Owner: Asset Management

Transcription

1 Standard Operating Procedure SOP Page 1 of 10 Title: Asset Management Effective Date: August 1, 2006 Previous Version: None Reason for Update: New SOP Owner: Asset Management Signature/ Date Location Portland Objective Scope Applicable To Sections Attachme nts The objective of this Standard Operating Procedure (SOP) is to document an efficient and consistent method for tracking and managing its assets. Assets are defined as those that are needed to support the operation of the business and are considered to be assets of the shared nature. This procedure establishes the criteria to determine which assets need to be managed, the information that needs to be captured and the process for which assets are tracked and reported on. The Asset Management Procedure can be initiated upon procuring assets, when assets are reconfigured, when leases or warranties expire and when assets are broken or fixed. All SDLC staff participating in Asset Management and Procurement Activities. Section 1: Procedure Diagram Section 2: Roles and Responsibilities Section 3: Metrics Section 4: Procedure Activities Section 5: Forms Section 6: Exemptions Section 7: Tools/Software/Technology Used Appendix A: Asset Change Requirements Appendix B: Purchase Requisition Related Procedures SOP 1003: Configuration Management

2 SOP Page 2 of 10 Definitions SOP 1004: Procurement and Purchasing This procedure manages all technical acquisitions that support and develop the SDLC service or product, including all servers, software and contracting services. Purchasing, (i.e. desktop PC's, office supplies, furnishings) does not fall within the scope of this procedure.

3 SOP Page 3 of 10 SECTION 1: PROCEDURE DIAGRAM Asset Management G- 12 G- 11 G- 10 G-9 G-8 G-7 G-6 G-5 G-4 G-3 G-2 G-1 G-0 Technical Support Product Development Governance Program Management Development Quality Assurance Configuration Management Manage Insurance, Warranty and Service Data Record asset configuration modifications Record all acquired and disposed assets Asset Management Oversee Lease Management Report Asset Status Monitor Asset Licenses Manage Asset Repair Operations Procurement Capacity Management Site Measurement Project Start Project Strategy Lock-Down Requirements Scope Lock-Down Definition Phase Plan Approval Systems Requirements Definition Approved Lock-Down Level Estimates Complete Project Lock-Down Detailed Plan Complete Begin Validation Begin System Certification Begin First Office Application Begin Controlled Rollout General Availability

4 SOP Page 4 of 10 Asset Management-Page 2 Program Management Report asset problem Expired Leases Engineering Procurement requisitioner reports new asset acquisition Update asset tracking database Weekly reporting of warranty, lease and software license information Initiate procurement request Release Engineer reports asset modifications, upgrades Data on whether or not procurement needs are required Engineering reports disposal of asset(s) Asset repair(s) Hosting facility notifies of any asset modifications

5 SOP Page 5 of 10 SECTION 2: ROLES AND RESPONSIBILITIES Role Responsibility Requisitioner 2.1 The requisitioner is the individual responsible for purchasing assets within the PROCUREMENT PROCEDURE. The requisitioner can be any individual from Engineering and is responsible for notifying the Asset Manger of any new purchases. This person is also the person who the Asset Manager will go to when the Asset Management Procedure calls for purchasing needs. Asset Manager 2.2 The Asset Manager is the person responsible for updating the Asset Tracking Database. This person is also responsible for generating reports from the Asset Tracking Database and either making informed decisions based on these reports or notifying the Asset Owner of important asset information. Informer 2.3 The Informer is the individual that is responsible for notifying the Asset Manger of specific asset events. This person must fill out the Asset Change Form when a change takes place with respect to an asset. The list of possible events is included in the body of the procedure. The informer will be one of the following individuals: An engineer A hosting facility The requisitioner An Asset Owner Engineer 2.4 Any individual that is part of the SDLC Engineering organization is considered an Engineer. This individual is responsible for notifying the Asset Manager of any modification made to an asset during the CONFIGURATION MANAGEMENT PROCEDURE or during the course of day-to-day operations. Asset Owner 2.5 The Asset Owner is considered the individual that is most responsible for the asset. The Asset Owner is responsible for notifying the Asset Manager of any modifications to the asset he/she owns SECTION 3: METRICS None identified at this time.

6 SOP Page 6 of 10 SECTION 4: PROCEDURE ACTIVITIES Role/Activity Description Asset Owner 4.1 An asset problem is reported by any Asset Owner within the SDLC organization or a hosting facility 4.2 The Asset Tracking Database reporting mechanism reports that an asset lease has expired Engineer 4.3 Reports the modification or upgrade of an asset and/or the disposal of an asset Asset Owner 4.4 Any Asset Owner within the SDLC organization or hosting facility reports that an asset problem has been repaired. The hosting facility notifies SDLC about a modification or upgrade of an asset. An asset location move is reported by an Asset Owner within the SDLC organization or a hosting facility Updating the Asset Tracking Database 4.5 Any of the following events will require that the Asset Tracking Database be updated: An asset problem is reported by any Asset Owner within the SDLC organization or a hosting facility The Asset Tracking Database reporting mechanism reports that an asset lease has expired An Engineer reports the modification or upgrade of an asset An Engineer reports the disposal of an asset Any Asset Owner within the SDLC organization or hosting facility reports that an asset problem has been repaired A hosting facility notifies SDLC about a modification or upgrade of an asset An asset location move is reported by an Asset Owner within the SDLC organization or a hosting facility Informer 4.6 When one of the events mentioned in step 4.6 takes place, the informer notifies the Asset Manager of the event by forwarding the Asset Change Form to the Asset Manager. Asset Manager 4.7 The Asset Manager will update the Asset Tracking Database with the information provided by the informer on the Asset Change Form. Requisitioner 4.8 When a new asset is purchased, the requisitioner reports the purchase of the asset to the Asset Manager by providing the Asset Manager with a copy of the Purchase Order and the Packing Slip.

7 SOP Page 7 of 10 Role/Activity Description Asset Manager 4.9 The Asset Manager uses the information on the Purchase Order and the Packing Slip to enter asset information into the Asset Tracking Database. Weekly Reporting 4.10 Weekly reporting is completed on the Asset Tracking Database. These reports will provide the Asset Manager with, at a minimum: Asset warranties that will expire within three months Asset leases that will expire within three months Remaining unused software licenses for each software package Warranty Expirations 4.11 If an asset warranty is due to expire, the Asset Manager must evaluate the performance the asset that the warranty is due to expire on. If the asset performs as expected, nothing is done. If the asset does not perform as expected, the Asset Manager calls into the warranty company to have the asset either fixed or replaced. Lease Expirations 4.12 If an asset lease is due to expire, the Asset Manager must notify the Asset Owner. It is then the responsibility of the Asset Owner to meet with the requisitioner to discuss the need to procure another asset as a replacement. The Asset Manager should provide the requisitioner lease expiration information so that a replacement asset will arrive prior to the lease expiration. Software Licenses 4.13 The Asset Manager must contact the requisitioner if SDLC is either nearly out of software licenses for heavily used software packages or out of software licenses for moderately used software packages. (Question for second meeting, what is an appropriate % for these software licenses to be in house?) The Asset Manager should provide the requisitioner with information regarding the urgency of purchasing additional licenses.

8 SOP Page 8 of 10 SECTION 5: FORMS Form Asset Change Requirements Purchase Requisition Description SECTION 6: EXCEPTIONS None identified at this time SECTION 7: TOOLS/SOFTWARE/TECHNOLOGY USED Tool MS Word 7.1 Word Processing MS Excel 7.2 Spreadsheet Description

9 SOP Page 9 of 10 The Asset Change Form must contain: Appendix A: Asset Change Requirements Asset number Asset type (i.e. server, hard drive, CD-ROM) Modification or problem Moved from (if applicable) Moved to (if applicable)

10 SOP Page 10 of 10 Note: See Purchasing Appendix B: Purchase Requisition