SDLC SOP 1007 - Asset Management

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Contents

SDLC SOP 1007 - Asset Management

Objective:

The objective of this Standard Operating Procedure (SOP) is to document an efficient and consistent method for tracking and managing its assets.

Scope:

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.

Owner:

Asset Management


Definitions

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.

Process Flow Diagrams

Asset Management Overview

file: SOP1007-01.gif

Roles and Responsibilities

Role Responsibility
Requisitioner 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 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 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 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 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



Metrics

  • None at this time


Procedure Activities

The Performing Organizations review the project scope as defined during the Release Planning Procedure (SOP 005)Working with the Contracting Organization, the Performing Organizations estimates, hardware, software and development requirements that are to be contained within the Scope of Work (SOW) documents. High-level estimates should take into account the anticipated number of simultaneous users, server capacity thresholds and acceptable peak simultaneous users.


Gate/Activity Description

file: SOP1007-02.gif


Asset Owner 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
Engineer Reports the modification or upgrade of an asset and/or the disposal of an asset


Asset Owner 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 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 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 The Asset Manager will update the Asset Tracking Database with the information provided by the informer on the Asset Change Form.
Requisitioner 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
Asset Manager 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 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 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 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 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.


Forms

Role Responsibility
Asset Change Requirements Forms Archive
Purchase Requisition Forms Archive


Exceptions None

  • at this time


Tools/Software/Technology Used

Tool Description
MS Word Word Processing
MS Excel Spreadsheet


Attachment


Related Standard Operating Procedures:


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