What is at each site, who holds it, and what is missing?
Kayra keeps every piece of IT equipment in one place — from the central warehouse to the desk at a branch. It works out what each site needs from its headcount by job title, plans the infrastructure on the building's own drawings, and warns you before dispatch when the UPS can't carry the load.
Runs on your own network · Windows Server · SQL Server · IIS · Your data never leaves the organisation
One record, from the central warehouse to the desk.
Every device is registered by serial number, with its product group, make and model, invoice and warranty on the same card. When a device moves to another site its history is added to, never overwritten.
By site and by warehouse
Central warehouse, regional stores and each site are listed separately; sites and periods can be compared on one screen.
Assignment and handover record
Equipment is assigned to a person or a site; the handover document is produced by the system and the signed copy is attached to the record.
Tracked by serial number
The same serial number can never appear in two places. Dispatch, transfer and return movements are written into the device's history.
Life cycle and disposal
Fault records, service and warranty history and the write-off process all live on the device's own card.
As many people as there are, that much hardware.
The job-title breakdown of each site is entered into the system, and a separate hardware norm is defined for managers, supervisors, officers and counter staff. Requirements are calculated from the establishment, not from guesswork.
Norms per job title
A PC, monitor, printer and scanner norm is defined for every title; as the establishment changes, the requirement updates itself.
Current stock versus the norm
What a site holds is compared against the norm; shortfalls and surpluses come out as a list, site by site.
Workload counts too
Figures such as the number of taxpayers or transactions single out counter-heavy sites, so planning is not driven by headcount alone.
Plan the hardware on the building's own drawings.
Architectural and infrastructure drawings for each site are uploaded to the system. How many outlets each room needs, along with the data cabling and electrical plan, is derived from the drawing — so missing infrastructure shows up before installation.
Drawing archive
Floor plans, the server room and infrastructure drawings open straight from the site card; revisions are kept with their dates rather than replaced.
Data and power plan
How many data outlets and how many UPS-backed sockets the layout requires is worked out in advance, so cabling needs are known before installation day.
Pre-installation check
If a dispatch is planned to a site whose infrastructure is not ready, the record is flagged — the shortfall is seen before the equipment leaves.
If the equipment exceeds the UPS, the system says so first.
Power draw is defined for every product type. As equipment accumulates at a site the total load is calculated, and if the existing UPS cannot carry it, an alert is raised with the recommended capacity.
Load calculation
The combined load of every device at a site is calculated in kVA and recalculated automatically whenever a new dispatch is planned.
Capacity alert
Once the threshold is crossed an alert is raised, and the recommended UPS capacity drops into the requirement planning list by itself.
Batteries and scheduled maintenance
Battery replacement dates, fans and periodic maintenance are tracked per device; whatever falls due appears on the list.
The alert appears at dispatch stage: before the hardware is sent, either the UPS is planned or the dispatch is split — so nobody ends up with kit installed on site and nothing to power it.
The work that was done stays in the file, with its photographs.
Contracted work is photographed before and after and uploaded to the system. The state of the server room, the cabling, installations and maintenance can all be followed visually from the site card.
Service photographs
What the contractor did is recorded with its date, work order and photographs, so payment discussions rest on evidence.
Server room archive
Each site's server room is photographed periodically, so today's cabinet sits next to how it looked before.
Operation history
Installation, relocation, fault and maintenance records stay in the history of both the device and the site, together with their photographs.
Site requests turn into an annual requirement plan.
Sites raise their requirements through the system. Each request is judged alongside the job-title norm, current inventory and fault history, and approved ones become the purchasing plan for the period.
The site raises a request
A site enters its requirement with a justification and follows the progress of that request from its own screen.
Consolidated assessment
Incoming requests are grouped by site, product group and priority; anything outside the norm is flagged.
Requirement and purchasing plan
Approved requests become the period's requirement plan, with quantities and estimated cost.
Dispatch, handover, assignment
Purchased equipment is dispatched from the central warehouse; the handover document and the assignment record are produced in the same flow.
On your own server, with your own data.
Kayra runs inside your organisation's network; inventory records, drawings and photographs never leave it. The installation is configured around your own site hierarchy and job-title structure.
Requirements: Windows Server · SQL Server · IIS · Your own network