MAMS System Overview

MAMS is the MeET Asset Management System. It centralizes laboratory asset tracking, room coverage, maintenance operations, borrowing workflows, issue reporting, consumable requests, special service requests, and operational reporting.

Important: Public requesters do not need to sign in. They normally scan QR labels, submit forms, and track their requests using a request code plus identity verification details.

Role Summary

Core Terms

• Asset - an individually tracked piece of equipment with QR label and activity history.
• Room - a lab, workshop, store, or operational location with asset and technician coverage.
• Borrow request - a staff or student request to borrow equipment or tools.
• Issue report - a fault or problem submitted against an asset or room.
• Special request - a template-driven request such as 3D printing, with custom fields and approvals.
• Tracking page - public request status page opened with request code, Staff/Student ID, and phone number.

Public QR and Request Workflows

Students and staff normally begin from QR labels or the public borrow request QR. No login is required for public request submission.

Borrow Request From QR

Student Approval Flow

Student requests go through supervisor verification before final Head of Section approval. The supervisor receives an approval link by email. After approval, the room team or technician checks availability and releases the item.

Staff Approval Flow

Staff requests normally go directly to final approval. Once approved, the room team confirms availability and releases the item.

Tracking a Request

1. Open /track or use the tracking link from the notification email.
2. Enter the request code.
3. Enter the same Staff/Student ID and phone number used during submission.
4. Open the detailed tracking page to view status, approvals, notes, and next steps.

Special Request and 3D Printing

For 3D printing or template-driven jobs, open the mapped special request form from the public requisition page or asset page. Upload required drawing/model files where requested. MAMS supports multiple files for special request upload fields, subject to the template limits configured by the administrator.

Technician Operations

Technicians manage day-to-day operational work for assigned rooms, assets, issues, maintenance, releases, returns, store requests, and special requests.

Daily Workspace

• Open the dashboard to review pending work, recent activity, and assigned rooms.
• Use Inventory Review to inspect asset records and QR-linked asset details.
• Use Rooms to understand room ownership, assigned assets, and operational coverage.
• Use Maintenance Review to update preventive and corrective maintenance tasks.
• Use Approvals / Request Register / Reports as permitted by role and department scope.

Borrow Request Handling

Issue and Maintenance Handling

Open issue reports from the maintenance workspace or reports/logs where permitted. Record diagnosis, action taken, technician note, and final resolution status. For preventive maintenance, start from the PM calendar or task queue and submit the completed maintenance record.

Special Request Technical Review

When a special request reaches technician review, open uploaded files from the review panel, verify printability or feasibility, set schedule where applicable, and move the request to collection or mark it unable to proceed with a clear reason.

Section Head and Department Scoped Review

Section Heads review work within their department scope. The interface may show department-scoped counts, reports, approvals, request registers, and operational logs.

What Section Heads Can Do

• Review department-scoped dashboards and operational activity.
• Approve or reject requests routed to Head of Section.
• View reports and logs for records within department scope.
• Inspect issue and borrow details where the record belongs to their department.
• Print or download reports where the page provides export actions.

Department Scoping

Department scoping means a Section Head should only see records connected to rooms, assets, users, or workflows under their department. If an expected record is missing, confirm the room's department assignment first.

Administrator Guide

Administrators maintain the system foundation: users, rooms, departments, inventory setup, supervisor contacts, special request templates, reports, and QR labels.

Common Admin Tasks

Recommended Governance

• Keep department and room assignments accurate before onboarding users.
• Assign technicians to the rooms they actually operate.
• Use supervisor contacts for external email-link approvals instead of creating unnecessary login accounts.
• Review audit trails when investigating changes to critical records.

Auditor and Compliance Review

Auditors use read-only views to verify operational records, report exports, and activity history without changing system data.

Audit Review Areas

• Inventory and room records.
• Borrow and return lifecycle.
• Issue reporting and resolution records.
• Maintenance records and monthly reports.
• Approval timelines and decision notes.
• Audit trail entries for user actions and system events.

Security, Access, and Help

Access Rules

• Authenticated portal access is restricted to authorized UniKL / MeET operational users.
• Public request links and approval links should not be forwarded unless explicitly required.
• Tracking access requires request code plus identity details to reduce accidental exposure.
• Uploaded special request files may be removed after completion or failed closure to reduce unnecessary storage retention.

Need Help?

If you cannot sign in, cannot open a request, or believe your role scope is incorrect, contact the system administrator with your name, email, role, department, and the request code or room code involved.

End of MAMS Official User Manual.