Web-Based University Fixed Asset Management System
Project Proposal
Introduction
In modern academic environments, managing fixed assets efficiently is crucial for ensuring
proper utilization and maintenance of resources. A Web-based University Fixed Asset
Management System is proposed to streamline asset tracking, allocation, and reporting within a
university campus. This system will eliminate manual processes and provide a centralized
platform for asset management that is accessible from any location via the internet.
Objectives
General Objective
To develop a Web-based system for managing the fixed assets of a university efficiently and
securely.
Specific Objectives
1. Automate asset registration and tracking.
2. Enable secure and efficient retrieval of asset information from any location.
3. Facilitate maintenance scheduling and logging.
4. Provide comprehensive reporting on asset distribution, condition, and depreciation.
5. Enhance transparency and accountability in asset management.
Proposed System Features
1. Asset Registration:
o Record details such as asset type, purchase date, cost, and assigned location.
o Generate unique identifiers (tags) for each asset.
2. Asset Allocation and Tracking:
o Assign assets to departments or individual staff members.
o Maintain logs of asset transfers.
3. Maintenance Management:
o Log maintenance requests and track their resolution.
o Schedule periodic maintenance activities.
4. Reporting:
o Generate reports on asset inventory, usage, and financial details (e.g.,
depreciation).
oVisual dashboards for quick insights.
5. User Management:
o Role-based access control (e.g., Asset Manager, Department Admin, Staff).
o Authentication for secure login.
6. Backup and Recovery:
o Cloud-based backups to prevent data loss.
Technical Requirements
Software Requirements
Database: MySQL or PostgreSQL for asset data storage.
Server: Apache or NGINX for hosting the system.
Frontend: HTML, CSS, JavaScript (or React/Angular for dynamic UI).
Backend: PHP, Python (Django/Flask), or Node.js.
Reporting Tools: Crystal Reports or built-in reporting modules.
Hardware Requirements
Server: Cloud-based hosting or on-premise server with minimum Core i5, 8GB RAM,
and 500GB SSD.
Client Machines: Devices with web browsers and internet access.
Network: High-speed internet for reliable access.
Functional Requirements
1. Input Data:
o Allow users to register new assets.
o Enable departments to log maintenance issues.
2. Process Data:
o Validate and store asset details.
o Update asset status (e.g., assigned, in maintenance, retired).
3. Output Data:
o Generate and export reports on asset lifecycle and usage.
o Notify users about maintenance schedules.
System Design Overview
Actors and Roles
Asset Manager: Full access to manage all assets.
Department Admin: Limited access to department-specific assets.
University Staff: View assigned assets and report issues.
Use Case Scenarios
1. Register Asset:
o Actor: Asset Manager.
o Action: Input asset details and generate a unique identifier.
2. Assign Asset:
o Actor: Asset Manager.
o Action: Allocate an asset to a department or staff member.
3. Report Maintenance Issue:
o Actor: University Staff.
o Action: Log maintenance issues for an assigned asset.
4. Generate Report:
o Actor: Asset Manager or Department Admin.
o Action: Produce reports on asset usage and condition.
Non-Functional Requirements
1. Security:
o Role-based access control with secure logins.
o Data encryption for sensitive information.
2. Scalability:
o Support for adding new users, departments, and assets.
3. Reliability:
o System availability for 24/7 operation.
4. Usability:
o Intuitive user interface with clear navigation.
5. Performance:
o Handle simultaneous access by multiple users without performance degradation.
Development Approach
Methodology
Agile Development:
o Iterative approach with regular feedback and updates.
Tools
Design: Adobe XD, Microsoft Visio for wireframes and diagrams.
Code Editor: Visual Studio Code or IntelliJ IDEA.
Testing: Selenium for automated UI testing.
Conclusion Implementing a Web-based University Fixed Asset Management System will
greatly enhance operational efficiency, ensure accurate record-keeping, and support informed
decision-making regarding the university’s resources. This system aligns with modern
administrative needs and provides a robust foundation for managing fixed assets effectively.
