AWRA Help Center

The register says who was handed each asset. An asset check asks the custodian whether that is still true. Open Assets → Asset Checks (/asset-checks) to run one. People who hold assets answer under My Asset Checks on the web or in the AWRA mobile app.

Choosing What To Check

• A campaign covers individually tracked assets that are with a custodian and are not lost or retired. Pooled stock and assets sitting in a store have nobody to ask, so they are left out.
• Narrow the scope by category, warehouse, location, custodian, the risk level you set on the asset, or the calculated risk score, either by band or by a minimum score.
• Preview shows how many assets the scope takes in before you save it.
• Set a due date, how many days after it to escalate, and what each answer must carry: a label scan, a GPS position (with an optional accuracy limit in metres), and a photo.

Launching Fixes The List

A campaign starts as a draft. Launch takes a snapshot of every asset in scope with the custodian holding it at that moment, one row each. After launch you can still change the instructions and dates, but not the list of assets. Close the campaign when you are done, or cancel it.

How A Custodian Answers

• Confirmed: they have it. The rules you set apply: a scan must read this asset's label, and a GPS fix must be within the accuracy limit. A confirmation also records a verified movement, so the asset's last-verified date and its movement history agree.
• Not held or Damaged: these need a note saying where the asset is or what the damage is, and they are exceptions for a manager to follow up. Answering never moves the asset. Marking an asset lost is a movement with its own permission, done separately.
• If the asset has changed hands since launch, its row can no longer be answered. A manager can waive it, and the new custodian answers for it in the next campaign.

Custodians Without A Login

Contractors and casual staff often hold assets without having an AWRA account. The reminder email gives them a signed link to a page where they answer for their own assets, with the same scan, GPS and photo rules as everyone else. The link expires 30 days after the campaign's due date, and always lasts at least seven days from when it is sent. If the link is wrong, tampered with or expired, the page reports that it was not found, so a forwarded link reveals nothing. These answers are recorded with the method portal.

Witnessed Answers And Waivers

A manager standing with the custodian and the asset can record the answer as witnessed. A row that should not be in the campaign, such as an asset already reported stolen, can be waived with a reason. Both are kept on the row with who did them.

Reminders And Escalation

• Custodians are reminded when the campaign opens, two days before it is due, and the day after if they still have not answered. Each reminder is one message listing all their unanswered assets.
• Once the escalation days have passed, each custodian's line manager (taken from their employee record) is told which of their people have not answered, and then weekly while the campaign stays open.
• People who manage asset checks hear about Not held and Damaged answers the morning after they come in.

The Asset Risk Score

Each asset carries a score from 0 to 100, which you can use to decide where to check first. It is made of six parts, each with a maximum: book value (25), category and the risk level you set (15), how many different places the asset has been in 180 days (15), overdue custody (20), how often it has moved in 90 days (10), and verification (15). The verification part counts an exception or an overdue answer, or a last verification that is missing or more than 180 days old. The score is recalculated after a movement, after an answer, and every night, because an overdue return gets riskier even when nothing happens. Your own risk level is never overwritten; it is one of the inputs. The asset page shows how the score was reached.

Permissions

Attest assets lets someone answer for assets they hold. View asset attestations shows campaigns and results. Manage asset attestations creates, launches and closes campaigns and records witnessed answers and waivers. A campaign's results can be exported for your auditor.

Related

See Asset Custodians, Asset Label Governance and Asset Movements.