We have a large number of IT & Non IT assets taken together. They are covered under different OEM warranty and separate maintenance Contracts. The Contracts have a clause of coverage of the assets based on the start date from when the asset is covered in a particular contract and the number of days that a particular asset remains covered in that contract. Normally when an asset is taken out from one contract it is covered under a different contract from the next day. The OEM warranty sis covered for new procurements. 

The separate maintenance contracts are normally standing contracts which exist always, and only the assets have to be associated to them as when required. This implies that although the Contract number remains the same for maintenance, but the period of coverage changes for each asset

 

To illustrate the situation please consider the following:

There are around 100 PCs, 200 printers currently covered under warranty contracts of the OEM.  Some PCs & Printers are covered under 1 year warranty, some are covered under 2 year warranty while the remaining are under 3 year warranty coverage. The date of start and end of warranty of these PCs and printers are not the same and the date of start and end of warranty of any and all systems is independent of each other. As and when the warranty period ends for any system, it shall normally be covered under different maintenance contracts starting from the day after the warranty has ended. The payments for these maintenance contracts shall depend upon the quantity of items covered under the said contract and the time period for which it has been covered.

Further, currently there are 300 PCs and 400 printers covered under different maintenance contracts after expiry of their warranty. The date of starting of these maintenance contracts for all systems is different and independent of each other.

The ending period of maintenance contracts for each asset can be different and independent of each other.

 

We would like to generate a report at any given point of time to get the number of days any particular system or group of systems meeting a criteria (example- all PCs of the last year purchase) has been covered under a particular contract. A sample query can be - How many PCs of last year purchase are going to get out of OEM warranty this month alongwith the relevant dates of ending of OEM warranty. Another query would necessarily be- As on date, how many days have all the PCs taken together been covered under the maintenance contracts after expiry of their OEM warranty.

 

Please advise:

1. What methodology is to be adopted so that we are able to associate each asset on a unit day basis with the maintenance contracts and we should be able to count the number of days and the quantity of PCs or other systems which have been covered under the particular maintenance contract or under the OEM warranty on any particular day.

2. Any other methodology recommended to be adopted for configuring the Contracts module to ensure the above reporting and tracking of Warranty and separate maintenance Contracts.