AssetTrack for ServiceNow Multi-User Audit Beta

AMI has built an exciting new feature called Multi-User Audit in AssetTrack for ServiceNow.  We’d like your help testing and providing feedback. Please see this video for a walkthrough.

Overview

As an asset manager, I need confidence the asset data in ServiceNow is complete, current and accurate. To accomplish this, I must have the data physically verified regularly by my staff around the world.

AssetTrack Multi-User Audit enables me to coordinate physical audits, and to deploy multi-person teams to perform the physical audits rapidly. Results from the audits are compiled in real-time, accuracy trends are recorded over time, and errors in my ServiceNow database are corrected automatically.

What used to take weeks to manage every year, now takes minutes, with only a few hours of initial setup.

Important Information 

  • Do NOT install into production. Install this beta version only on instances which can either be zbooted or cloned over from another system at a later time. This beta version is installed via Update Sets only. Once installed, you will no longer be able to install AssetTrack for ServiceNow from the ServiceNow Store.
  • This beta test is for AssetTrack for ServiceNow version 2.0.13, which will be available in the ServiceNow Store by end of 2019. 
  • This beta version is to be installed on a ServiceNow instance that is already running AssetTrack for ServiceNow. Before you begin, install AssetTrack from the ServiceNow Store normally using the instructions here.
  • Submit your comments, questions and other feedback to feedback@amitracks.com.  Include as much detail as possible, including repro steps if you run into any problems.
  • Each device participating in the same Multi-User Audit must be logged in as a different ServiceNow user. If you share a user account between multiple devices within the same Audit, you will not receive updates from those shared users on your device.

Install the Beta Version

Once AssetTrack is installed:

  1. Right click and Save As the AssetTrack for ServiceNow - Multi User Audit Beta version 2.0.13.xml update set.
  2. Apply the update set to your instance that is already running AssetTrack for ServiceNow.
  3. Run the Upgrade Pipeline
  4. Log out of any browsers or devices connected to your instance and log back in.

How it works

Create an Audit Form

You must first create a traditional AssetTrack audit form to use during your audits. This can be any audit form, and should reflect the type of audit you wish to perform.

For example, to audit stockrooms, create a Stockroom Audit form that searches stockrooms and sets found assets to In Stock.

Create an Audit Definition

An Audit Definition describes an audit that I want to happen one or more times that can be performed by one team. For example, I create an Audit Definition for each stockroom in my environment. Each Audit Definition defines a query that returns the assets I expect the auditors to find. The results of the audit are compared against the audit query to determine what was found, not found, unexpected and new.

  1. Before creating a new Audit Definition, create the query that you wish to use by using the ServiceNow querying tools to generate a result set. Copy and save the query.
  2. Use the navigator to go to AssetTrack > Audits > Audit Definitions
  3. Create a new Audit Definition
    1. Provide a name and description for the definition
    2. Paste the encoded query into the query field
    3. Select an existing audit form to use for the multi-user audit
    4. Save the record

Begin an Audit

When I want an audit to be performed, I ask a user to Begin an audit using their AssetTrack device. I create an “instance” of that audit that users can join. 

  1. Launch AssetTrack
  2. Select “Audit” from the menu
  3. View the list of available audits
  4. From the available audits select “Begin.”
  5. An Audit instance is created on the ServiceNow instance, and the auditor can view the audit status on their device.

Join an open Audit

Once started, other users can join the audit by selecting join.

  1. Launch AssetTrack
  2. Select “Audit” from the menu
  3. View the list of available audits
  4. From the available audits select “Join.”

Perform the Audit

All users in the same audit can scan together as a team.

  • Join an open audit
  • Scan assets expected by that audit

As you and others in your team scan assets, all auditors devices are updated together. Scans from other users are displayed on all devices, so you know, as a team, when you’re finished.

Close an Audit

When all auditors tell me they’re done scanning, I can close the audit instance in ServiceNow. 

  • Open the Audit Instance table and locate the audit you wish to close
  • Set the state of the audit instance to “Completed”

The system automatically calculates the results and applies any corrections to the ServiceNow asset data.

Report on Audits

As I compile audit instances over time, I can report on the accuracy of that audit over time to gain insight on my asset tracking performance/how confident I can be in my ServiceNow data at any given point in time. Using ServiceNow reporting on the Audit Instance table, I can easily add reports to my dashboards to surface audit performance to the business.

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