Asset management database design education and training involving Structured Query Language (SQL) and database software such as Microsoft Access is essential for the development of an efficient asset management system for any organization.

While asset database design is the first step in developing an asset management system, it is also the most important step. It is important that asset database design follow fundamental rules. An example of such a rule is ensuring that data types relate to the database field name. This means that “date fields” must have a date/time data format, fields requiring a phone number must have a phone number input mask and fields that the company will use in performing calculations must a number format. While this may appear to be trivial, it is essential. Without these rules in place, it limits one’s ability to establish relations between tables and databases and perform SQL operations.

One can learn about database design for assets by:

1. Completing database courses

2. Completing SQL courses

3. Completing training provided by asset management software companies

Action Steps
The best contacts and resources to help you get it done

Receive asset management database design education and training through database classes

Databases are an integral part of asset management. Having a strong knowledge of the basics of database design, development and implementation is essential for any successful asset management program.

I recommend: Access 2007 Bible is a self-study workbook that provides systematic instruction on asset database design such as creating tables, queries, forms and reports, working with expressions, programming, and integrating Access with other applications. Microsoft offers an online asset management template that one can download and use to create their asset database.

Receive asset management database design training through asset management SQL database courses

SQL is a computer language used in data management of relational database management systems.

I recommend: The International Webmasters Association and the HTML Webmasters Guild offer online classes that provide instruction on SQL database design for asset management, setting conditions on data, performing queries and manipulating tables using Access. Super Shareware offers a variety of SQL Server Asset Management downloads such as AssetManage Asset Tracking, which is also compatible with MySQL and Oracle, which one can use to develop an asset management system.

Receive product training through companies offering asset management database design

There are companies that create asset management database software that one may purchase to develop an asset management system for their company. Support for such products includes instruction on how to create a database for asset management in an Access database and other supported database software.

I recommend: WiseTrack and IntelliTrack are manufacturers of asset management software that provide assistance to organizations in asset management database design online or through seminars.

Asset management database design is not an easy undertaking for the IT department of any company, let alone a company that specializes in software development. In order to properly collect the necessary asset information for a business it is important to incorporate a number of design goals, some of which are unique to the asset database design process. More than just listing the assets an organization owns, a database for asset management must be capable of maintaining accurate data to track financial details in regards to depreciation, maintenance, licensing fees, insurance costs and total cost of ownership.

To properly build an asset management database (DB) solution the following considerations should be included in its design:

1. An asset database should be designed with the ability to track a number of different types of assets (physical inventory, users, network assets, hardware, software, etc.).
2. DB design for asset management should include an easy to use interface so that designated users can access the tracking and reporting features of the system.
3. A database design for assets typically needs to incorporate a system for remote data retrieval and storage, usually through software installed on personal computers (PCs) or terminals that reports asset data back to the server.

If your goal is to create asset management database software for commercial use, be careful not to design a solution that is too limited (just tracking PCs, just tracking network assets) or that is modeled to a single company's workflow. When you create asset management database programs, it is important to include enough features and flexibility in the design to meet the needs of most businesses. Additionally, the application should be flexible enough to allow for future expansion, and--ideally--customization, to continuously meet the needs of a company as it grows and changes.

Follow the steps in this guide to design an effective asset management solution.

Action Steps
The best contacts and resources to help you get it done

Use Access for creating a basic asset database design

Because Microsoft Access comes with Microsoft Office, many companies already own it. Creating an easy-to-use interface in the software is not difficult, which makes it a good choice, especially for smaller companies. If your company decides to design an asset management database solution in Access, there are several sites online where you can download samples and build on to them.

I recommend: Start by downloading the sample asset tracking database available from Microsoft for Access 2007. If your company does not have the latest Office suite, consider finding an asset management database design company or a business services company which has samples geared towards earlier versions of Access. Gallery Image offers various business software solutions and has a downloadable sample database. If you like their software, you can pay for the full version and may not even need to design your own software solution.

Consider using an asset management SQL database design

Access is a good entry level database, but there are limitations to its capabilities that can become an issue as the number of users and assets increases. The good news is that sound SQL database design for asset management principles are not restricted to Access and the Internet is a good place to find asset management database design guidelines samples for many types of databases. If you are not going to use Access, use the Internet to learn how other companies are implementing their asset management database design schemas. While the principles of good database development are universal, it is best to start with sample code from a database you will be using.

I recommend: If your company uses Microsoft SQL Server 2007, a sample database can be downloaded from Super Shareware. If you are using a different platform, find sample code for it at Software Informer.

Learn from asset management database design companies

The art and science of asset management database design has been around for some time. This has allowed several asset management database design companies to emerge as leaders in the industry who now sell their products on the Internet. This is important because these companies have faced the challenges of creating a proper asset management database design and have developed effective solutions which are commercially viable. Even if you are building an application for internal use only, it is useful to explore the features that other companies offer, to decide if you should include them in your own design. If you realize that the features they have included were added to address specific problems their customers have experienced, you can design a solution to avoid these potential problems.

I recommend: Investigate companies like Numara Software, the makers of Track-It!, and Oracle, which both offer software solutions for asset management.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Be aware of the data storage and multiple concurrent user limitations of Access. Depending on how the solution will be used, Access may not be an adequate asset management database design option.
• •  Access and SQL Server appear to be the best supported SQL databases in terms of database design for assets example code. Unless you have to use a different database, strongly consider these two applications.
• •  If you decide to create asset management database software from sample code, be sure to give credit to the original creators and comply with their licensing requirements.
• •  If you need further help, consider hiring a company that provides asset management database design services which may be able to create a custom solution for you.

All companies need to properly manage their assets if they want to remain profitable. An asset management database helps business owners to keep track of assets and their values. Whether you are new to database design or you just want to understand what your designer is talking about, it's important to know a few key terms related to the field. This will ensure that you create an asset management database that works for your company's needs.

Action Steps
The best contacts and resources to help you get it done

Remote data storage and retrieval

In some cases, business owners may want to be able to store and retrieve their data remotely, or off-site. This is an especially good idea for backup in case the primary computer system is destroyed. Additionally, remote data retrieval and storage allows employees to work with the database from any location.

I recommend: Data-Backup-And-Storage.com details why a company should consider storing their data remotely.

Microsoft Access

Microsoft Access is a database program that is popular with database designers. Companies that are creating an in-house solution may want to consider using Microsoft Access.

I recommend: Go straight to the source for information on Microsoft Access. Microsoft offers tips for designing databases using their program.

Out of the box

An 'out-of-the-box' software solution is one that you can use immediately after installation. While the person using the software may require some training on how to use that particular program, they will not need to have programming knowledge. An asset management program that is out of the box will be fairly easy to use.

I recommend: Archer discusses the benefits of their out-of-the-box solutions. They offer assent management programs.

Customizable

While some companies prefer a ready-made solution for their asset management database, others prefer one that is customizable. This means that the company can alter the program and fields to suit their particular needs.

I recommend: Canto Cumulus is a customizable data asset management solution. From their site, you can download the administrator data sheet to see what types of changes you can make. You can also get a free trial of the software to see how customization works.

Asset types

When designing an asset management database, most businesses want to classify their assets. A company may have different types of assets, such as physical assets, data assets and assets from financial investments. Classifying assets within your database allows you to see which areas are most profitable for your business.

I recommend: StartupNation discusses seven key business assets.

Data tables

Databases use data tables to store information. Once you have collected information in a table, you can then map that information with data in other tables. It is a way of organizing your data.

I recommend: Llamasoft offers a simple explanation of data tables.