UNSW Global Pty Limited Information Technology (IT) Asset Management Policy
Corporate Service IT Internal External
Responsible Officer Manager Information Technology
Authorisation Chief Operating Officer
Effective Date June 2012
Modifications
Superseded Documents
Review Date June 2013
Policy ID IT-004-POL
Page 1 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] 1. Purpose The purpose of the IT Asset Management Policy is to ensure UNSW Global owned IT assets are accounted for and managed appropriately.
Per Wikipedia, anything tangible or intangible that is capable of being owned or controlled to produce value and that is held to have positive economic value is considered an asset1.
For the benefit of this policy an IT Asset is defined as any hardware or software that is used by the company in the course of its business activities.
2. Scope
This policy governs the key tasks in managing assets throughout its lifecycle. The phases of IT Asset Management lifecycle are planning, acquisition, management and disposal of IT Assets. IT hardware assets include computers, printers, servers, audio visual equipment, networking equipment etc. IT software assets include software purchased off-the-shelf and custom developed applications.
3. Phases of Asset Lifecycle The phases of IT Asset Management lifecycle are planning, acquisition, management and disposal of IT Assets. Table 1 and 2 provides policy guidelines for each phase of the asset management lifecycle.
1 www.wikipedia.org Page 2 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] Page 3 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] 4. HARDWARE
Desktop, Notebook and Tablet computers, Servers, Printers, Copiers, Scanners, Audio Visual equipment, Networking equipment, Mobile Devices and Telephony In scope equipment. Procurement and use of mobile devices is covered in detail in the Mobile Devices Policy.
Examine the need for the asset and consider available options before decisions are finalised. Take into account full life cycle costs, benefits and risks of the asset including Planning financial and non-financial benefits. Seeking minimum capital cost in the acquisition phase can have an adverse impact on ongoing operating costs. Ensure asset is maintained to extend its useful life and to get maximum return on disposal.
Selecting hardware (ie: computing equipment) must be done in consultation with the IT Department to ensure equipment is compatible with the environment and procurement is done via UNSW/UNSW Global approved vendors.
Request for acquisition of hardware must be made using the `Request for Asset Acquisition form’. The form must be authorised by the Group Executive, sighted by the IT Manager and final approval granted by the CFO. Acquisition CFO must approve unbudgeted items up to $10,000. UNSW Global Board must approve unbudgeted items over $10,000
The form must be completed for non-capital items such as Desktops and Notebook computers.
Capital item - Items costing over $2000 with a life expectancy of more than 3 years. (examples: Servers, Network Switches, Backup Drives)
Capitalisation Rules Non capital item - Items costing under $2000. (examples: Desktop and Notebook computers) (Hardware items costing over $500 must be recorded and tracked).
Determine the useful life of an asset and depreciate accordingly. Depreciation is calculated using the straight-line technique. Any changes to the approved depreciation Depreciation rates must be authorised by the CFO. An asset’s useful life is the period over which it is expected to provide the company with a return or a service.
Recording The initial value of the asset should be captured from the purchase order system and should be the acquisition cost. Asset Register must contain accurate records of assets and depreciated valuation details. Details to record in Asset Register include a unique asset number, description, location, date of acquisition, serial number (if available), supplier name, cost and warranty information.
Page 4 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] Labelling All hardware must have Asset Labels placed. The label must contain the company name, the division and the asset number.
Asset utilisation Identify under utilised assets, examine the reasons and redeploy or dispose. The IT Manager and the CFO (or nominee) must authorise disposal of assets.
Computers, Notebooks, Tablets or other similar devices should not be connected to the UNSW Global network. Connectivity of personal devices to the company network Personal IT hardware requires written approval from Group Executives and IT Manager. Such requests will only be considered if there is a unique business need which cannot be met using company owned computing equipment. The written request must include the business justification, the duration of the need, the associated risks and controls to assets mitigate the risks.
Stocktake of assets should be carried out annually. Stocktaking process is a joint responsibility of Finance and IT departments. Group Executives must assign a staff Stocktaking member to carry out the stocktake with a nominated IT staff member during the stocktake process for assets owned by that division.
Notebooks and Tablet computers that are lent to staff must be signed off by the borrower. Details such as asset number, date of loan, name of borrower, asset description, and borrower’s signature must be recorded. Alternatively record this information in the Call Logging system along with a written response from the Loaning assets for borrower. Due care must be taken by the borrower in safeguarding such equipment. Borrowers are personally responsible for any loss or damage not recoverable from the insurer business use unless written evidence is provided by the borrower that every attempt has been made to recover the lost item. Loaned assets are subjected to the annual stocktake process.
IT department must be notified immediately of any loss or damage to IT assets. The Group Executive together with a nominated IT staff member must prepare an Theft and Loss of incident report seeking write-off of the lost/damaged equipment. The incident report must be sent to the COO and CFO. The report should indicate if the matter needs assets to be referred to the Police.
If assets are lost, damaged, sold or its useful life has expired, written advice must be provided to Finance department recommending write-off of such assets. This is a Writing off assets joint responsibility of the Business Group and IT department.
If there are numbers of similar (in value) assets, these can be recorded under a single asset. Aggregation should not be used for assets that have fundamentally different Aggregation of assets characteristics as this will result in inconsistent assumptions about useful life and depreciation. The decision to aggregate assets must be made in consultation with the Finance department.
Asset maintenance Determine which assets need maintenance and develop a maintenance plan. Regular maintenance may also help preserve an asset’s value. If the asset requires ongoing annual maintenance, indicate such costs in the `Request for Asset Acquisition’ form.
Page 5 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] For critical IT assets such as servers and networking equipment, ensure the warranty period covers the life of the asset. If manufacturer warranty is unavailable obtain warranties from third parties. For other assets obtain warranties based on the type of equipment. The cost of extending the warranty should not exceed the cost of maintaining it out of warranty. Service calls under warranty must be tracked and recorded. Maintain `hot spares’ to replace faulty equipment until these are repaired/replaced. (ie: a desktop `hot spare’ is a computer with the relevant software installed and Warranty patched ready to be plugged in if needed. This will minimise downtime for staff and students).
The IT department is responsible for the above duties.
When a hardware asset is no longer used, it is decommissioned. Decommissioned assets may be re-deployed, salvaged for parts or disposed.
The list of equipment identified for disposal must be sighted by the IT Manager and authorised by the CFO or a nominee.
There are 3 types of disposal :
Disposal - Sell equipment to staff - Hardware assets that are ready for disposal are first offered to the `last user’ of that asset at market value. If the `last user’ declines the offer it is offered to other staff members.
- Auction - Equipment that staff do not wish to purchase is auctioned (currently through Pickles).
- eWaste - Equipment that has no sale value is `eWasted’. This is a service offered by UNSW.
Table 1
Page 6 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] 5. SOFTWARE Desktop and Server Software Commercial-off-the- In-house developed Custom built Services in the Cloud Software Types-> shelf software (COTS) applications applications (by external company or contractor) This category includes software COTs products are Applications developed in-house External company or a Cloud computing is the where the license is valid only for alternatives to developing by staff on the company payroll. contractor custom builds a delivery of computing as a the version purchased. applications in-house. software system for use by service rather than a product, Motivation for Examples: MARP, YARI, EAA Online Global whereby shared resources, Examples: implementing COTs is cost Shop software, and information are Adobe Photoshop – v4.0 and time savings. But the Example: SAM provided to computers and obvious trade-offs are lack other devices as a utility (like Microsoft SQL server- v2008 of integration and the electricity grid) over a dependency on third party network (typically the Description If new versions are required, new vendors. Internet)i. licenses must be purchased; there is Suppliers generally charge fees no upgrade path to new versions. Example: Navision on a monthly/yearly basis.
Examples: Preceda Payroll system, cVent Invent Management system
Thoroughly examine the need for the software application and consider available options before decisions are finalised. Take into account full life cycle costs, benefits and Planning risks of the asset including financial and non-financial benefits. Seeking minimum capital cost in the acquisition phase can have an adverse impact on ongoing operating costs.
Request for software must be made Development or acquisition of systems/applications must follow a process of review and Acquisition using the `Software Request’ form authorisation that involves the IT department. Staff should not attempt to develop software As there are traps in Cloud and must be authorised by the GE or applications or systems without the approval of the IT department. This is to ensure agreed solutions, decisions to move nominee and the IT Manager. methodologies are adopted, disintegrated standalone solutions are avoided, and applications are services to the Cloud must be properly maintained and supported. reviewed by the business together with IT Department. Key aspects to consider include, data security, data accessibility, data recovery, intellectual property of the data, SLAs, supplier insolvency, integration issues etc.
Page 7 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] Desktop and Server Software Commercial-off-the- In-house developed Custom built Services in the Cloud Software Types-> shelf software (COTS) applications applications (by external company or contractor) CFO must approve unbudgeted items up to $10,000. UNSW Global Board must approve unbudgeted items over $10,000. All IT Contracts must be sighted by the IT Manager and approved by the COO.
All software, regardless of the type of software must be recorded and tracked. Recording Recording software is the responsibility of the Finance and IT departments.
Identify unused software licenses Rationalise application portfolio and upgrade, replace or retire applications that no longer add value to the business. Asset utilisation and re-deploy as needed
Only approved, company owned and licensed software should be installed on company owned hardware. Requests for software regardless of Installation of the type of software must be Not applicable software approved by the Group Executive (or a nominee) and the IT Manager (or a nominee).
Fees paid to suppliers of Cloud Services are expensed off Capitalisation Capital item - A software Rules license or an application costing over $2000 with a life expectancy of more than 3 years.
Non capital item - A software license or an application costing under $2000.
Cost of initial license fees and installation costs can be capitalised. Training costs, ongoing maintenance costs, software evaluation and
Page 8 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] Desktop and Server Software Commercial-off-the- In-house developed Custom built Services in the Cloud Software Types-> shelf software (COTS) applications applications (by external company or contractor) assessment costs cannot be capitalised
If ownership is retained by the external company the costs can be capitalised provided Global:
- Can legally ensure access to Software developed in-house by the software (via non staff on company payroll cannot cancellable licence be capitalised. agreement) Not applicable If an external consultant - Can prevent others using contributed towards the in-house the software i.e. controlling developed application, this user permissions etc portion can be capitalised. The time spent by a contract staff member to develop a software system can be capitalised provided it is written into the contract.
Depreciation rules for capitalised software assets: - Software applications owned by the company should be depreciated Not applicable Depreciation over its useful life. - Software that is licensed should be depreciated over the period the software is licensed for.
Table 2
Page 9 of 10 IT Asset Management Policy Date Effective: [June ‘12] Version: [1.8] i http://wikipedia.org