Thermo Fisher ULS Asset Manager User Guide

ULS Asset Manager

User guide
ULS Asset Manager

Introduction

What is ULS Asset Manager?
ULS Asset Manager is an application that provides visibility to laboratory equipment, instruments and services under your asset management program with Unity™ Lab Services. Use the application to request the addition of assets, update details and review or request instrument service or inventory updates. When using a mobile device, simply scan your inventory tag to identify the instrument and access and manage associated service requests.
Use ULS Asset Manager to:

• View details about your systems and assets
• Create groups
• Submit service requests
• Request inventory updates
• View service events by progress and service type
• Download field service reports
• Download asset lists
• View instrument utilization

About this guide
This guide provides step-by-step guidance, including application screen captures, to understand and execute specific application procedures and functions.

Account and access request

Create a Thermo Fisher Cloud account
If you don’t already have one, you’ll need to create an account on the Thermo Fisher Cloud to start using ULS Asset Manager.
Visit thermofisher.com/global- registration/registration
Provide the following information:

• Full name—the name that will be displayed for your account in logs and selection fields, and when contacting Thermo Fisher Scientific Help and Support
• Email—the email address that will be used to log in to the dashboard
• Password —passwords must include at least eight characters—using a mix of lower and uppercase letters, numbers and special characters is recommended
• Marketing communication—select to receive information about Thermo Fisher Scientific products and services

Click the Create account button at the bottom of the page.
Request ULS Asset Manager dashboard access
If you have successfully created a Thermo Fisher Cloud account, the next step is to request access to the ULS Asset Manager dashboard.
Visit apps.thermofisher.com/apps/ams
Select Request Access from the prompt.

Access request screen

Access requests are typically approved within 24 to 48 hours of submission. You will be notified by email once your request has been approved.
ULS Asset Manager is not a validated system.

Overview page

Access the overview page
When you log in to the ULS Asset Manager dashboard, you will arrive at the overview page. From the overview page, you can:

• View the details of your systems and assets
• Create groups
• Submit service requests
• Request inventory updates
• View service events by progress and service type
• Download asset lists
• Review instrument utilization results

Overview page views

• Assets—view an individual asset component, its program status and maintenance history
• Service—view scheduled and past fleet service events
• Systems—view groups of assets comprising an instrument and access utilization, asset details and service history
• Utilization management—view a list of instruments in the program, utilization configuration information, utilization results and submit update requests. *Feature available only if your program includes utilization management

Use the left navigation bar to move between all these views within the application.

Groups

Create groups
When you first log in, you will see the default All assets group, which includes all instruments in your asset management program.
You can create groups to quickly find subsets of assets and services. You can name your group, add a description for reference, or edit or delete groups.
To create a group, click the Create new group button.

• Name your group and add a description, which will be displayed on the tile for reference
• Select filters for your group. Site is the only required filter.
• Click the Confirm button to save your group

Your group will now be selected and visible in the My groups bar at the top of the page.

View groups
You can view a group by clicking on its tile or selecting View all groups to see the entire list.

System details

Review system or asset details by group
Select a group and choose Systems or Assets. Here you will see:

• Asset attributes
• Service entitlements
• Service history

Within Systems, click on a System ID to toggle between the system component tabs.

System components, asset attributes and service history screen

You can also review assets in the Asset tile. Here all the components are listed individually by serial number. By clicking on the serial number, you will also see the same details as in Systems.
Filtering
From the Systems or Assets tile, click on status (Active, Tracking, Warranty, and other statuses) to view those systems or assets in detail. Hover over the status to view the definition.

Within Assets you can also filter by Manufacturer.
Export asset details
You can export asset details by downloading a list of assets by program inventory status.

• Active—service entitlement contracted with ULS
• Tracking—services billed (time and materials)
• SC-Cust—customer-owned service contract
• Warranty—service covered by warranty
• Expired—expired warranty, no coverage selected
• Inactive—not currently covered and not scheduled for program coverage
• NOP—not on program, no service dispatched

Note: A status displayed in red will appear on the downloaded list but not in ULS Asset Manager; red statuses are included in the downloaded list for visibility but are not currently serviceable under the program.
To export asset details, select the Assets tile then click the Generate Report button next to the search bar.

An export of the asset details will be created, and you will receive an email notification with a link to the downloaded list. Open the link to download the list file.

Service requests

Submit a service request
Choose one of two ways to submit a service request, request a change to service coverage or correct asset data fields:

• Select New Service Request in the top right corner of any page, select service type, enter details and the ULS barcode.
  or

• Select the Systems or Assets view and search for asset. Searchable fields in Assets or Systems are shown in the Search section of this guide. Once you find your asset, click on New Service Request. Select service type and enter details.

View service requests
Choose Services from the left Navigation pane.

View service details
Search for a request. Searchable fields in Services are shown in the Search section of this guide. From the Services view, click on the SR (Service Request) or WO (Work Order) number to see the service detail page.
Request information, status, progress notes, requestor, asset and asset entitlements are available here.
Download Field Service Report
Field service reports for completed requests can be viewed and downloaded by selecting Completed from the service status filter in Services and searching for the service request.

Search

Search within Systems or Assets
While in either Systems or Assets view, you can search using any of these options:

• Serial No
• ULS Barcode
• Department
• Equipment Description
• Primary Equipment Owner
• Manufacturer
• Location
• Friendly Name (if enabled per account)
• SAP/ERP # (if enabled per account)

You can search by partial information. For example, try the search term thermo. This will return the manufacturer THERMO FISHER SCIENTIFIC.
If you want to search All Assets, be sure you are in that group.
Search within Services
While in the Services view, you can search using any of these options:

• Service Number (SR or WO provided in email notification)
• Serial No
• ULS Barcode
• Department
• Equipment Description
• Manufacturer/Vendor
• Location
• Requestor

If you want to search all services, be sure you are in the All Assets group.
Global Search
From anywhere is the application you can use the search box in the upper right-hand corner of the page.

• Service Number (SR or WO provided in email notification)
• Serial No
• ULS Barcode
• Friendly Name (if enabled per account)
• SAP/ERP # (if enabled per account)

Utilization Management

View utilization data
From the Systems view, a Utilization Summary graph can display usage by category, including a workload date filter.
Note: This view will include all systems, even those that are not part of utilization management.

You can also use the search feature to locate systems cards for your assets. The utilization percentage displays on the right side of the system card.
The date range is set to the last 30 days as the default. The data on the card will automatically refresh when the dates are changed.
Systems that are not part of utilization management or not yet supported will show a System not in SmartCapture status on the right side of the system card.
Manage utilization
From the Utilization Management view, filter by the manufacturer and model to refine the list of assets.
Note: If you are in groups, you’ll see only assets in the current group.

From the Utilization Management view, you can also quickly see how utilization is being processed to assess the overall condition of the configuration/connection. You can request a configuration update if the results appear to be inaccurate.

View utilization results

• System utilization chart—displays details about typical usage patterns during the dates specified
• System trending graph—compares system usage over time, with daily, weekly or monthly trending summaries
• System configuration panel—shows how SmartCapture calculates system utilization

Request utilization configuration updates
Submit a utilization configuration request if your data appears to be incorrect.
Issues may be related to:

• PC name (hostname)
• Data location
• Supported file type
• System name (for centralized databases such as Empower™ or Unicorn™ [AKTA])

Your configuration request history is also available for review.
Requests are submitted to the SmartCapture team. Any related correspondence is also managed through the SmartCapture tool. Changes may take three to four business days before they are fully implemented.

Utilization results glossary
Workgroup —specific groups of assets
Date range —range of utilization dates for scheduling and trending views
Work days —days for which utilization is assessed; default is Monday through Friday
Work hours —number of hours the system is expected to be used per day to classify 100 % usage; default is eight hours per day
Number of runs —number of times the system was in use
Average run time —average duration of uses in minutes
Hours utilized —number of total hours the system was in use
Runs per day —number of times the system was in use per day
Hours per day —total time the system was in use per day
Full day utilization —percentage of the system in use during a 24-hour period
Last connection —time the application was connected to an instrument to determine usage
PC name —hostname of control PC for the instrument
Data location —control PC folders or directories scanned by the application
Supported file type —files the application references to determine usage

Unitylab Services

Feedback

Submit feedback
Provide feedback by clicking one of the feedback buttons in the top right corner.

Your feedback is valuable. Comments or suggestions may lead to a future system enhancement that will benefit other users. All feedback is welcome!

Find out more at unitylabservices.com
© 2022 Thermo Fisher Scientific Inc. All rights reserved. All trademarks are the property of Thermo Fisher Scientific and its subsidiaries unless otherwise specified. Available services may differ by region. Please consult your local sales representative for details. 22-2033 JK 9/22

References

• ULS Asset Manager
• thermofisher.com/global-registration/
• Home
• ULS Asset Manager
• thermofisher.com/global-registration/registration
• Home

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