ASSET
Any electrical item found within a premises or installation including but not limited to emergency lighting, residual current devices (RCD) & circuit breakers, appliances, lighting, distribution boards, motors & control, uninterruptable power supplies, fixed appliances and generators.
ASSET REGISTER
A list of all assets which can be as simple or detailed as you like. All assets entered into other categories such as emergency lights or motors,
will automatically appear in the asset register on the asset controller portal. Filtering options allow for easy search of assets, repairs and warranty tracking.
LOGBOOKS
A logbook is used to record a list assets or devices such as emergency lights, RCD’s or appliances with details such as fitting number, type of asset or device, distribution board if applicable, location and even the make and model. Before Know Your Asset, these were generally physical paper books or spreadsheets.
THERMAL IMAGING
Thermal imaging is conducted by serviced
providers (licensed electricians) using an infrared camera to record and measure temperature differentiations. The service provider will provide a Thermal Image Report with the thermal images and measurements recorded.
Know Your Asset can’t do the thermal imaging and reports for you, but it certainly can store all your reports in one place, accessible to any nominated user in real time.
REPORTS
Know Your Asset report function offers wide range of options to produce reports such as test results, repairs and warranties. Full filtering capabilities allows you delve into reports deeper by date or specific features
ASSET MANAGER
The key person that registers a premises
or installation on the web portal who is
responsible for testing and maintaining the asset.
USER
Person approved by the asset controller to view or use features on the asset controller portal.
SERVICE PROVIDER
Licensed electrician engaged by the asset
controller to carry out testing and maintenance to the assets.
DISTRIBUTION BOARD
Electrical panel or box that contains fuses, circuit breakers, RCD’s and terminals for all electrical circuit wiring. The larger the premises or installation, the more distribution boards you would likely have
APPLIANCE
Any electrical device that plugs into a power point or electrical outlet i.e. an electrical device that is portable and can be plugged in anywhere.
BUSINESS NUMBER
The business registration number for a
company as issued and recognised by the
government in the country of registration for the company.
My dashboard shows all my assets across all my sites. How do I filter down to a single site?
At the top of the page you
will find a drop down box with
the word ‘Select’. By clicking the
arrow next to ‘Select’, a list of your
registered sites will drop down and
you can select a single site.
Do I need to select all columns on the bulk upload spreadsheet?
All columns must have some
data inputted for the upload to
successfully work.
When I bulk upload a spreadsheet, I get a No Data error. The error spreadsheet tells me that the site is missing or incorrect.
First check that the site you are
uploading has been added under
the Sites tab. If not then add the
site and repeat the upload process.
If the site is already added, check
that the site name on the upload
spreadsheet is identical to the site
name used when adding the site.
Check for spelling, spacing and
punctuation such as commas or
dashes.
If I didn’t install the asset what do I need to enter for the warranty date on the bulk upload spreadsheet?
As per the above question it is a
requirement to complete all fields
on the bulk upload spreadsheet,
so we recommend that you use a
non-valid date such as 1/1/2000.
This would indicate to other users that the asset is clearly not in warranty and install date is presumably unknown.
How do I find my test results?
All recent test results, logbooks
and repairs can be produced under
‘Reports’ then ‘Generate Reports’.
Once on this page you can filter
sites, report types, date range and
warranty. You can also export the
report as a PDF file.
What is the ‘Certificates’ tab used for?
Certificates are where your
compliance documents are stored.
These documents are generally
provided by your service provider
and can import the certificate
straight into the relevant folder.
Your service provider can
also upload PAT tester results
for appliance testing into the
certificates folder if a PAT tester
was used.
I created a ‘test task’ for my service provider. The service provider has received the task but claims that no assets loaded onto his device.
When creating a task, once you
have selected a category and test
type, all of the relevant assets
will appear in the asset list on
the bottom part of the page. You
need to select the assets that you
require tested or repaired using the
tick box on the left hand side of
each asset. There is also a tick box
on the top left side of the asset list
box, that can be used to select all.
When an asset fails a test task, where do I go to find that failed asset at a later date to create a repair task?
When adding a new task,
by selecting the ‘Task Type’ as
‘Repair’, then selecting the relevant
site, a list of all previously failed
assets will appear with the date
the asset failed. You can then
select the assets you want repaired
or use the select all box on the top
left hand side.
Do I need to link a Distribution Board to a site?
It is not necessary to link a
distribution board to the site. It
is understood that your service
provider may be better placed to
provide this information for you
once you have registered and set
up a site.
Should I do my set up manually or use the bulk upload feature?
For small sites you may choose
to use the manual set up. However
for sites with larger amounts
of assets, you can use the bulk
upload spreadsheets. Templates
are proved on the Bulk Import
page with a three step process.
It is possible to by-pass the Site
Details and Distribution board
Imports if you wish to go straight
to Logbooks Import (providing you
have set your site up already). KYA
also provided a value for money
data entry service to convert
your hard copy or spreadsheet
logbooks to the upload template.
How do I get started?
Sign up and feel free to have a
look at our instructional videos and
instruction pages on this website.
I’m a service provider and have multiple electricians / technicians working for me. How do I schedule a task to a nominated staff member?
When you sign up as a service
provider, you will have access
to a web portal page where you
can view your current tasks, add
and delete users and upload
certificates.
Where does a service provider add the results for an RCD timed test?
Select the RCD test and bulk
pass or fail the relevant RCD’s.
Return to the ‘Home’ screen and
select ‘RCD’. Go to ‘Testing’ then
select the ‘+’ icon inside the circle.
Select ‘test single asset’ on the
drop down. Select each RCD one
at a time and complete the timed
test result in the appropriate field.
What if I have an automated self test system, say for my emergency lights. Why would I still use KYA?
Emergency lights are only
one asset category, and whilst
you might have easy access to
this particular asset information,
chances are you still have other
categories such as RCD’s or
appliance testing stored in different
places etc. KYA gives all of your
registered users access to all your
asset categories in real time.
What is the difference between the Fitting ID and Asset Number?
The Fitting ID is a fixed number or identifier for an asset, that is usually produced by the service provider to identify each asset in the appropriate logbook.
The Fitting ID will remain fixed through the building life as it relates to the asset in a set location.
The Asset Number is a number that can used in an asset registry capacity to track and identify the actual details on an asset. This number will change when an asset is replaced.
As an example, if an emergency light with a Fitting ID of EM002 and an Asset Number of EM876 fails an emergency light discharge test and the service provider replaces the asset, the Fitting ID will still remain as EM002. However as this is a brand new asset, a new Asset Number will be assigned which will be the next available asset number in the system (EM1023 for example).What’s next for KYA?
KYA will continue to expand
the product to capture even
more asset categories. Stage 2
electrical is next on the cards
which will hold other important
building information such as
circuit schedules, telephone
records, and security. Hot on the
tail of Stage 2 will be KYA Fire,
HVAC, Building and Plumbing.
Can I provide feedback on my KYA experience?
We would love to hear from you at helpdesk@knowyourassets.com.au
KYA stage 1 is an MVP which we intend to continually organically fine tune based on feedback from our valuable customers.