Build the device dictionary, departments, and register real assets

The dictionary defines what a device is. Departments and locations define where it lives. Device records tie a real physical unit to a specific facility, department, and location — and become the anchor for every operational workflow that follows.

By the end of this stage: A clean registry is the backbone for maintenance, commissioning, utilization, replacement planning, and disposal evidence. Everything downstream depends on records being placed correctly here.

Modules involved: Devices, Manufacturers, Brands, Models, Recommendations, Departments, Locations, Device Records

What to do

1. Build the reference dictionary

Create or import devices, manufacturers, brands, and models so teams work from one controlled catalogue. Users can raise recommendations for missing items; Super Admins review and approve them. Each device is classified by type, function, and application risk — the category is derived from the function automatically, so it is never entered directly, including in CSV imports.

2. Set up departments and locations

Create the departments and physical locations inside the facility before registering devices. Work orders, dashboards, and audits use these to place assets correctly.

3. Register live assets

Create device records with tag numbers, ownership, support data, condition, and operational status. Import is available for bulk registration from a CSV.

4. Keep the record authoritative

From this point on, the device record becomes the anchor for faults, commissioning, transfers, retirement, and disposal. Every operational workflow writes back to it.

5. Add standard nomenclature

Device classifications carry EMDN and GMDN codes alongside their terms — EMDN for the EU-aligned vocabulary, GMDN for the global one. Both are optional, and a recommendation can propose them for a classification the dictionary is missing.

6. Normalise units

The dictionary holds quantities and their units, so a facility that records in mixed units can convert a value within one quantity and evaluate cross-quantity formulas rather than maintaining its own spreadsheet of conversions.

7. Import places as well as devices

Departments, locations, and device records all accept CSV import, and each import has a downloadable template. Import places first so devices can be placed on arrival.