ROYAL AUSTRALASIAN COLLEGE OF SURGEONS Division Resources Ref. No. RES-INT-010 Department Information Technology Asset Management

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1 1. PURPOSE AND SCOPE The purpose of this policy is to define the management of Iinformation Technology (IT) assets of the IT at the Royal Australasian College of Surgeons (the College). 2. KEYWORDS, Assets, Hardware, Software 3. GENERAL 3.1. Definition IT Assets consist of hardware and software. Hardware refers to physical items such as computers, printers etc. Software refers to applications or programs installed on hardware such as imis, MS Office etc Objectives To minimise costs of IT Assets To standardise IT Assets and support To ensure software is properly licenced To ensure any installed software has been properly assessed and tested and proven compatible with the College s standard system 3.3. Procurement The IT will purchase all IT Assets from nominated suppliers Ownership of Assets All IT Assets are owned by the College. However, computers, their accessories and software are paid for by individual departments. Shared assets, such as servers and their accessories, are paid for by the IT. Software is paid for on a case by case basis by s Approval All IT assets must be approved for use by the CIO. No IT equipment may be connected to a College network or device unless approved by the IT. See Access Management Policy. No software may be installed on a College computer without the approval of the IT Auditing The IT will conduct audits of IT assets at least once every 12 months. These audits may include hardware and/or software. Staff may be asked to assist with the audit of IT hardware or software in their department. IT assets should be entered into Service Desk Plus and associated with the main user of the asset. Scans should be run twice a week to ensure Service Desk Plus is updated with asset details. The IT asset list is to be reconciled to the Fixed Asset Register held by Finance. Page 1 of 5 Review Date: June 2018

2 Software licencing information must be stored in Service Desk Plus including expiry/renewal dates. The IT department must maintain sufficient licences for all users Support IT assets are supported by the IT, the manufacturer or reseller of the asset. 4. HARDWARE 4.1. Computers All staff will have access to either a desktop or notebook which will be configured to a College Standard Operating Environment (SOE). All computers will be provided by the IT. Models will be determined by the IT. Notebooks can be supplied to the CEO, senior staff reporting to the CEO, directors, managers and other staff that require mobility. There is one default model of notebook for all notebook users. Requests for a notebook different to the default must be justified and approved by the CIO. Computers requiring customisation must be approved by the Manager, IT Infrastructure or CIO. Desktops will be replaced every four years. Notebooks will be replaced every three years. They are covered under warranty for this period of time. There will be computers set aside for IT Training. These computers will reside permanently in the IT Training trolley in the Melbourne office. They will have their own SOE with applications required for training such as imis Training, GP, MS Office. The current number of training computers is six. These computers must all be the same model Multi-function Devices A number of large multi-function devices will be available for staff. These devices will print, copy and scan; some will also fax. HP multi-function devices that sit in the departments will be supported until they are out of warranty. After that, staff will need to direct their printing to the large multi-function devices Printers 4.4. Fax Single purpose printers are no longer supplied except where office location makes it difficult to use a multi-function device or a specific job function requires a personal printer. These must be justified and approved by the CIO. Once current printers no longer function, staff who use them will need to direct their printing to the multi-function devices. Faxing can be done via Outlook using GFI Faxmaker. No single purpose fax machines will be supported by the IT at the College. The regional offices can also fax from their Ricoh multi-function devices Scanners Scanning can be done via a multi-function device. Where scanning is the main use of the device, a single purpose scanner may be used instead. The IT will review the scanning requirement and recommend an appropriate device. Page 2 of 5 Review Date: June 2018

3 4.6. Mobile Computing Devices Mobile computing devices, which include phone PDAs and Smartphones, will only be supplied to the CEO, senior staff reporting to the CEO and Directors and other staff as required. All mobile computing devices supplied by the College are to be iphones and ipads. The IT cannot guarantee that all mobile computing device makes and models will connect with College computers or College software. The IT is not responsible for the support of personal mobile computing devices Disposal of Equipment All IT equipment subject to disposal must be administered in accordance with the Fixed Assets Disposal and Transfer of Fixed Assets procedure (RES-FIN-036). Common reasons for disposal of IT assets include: no longer being used or required for use, out-dated in style and design, and technologically out-dated by newer technological innovations. All IT asset disposals must be administered including approvals on the Request for Disposal of Fixed Assets Form (DFA Form) irrespective of disposal method. Where appropriate the disposal of IT assets may be carried out by a third party. It is common for a third party to pay the College a nominal value for IT equipment purchased. All disposed computers and servers must be wiped of data by the third party. A certificate of destruction must be provided. The IT department should make every effort to maximise the sale value of any disposed unit of IT equipment. The method of disposal which best serves this objective should be chosen. Some IT equipment maybe offered for recycle use to support programs related to international aid and development. The DFA form must clearly provide evidence that a request for obsolete or to be replaced IT equipment has been received from the RACS Global Health department. All redeployed computers for international aid and development activities must be wiped of data and applications. Computers are only redeployed with the operating system as per factory standards. No other software is installed Transfer of IT Equipment All requests for transfer of IT equipment must be administered in accordance with the Fixed Assets Disposal and Transfer of Fixed Assets procedure (RES-FIN-036). All IT asset transfers must be administered including approvals on the Request for Transfer of Fixed Assets Form (TFA Form) Loan Equipment The IT has a number of desktops and notebooks available for short term loans. These are meant to fill short term requirements, not fill permanent needs. Staff requiring a loan computer must complete the Loan Request form specifying the dates required. Page 3 of 5 Review Date: June 2018

4 A desktop can be loaned for a period not exceeding two months. If a department requires a desktop for a period greater than two months, they will have to purchase an additional computer. A notebook can be loaned for a period not exceeding two weeks. It is recommended that any transfer of files between the notebook and the College network be done via the network. It is the user s responsibility to delete any data transferred to the loan laptop. s are responsible for any damage that occurs to a loan computer while in their care. Any problems with the computers should be reported immediately to the IT Service Desk External Hire of Computer Equipment If departments require the use of a number of computers for College activities (such as Board, Committee or examination purposes), external hire of these computers can be arranged by the department that requires them. The IT can provide assistance if required. Other computer related equipment, such as printers, scanners and networking equipment can also be hired. 5. SOFTWARE s hiring computers will be responsible for all costs related to the hire, use, setup and pack up of the computers. In the Melbourne office, the IT can assist with the set up and configuration of the computers and confirm the amount of time required to do so. This must be factored into any room booking arrangements. All work must be undertaken during normal business hours, unless otherwise agreed. Only IT staff and approved vendors are allowed to connect hire computers to the College network. The use of hire computers for short term use by staff undertaking their normal activities is not allowed. If computers or other IT equipment is required for use by any of the regional offices, the set up and pack up of these computers will be outsourced to the computer hire company Standard Software All College computers will have the same Standard Operating Environment (SOE). The SOE includes the operating system and key software programs such as imis and MS Office. The versions of software on the SOE will be determined by the IT. The initial cost for software including the SOE will be borne by individual departments, while ongoing licence fees will be borne by the IT. Tenants using the College network will have the same SOE as the College. All costs, initial and ongoing, will be borne by the Tenant Non-Standard Software Other software may be installed with the approval of the IT. All software will be installed by the IT. Non-standard software may need to be tested prior to installation to determine if it is compatible with the College s network. Incompatible software will not be installed. The cost for non-standard software will be borne by the department. Page 4 of 5 Review Date: June 2018

5 5.3. Versions The College will use the latest version of any relevant software, where testing has deemed it safe and desirable to do so. The College will not use more than one version of the same product at any time, unless undertaking testing of the product. 6. ASSOCIATED DOCUMENTS Access Management Policy Approver Authoriser CEO Council Page 5 of 5 Review Date: June 2018