IT Asset Inventory, Repair, and Replacement Guideline

Guideline:

Inventory Requirements

All software, computers, servers are required by the State of Kansas ITEC policy 7230a to be inventoried.  At Pittsburg State University we accomplish this in the PSU IT Asset Management System. This inventory is both automatically pulled (by ITS) and manually entered (by department designees) into the PSU IT Asset Management system.

Computers and Servers: 

• All computers, regardless of cost, must be included in the PSU IT Asset Management System.
• Any computer connected to the PSU network is automatically registered in the PSU IT Asset Management system.
• Any computer that is not connected to the network must be manually entered into the system by the department’s designated IT Asset Management individual.

Software:

• All software, regardless of cost (including freeware, open source, or other no-cost software), must be manually entered in the PSU IT Asset Management System by the responsible department designee.

Departments are responsible for maintaining an accurate inventory of IT assets to ensure timely repair and replacement. All IT resources requiring repair should be in the PSU IT Asset Management System. Assets that are deemed beyond repair should be documented for proper decommissioning and replacement following PSU IT policies and procurement guidelines. Planning for replacing IT resources is a critical component for IT efficiencies and security. PSU’s ITS department offers a helpful IT upgrade planning guide for your use.

IT inventory should be kept up to date as changes occur. Each department should review their inventory at least annually. Failure to properly inventory IT assets may result in compliance issues and delays in support services. Departments must ensure that their designated IT asset management individual remains up to date on PSU IT inventory procedures and policies.

For further guidance or assistance or to add/change a designee to enter IT inventory into the Asset Management System, please submit an IT support ticket to support@pittstate.edu.