DHS Adminstrative Procedure: Managing IT Equipment

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Procedure Title: Managing IT Equipment

Procedure Number: DHS-070-014-02
Version:
1.0
Effective Date:
11/12/2002

Approved By: DHS Chief Administrative Officer
Approved Date: 11/12/2002

Procedure

Step	Responsible Party	Action
1.	Business Unit	Identify IT equipment no longer used or needed by position. Notify OIS that IT equipment is available. Indicate in e-mail (address: Request, Computer)if equipment is to be considered for loans by business unit.
2.	OIS Asset Coordinator	Arrange for transport of equipment to location determined by OIS. Determine disposition of transferred equipment: Re-deploy within DHS, or Add to spare reserve, or Loan to client or partner, or Surplus.
3.	OIS	For Re-deployment: Ensure software licenses are collected. Remove all data and applications, exclusive of operating system. Reconfigure desktop equipment to standard DHS configuration. Ensure new licenses are acquired if necessary. Deploy to new location. Document action in asset inventory system. For Spares: Ensure software licenses are collected. Remove all data and applications, exclusive of operating system. Warehouse. Document action in asset inventory system. For Loans: Operating system license and media must be available to reload following hard drive cleaning. Ensure software licenses are collected. Remove all data and applications, including operating system. (NOTE: loaning business unit or loan user is responsible for software beyond the O/S). Document action in asset inventory system. Notify business unit that equipment is ready for pickup and loan. For Surplus: Ensure software licenses are collected. Remove all data and applications, exclusive of operating system . Prepare surplus documentation following State rules and regulations governing surplus equipment (OAR 125-050). Document action in asset inventory system.
4.	Business Unit	Management of Loaned Equipment: Obtain IT equipment from OIS. Obtain completed State Property Loan Agreement and State Property Coverage Agreement from user. Follow business unit internal procedure for loaning and tracking of equipment. Upon termination of loan, obtain IT equipment from partner or client and transfer equipment to location designated by OIS.