Hello and welcome to lecture five of how to start at IDs head department. Please give me a couple of seconds to start the video camera. Good to start. Hello and welcome to lecture five of how to start an ITSM department a practical course for busy executives, I am degeneracy inverse, lecture five daily operations and reports. Now, let us look at the day to day operations of the item team and the periodic reports required to ensure that all assets are being optimally used. daily operations issuing assets.
Example one, issue a laptop or desktop to a new employee. Whenever a new employee joins the organization, the following steps must be followed. The content manager or HR should escort the new employee to the 34 receiving their laptop or desktop, the asset team should immediately issue a suitable desktop or laptop as required by the user. Next, the asset tracking tool must be updated with the user and location details as evidence of having issued the system to employ. A paper and electronic letter should be issued along with the signature for audit and security purposes. If the system or send is a desktop, then the search tab should provide additional assistance in installing the system at the user desk.
Daily operations new arrivals example arrival of new systems the new systems arrive in the organization the following steps should be followed. For example, let us assume 300 new laptops have been purchased. The laptop boxes should first be received by the security facilities and asset team and transported to the asset stores. The technical financial and commercial details of all the laptops should be entered in the asset tracking tool. At this stage, the user and location details of each laptop need not be entered as that can vary on distribution. After this, all the laptops must be tested and built with the necessary operating system like Windows 710, or any other ways that use along with all the standard software like MS Office antivirus and so on.
Daily operations employee exit when an employee quits the organization the following steps should be followed. all existing employees must return all systems to their safety. No user should exit the organization without a proper handover. For example, if a user has been sent a laptop charger mouse and a bag, then you must return all the items and get a sign off from their safety. daily operations bulk replace Periodically it will be necessary to replace a large number of systems due to lease or warranty expense. For example, if 200 systems were purchased three years ago, then they at the end of three years, all those systems must be recovered and new systems provided to those employees.
Such marathon exercises have to be planned well in advance like three months before the actual lease or warranty expiry. For this, you must extract reports from the asset tool pertaining to all users who are using the 200 systems. Next, you should have 200 new systems protection built for issue if not done already. Once they're ready, you should contact all the 200 users well in advance and inform them of their impending system replacement. Advanced information will ensure those users are ready for replacement by taking backup of their important data. agree on a mutual acceptable date and time for replacement, sequence or assistance for any business specific needs.
Or software and so on. Once the users are ready, you can prepare a temp table for smooth replacement. The complete replacement must be done before the warranty or lease expiry of the systems to avoid financial penalties. Once all the old systems are recovered, there must be formatted and all data removed for security purposes. However, it is a good idea to retain the systems and data for a couple of weeks, as it is highly likely that a number of users will rush back asking for some files or configuration settings they may have forgotten or they may need. Next, as a tool must be updated with necessary retirement details and then you can plan for disposal of the systems.
The finance department should be informed about the decision to dispose the 200 systems so that they can make necessary updates in their finance records. Once all the content departments do their approval, you can plan for the final disposal daily operations, auditing, auditing of systems. Even if the asset activities and tool upgrade is going on smoothly, you should not assume that everything is fine. This is because in a larger organization, many users indulge in various missteps in managing their assets either knowingly or unknowingly. So periodically a verification email can be sent to all employees asking them to mandatorily revert back with the serial number of the laptop or desktop they're using. With the Replace obtain, you should compare that with the data in your asset tracking tool.
For example, if a user replies that he is using a laptop with serial number, e x v four three yen, but if your record for that user shows it as x v seven seven yen, then you know some unauthorized exchange has occurred. Immediately a corrective action should be taken to get the systems back to the original assignee or update the tool with the latest details if there is a justification. Without set audit asset you will start disappearing, misplaced or even stolen. In big organizations doing a physical verification is very difficult. Apart from email verification, you can also take the help of technical teams to do an electronic scanning that can discover devices on the network. specialized tools are available that can scan the network and read the technical specs of laptops, desktop routers, and so on.
You can also use such data to compare with your asset database and find out mismatches daily operations movement, movement of systems in all large organizations there will always be a need for users to move from one city to another for various reasons. Also reorganizations result in large scale movement of staff from various floors and buildings. The asset team should be fully involved in such activities. When moments are initiated, a set team should do the following Get a list of users who will move along with the current and destination seats inform those users to take help of a set finished for their movement. For example, users should not have as early dismantle that department systems, transport them on their own and install them in the new locations. If such things are done, your asset tracking database will become a mess.
And also systems and accessories from multiple purchase orders will get mixed up. Later, correcting that mess will be a Herculean task. This is why no user should move their systems on their own without seeking guidance from the asset team. daily operations inventory check it stores and field inventory. There should be a periodic inventory exercise to find out how many items are there in the store and in the field and whether it matches with the overall purchase or lease. For example, if a particular purchase order had 200 laptops, then account like one at a time.
Field and 20 inch stores will prove that all items are accounted for. But if the field quantity is 180 and stores quantity is 17, then you need to find out where those three missing laptops are hiding. Also, no unauthorized person should be allowed into the it stores. Having security cameras would be a good idea to prevent any theft. The film should take material out only when their desktop has authorized them. For example, the field staff should not walk in and vanish with some laptop, they may urgently need for some support purpose.
They should also be adequate storage for usable and returned material returned material should be disposed as soon as possible. Asset team should also maintain a copy of all the paperwork like purchase orders, invoices and any other papers that would have come with the materials. The Originals can be in the custody of the finance department. The store should also be designed and maintained such that there is no water seepage or fire and electrical hazards. daily operations disposal disposal of retired systems. Once a set of IT assets are retired, they should be disposed as soon as possible.
Some of the best practices for disposal or all disposal should be done in Illinois's condition. For example, if a purchase order had 50 laptops that were retired after three years, then every laptop and its accessory that came with the purchase order must be disposed. This method will make it easy for the finance department to update their records. disposal can be done in multiple ways, like giving to charity, selling to employees at discount or selling to registered vendors who specialize in eco friendly disposal. obsolete equipment should not simply be thrown into garbage dumps they will harm the environment. Today there are many specialized vendors who will dismantle all old equipment and recover material like copper and other usable things from other boats Jazzy, etc in an environmentally friendly way.
Once the disposal is done, you must update the tracking tool with the correct status. For example, if 50 laptops have been disposed, then the individual records of those laptops status must be shown as retired and disposed, along with other information like dates, when does cost recovered and so on. This is essential for audit purposes later to prove that the items are disposed in and out and are in a properly authorized way. Now, let us come to daily operations reports. Generating asset reports is a very important management exercise. Such reports will show how the assets are being utilized and will also help in decision making for future assets, budgeting and so on.
The asset tracking tool must be able to generate standard and custom reports as demanded by the management. Some of the reports that give an insight into how assets are being used are as follows inventory classification by using The IT assets purchased by the company can be used for a variety of purposes and departments. And inventory classification by user report will provide a helicopter view of which asset is where and how many are being used for a specific purpose. For example, let us assume the ABC Corp has 11,000 computers consisting of 7000 laptops, and 3000 desktops. A high level inventory classification by using a report can look like the table in the next page. Here we have 7000 laptops out of the 6500 on the field hundred is used for testing our cool laptops 200 dot functional laptops in the store 150 are non functional laptops sitting in the store and 50 laptops are missing.
Similarly, we have the quantities for the desktops. This Level report can be further drill down for management purposes. For example, the hundred testing laptops can be further drill down into specific departments using them. Like for example, engineering is using 60 transport is using 10 hatcheries in 20. festivities using 10, with the corresponding bonus for each similar report can be generated for the testing and shared data. For example, the 50 share desktop can be shown as follows library 20 reception five internet costs 25 business unit usage report frequently a department manager master set team to give a report of how many systems are in use in his or her department. For this, you will need a business unit usage report.
This is a report that shows how many employees are using common systems. Take a small table link below. Engineering Department has 70 employees or staff then they're using 20 desktops and 90 laptops HR is having 30 staff. They're using five desktops and 35 laptops. Some other department is having 200 staff. They're using 20, desktops and 210 laptops.
With search reports you can see how many assets are being used by how many employees. For example, if you look at the above table, you will notice that all the departments are using more systems than the staff they have. Now this is an opportunity to recover some systems unless they have a valid business and technical justification for having more than one system. Just look at this table. Engineering has 70 but they're using 110 systems 20 desktops and 90 laptops, so you can check with them if they really need those 20 extra systems. If they don't need it, you can recover it nowadays to warranty expired report.
This is an extremely important report to decide on timely replacement of desktops, laptops and other assets. Take a small table be one number 150 item is laptop quantity is 200 the density experienced 20 that means the 200 laptops will go out of warranty within 20 days. Similarly 152 will go out of warranty 170 days to 170 will go out of warranty 110 days. For example, if you look at pure 150, you will see it has only 20 days of guarantee left. Now, with such a short time left, you will not have enough time to arrange for 200 new laptops, build them and replace them for the 200 users. If the generation of new people or arrival of a new material is delayed, then the 200 users will be using warranty expert systems with no vendor support.
If there is a hardware failure, you will have to pay extra to get it repaired. Hence, it is a good idea to generate this report every month to review on replacing warranty expert systems at least three months in advance. This way you can plan your activities in allegedly manner without putting pressure on your field and desktop. last item report it is also useful to generate The people always lost or Mr. Tatum's report that will be helpful at the time of disposal. For example, in p one number 150, you can notice that fire seven laptops are lost in p o 156. three items are lost, and so on. At the time of disposal, you can inform the security Finance and Audit and so on that in this particular demo, seven laptops were lost, and they said the paperwork to prove that they were lost.
So that way they can update their records properly, and there will be no audit issues later. In a similar way, you can generate a variety of reports to meet the demands of the management by generating such detailed reports periodically, you can get the following information, you will know how your company assets are being utilized. For example, if you have hundreds of usable systems in stock lying unused for many months, then you know you have access to if you have hundreds of defective or retired systems in stores for months, then you know that you are not managing the disposal efficiently or if you have very low stock of usable systems Then you will not be able to get up when there are certain demands. For example, if you have just 20 systems in stock and 50 new employees join, then you will not be able to provide systems for 30 employees resulting in conflicts and delays.
Such reports can also help in budgeting and cost control. For example, if you have enough stock systems in stock, then you can reduce purchase of new systems and licenses next year. And if you have fewer systems, then you can demand a budget increase for additional systems. The accuracy of the report depends on the accuracy of the asset database, which is a source of truth. If this database has any mistakes, then your report will also have many mistakes entity necessary to maintain the database in a highly accurate manner to almost to microscopic levels. This report also help in accurate it budgeting and avoid excess or inadequate spent.
It is also a good practice to take daily or even hourly backup of the database for disaster recovery purposes. If there are a large number of changes In the database daily, then it is essential to have periodic backups for example, if there is a database corruption or mistake entries, then you can restore the database to his previous accurate version and the differential data reentered. Reporting maturity. If you have reached such a reporting stage, then you have successfully established a fully functional it asset team. This is the end of lecture, please proceed to lecture six to continue. Thanks for watching.