Asset Management & Equipment Accountability

Accountability-first · Funded assets & equipment · Audit-ready

Register, assign, transfer, maintain, and verify every funded asset.

A polished asset and equipment accountability view: what was funded, where it is, who holds it, whether it works, whether it was verified, and whether anything looks like loss, theft, diversion, or a ghost asset. Every transfer, maintenance, calibration, verification, and disposal is attributable, evidenced, and audited. AI reconciles and flags; authorized humans decide.

You are viewing the Asset Management & Equipment Accountability Dashboard

Accountability posture: Every asset carries a funding source, ownership status, current assignment, and audit reference. Transfers require origin, destination, authorization, timestamp, and evidence. Maintenance, calibration, and physical verification are attributable, time-stamped, and evidenced. Missing, duplicate, unexplained, or inactive assets are escalated. Disposal requires eligibility review, authorization, and evidence. High-value or sensitive assets may require second review. Asset history is never silently deleted or rewritten. Suspected diversion, theft, favoritism, ghost assets, and false verification are flagged for authorized human review. All asset identifiers and custodians are masked synthetic tokens. No identifiable or real financial data is stored.

Tracked assets 7

Total registered assets

Acquisition value $155,600

Total at acquisition

Current tracked value $128,800

Depreciated / tracked

Deployed vs stored 2 / 1

Deployment state

Overdue maintenance 2

Requires servicing

Overdue calibration 1

Requires calibration

Warranty exposure 2

Expired warranty

Unverified assets 4

Unverified / overdue / disputed

Underutilized 1

Low utilization

Downtime workload 2

Faulty / maintenance-due

Loss / theft / diversion 3

Suspected, human review

Duplicate / ghost 1 / 1

Registration integrity

Disposal queue 1

Pending eligibility review

Verification rate 43%

Physically verified

Audit evidence 88%

Evidence completeness

AI risk signals 5

Human decision required

Asset registry

Every asset carries a funding source, ownership status, current assignment, value, verification status, and audit reference.

Asset	Funding / procurement	Assignment	Value / ownership	Verification	Flags
Vaccine cold-chain refrigerator AID-MASK-0001 · Cold chain equipment	Global Fund - Malaria (synthetic) GRANT-2024-MAL-01 · PO-2024-0091	District Referral Hospital (synthetic) Malaria Program · Country A (synthetic)	$3,600 program-owned	verified sensitive	clean
PCR diagnostic analyzer AID-MASK-0002 · Laboratory diagnostics equipment	Global Fund - HIV (synthetic) GRANT-2024-HIV-02 · PO-2024-0102	District Referral Hospital (synthetic) Laboratory Network · Country A (synthetic)	$51,000 grant-funded	verified high-value sensitive	clean
Portable X-ray unit AID-MASK-0003 · Imaging equipment	Donor X equipment grant (synthetic) DONORX-EQ-2023 · PO-2023-0450	Hilltop Community Clinic (synthetic) TB Program · Country B (synthetic)	$24,000 donor-owned	overdue high-value sensitive	clean
Program 4x4 vehicle AID-MASK-0004 · Vehicles and transport	Global Fund - Malaria (synthetic) GRANT-2024-MAL-01 · PO-2024-0067	Northern Regional Store (synthetic) Malaria Program · Country A (synthetic)	$33,000 program-owned	unverified high-value	unexplained movement last seen stale
Backup diesel generator AID-MASK-0005 · Power and generators	Ministry of Health capital budget (synthetic) MOH-CAP-2024 · PO-2024-0110	Riverside Health Center (synthetic) Laboratory Network · Country A (synthetic)	$13,000 government-owned	verified	clean
Laptop workstation AID-MASK-0006 · IT and data equipment	Donor X equipment grant (synthetic) DONORX-EQ-2023 · PO-2023-0480	District Referral Hospital (synthetic) HIV Program · Country A (synthetic)	$600 donor-owned	disputed	possible loss verification dispute
Cold-chain refrigerator (duplicate registration suspected) AID-MASK-0007 · Cold chain equipment	Global Fund - Malaria (synthetic) GRANT-2024-MAL-01 · PO-2024-0091	Riverside Health Center (synthetic) Malaria Program · Country A (synthetic)	$3,600 program-owned	unverified sensitive	duplicate registration ghost asset suspected

Transfers & custody

Transfers require origin, destination, authorization, timestamp, and evidence. Unauthorized or unevidenced transfers are flagged and held unreconciled.

Asset	Route	Authorized by	Evidence	Status
AST-0004	FAC-DIST → WH-REGION-N	fleet-supervisor	EVD-TRF-3001	completed
AST-0007	unknown → FAC-RIVER	no authorization	no evidence	unreconciled

Maintenance

Asset	Type	Due	Status	Responsible	Evidence
AST-0005	preventive	2026-06-30	overdue	facility-manager	pending
AST-0003	corrective	2026-06-25	overdue	biomed-technician	pending
AST-0002	preventive	2026-08-01	scheduled	biomed-technician	EVD-MNT-4003

Calibration

Asset	Due	Status	Responsible	Evidence
AST-0002	2026-07-15	due-soon	biomed-technician	EVD-AST-0002-CAL
AST-0003	2026-05-30	overdue	biomed-technician	pending

Physical verification

Verification must be attributable and time-stamped. Non-attributable or improbable verification is flagged.

Asset	Status	Verified by	At	Attributable
AST-0001	verified	program-asset-officer	2026-06-30T08:00:00Z	attributable
AST-0002	verified	lab-manager	2026-07-01T08:00:00Z	attributable
AST-0006	disputed	data-clerk	2026-02-10T08:00:00Z	not attributable
AST-0007	unverified	—	—	not attributable

Disposal queue & controls

AST-0006 — eligibility under review, approval pending (asset-disposal-board) 2nd review no evidence
AST-0003 — eligibility not eligible, approval not-approved (asset-disposal-board) 2nd review

Anomaly & diversion signals (AI-assisted, human-decided)

duplicate registration (AST-0007) — Two assets share identical procurement ref, model, and acquisition date; possible ghost asset Next: authorized reviewer reconciles procurement + physical verification. human decision required
unexplained movement (AST-0004) — Vehicle location changed with stale last-seen and no reconciled route Next: fleet supervisor confirms location and evidence. human decision required
possible loss (AST-0006) — IT asset unseen since Feb with disputed verification and no evidence Next: custodian review; open loss case if unconfirmed. human decision required
unreconciled transfer (AST-0007) — Transfer without authorization or evidence Next: block reconciliation until authorization + evidence supplied. human decision required
overdue maintenance and calibration (AST-0003) — Imaging asset overdue for maintenance and calibration while in service Next: prioritize biomed servicing; assess downtime impact. human decision required

Portfolio distribution

By funding source

Global Fund - Malaria (synthetic) 3
Global Fund - HIV (synthetic) 1
Donor X equipment grant (synthetic) 2
Ministry of Health capital budget (synthetic) 1

By country

Country A (synthetic) 6
Country B (synthetic) 1

By program

Malaria Program 3
Laboratory Network 2
TB Program 1
HIV Program 1

By category

Cold chain equipment 2
Laboratory diagnostics equipment 1
Imaging equipment 1
Vehicles and transport 1
Power and generators 1
IT and data equipment 1

AI posture

AI assists with

detect duplicate asset registrations
identify unexplained movement or location conflicts
detect improbable verification patterns
prioritize overdue maintenance and calibration
flag unusual downtime or underutilization
reconcile procurement, grant, warehouse, and facility records
identify potential loss, theft, diversion, or ghost assets
support authorized reviewer triage

AI must never

autonomously transfer assets
autonomously change custody
autonomously approve disposal
autonomously close loss, theft, diversion, or audit cases
autonomously overwrite registry records
bypass human authorization, evidence, or separation-of-duties controls

AI supports asset accountability: it detects duplicate registrations, identifies unexplained movement or location conflicts, detects improbable verification patterns, prioritizes overdue maintenance/calibration, flags unusual downtime/underutilization, reconciles procurement/grant/warehouse/facility records, identifies potential loss/theft/diversion/ghost assets, and supports authorized reviewer triage. AI never transfers assets, changes custody, approves disposal, closes loss/theft/diversion/audit cases, overwrites registry records, or bypasses human authorization, evidence, or separation-of-duties controls.

Runtime boundary & linkage

Impact runtime: impact.maxarchealth.com on 127.0.0.1:3201.
Linked to fund accountability (grants, procurement) and stockpile & logistics (warehouses, facilities) without coupling to MaxTrax EHR.
Medical Library boundary remains separate at library.maxarchealth.com (port 3101) and is not used here.
MaxTrax EHR remains separate; this is not a full EHR.
Legacy route /asset-categories remains available and unchanged.