Asset Management Suite

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How we schedule and receive assets 

Nov 19, 2014 05:03 PM

Summary

This document details the process we have developed, and use, to schedule the delivery and receipt of assets that we track within our Symantec Management Platform for ITAM managed equipment.  Feel free to use this as a basic template, take what you want, and adjust, review, and apply to your environment.  Remember, there is no one-size-fits-all when it comes to Asset Management.

The information below is a result of the accumulation of meetings, discussions, trial-and-error, additional revisions to our process as situations arise.  We feel that this is a good foundation for over 98% of the Asset Management scheduled receipts.

 

Process

When a purchase order is complete and all the items have been received in the warehouse, the Senior Warehouse person emails the Asset Management Technician a purchase order (PO) number.  The Asset Management Technician will respond with a location and time for the delivery.  Currently, our usual IS delivery window is at 1:30 pm on Tuesdays and Fridays but accommodations for delivery time and location should be made for the recipients when need be. 

The Asset Management Technician replies-all to the original e-mail from the warehouse (including Warehouse manager, and ITAM manager) stating when and where the items should be delivered.

 

Schedule Delivery

The Asset Management Technician will then arrive at the designated time and place for the delivery with a copy of the PO.

 

 Receiving Delivery

 

When the delivery people arrive at the designated location, the IT Asset Technician verifies that we receive a completed PO. (read: all items are accounted for and received) 

The rest of the process needs to be done after the steps below; such as scanning, paperwork, such as determining which items go with which ITP, and, when applicable, attaching the ITP printout to the asset.

  1. Have a printout of the PO in hand.
  2. Meet the delivery personnel at the agreed upon time and location.
  3. Have them unload the items to the appropriate room.
  4. After all unloading, verify the count and type of items they delivered against
    1. The printed PO you brought and
    2. The Receiving documents they brought.
  5. Once satisfied that we received the correct quantity and type of item, sign their receivers, they give you a copy, you attach to the PO and keep at your office if you so wish.
  6. The delivery people may then be dismissed and you may proceed with scanning and attaching appropriate ITP papers if needed.
  7. We then proceed to scanning the assets.  For information about that, please go here:  https://www-secure.symantec.com/connect/articles/how-we-scan-received-assets

 

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