PURPOSE

This procedure is outlines the steps required for the check-in and inventory of company owned IT Assets. This procedure covers all IT Assets which are not classified as Mobile Devices (mobile phone, non-PC tablets).  



BACKGROUND

All company owned IT Assets which connect to the corporate network, are of significant value, and have an anticipated lifespan of three or more years should be logged in the Information Systems CMDB inventory system. The CDMB allows for tracking of purchase, assignment history, and disposal. In general, the following items should be inventoried.

  • Computers (Desktops, Laptops, Servers) 
  • Networking Equipment (Switches, Routers, Wireless Access Points)
  • Server, Networking, and Telco Racks
  • Storage Arrays
  • Printers (All company owned network printers, mfp devices)
  • Scanners (All company owned and supported devices)
  • Monitors (All company owned and supported devices) 
  • Docking Stations

The following items should not be inventoried.

  • Keyboards
  • Mice
  • Headsets
  • Cables and miscellaneous adapters
  • Power supplies
  • Commodity printer / scanner devices which are considered to be consumable / disposable. 


This procedure must be completed before a device may be assigned to a user, issued for use, or otherwise put into service.



PROCEDURES


  1. Verify Condition

    Verify that the device was received in good physical condition and as ordered.

    1. Check the physical condition of device and report any problems which are outside the expected / as-order condition of the device.

    2. Perform initial diagnostics on the device to verify functionality.

    3. The condition of the device must be accepted and any required must be completed before being checked into inventory.

    4. Remove any unnecessary manufacturer stickers and adhesive residue. Examples of stickers to remove include informational stickers, refurbished stickers, manufacturer or processor stickers or other stickers which do not serve a functional purpose.


  2. Apply Asset Tag
    Affix a silver Landmark IT Department Asset Tag sticker in the appropriate location on the device.

    1. Laptop Computer

      1. Place the Asset Tag sticker on the bottom of the device in an easily readable location. This is typically near the device manufacturer Serial Number sticker. Do not cover or obscure any existing stickers or identifying markings.

        Example Asset Tag Placement on Laptop

      2. Enter and save the Asset Tag Number into the appropriate spot in the computer BIOS / UEFI.

      3. Power Supplies which accompany a laptop and are assigned to users should not be inventoried.

      4. Power on the laptop and perform a basic check to insure the system is working properly.

        1. Do not join either a wired or wireless network until you have completed the basic Welcome to Windows process. Bypassing network connectivity allows you to skip registration / activation of a Microsoft account.

        2. Log into Windows and establish a temporary username and password if needed. This account will be deleted / removed during provisioning.

        3. Join a wired or wireless network.

        4. Change the computer name / host name to match the proper computer name as defined in the Standard Equipment Naming guidelines.

        5. Install the ScreenConnect / Connectwise Control agent to allow the system to be remotely controlled by the Service Desk.

        6. Install the FreshService Agent to allow the computer to automatically create an CI / Asset record in FreshService. Additional information will be added to this record during following steps.

    2. Workstation / Desktop Computer

      1. Place the Asset Tag stick on the front of the device in an easily readable location. This should be near the device model information.

      2. Enter and save the Asset Tag Number into the appropriate field within the computer BIOS / UEFI.

    3. Network Switch

      1. Place the asset tag on the front of the device in an easily readable location.

    4. Wireless Access Point

      1. To Be Determined

    5. Docking Station

      1. Asset Tag should be placed in an easily accessible and viewable location. If possible, asset tag should be place on a side or rear of the device in a location which is out of common view and is still easily accessible and viewable.

        Example Asset Tag Placement on Docking Station

      2. An asset tag is not required on equipment which is purchased and shipped directly to a remote site or user. These devices should be inventoried with alternative asset naming.

      3. Power Supplies which accompany a docking station should not be inventoried.

    6. Printer

      1. Place the Asset Tag stick on the front of the device in an easily readable location. This should be near the device model information.


        Example Asset Tag Placement on a Printer

         



      2. An asset tag is not required on equipment which is purchased and shipped directly to a remote site. These devices should be inventoried with alternative asset naming.

    7. Server

      1. To Be Determined

    8. Network Router

      1. To Be Determined

    9. Uninterruptable Power Supply (UPS)

      1. Place the asset tag sticker on the front of the device near the control cluster, display, or power button.

      2. Do not cover other labeling on the UPS bezel such as manufacturer or model of UPS.

      3. Ensure the front bezel is securely connected to the UPS.

    10. Monitor

      1. Place the asset tag on the rear of the device in an easily readable location such as near one of the corners. 
      2. The asset tag should not be place in a location which will be covered by cables once the device is connected and put into service. 
      3. An asset tag is not required on equipment which is purchased and shipped directly to a remote site. These devices should be inventoried with alternative asset naming.




  3. Enter Into Inventory
    Create a new record for the device in CMDB and populate with appropriate information.
    (https://teamlandmark.freshservice.com/cmdb/items)

    1. Display Name - Enter the PHYSICAL DEVICE NAME as defined in the device Standard Device Naming documentation.

    2. Asset Tag - Number displayed on the Landmark IT Department Asset Tag sticker.

    3. CI Type - Choose Appropriate Asset Type

    4. Description - Add any additional notes which may clarify questions regarding this device.

    5. Product - Chose the appropriate hardware Model. The appropriate product type may not appear in the list for new devices. Request the product to be added by a CMDB Admin as needed. DO NOT use an alternate product type. The appropriate product type MUST be assigned to the unit before the Vendor, Warranty, and Cost fields can be populated.

    6. Vendor - Chose the Vendor from which the device was purchased. The Vendor selection is based on the Product field. The appropriate Vendor may not appear in the list for new devices. Request the Vendor to be added by a CMDB Admin as needed. You may add a Vendor as needed as long as the correct Product item is selected. The appropriate product type MUST be assigned to the unit before the Vendor, Warranty, and Cost fields can be populated.

    7. Warranty - Enter the Warranty Term

    8. Acquisition Date - Date of Purchase from Vendor

    9. Warranty Expiry Date - Date on which warranty expires.

    10. Asset State - In Stock. This will be changed once device is put into service.

    11. Serial Number - Serial Number / Service Tag for device.

      1. For Docking Stations
        1. The Dell Service Tag (SVCTAG) should be used as the Serial Number if it is available.
        2. The MAC Address of the docking station should be entered in this field if a serial number is not identifiable.
      2. For Monitors
        1. The Dell Service Tag (SVCTAG) should be used as the Serial Number if it is available.

    12. Cost - The Cost should include the full device cost including taxes and fees, as listed on the purchase invoice. This should include any accessories and extended warranties purchased as part of the original purchase.

    13. Location - Choose the appropriate Office / Site location where the device is being inventoried.

    14. Used By - Blank. The device should not be assigned to an individual user at this point. Assignment may be changed when the unit is assigned.

    15. IP Address - Enter the IP Address which is statically assigned or reserved to the device. This is applicable to Printers, Network Switches, Routers, Access Points, Servers, UPS devices. Computers (laptops, workstations, servers) will automatically pull this information from the FreshService Agent.

    16. MAC Address - Enter the MAC of primary NIC. This is applicable to Docking Stations, Printers, Network Switches, Routers, Access Points, Servers, UPS devices. Computers (laptops, workstations, servers) will automatically pull this information from the FreshService Agent.

  4. Capture Documentation and images

    1. Combine the purchase receipt for device, original accessories, and warranties into a single PDF file. The serial number of the device must be clearly visible on the documents.

    2. OCR / Index the PDF file to be searchable.

    3. Save the PDF with a standard name of format "YYYY.MM.DD - Make Model - SERIAL NUMBER"

    4. Attach invoice documents to device record in CMDB.

    5. Attach photos of the device which show the device, serial numbers, asset tags, and other identifying information.

  5. Handling Warranty Replacement Devices

    1. Update description of the device to include a note regarding the retirement of the device.

    2. Mark the original device as Unassigned and Retired.

    3. Copy the warranty dates to the new device record and update the details of each record with details of the replacement.

    4. Attach relevant paperwork regarding the replacement to the new CMDB record. The identifying information for both the original and replacement device should be clearly visible.

    5. Create a “Replaced Under Warranty” relationship between the new and original device in CMDB.