Information Resources Asset Management Procedures
January 1998
 

Table of Contents

GENERAL INFORMATION
ALLOCATION OF ASSETS
MOVING/TRANSFERRING ASSETS
NEW ASSETS
DISCARDING ASSETS

GENERAL INFORMATION

The University Property Management Department requires all assets with a purchase price of $500 or greater be tagged for inventory.

Information Resources assets will be allocated among the groups by using the account numbers assigned to each group.  The groups are:
Administrative Services, Client Services, Information Management, and Technology Management.

The group leader, someone assigned by the group leader, or the staff member who moves an asset must report the move or change in ownership of that asset to the ASG member assigned to their group (see list below) unless it is a TMS technology asset.*

Administrative Services         Annette Ruhe (83825)
Advanced Technology          Annette Ruhe (83825)
Client Services                     Annette Ruhe (83825)
Information Management      Donna Amore-Shuman (83069)
Technology Management      Mary Jo Schulze (furniture only) (84590)

*Technology Management computer and networking hardware will be handled by the Facilities Specialist in the TIMS group. As appropriate the Facilities Specialist or ASG will inform IR staff of Property Management procedural changes.

ALLOCATION OF ASSETS

In addition to each group’s obvious assets (PCs and office furniture) the following not-so-obvious assets will be allocated to the groups as outlined below:

Administrative Services

- The Vice Provost and the Advanced Technology Group Leader’s office furniture and hardware
- Office photocopiers and vans
- SAFAHRIS furniture and hardware
- Furniture and hardware in IR meeting, conference, and staff rooms
- Bayer Family Room
- Linderman Room 200
- EWFM 8A Rooms 625 and 753
- Exhibit Cases and lobby furniture

Client Services

- Help desk areas in EWFM 8A and 8B (this does not include the consultants' computers, which are part of the LAN image of the public site - the Facilities Specialist will handle these).  All other hardware and furniture is considered a Group asset.

Information Management

- Bookstacks
- Print and non-print library collection, including rare books and media collection
- Furniture for use of collections in reading rooms and Bayer Galleria

Technology Management

- Public site, classroom, and lecture hall computing/networking/audio- visual hardware
- Public library services PCs (SIRSI)
- Infrastructure assets (servers, site printers, disks, routers)
- Instructional Technology Support Services (PCs, projectors, cameras, scanners, etc)*

* The Media Assistant will be the primary contact for the ITSS Team, and will work with the Facilities Specialist as needed.

MOVING/TRANSFERRING ASSETS

When assets are transferred among groups, or moved from one building to another, taken home, or transferred to another department outside of IR, Property Management must be notified. Therefore, the Group Leader (or person responsible for the change) needs to notify ASG, preferably by e-mail (to iniradm), of such occurrences.  Sometimes there are forms that need signatures; for instance, special forms must be signed for hardware removed from campus. The Facilities Specialist and/or the ASG staff members will take care of this as appropriate.

NEW ASSETS

Except for Technology Management computer and networking assets, whenever a group acquires a new asset that costs more than $500, the individual responsible should write on the packing list the actual model number, verified serial number, building and room, and the date received, and forward to the ASG.  ASG will then notify Property Management of this information so they can easily locate the item when it is time to ‘tag’ it.  It is best to thoroughly check out the order and notify ASG of any problems before forwarding the packing slip.  Please note, tagging by Property Management can occur as late as a year after receiving the asset. (For Technology Management computer and networking assets, follow the same procedure above but send the information to the Facilities Specialist,)

DISCARDING ASSETS

Groups or teams should alert other IR groups via LUIR-L of any excess furniture or equipment for possible reuse by another group. If no one is interested in IR, follow the procedures below.

Hardware
Notify the TIMS team in the case of computer hardware that may have parts salvage value. Contact the Facilities Specialist (Kathy Miller at 83986). She will ascertain if the hardware is needed by TIMS. The Facilities Specialist also keeps a list of people from other departments that may want outdated hardware to replace their (even more!) outdated hardware. If no user is readily found, contact the ASG liaison for your Group listed above. They will follow the official university discard procedure that involves use of the surplus and sale bulletin boards followed by donation to a charity.  ASG has no storage facility for furniture or equipment while seeking a buyer or user. If equipment or furniture must be removed from the building by ISS, the Group owning the asset will be charged with the ISS fee. If the asset is sold, the Group owning the asset will receive the revenue.
 

Furniture
Contact the ASG group.  They will follow the official university discard procedure that involves use of the surplus and sale bulletin board followed by donation to a charity. ASG has no storage facility for furniture or equipment while seeking a buyer or user. If equipment or furniture must be removed from the building by ISS, the Group owning the asset will be charged with the ISS fee. If the asset is sold, the Group owning the asset will receive the revenue.