Agency Asset Register template
The Agency Asset Register template illustrates how agencies manage assets, audits, operations, and public safety equipment in a single system of record.
Template structure
The template module is pre-configured to reflect how public agencies operate:
Collections: One shared list of agency Assets along with collections for People, Departments, Locations, and Categories
Dashboards: Clear separation of Finance, Operations, Public Safety, and Audit responsibilities
Finance - Asset Oversight: Displays information on capital assets.
Operations - Asset Management: Review the Assigned Assets and Unassigned Assets widgets to identify the assets that are in use vs. available.
No financial data is exposed.
Public Safety - Equipment Register: Displays information only for public safety equipment.
Saved views:
Unassigned Assets: Assets filtered by Status set to Unassigned
Assigned Assets: Assets filtered by Status set to Assigned
Capital Asset Register: Assets filtered by Capital Asset set to Yes
Public Safety Equipment Register: Assets filtered by Asset Category set to Public Safety Equipment
Forms:
Assign Asset: Used to assign a single asset
Inspection Check:
Capitalize Asset
Dispose Surplus Asset
Chain of Custody Transfer: Used to transfer the chain of custody of an asset
Return Asset
Controls aligned to government expectations (GASB, grants, inspections, custody)
Public Safety (Readiness & Risk)
Estimated time: 5 minutes
Step 8: Open the Public Safety Dashboard
Navigate to Public Safety – Equipment Readiness.
What to notice:
Only public safety equipment is visible
This view is isolated from IT and facilities assets
Step 9: Review Overdue Inspections
Open Overdue Inspections.
Select Ballistic Vest.
What to notice:
Inspection dates drive risk visibility
Equipment can appear compliant or overdue
Step 10: Perform an Inspection
Open the Inspection Check form.
Update inspection dates and readiness status.
Submit the form.
What to notice:
The dashboard updates immediately
Inspection history is preserved
Step 11: Chain of Custody
Open Chain-of-Custody Required.
Select a public safety asset.
Use Chain of Custody Transfer.
What to notice:
Custody changes are explicit
Responsibility is never ambiguous
Audit & Oversight
Estimated time: 2–3 minutes
Step 12: Auditor View
Switch to an Auditor – Read Only user (if provided).
Open Finance – Asset Oversight.
Review the Capital Asset Register.
What to notice:
No edit or action controls are available
All data is visible and consistent
Step 13: Automated Audit Delivery
This environment is configured to:
Automatically deliver the Capital Asset Register to auditors monthly
Preserve a consistent audit cadence
What to notice:
Auditors do not need to chase reports
Finance retains governance and control
What This Trial Demonstrates
One system shared across departments
Clear separation of duties
Enforced depreciation and capital controls
Operational accountability
Public safety readiness and defensibility
Audit confidence without manual effort
Inviting Other Departments into the Trial
One of the most valuable ways to experience this trial is to invite colleagues from other departments and apply the role-based user templates that have been preconfigured.
This allows you to see how the same system of record presents very different experiences depending on responsibility and risk.
How to Invite Another User
Navigate to User Management / Users.
Invite a new user using their email address.
Assign one of the following user templates:
Finance Admin – Fixed Assets
Operations Manager
Public Safety Supervisor
Auditor – Read Only
Once invited, ask the user to log in and land on their default dashboard.
What to Observe When Switching Roles
Finance Admin
Sees depreciation, capitalization, and audit-focused views
Can correct asset values without touching operational data
Lands on a governance-focused dashboard
Operations Manager
Sees assignment, location, and availability
Cannot view or edit financial data
Experiences the system as a day-to-day operational tool
Public Safety Supervisor
Sees only public safety equipment
Focuses on inspections, readiness, and chain of custody
Is isolated from IT, facilities, and finance noise
Auditor (Read Only)
Has full visibility but no ability to change data
Accesses locked registers and compliance views
Receives scheduled audit reports automatically
Why This Matters
Public agencies rarely operate with a single stakeholder. This trial is intentionally designed to show:
How separation of duties is enforced
How the same data supports different roles without duplication
How governance, operations, and safety coexist in one platform
Inviting additional departments into the trial often surfaces the most meaningful conversations.
Next Steps
If this were your production environment, typical next steps include:
Importing your full asset inventory
Enabling barcode or mobile workflows
Adding approval and automation rules
Expanding to additional departments or agencies
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