Asset Management Suite

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How we surplus assets 

Nov 18, 2014 12:12 PM

Summary

This document details the steps that we follow for all surplus and Asset Recovery Services (ARS) activities 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 our Asset Management Surplus activities.

 

Surplus Locations

We have a pre-agreed upon set of locations that disposed, and only disposed, assets go.

Below is a table of asset types that ITAM manages, where they should be surplused, and if a Move Form is required to be submitted for the move of said asset(s).

 

Device Type

Surplus Location

Move form required

Desktop Computers (including iMac’s)

CC_129

Yes

Monitors

CC_129

No

Mice, Keyboard, Speakers, cables, misc.

CC_129

No

Printers and Scanners

LIB_372

Yes

Laptops/Tablets

RC_201 Cabinet #1

Yes

Audio Visual equipment

LIB_372

Yes

 

The Asset Management Technician periodically (approximately two to four times a month) visits the above locations and visually confirms how full they are.  If anyone notices that any of the above locations are getting full, they are to notify the ITAM team immediately. 

Once a storage location is nearing capacity, we contact warehouse personnel and schedule a pickup.  The warehouse personnel will pick-up the disposed assets and package them in accordance with our current ARS contract methods (palletize and wrap).  The assets remain at the warehouse until such time that enough has been accumulated to warrant an ARS pickup.  At that point, refer to the section further down in this document on how we proceed.

Other personnel may request assistance from the Asset Management Technician for the surplus of other equipment if needed.  If so, we make every effort to accommodate and properly dispose of any and all e-waste in accordance to all appropriate government regulations.  This also applies to our ARS vendor.

 

Fixed Assets

A Fixed Asset meets certain criteria (mainly cost) and as such, is assigned a separate tag, which is applied to the asset, and the information is entered and tracked in the Banner system.  Any asset to have found to have a yellow JCCC tag sticker, email the Purchasing department and the ITAM manager, the asset type, manufacturer, model, serial number (if known), and the JCCC tag number (5 digit number), and the new location of the asset.

 

Desktop Surplus procedure

The Technicians follow these steps when planning to dispose of a desktop asset:

  1. Remove (unbind) the laptop from Active Directory.
  2. Wipe the hard drive, or reformat with an approved surplus image.
  3. Lock the computer and monitor/accessories in the CC_129 cage.
    1. If it is a laptop, then lock it in RC201 Cabinet #1.
  4. THEN complete and submit a Move Form.

Just prior to the day that ARS is scheduled to occur, the Asset Management Technician coordinates a pickup with warehouse personnel for the surplus laptops in RC_201 cabinet #1 to be taken to the warehouse.

 

Printer, Scanner and Audio Visual Surplus procedure

The Technicians follow these steps when planning to dispose of a laptop or tablet asset:

  1. Secure all surplused printers, scanners, audio visual assets, and related accessories in Lib_372.
  2. THEN complete and submit a Move Form.

 

Remote Site Surplus Procedure

The Technician that manages our remote sites will notify the Asset Management team of any surplus needs.  The Asset Management Technician coordinates with the warehouse personnel and the remote site point of contact to schedule a pickup of surplus equipment to be taken to the warehouse for secured storage until an ARS pickup occurs.

 

 Computer, Laptop, Monitor ARS Procedure

When enough surplused assets have been gathered in the warehouse, the ITAM Technician will follow these steps to coordinate a surplus pickup with our ARS vendor.

  1. Ask warehouse personnel to record the JCCC tag numbers from ALL assets that are in the warehouse that are targeted to be picked up by ARS.
  2. Gather an accurate count of the number of pallets that the warehouse has packaged up.
  3. Request a range of dates from the warehouse that will work in their schedule for ARS vendor to pick up the assets.
  4. Send an email to the IT Asset Manager with the number of skids and range of dates from the above two steps:
  5. The IT Asset Manager then communicates with the ARS Vendor to finalize the date and time for pickup.
  6. The ARS vendor emails a Bill of Landing (BOL) to the IT Asset Manager and Warehouse Manager.
  7. After approximately 45 days, the ARS vendor sends a detailed report of the items they picked up to the IT Asset Manager, Warehouse Manager, and our Purchasing department.

 

 AV, Printers, Scanners ARS Procedure

When LIB_372 is nearing capacity, the Asset Management Technician will coordinate a pickup with warehouse personnel by following these steps

  1. Compile the following information:
    1. Description of item including Manufacturer, model, and serial number
    2. JCCC Tag # (if applicable)
    3. Location
  2. Send the above information to the IT Asset Manager, Warehouse Manager, and Audio Visual Manager, requesting pickup of said items.
  3. Pickup will then be coordinated and completed as agreed upon between all parties involved.

 

For information about how we define our Asset Types and our Asset Statuses, please check out this posting: https://www-secure.symantec.com/connect/articles/how-we-define-asset-types-and-asset-statuses

 

 

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