboarding Summary]

    I -- Bulk --> N[Import Asset Info with Quantity]
    N --> O[Select Asset]
    O --> P[Scan Asset Tags]
    P --> Q{Rescan Same Asset?}
    Q -- Yes --> P
    Q -- No --> R{Scan Confirm?}
    R -- No --> P
    R -- Yes --> S{Scan Same Asset?}
    S -- Yes --> P
    S -- No --> T{Scan More Assets?}
    T -- Yes --> P
    T -- No --> M

    H --> U{Unique Tag Generated?}
    U -- No --> H
    U -- Yes --> M

    M --> V[Added to Asset Inventory]
    V --> W([End])

9. Asset Identification & Tagging

flowchart TD
    A([Asset Registered]) --> B[Generate Unique Asset Tag]
    B --> C[Attach Asset Tag]
    C --> D[Verify Asset Tag]
    D --> E{Tag Valid?}
    E -- Yes --> F[Mark Asset Ready For Use]
    E -- No --> G[Generate Replacement Tag]
    G --> C

    F --> H{Tag Readable?}
    H -- Yes --> I([Asset Identifiable Throughout Lifecycle])
    H -- No --> J[Use Alternative Identification Method]
    J --> K[Support Tag Technology<br/>(QR/RFID/Barcode/Manual)]
    K --> L[Replace Asset Tag]
    L --> H

10. Asset Lifecycle Management

flowchart TD
    A([Asset In Use]) --> B[Monitor Lifecycle Dates]
    B --> C{Upcoming Due?}
    C -- No --> B
    C -- Yes --> D[Generate Due Alert]
    D -.-> E([Notifications & Escalations])
    D --> F[Audit Asset]
    F --> G{Choose Action}

    G -- Renew --> H([Maintenance & Work Orders])
    G -- Retain --> I{Retain or Dispose?}
    G -- Dispose --> J[Record Asset Disposal]

    I -- Retain --> K[Update Asset Registry]
    I -- Dispose --> J
    J --> L[Financial Review]
    J --> M([Asset Onboarding and Registry])

    F --> N{Asset Recovered?}
    N -- Yes --> O[Reinstate Asset]
    O --> P([Asset Returned To Service])

11. Analytics & Executive Reporting

flowchart TD
    A([Asset Data Available]) --> B[Analyze Asset Data]
    B --> C{Insight Type?}

    C --> D[Generate Faulty Asset Batch Report]
    C --> E[Generate Bottleneck Analysis]
    C --> F[Generate At-Risk Asset Alert]
    C --> G[Generate Organization Dashboard]

    D --> H[Review Faulty Asset Batches]
    H --> I[Review Asset Insights]
    E --> J[Review Executive Dashboard]
    F --> J
    G --> J
    I --> J
    J --> K[Take Management Decision]
    K --> L([End])

12. Asset Visibility and Search

flowchart TD
    A([Need Asset Information]) --> B[Search or Filter Asset]
    B --> C[Refine Search Criteria]
    C --> D[Choose Information Type]
    D --> E{Information Available For Action?}
    E --> F{Asset Found?}
    F -- No --> B
    F -- Yes --> G[View Asset Profile]

    G --> H[View Documents]
    G --> I[View Asset Timeline]
    G --> J[View Maintenance History]
    G --> K[View Asset Value Information]
    H --> L[Display Requested Information]
    I --> L
    J --> L
    K --> L

    L -.-> M([Asset Onboarding & Asset Registry])
    L -.-> N([Maintenance & Work Orders])
    L -.-> O([Audit & Data Integrity])

Process Index