IT Asset Management Procedure (QM)DT/001 Support Procedure Written by Martin Crane Version 1.3 11/08/2012 Revision Version Summary of Changes Contributor date 22/08/2008 1 Initial Draft Martin Crane 22/07/2010 1.1 Added printer disposal requirements to section 5 and appendix D referencing CfH disposal guidelines 13/09/2010 1.2 Appendix B: Updated asset marking screenshots and descriptions for monitors and new model base units 11/08/2012 1.3 Updated job titles on disposal responsibility and disposal log sheet template link for updated assurance around hard disk disposal within equipment. Addition of appendix E example of waste transfer certificate Martin Crane Martin Crane Martin Crane Change Approval This document forms part of the IT Support and Helpdesk Quality System. The IT Quality Manager should be notified of any changes to this document - 1 -
Table of Contents Purpose of this Document... 3 Overview... 3 1. Receipting of Hardware... 3 2. Unpacking hardware... 4 3. Storing hardware for extended periods... 4 4. Managing deployed assets... 4 5. Decommissioning and disposal of hardware... 5 5.1 Pre-disposal whilst assets are being decommissioned and stored... 5 5.2 Organising a disposal... 5 Appendix A -IT Purchasing and installation information slip:... 6 Appendix B Marking process... 8 Process... 8 Printer Asset Positions... 9 Monitor Asset Positions... 9 Base Unit Asset Positions... 9 Mini Tower Cases and Dell Desktop form factor... 9 Ultra Small Form Factor... 9 Laptop Positions... 10 Appendix C Supportworks inventory data fields... 10 Asset Tab... 10 Owner Tab... 11 Procurement Tab... 11 Appendix D CfH Printer Disposal Guidelines... 12 Appendix E IT Equipment Transfer Certificate... 13 IT Equipment Transfer Certificate... 13-2 -
Purpose of this Document To comply with audit and quality standards it is essential to have a robust process for receipting, handling and storing valuable goods. All members of IT that are involved in this process should be conversant with this procedure but namely: 2 nd line support Desktop installations IT Procurement Where the nominated groups or staff members listed above are regularly required to perform this function it is also expected that anyone providing cover for their role will also adhere to this procedure. Overview The IT Support Coordinator is responsible for overseeing that this process is carried out and that records kept are accurate and able to be used for any means as required, for example financial forecasting, data on assets per cost centre and IT rollout planning. The records may also be called up for regular audit of stock and in the event of any theft. This document will cover: Receipting of hardware and attaching a paper form to the packaging by IT Procurement Unpacking, recording inventory data within 1 day of receipt. Storing for extended periods e.g. projects or for ad-hoc installs. Updating inventory records for equipment within the Trust. Decommissioning and disposal of hardware. 1. Receipting of Hardware IT Procurement is responsible for the following tasks: 1.1. Hardware items will be dropped by courier. The packaging should be inspected for damage and noted with courier on their paperwork. It is usual for a courier to request signature for proof of delivery. 1.2. IT Procurement will produce a Purchasing and installation slip and attach to the packaging. This provides information which will later be used to enter the item onto the IT Inventory within the Supportworks Helpdesk product. See: \\charlie\itdepartment\itordering and Installs\IT Procurement Officer\PURCHASING AND INSTALLATION INFORMATION.doc copy in Appendix A 1.3. For ad-hoc hardware installs a call should be logged on the Supportworks helpdesk system and allocated to the Desktop Installations support group. See: \\charlie\shared\itdepartment\ittech\documents\procedures\helpdesk\call Handling Process Using Supportworks.doc 1.4. Equipment should be moved still within packaging to the workshop area for preparation. - 3 -
2. Unpacking hardware Desktop Installations or 2 nd line support are responsible for the following tasks: 2.1 Unpack hardware items in a secure environment retaining the Purchasing and Installation slip (1.2). 2.2 Dispose of packing in green bins immediately to ensure work areas remain safe. Cardboard should be disposed of in designated cages (on trial by Portering as of Nov 08). Paying particular note to the fire escape route through the IT Workshop. 2.3 Apply Selectamark template to device in the established location see Appendix B. 2.4 Update the Supportworks inventory with the information detailed in the Purchasing and Installation slip (1.2). 2.4.1 Log into Supportworks. 2.4.2 Click File Manage Assets Add New. 2.4.3 Complete the Asset details on tabs Asset, Owner, Procurement and click Add Record. For detailed information see Appendix C. 2.5 Items should be stored on the For Installation rack pending preparation. The Purchasing and Installation slip should remain attached. 3. Storing hardware for extended periods Where project or revenue funds are required to be spent (e.g. financial year end) there is sometimes a requirement to store hardware for extended periods. Particular consideration needs to be made to ensure the items are secure, tracked and reserved. The above processes should be undertaken and in addition: A designated area should be reserved to keep all items in one place. The IT Support Coordinator will give guidance where required. The shelf or racking should have an itemised list attached referencing the project name. This visually highlights what should be contained in the allocated space. Also acts as a quick check sheet and a visible deterrent from other team members moving items or using elsewhere e.g. spares. As items are deployed in the course of the project in addition to the Supportworks data being updated as per section 2. The item should also be crossed out on the paper list. 4. Managing deployed assets The IT Department is responsible for managing IT assets deployed within the Trust. The Supportworks inventory continues to be used for this function after deployment and data from this system may be presented in report form to IT management, Finance, Information Governance, a contractor, the Police in the event of theft and used for identifying items for replacement. It is therefore necessary to ensure any relocated equipment has details modified in the system. 4. 1 Whilst carrying out a move as logged via the IT Helpdesk, obtain the destination room number and the department name if this changes. - 4 -
4.2 If this is a PC it s network name should be changed where a department change takes place. Other management systems reliant on the PC name should be updated to reflect this. Please see PC Deployment Procedure. 4.3 As part of the call complete the Supportworks inventory fields to reflect these changes: Department ; Room No and last moved date. 4.4 If by arrangement users are permitted to move their own equipment this information should still be gathered and updated. 5. Decommissioning and disposal of hardware The decommissioning of hardware should be carried out carefully to ensure accurate record keeping and patient confidentiality. Both Trust and legislative waste management policies should be adhered to ensure correct disposal including the WEEE directive; NHS IG protocols as well as guidance issued by the Information Commissioners Office. Read this procedure in conjunction with the PC Decommissioning Procedure which provides breakdown of the technical steps required. 5.1 Pre-disposal whilst assets are being decommissioned and stored 5.1.1 Add assets to the current disposal list attached to the outer door of the IT workshop to include asset number; serial number; appliance number; hardware type; make/model; data asset serial number (e.g. hard disk within unit). 5.1.2 Remove any patient demographic labels which are often found attached to monitors and dispose of in blue paper shredding bins. 5.1.3 For PCs/laptops ensure removable media is removed from floppy/cd-rom drives and that the media is returned to the user or disposed of securely. 5.1.4 Ensure that paper is removed from printers remember official headed paper could be used by another party to commit fraud against the Hospital. Printers which include job storage features (e.g. hard disks) must be flagged to receive confidential media treatment onsite as per PCs/laptops. 5.1.5 Hardware assets for disposal should be stored in IT Store 2 Room B on the left hand side. 5.2 Organising a disposal 5.2.1 When an appropriate level of hardware items are collected the IT helpdesk Coordinator or IT Service & Quality Manager will make arrangements for a hardware disposal using an approved waste management company specialising in IT recycling and destruction of sensitive data, who will undertake CESG approved degaussing, wiping or shredding of data assets (any company used will have signed up to Trust developed contractual conditions and completed a 3 rd party confidentially agreement which will be held by the IG Manager. The contractor will also be Environment Agency registered to handle electronic waste). 5.2.2 The IT Helpdesk Coordinator or IT Service & Quality Manger will work with a Helpdesk & Desktop support team member to prepare disposal: The paper list described in section 5.1.1 will be checked against the store room contents and typed - 5 -
up and saved in the same location as the template with the filename in the format disposalcompanyname_currentdate.doc from the template - \\charlie\itdepartment\itordering and Installs\Hardware Sale and Disposal\blank list.doc (example given in Appendix E). 5.2.3 Either the IT Helpdesk Coordinator or a nominated member of staff familiar with these procedures will assist the waste carrier on the day of collection to ensure removal of items, paperwork signed and protect items of value stored in the same area. Any cause for concern should be raised in the first instance with the IT Service & Quality Manager or the IG Manager. 5.2.4 Items disposed of should have asset records updated in Supportworks to show the department field as ** DISPOSED **, notes box to read Disposed of to xxxx where xxx is the waste carrier and the last moved date changed to the disposal date. 5.2.5 Management systems including IP address lists; Antivirus console; Active Directory and SMS should be updated to reflect disposal and ensure correct software licensing. 5.2.6 The IT Service & Quality Manager will email a copy of the signed disposed listed items and the Waste Transfer Note provided by the Waste Carrier to the Operational Estates & Environment Manager. 5.2.7 Email a copy of the listed items to the Works Superintendent where the disposed items have an Appliance Number as these need to be flagged on the Estates PAT testing register. 5.2.8 Signed copies of the log paperwork should be filed in the Sale/Disposal of Obsolete IT Equipment folder held by the IT Service & Quality Manager. He will sample items on the list to verify they have been removed/updated on management systems. He will also retain waste transfer notes and supplier produced logs in the same file. 5.2.9 Quarterly waste summary information will provided by the IT Service & Quality Manager to the Operational Estates & Environment Manager for their ERIC returns. Appendix A -IT Purchasing and installation information slip: PURCHASING AND INSTALLATION INFORMATION Order Number: WSH 1 Supplier: 2 Warranty Start Date: 3 Warranty Period: 4 Purchase Price: 5 1 Order number is supplied from the Powergate IT Procurement System 2 As purchased 3 Date of delivery 4 As guaranteed by the supplier or manufacturer which ever is longer 5 The price per unit - 6 -
Funding Source: 6 Requires PA Testing: YES NO 7 Installation Details: 8 6 Central IT Budget; Capital Project; Trust Funds; PCT; Friends of the Hospital Fund; 3 rd Party Recharge 7 Any item that has a power plug and can be moved e.g. PC, printer is classed as portable and therefore should be marked for PAT testing. 8 Additional supporting comments to help Installations team e.g. user contact, known room no. - 7 -
Appendix B Marking process Below describes the standard positioning of asset marking on equipment. It is important to maintain the positions as users are used to these when calling the Helpdesk to report IT incidents. Where equipment is made of dark coloured plastic e.g. black Dell computer cases use white compound. Where the equipment is light coloured (silver; white; beige) use blue compound. Process 1. Tear off template backing. 2. Apply the label to the appropriate position on the new equipment. 3. Apply blue or white compound as suited to the colour of the equipment casing. 4. Carefully peel off the template 5. Allow to dry. If the equipment is to be moved be aware of the marking. - 8 -
Printer Asset Positions Right hand side of printer Monitor Asset Positions Top edge of monitor centred. Base Unit Asset Positions Mini Tower Cases and Dell Desktop form factor Top edge of base unit so it is visible standing under a desk. Ultra Small Form Factor Front panel beneath CD drive. - 9 -
Laptop Positions Area beneath keyboard to the right of the mouse control. Appendix C Supportworks inventory data fields Inventory records to complete within the Supportworks helpdesk system: Asset Tab - 10 -
Owner Tab Procurement Tab - 11 -
Appendix D CfH Printer Disposal Guidelines https://www.igt.connectingforhealth.nhs.uk/whatsnewdocuments/nhs%20ig%20guidance% 20-%20Digital%20Printers%20Copiers%20and%20Multi%20Function%20Devices.pdf - 12 -
Appendix E IT Equipment Transfer Certificate IT Equipment Transfer Certificate This certificate has been issued to the following person upon transfer of ownership of redundant IT equipment from the Trust. Issued to :.. Date : Line No. Asset No. Serial No. Appliance No. Hardware Type. Specification/Make/Mod el Data Asset S/N (Hard disk) Please keep this certificate for proof of transfer. The following items of IT Equipment have been sold or donated to you as redundant/scrap hardware. They are supplied as seen, with no guarantee on their reliability. The West Suffolk NHS Foundation Trust accepts no responsibility for use of these items outside the Trust after you have signed this document in agreement and taken the equipment away. N.B. These items are sold without Windows. The PC s do not have a modem or Internet connection. The IT Department regret that we are unable to provide any support or advice. The hardware is sold As seen Authorised by:. Position: Signed:.Date: / /. Accepted by:. Signed:.Date: / /. - 13 -