ITS Inventory Control Processes

Overview

Below is a description of the ITS Inventory Control Process

New Equipment Inventory Process:

Trigger:  New piece of computer equipment arrives on campus

1. Business & Project Coordinator (BPC) verifies all equipment is accounted for versus the detailed purchase order.
2. The BPC  inventories the equipment:
   • Inputs vendor, manufacturer, purchase order number or PCard/Visa (no account number), purchase date, purchase price, equipment type, serial #, warranty end date, and Nazareth asset number into the ITSM Team Dynamix system.
3. BPC inputs the record into Team Dynamix.
4. BPC affixes the Nazareth asset tag to the equipment.

New Equipment Deployment Process:

Trigger:  New piece of equipment is deployed to a user by a Nazareth ITS technician.

1. TMSD Director assigns an TDX ticket to technician instructing that a new piece of equipment should be deployed to a particular user on campus. Technician deploys asset and updates TDX with asset location and installation date. The status will be set to “in use”

Equipment Transfer Process:

Trigger:   Technician removes a piece of equipment from one location and transfers it to another location.

1. When a piece of equipment is moved or re-assigned, a technician makes the transfer in TDX.
2. If the asset has been removed but is still useful and is not being immediately redeployed, the location on the transfer record will be “Smyth 82”. The status will be set to “inventory.”
   • If the asset has been removed and is not able to be redeployed on campus (e.g. obsolete or not able to be repaired) it will be relocated to “Smyth 41” and the physical equipment will be placed in the appropriate scrap zone within Smyth 41.The status will be set to “disposed.”
   • If it is determined in consultation between the Managers-TMSD, BPC and CIO that an item should be donated (ie is beyond its useful life to the campus but may still provide value to another non-profit organization), it will be relocated to “Smyth 82” pending completion of the appropriate donation paperwork. The status will be set to “inventory.”

Asset Re-Deployment Process:

Trigger:  Technician re-deploys an “in stock” useful asset that has been transferred to a storage location (for example, a 5-year-old PC may be redeployed to a student worker in an administrative office).

1. Technician re-deploys asset and puts a new entry into TDX with all the transfer information.

Asset Donation Process:

Trigger:   It is determined in consultation between the Managers-TMSD, BPC and CIO that an item or items should be donated (ie is beyond its useful life to the campus but may still provide value to another non-profit organization).  

1. BPC requests a letter on organization letterhead, by an authorized party, explaining what they are requesting and why.
2. If the requested equipment is available and the donation is pre-approved by CIO, BPC fills out a form listing the asset types and Nazareth asset numbers of all equipment to be donated.The form also lists the organization to receive the assets and the person who will be collecting the assets.
3. BPC requests technician to wipe the hard drives of any computer CPU’s or laptops to be donated.
4. BPC arranges for the receiving organization to pick up the donations from the University and, at the appointed time, transfers the equipment to the receiving organization’s vehicle in the Nazareth guest lot.
5. BPC gets signature from the receiving party on the donation summary form.
6. BPC locates each record in TDX and updates the location to indicate the receiving organization and date (e.g. BPC files donation request letter, donated equipment records and authorized receipt.

Asset Scrap Process:

Trigger:   It is determined in consultation between the Managers and the Technicians that an item or items should be scrapped (ie is obsolete or broken beyond repair and would not be of use to another non-profit organization).  

1. BPC runs a report of items to be scrapped from TDX and arranges for approval signatures from TMSD Director, Controllers Office, CIO and BPC.
2. BPC, TMSD Director and Controllers Office representative perform a physical audit of the equipment to be scrapped.
3. BPC contacts eWaste to arrange for a pickup.
4. At the appointed time, BPC escorts eWaste to Smyth 41 and observes equipment removal.
5. eWaste representative signs off on Asset Listing.
6. BPC receives Asset Disposition Manifest from the eWaste representative.
7. BPC files Asset Disposition Manifest and Asset Listing.
8. BPC receives and files attestation and invoice/payment record from eWaste.

Updated 1/22/2024