IT Asset Management Process Asset Library Office of Information and Technology Table of Contents IT Asset Management Process Maps ..................................................................... 1 Process: IT Asset Management ............................................................................ 18 IT Asset Management Description and Goals ..................................................... 21 Description .......................................................................................................... 21 Goals .................................................................................................................... 21 IT Asset Management RACI Information .............................................................. 22 IT Asset Management Associated Artifacts Information .................................... 44 IT Asset Management Tools and Web Sites Information ................................... 44 IT Asset Management Standards Information ..................................................... 45 IT Asset Management Process ............................................................................. 46 Process Activity Name: ITAM-01 Acquire IT Assets ........................................ 46 Process Activity Name: ITAM-01.01 Type of Buy? ........................................... 46 Process Activity Name: ITAM-01.02 National Buys .......................................... 47 Process Activity Name: ITAM-01.02.01 Special Funding? ............................... 47 Process Activity Name: ITAM-01.02.02 Input Required? ................................. 48 Process Activity Name: ITAM-01.02.03 Life Cycle? ......................................... 48 Process Activity Name: ITAM-01.02.04 Analyze Inventory by Functionality and Compatibility ................................................................................................ 49 Process Activity Name: ITAM-01.02.05 Validate Refresh Data ........................ 50 Process Activity Name: ITAM-01.02.06 Analyze Data at National Level ......... 51 Process Activity Name: ITAM-01.02.07 Obtain ARM Number in BTT ............. 52 Process Activity Name: ITAM-01.02.08 Make Budget Decision ...................... 53 Process Activity Name: ITAM-01.02.09 Continue? ........................................... 54 Process Activity Name: ITAM-01.02.10 Define Specifications for Equipment 55 Process Activity Name: ITAM-01.02.11 Define ITAM/Logistic Requirements within PWS........................................................................................................... 56 Process Activity Name: ITAM-01.02.12 Strategic Sourcing Lifecycle ............ 58 Process Activity Name: ITAM-01.02.13 Execute Procurement ........................ 59 Process Activity Name: ITAM-01.02.14 Communicate Asset Management Purchase to the Field .......................................................................................... 60 Process Activity Name: ITAM-01.03 Regional Buys (Activations) .................. 61 Process Activity Name: ITAM-01.03.01 Special Funding? ............................... 62 Process Activity Name: ITAM-01.03.02 Identify New Activation Projects ...... 62 Process Activity Name: ITAM-01.03.03 Determine Activation Scope ............. 64 Process Activity Name: ITAM-01.03.04 Open Activation Request .................. 65 Process Activity Name: ITAM-01.03.05 Notify Regional Acquisition Team ... 66 Process Activity Name: ITAM-01.03.06 Obtain ARM Number in BTT ............. 67 IT Asset Management ii Process Activity Name: ITAM-01.03.07 Review Specifications for Equipment .............................................................................................................................. 68 Process Activity Name: ITAM-01.03.08 Submit Request to Purchase ............ 69 Process Activity Name: ITAM-01.03.09 Strategic Sourcing Lifecycle ............ 70 Process Activity Name: ITAM-01.03.10 Refine Order ....................................... 71 Process Activity Name: ITAM-01.03.10.01 Define Procurement / Delivery Requirements ...................................................................................................... 72 Process Activity Name: ITAM-01.03.10.02 Refine Telecommunication Requirements ...................................................................................................... 73 Process Activity Name: ITAM-01.03.10.03 Refine Network Design ................. 75 Process Activity Name: ITAM-01.03.10.04 Refine Wireless Network .............. 76 Process Activity Name: ITAM-01.03.10.05 Refine Telephone System ............ 78 Process Activity Name: ITAM-01.03.10.06 Refine Server Order ...................... 79 Process Activity Name: ITAM-01.03.10.07 Refine PC Order ............................ 80 Process Activity Name: ITAM-01.03.10.08 Refine Printer & Scanner Order ... 82 Process Activity Name: ITAM-01.03.10.09 Refine Laptop Order ..................... 83 Process Activity Name: ITAM-01.03.10.10 Refine Content Delivery Engine .. 84 Process Activity Name: ITAM-01.03.11 Communicate Asset Management Purchase to the Field .......................................................................................... 86 Process Activity Name: ITAM-01.04 Local Procurement Purchases .............. 87 Process Activity Name: ITAM-01.04.01 Gather Business Line Requirements88 Process Activity Name: ITAM-01.04.02 Procurement Type? ........................... 89 Process Activity Name: ITAM-01.04.03 Execute Special Funding .................. 89 Process Activity Name: ITAM-01.04.03.01 Prioritize Projects ......................... 90 Process Activity Name: ITAM-01.04.03.02 Determine Procurement Plan ...... 91 Process Activity Name: ITAM-01.04.03.03 Facility Buy? ................................. 92 Process Activity Name: ITAM-01.04.03.04 Identify Funded Facility Requirements ...................................................................................................... 92 Process Activity Name: ITAM-01.04.03.05 Identify Funded SLM Requirements .............................................................................................................................. 93 Process Activity Name: ITAM-01.04.03.06 Obtain ARM Number in BTT ........ 94 Process Activity Name: ITAM-01.04.03.07 Acquisition Review Module ......... 95 Process Activity Name: ITAM-01.04.03.08 AMR Approved? ........................... 96 Process Activity Name: ITAM-01.04.03.09 Create and Submit IFCAP 2237 ... 96 Process Activity Name: ITAM-01.04.03.10 Approve ICAP 2237....................... 98 Process Activity Name: ITAM-01.04.03.11 Approve? ....................................... 99 Process Activity Name: ITAM-01.04.03.12 Submit IFCAP 2237 to Purchasing .............................................................................................................................. 99 Process Activity Name: ITAM-01.04.03.13 Purchase ..................................... 100 Process Activity Name: ITAM-01.04.04 Execute Break - Fix ......................... 101 IT Asset Management iii Process Activity Name: ITAM-01.04.05 Develop Activation Projects ........... 102 Process Activity Name: ITAM-01.04.05.01 Identify Local Projects ............... 102 Process Activity Name: ITAM-01.04.05.02 Solicit Local VA Leadership Input ............................................................................................................................ 103 Process Activity Name: ITAM-01.04.05.03 Provide Feedback ....................... 104 Process Activity Name: ITAM-01.04.05.04 Determine Activation Meets Requirements Definition ................................................................................... 105 Process Activity Name: ITAM-01.04.05.05 Activations? ................................ 106 Process Activity Name: ITAM-02 Deploy and Manage IT Assets .................. 107 Process Activity Name: ITAM-02.01 Receive Notification of Incoming Shipment ............................................................................................................ 108 Process Activity Name: ITAM-02.01.01 Notify Logistics of Pending Shipments ............................................................................................................................ 108 Process Activity Name: ITAM-02.01.02 Resolve Split Delivery Dates .......... 109 Process Activity Name: ITAM-02.02 Manage Receipt of Assets in Logistics ............................................................................................................................ 111 Process Activity Name: ITAM-02.02.01 Verify Invoice and Equipment ........ 111 Process Activity Name: ITAM-02.02.02 Identify Components ....................... 112 Process Activity Name: ITAM-02.02.03 Identify and Record Serial Numbers ............................................................................................................................ 113 Process Activity Name: ITAM-02.02.04 Produce NX Catalog Validation Report ............................................................................................................................ 115 Process Activity Name: ITAM-02.02.05 Count Assets to Match Receiving Documents ........................................................................................................ 116 Process Activity Name: ITAM-02.02.06 Notify GIP of Consumables ............ 117 Process Activity Name: ITAM-02.02.07 Prepare Barcode Label.................... 118 Process Activity Name: ITAM-02.02.08 Validate Barcode Label ................... 119 Process Activity Name: ITAM-02.02.09 Crosscheck