Landmark Information Systems

PURPOSE

This procedure is outlines the steps required for the check-in and inventory of company owned mobile devices, specifically devices manufactured by Apple (iPhones, iPads, etc).  The outlines of this procedure should be followed for similar, non-Apple devices although specific steps relating to device Manufacturer may vary.

BACKGROUND
All company owned mobile data devices are logged in the Information Systems CMDB inventory system which allows for tracking of purchase, assignment history, and disposal. 

This procedure must be completed before a device may be issued for use. It should be completed before the device has been taken out of the box, or immediately after performing a hard reset / system wipe.

PROCEDURE

1. Verify that the device was received in good condition and as ordered.
   
   
2. Apply an Asset Tag to the back of the device. This will help with identification of the device since Serial Numbers are not visible on the device.
   
   
3. Create a new record for the device in CMDB (https://teamlandmark.freshservice.com/cmdb/items)
   
   
   • The Display Name should include the model and unique ID or serial number of the device. Example: "iPhone 7 - ABCDEFG1234".
     • Serial Number should always be used if available.
     • IMEI may be used if Serial Number does not exist.
       
       
   • Asset Tag should be the number of the Landmark Asset Tag.
     
     
   • CI Type should be set to Mobile Devices
     
     
   • The Description field should include any relevant / helpful information regarding the device. The IMEI number of the device should be listed and notated for all cellular communication devices.
     
     
   • Specify the Product, Vendor, Acquisition Date, Warranty Term, and Warranty Expiration Date.
     
     
   • Asset State should be set to "In Stock". The device should not be marked as assigned at this point.
     
     
   • Serial Number
     
     
   • The Cost should include the full device costs as listed on the purchase invoice. This may include any accessories purchased as part of the original purchase.
     
     
   • The Location field should include the appropriate site or location for the device.
     
     
   • The Used By field should be blank at this point. The device should not be assigned to an individual user.
     
     
   • For warranty replacements
     • Mark the original device as Unassigned and Retired. 
     • Copy the warranty dates to the new device record, and update the details of each record with details of the replacement.
     • Attach relevant paperwork regarding the replacement to the new CMDB record.
     • Create a “Replaced Under Warranty” relationship between the new and original device in CMDB.
       
       
       

4. Capture documentation / proof of purchase paperwork
   
   

   • Scan / print the purchase receipt, bottom of the box/packaging, or warranty service notice into a single PDF file.
     
     The serial number and IMEI of the device must be clearly visible on the packaging scan. For a warranty replacement the information for both the original and replacement device should be clearly visible.
     
     

   • OCR / Index the PDF file to be searchable.
     
     
   • Save the PDF with a standard name of format "YYYY.MM.DD - Make Model - SERIAL NUMBER - IMEI" 
     • Example: "2018.03.01 - Apple iPhone 7 - ASGDBFJGUY - 173848585993822"
       
       
   • Attach to device record in CMDB. 
     • For warranty / replacement devices, attach to record of replacement device.
       
       
5. Log onto Microsoft EndPoint Manager (Intune) and assign appropriate settings to the device. (https://endpoint.microsoft.com/)
   • Navigate to the iOS Device Enrollment section and assign the appropriate device enrollment profile.
     • Click on Devices > iOS / iPadOS > iPadOS Enrollment > Enrollment program tokens > Microsoft EndPoint (This is the name of Landmark's token with Apple Business Manager).
     • Click on the Devices item on the left navigation, and then click the Sync button at the top of the window to refresh the device list with Apple Business Manager.
     • Assign the appropriate profile to each device.
     • iPhone for Field Superintendent = LSLP Field iPhone
     • iPad for Field Superintendent = LSLP Field iPad
       
       
   • Microsoft EndPoint Manager will applied the appropriate policies to the devices based on the specified enrollment profile.
     
     
   • Additional configuration and policy assignment may be required during device issuing and walkthrough.