Enter New Workstation Master (Used to Add New Devices to Asset Management System)

Marywood University Office of Information Technology

Asset Management Statement:

The Office of Information Technology has primary responsibility for overseeing Marywood’s Asset Management System as it relates to technology. Listed below are the procedures to enter and maintain Asset Management records.

Procedures:

Enter New Workstation Master (Used to add new devices to Asset Management System)

 Go ZZZJJ Job 1245

 Press F9

 Fill in the following Fields:

 WSID (PC=Personal Computer, MAC, Laptop, PS=Printer, PR=Projector, SY=Sympodium, CA=Camera)

 User Name (type OIT – Not in use)

 Purchase date

 Type

 Model

 Usage (Press F6 to select appropriate Usage Code)

 Workstation Class (Press F9 to select appropriate Workstation Class)

 Available = Y

 Processor

 Area = Z

 Megahertz

 Department

 Memory  Building

 Room Assign Workstation to User

 Go ZZZJJ Job 1245

 Type PC number to be assigned

 Select it from the driver

 Press F8

 Select employee name

o If non-Marywood employee, type in the user name manually.

 Cycle Fiscal Year (From and To)

 Change Usage

 Cycle Code

 Available = N

 Area

o A = Academic Affairs

o B = Business Affairs

o D = University Advancement

o P = President

o S = Student Life

 Message Sender = Y

 Press enter

o Employee department, building, and room will be placed in those fields from Employee Master

 Press enter Enter new component record

 Go ZZZJJ Job 1670

 Press F9

 Type in short description

 Extended description

 Group Code (Press F5 to select code)

 Workstation Class (Press F10 to select code)

 Received (enter date item was received)

 Serial number of item

 PC IC

 PS ID

 Purchase amount

 Purchase Order Number

 Manufacturer

 Status code (Press F6 to select code)

 General Ledger Account (Press F7 to select account)

 Vendor (Press F13 to select Vendor)

Audit Total for PO and Components

 Go ZZZJJ Job 2429

 Type Purchase Order Number

 Press enter

 Check your inventory records with the actual Purchase Order Delete Workstation Control Record

 Go ZZZJJ Job 1245

 Select record to be deleted

 Press enter

 Press Print Screen

 F23

 Enter

Delete Component Record

 Go ZZZJJ Job 1695

 Type ID #

 Press enter

 Select record you want to delete

 Press enter

 Press Print Screen

 F23

 Press enter

Note: Remove Components before removing Workstation Master or Move components to Inventory before removing Workstation Master. Resources:

Contacts:

Questions about this Procedure or other OIT documented procedures may be directed to the Office of Information Technology: [email protected]

For Marywood University Policies and Procedures: http://www.marywood.edu/policy/

For reports about general computer use violations see "Conditions of Computer Use at: http://www.marywood.edu/policy/detail.html?id=95039&crumbTrail=Conditions%20of %20Computer%20Use&pageTitle=Policies%20and%20Procedures%20Manual: %20Conditions%20of%20Computer%20Use

For National Standards to Protect the Privacy of Personal Health Information (HIPPA): http://www.hhs.gov/ocr/hipaa/

For Family Educational Rights and Privacy Act (FERPA): http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html