Creating an Asset

While the typical workflow is to create an asset during the closeout of a contract (Contract Lifecycle Stage 5 – Review, Step 5 – Closeout)., you can also add an asset from scratch in the Asset Register.

To add a record for a new asset, open the Asset Register and click Add Asset.

As with all SurePact records, creating an asset is done in steps which are numbered across the top. All fields with a red bar are required.

• Step 1 – Details
• Step 2 – Asset Type Details
• Step 3 – Linked Contracts
• Step 4 – Linked Projects

Step 1 - Details

Note: In this step and the following steps, required fields are indicated by a red bar. These fields represent the minimum amount of information needed to proceed through the asset creation workflow.

In this step, fill in as much detail as you can. All characters that populate these fields can be searchable later, so the more detail, the better. The Asset Owner is the person in your organisation responsible for overseeing the asset through its entire lifecycle.

Click Save New Asset when finished.

Step 2 – Asset Type Details

The fields in this step depend on the Asset Type defined in the previous step. In this example, the fields are relevant for road infrastructure: location, width, potholes, etc.

After defining or editing fields, click Update Asset Details.

Steps 3 and 4 – Linked Contracts and Projects

The two last steps enable you to link the asset to one or more contracts and/or projects. If you want to create the asset without these links (you can add them later), scroll to the bottom and click Next, then click Finish during Step 4.

To link this asset to a contract, select it from the Contracts drop down and click Link Contracts. Repeat if the asset is linked to multiple contracts.

All linked contracts will appear in the table at the top of this step. Double-clicking a contract will open the contract to its current stage and step. While a contract is highlighted in the table, you can remove it by clicking Delete Link.

Step 4 works the same way as Step 3, linking projects instead of contracts.

After completing Step 4, the asset is created. There are links across the top to edit the details provided in Step 1 (Asset Overview) and Step 2 (Details), and to add / edit Linked Contracts and Linked Projects. Head to the Documents tab to upload asset-related documents such as construction plans or maintenance reports. The Governance Log tab is where you can track asset activity, and add activity notes manually.