FAIMS Web Portal

Introduction

The Facilities, Assets & Inventory Management System (FAIMS) is a web-based asset and inventory management platform developed and maintained by the Information & Communications Technology Services Branch (ICTSB) of the Ministry of National Security and Peace (MNSP), Government of Jamaica.

FAIMS enables Ministries, Departments and Agencies (MDAs) to:

• Record, track and manage all fixed assets from acquisition to disposal
• Manage inventory stock across stores and branches
• Generate official reports and printable QR/barcode asset labels
• Conduct asset audits using the complementary Android Audit Companion app
• Maintain a full lifecycle record of all government assets

System Components

Table of Contents

User Roles & Permissions

Access within FAIMS is governed by eight roles. Each user is assigned exactly one role by an administrator.

Signing In

FAIMS uses your official MNS email address and a system-assigned password for authentication.

1. 1
   Open FAIMS in your browser Navigate to the FAIMS URL provided by your system administrator.
2. 2
   Enter your credentials Type your official email address (e.g. [email protected]) and your password into the respective fields.
3. 3
   Click Sign In If credentials are correct you will be taken to the Dashboard. On first login, you will be redirected to the Change Password screen.

Login Errors

Forgot / Reset Password

If you have forgotten your password, use the self-service reset feature:

1. 1
   Click Forgot Password? on the login screen.
2. 2
   Enter your registered email address and click Send Reset Link.
3. 3
   Check your email for a temporary password. Use it to log in, then change it immediately via Settings → Change Password.

Dashboard

After login you are taken to the Dashboard, which provides a high-level overview of the asset and inventory position for your MDA.

Dashboard Widgets

• Total Assets — Count of all registered assets in your organisation
• Active Assets — Assets currently in service
• Deactivated Assets — Assets removed from service
• Pending BOS — Assets flagged for Board of Survey review
• Low Stock Alerts (stores roles) — Items below minimum stock level

Navigation Sidebar

All navigation is through the left sidebar. The sections visible depend on your role:

• Fixed Asset — Asset management, BOS, deactivation, reports
• Stores — Inventory, GRN, requisitions, adjustments, reports
• Settings — Password, user management, supplier management

Notification Bell

Administrators (Site Master, Local Admin, MDA Admin) see a notification count on the bell icon in the top right. This count shows the number of pending deactivation requests that require attention. Click to navigate directly to the Deactivation Requests queue.

Asset Search

The Asset Search page (Fixed Asset → Asset Search) allows you to locate any registered asset in your MDA.

Search Filters

Search Results Grid

Results are displayed in a paginated grid. Right-click any row for the context menu:

• View Asset — Opens the full asset detail record
• Transfer Asset — Moves the asset to a new location/branch
• Print Label — Generates a QR label for the asset

Adding a New Asset

Only users with the Data Entry, Local Admin, Site Master, or MDA Admin roles can add new assets.

Navigate to Fixed Asset → Add New Asset. The form is organised as a multi-step wizard:

1. 1
   Step 1 — Classification Select the asset category (e.g. ICT) and then the specific item type (e.g. Laptop) and make/model. These values are drawn from the global asset catalogue managed by the Site Master.
2. 2
   Step 2 — Identification Enter the asset number (government code), serial number, previous code (if migrating from a legacy system), and condition (Good / Fair / Poor).
3. 3
   Step 3 — Location Select the branch and building, then pick the specific room/location. The location must be pre-registered under Settings → Location Management.
4. 4
   Step 4 — Acquisition Details Enter the acquisition date, supplier, purchase price, and any relevant notes. The system auto-calculates depreciation based on settings.
5. 5
   Step 5 — Review & Save Review all entered details and click Finish to save the asset. A QR code is auto-generated and linked to the asset record.

Asset Details

The Asset Details page shows the complete record of a single asset including its classification, location history, financial information, audit trail, and attachments.

Tabs

• Details — Core identification and location data
• Financial — Acquisition cost, depreciation schedule, book value
• History — Full transfer/movement history with timestamps
• Attachments — Supporting documents (purchase orders, invoices, photos)

Quick Actions

• Edit — Modify asset data (requires Data Entry role or higher)
• Transfer — Move asset to another location or branch
• Flag for BOS — Submit for Board of Survey review
• Request Deactivation — Initiate the disposal/deactivation workflow
• Print QR Label — Generate a printable label for this asset

Batch Transfer

The Batch Transfer feature allows multiple assets to be moved to a new location in a single operation.

1. 1
   Navigate to Fixed Asset → Batch Transfer.
2. 2
   Search for assets by branch, category, or location. Select the assets to move by ticking their checkboxes.
3. 3
   Select destination — choose the target branch, building, and location.
4. 4
   Confirm transfer. All selected assets are moved and the transfer is recorded in each asset's History tab.

Board of Survey (BOS)

The Board of Survey process is the formal workflow for reviewing assets recommended for disposal, write-off, or reclassification.

BOS Tabs

• Pending — Assets flagged for BOS but not yet formally reviewed
• Confirmed — Assets formally confirmed by the Board (filterable by year)

BOS Workflow

1. A Data Entry user flags an asset for BOS from the Asset Details page.
2. An administrator reviews the asset in the BOS Pending tab.
3. On confirmation, the asset moves to the Confirmed tab and a Form 7C can be generated for official records.

Exporting BOS Records

Both the Pending and Confirmed tabs support Export to Excel and Export to PDF directly from the card header.

The Form 7C is a formal government BOS document generated from confirmed items. Click the Generate Form 7C button in the Confirmed tab.

Deactivation Requests

When an asset is to be permanently removed from service (lost, destroyed, donated, sold), a formal deactivation request is raised.

Raising a Request (Data Entry)

1. Open the asset's detail page.
2. Click Request Deactivation and provide a reason.
3. Submit — the request is sent to the administrator queue.

Processing Requests (Admin)

Navigate to Fixed Asset → Deactivation Requests. The queue shows all pending requests. Administrators can:

• Approve — Asset is marked Inactive and removed from active reports
• Reject — Request is dismissed; asset remains Active
• View Asset — Open the full record before deciding

Fixed Asset Reports

Navigate to Fixed Asset → Reports. Reports are organised into categories in the left panel. Select an MDA, then choose a report.

Report Categories

How to Generate a Report

1. Select your organisation (MDA) from the dropdown at the top of the catalogue.
2. Click the desired report from the left panel.
3. Fill in the criteria (date range, branch, location, etc.).
4. Click Generate Report.
5. The report renders inline. Use the toolbar to Print, Export to PDF, or Export to Excel.

Label Report

The Label Report generates printable QR code asset labels for a selected branch and date range. It is found under Fixed Asset → Reports → Acquisition → Label Report.

Criteria

Label Layout

Each label contains two panels side by side:

• Left panel (text): Branch Name, Item & Type, Location Name, Asset Number, Serial Number
• Right panel (QR): QR code image encoding the Asset Number, plus the encoded value displayed as text below the QR for visual confirmation

Inventory (Stores)

The Stores module manages consumable inventory across one or more store locations. Navigate via Stores → Inventory.

Inventory Grid

The main inventory view shows all items across your stores. Each item displays:

• Item name and category
• Current balance (quantity on hand)
• Minimum stock level (restock threshold)
• Stock status (In Stock / Low Stock / Out of Stock)
• Expiry date (for perishable items)

Goods Received Notes (GRN)

A GRN records goods received from a supplier into a store. Navigate via Stores → New GRN.

Creating a GRN

1. Select the store and supplier.
2. Enter the Purchase Order number (if applicable).
3. Add line items: select the catalogue item, enter quantity received, batch number, and expiry date.
4. Save as DRAFT to review later, or CONFIRM immediately.

GRN Statuses

GRN History

All GRNs are accessible via Stores → GRN History. You can filter by store, date range, or status and view the full line details of any GRN.

Requisition Queue

Staff with the Requestor role can submit stock requests. The Store Admin or Store Clerk processes them.

Submitting a Requisition (Requestor)

1. Navigate to Stores → Requisition Queue.
2. Click New Request.
3. Select items and required quantities.
4. Submit. The request appears in the queue for a Store Clerk to process.

Processing a Requisition (Store Clerk / Admin)

1. Open Stores → Requisition Queue to see all pending requests.
2. Review the request and either approve (issue items) or reject.
3. On issue, the system deducts the quantity from the store balance and checks for low stock, sending an alert if triggered.

Stock Adjustments

Stock adjustments are used to correct inventory discrepancies found during physical stock counts. Navigate via Stores → Adjustments.

Each adjustment records the item, quantity variance (positive or negative), the reason, and the date. Adjustments are permanent and cannot be deleted — they form part of the audit trail.

Stock / Stores Reports

Navigate via Stores → Reports. Available stock reports include:

• Stock Valuation Report — Total value of inventory on hand
• Low Stock Report — Items below minimum threshold across all stores
• GRN Summary — Goods received over a date range by supplier
• Requisition History — All issued requisitions over a period
• Expiry Alert Report — Items expiring within a configurable window

Location Management

FAIMS uses a three-tier physical location hierarchy: Branch → Building → Location (Room).

Manage these via the left sidebar navigation links (visible to Admins):

• Branch management: add, edit, view branches and their notification email
• Building management: add buildings linked to branches
• Location management: add location codes and descriptions within buildings

MDA Management

Site Masters and MDA Admins can manage the list of registered Ministries, Departments and Agencies (MDAs). Navigate via Fixed Asset → MDA Management.

Each MDA record includes the organisation name, short code (OCode), and its administrative division. The OCode is used to segregate data across the system — each MDA has its own isolated database schema.

Supplier Management

Navigate via Settings → Supplier Management (Site Master / Local Admin / MDA Admin).

Suppliers are maintained in a shared catalogue used across all MDAs. Each supplier record contains the company name, contact information, and registration details. Suppliers are selected when recording asset acquisitions and GRNs.

User Management

Navigate via Settings → User Management (Local Admin, Site Master only).

Creating a User

1. Click Create User.
2. Enter first name, last name, email address, and select their role.
3. Select the MDA they belong to.
4. Submit — the system auto-generates a temporary password and sends it to the user's email.

Managing Users

• Edit — Update name, role, or MDA assignment
• Lock / Unlock — Temporarily prevent a user from logging in
• Reset Password — Generate and email a new temporary password
• Delete — Permanently remove the user account (use with caution)

Changing Your Password

Navigate via Settings → Change Password. You will be prompted to enter your current password and then your new password twice.

Password requirements:

• Minimum 8 characters
• Must differ from the previous password
• Stored passwords are hashed — never stored in plain text

Downloads

The following resources are available from the FAIMS login page:

Installing the Android Audit Companion

1. Sign in to the FAIMS web portal.
2. Click Android Audit Companion on the login page to download the APK.
3. On your Android device, enable Install from Unknown Sources in your security settings.
4. Transfer the APK to your device and tap to install.
5. Log in using the same FAIMS credentials. The app connects to the same server as the web portal.

API Server Setup

The FAIMS Audit API is an ASP.NET Core 8 REST service that the FAIMS Android mobile app communicates with. It runs as a Windows Service on port 5000 and must be hosted on the same Windows Server that runs the FAIMS SQL Server databases.

This section covers the complete setup process for IT administrators deploying the server component for the first time.

1. Prerequisites

Verify .NET 8 after installation:

dotnet --list-runtimes

You should see a line containing Microsoft.AspNetCore.App 8.x.x.

2. SQL Server Preparation

2a. Create the SQL Login

Open SQL Server Management Studio (SSMS) or sqlcmd and run:

-- Create login
CREATE LOGIN FAIMS_User WITH PASSWORD = 'YourStrongPassword!';

-- Grant access to FAIMS_Core
USE FAIMS_Core;
CREATE USER FAIMS_User FOR LOGIN FAIMS_User;
ALTER ROLE db_datareader ADD MEMBER FAIMS_User;
ALTER ROLE db_datawriter ADD MEMBER FAIMS_User;

-- Repeat for each organisation database, e.g. FAIMS_MNS
USE FAIMS_MNS;
CREATE USER FAIMS_User FOR LOGIN FAIMS_User;
ALTER ROLE db_datareader ADD MEMBER FAIMS_User;
ALTER ROLE db_datawriter ADD MEMBER FAIMS_User;

If FAIMS_User already exists from the legacy FAIMS web application, skip CREATE LOGIN and only create the database user mapping.

2b. Run the Audit Log Migration

The API requires a TblAuditLog table not present in the base FAIMS schema. Execute the migration script against each organisation database:

sqlcmd -S localhost\SQLEXPRESS -d FAIMS_MNS -U FAIMS_User -P YourStrongPassword! -i "0001_add_auditLog_table.sql"

Script location: sql/migrations/0001_add_auditLog_table.sql

2c. Enable SQL Server Authentication

Ensure the instance is set to SQL Server and Windows Authentication mode:

1. In SSMS: right-click the server → Properties → Security
2. Select SQL Server and Windows Authentication mode
3. Restart the SQL Server service if you change this setting

3. Publish and Deploy

On your development machine, open a terminal in the faims_audit_api/ folder and run:

dotnet publish -c Release -r win-x64 --self-contained false -o ./publish

Transfer the entire publish/ folder to the server at C:\Services\FaimsAuditApi\.

Open appsettings.json in the deployed folder and update:

{
  "Urls": "http://0.0.0.0:5000",
  "ConnectionStrings": {
    "CoreDb": "Server=localhost\\SQLEXPRESS;Database=FAIMS_Core;User ID=FAIMS_User;Password=YourStrongPassword!;TrustServerCertificate=True;Encrypt=False;"
  },
  "Jwt": {
    "Key": "ReplaceWithALongRandomSecretAtLeast32CharactersHere!",
    "Issuer": "faims-audit-api",
    "Audience": "faims-audit-mobile",
    "ExpiryMinutes": 480
  }
}

4. Windows Service

Open Command Prompt as Administrator on the server and run:

sc create FaimsAuditApi binPath= "C:\Services\FaimsAuditApi\FaimsAuditApi.exe" start= auto DisplayName= "FAIMS Audit API"
sc description FaimsAuditApi "REST API for the FAIMS mobile audit application"
sc start FaimsAuditApi

Verify: sc query FaimsAuditApi — STATE should show RUNNING.

Logs appear in Event Viewer under Windows Logs → Application (source: FaimsAuditApi).

5. Firewall and Smoke Test

Open port 5000 for inbound TCP connections:

netsh advfirewall firewall add rule name="FAIMS Audit API" dir=in action=allow protocol=TCP localport=5000

From any machine on the same network, open a browser at:

http://<server-ip>:5000/swagger

You should see the FAIMS Audit API Swagger UI. Test a login:

curl -X POST http://<server-ip>:5000/api/auth/login \
  -H "Content-Type: application/json" \
  -d '{"username":"testuser","password":"testpass"}'

Update the mobile app baseUrl to http://<server-ip>:5000 before distributing a new APK. Use the server's static IP address (not a hostname) to avoid DNS issues on government networks.

6. Updating the API

1. Publish a new build on the development machine (see Section 3).
2. Stop the service: sc stop FaimsAuditApi
3. Replace files in C:\Services\FaimsAuditApi\ — keep the existing appsettings.json, do not overwrite it.
4. Start the service: sc start FaimsAuditApi

Setup Checklist

• ☐ .NET 8 ASP.NET Core Runtime installed on server
• ☐ FAIMS_User SQL login with access to FAIMS_Core and all org databases
• ☐ 0001_add_auditLog_table.sql executed on each org database
• ☐ SQL Server and Windows Authentication mode enabled
• ☐ API files copied to C:\Services\FaimsAuditApi\
• ☐ appsettings.json configured with connection string and JWT key
• ☐ Windows Service created, set to Automatic start, and running
• ☐ Firewall rule added for port 5000
• ☐ Swagger UI reachable from a test device on the network
• ☐ Mobile app baseUrl updated and new APK distributed to auditors

Appendix — Glossary

FAIMS v3.0 — Ministry of National Security and Peace, Government of Jamaica — ICTSB
Document revised April 2026. For support, contact your Local Admin or the ICTSB helpdesk.