Difference between revisions of "Equipment Management Procedures"

From Stadm
Jump to navigationJump to search
Line 5: Line 5:
 
As equipment becomes obsolete and is no longer an asset, it should be disposed of.
 
As equipment becomes obsolete and is no longer an asset, it should be disposed of.
 
Equipment with UCSB Property Tags require processing to dispose of properly through the department and UCSB equipment management.
 
Equipment with UCSB Property Tags require processing to dispose of properly through the department and UCSB equipment management.
 +
The department tracks property numbers in GUS, while UCSB equipment management tracks them in their own database.  Over time, as
 +
"equipment" valuation thresholds have changed, some older items may no longer be qualified as "equipment" and will be automatically removed from the UCSB equipment management database.  Once an item has been cleared (or confirmed as cleared) from both locations, it can be taken to Central Stores, or Central Stores can be contacted to pick the equipment up.
  
 +
Hard Drives or static memory should be removed from any equipment being sent to Central Stores.
  
 
* Find out from IT staff which items are to be gotten rid of.
 
* Find out from IT staff which items are to be gotten rid of.
* On each of these items, write down the UCSB Property tag number, and a brief description of the item (ie: 948001592 - Silicon Graphics Indigo2)
+
*On each item, apply a strip of masking tape or post it tape to make notes on.  Items to note on the tape:
 +
**Date Submitted:
 +
**Date HD removed:
 +
**Date cleared from inventory:
 +
*For each of these items, write down the UCSB Property tag number, and a brief description of the item (ie: 948001592 - Silicon Graphics Indigo2)
 
*Compile a list of all of the items and their corresponding numbers.
 
*Compile a list of all of the items and their corresponding numbers.
 
*Compose an email to purchasing stating the need to dispose of the items, and attach the list.
 
*Compose an email to purchasing stating the need to dispose of the items, and attach the list.
*On each of the items that were written down, take masking tape and label the item with "On EIMR list", the date, and your initials.
+
**You should get a response within a couple days.
*Once the EIMR requests have been processed by the front office, you should get an email stating which items can and cannot be removed.
+
**Followup with purchasing if you do not hear back from them in a timely fashion.
*For the items that are cleared or labeled safe to EIMR, remove the property tag from the item, remove the masking tape, and make a new masking tape label     stating "OFF INV" along with the date.
+
 
*Every now and again, IT staff will run over to drop off the EIMR'ed inventory.<br /><br />
+
*The response from purchasing should include the status for each of the items and typically falls into one of the following categories:
 +
**equipment is already cleared from inventory - In this case, mark the items as "off inventory" on its tape label.
 +
**equipment is being submitted to equipment management via an ESPD form.
 +
 
 +
*Once an item is "off inventory", the UCSB Property tag can be removed at will.
 +
*Contact Central Stores for pickup of the item (they charge an hourly rate), or arrange to take it to Central Stores Tue or Thu afternoon (2-4pm).
 +
 
  
 
----
 
----

Revision as of 10:12, 19 August 2011

EQUIPMENT / EIMR/ESPD PROCEDURE:

Equipment Management

Disposing of Equipment

As equipment becomes obsolete and is no longer an asset, it should be disposed of. Equipment with UCSB Property Tags require processing to dispose of properly through the department and UCSB equipment management. The department tracks property numbers in GUS, while UCSB equipment management tracks them in their own database. Over time, as "equipment" valuation thresholds have changed, some older items may no longer be qualified as "equipment" and will be automatically removed from the UCSB equipment management database. Once an item has been cleared (or confirmed as cleared) from both locations, it can be taken to Central Stores, or Central Stores can be contacted to pick the equipment up.

Hard Drives or static memory should be removed from any equipment being sent to Central Stores.

  • Find out from IT staff which items are to be gotten rid of.
  • On each item, apply a strip of masking tape or post it tape to make notes on. Items to note on the tape:
    • Date Submitted:
    • Date HD removed:
    • Date cleared from inventory:
  • For each of these items, write down the UCSB Property tag number, and a brief description of the item (ie: 948001592 - Silicon Graphics Indigo2)
  • Compile a list of all of the items and their corresponding numbers.
  • Compose an email to purchasing stating the need to dispose of the items, and attach the list.
    • You should get a response within a couple days.
    • Followup with purchasing if you do not hear back from them in a timely fashion.
  • The response from purchasing should include the status for each of the items and typically falls into one of the following categories:
    • equipment is already cleared from inventory - In this case, mark the items as "off inventory" on its tape label.
    • equipment is being submitted to equipment management via an ESPD form.
  • Once an item is "off inventory", the UCSB Property tag can be removed at will.
  • Contact Central Stores for pickup of the item (they charge an hourly rate), or arrange to take it to Central Stores Tue or Thu afternoon (2-4pm).



Mark Gorecki
modified by Joe Mount 2005-10-20
Updated by Aaron Martin 2011-08-19