2.14.1  Information Technology (IT) Asset Management (Cont. 1)

2.14.1.13 
Asset Management Processes

2.14.1.13.9  (11-08-2011)
Equipment Handling

  1. The following subsections cover the handling of specific equipment and if necessary, the handling of this equipment by specified organizations.

2.14.1.13.9.1  (11-08-2011)
IT Equipment Held by Other Government Agency

  1. When IT equipment is transferred out of IRS and held temporarily or indefinitely by government agencies such as TIGTA, Department of Justice (DOJ), etc. for review and/or investigative purposes, final DC "07" will be utilized.

  2. AWSS/REFM will be responsible for completing the final disposal action by using DC "07" – IT equipment temporarily or indefinitely held by other Government Agencies such as TIGTA, and DOJ for review and/or investigative purposes.

    Note:

    DC "07" differs from IT equipment that is retired and disposed with final DC "03" or "04" since the potential exists that this IT equipment may or may not be returned to the IRS.

  3. The IT staff is responsible for completing the following actions in Asset Manager:

    1. Updating the Location field in Asset Manager with the name of the government agency holding the IT equipment

    2. Utilizing the Comments field in Asset Manager to document pertinent information referencing the circumstances or particulars of the event such as the POC information, address, case number and estimated date of return

    3. Creating Miscellaneous Disposal of Property Form, see also IRM 2.14.1.13.20.5, and make appropriate selection in Box 4 – "For Type of Report" , by selecting Box D – Transfer out of IRS via DC "07" (held by other Government Agency). The IT staff should then follow the customary established procedures for completing the remainder of the form

    4. Retiring the IT equipment via the INITIATE DISPOSAL WIZARD using DC "09"

    5. Completing the disposal process by transferring the inventory record control to AWSS/REFM via the TO AWSS WIZARD

    6. Follow customary procedures to UNRETIRE the IT equipment asset record when the other Government Agency returns the equipment to the IRS. IT staff should continue to open a Service Desk ticket to the EUES-OSS-SA&CM-HDW-B (Hardware Asset Management) to unretire the inventory record)

  4. These steps will help the IRS readily identify and control IT equipment that has been removed from IRS custody and space and is being held by another Government Agency.

2.14.1.13.9.2  (11-08-2011)
Off-site

  1. This section impacts all IT staff especially MITS staff responsible for off-site equipment delivery and support.

  2. MITS staff who become aware of equipment moves or changes in off-site locations will provide detailed information to their designated IT staff. The IT staff will be responsible for ensuring that all equipment located in Non-IRS buildings /off-site locations are properly identified in Asset Manager. All off-site equipment asset records should be updated and recorded using the standards listed below.

  3. IT staff will be responsible for ensuring that equipment located in Non-IRS buildings / off-site are specifically identified in Asset Manager as being located off-site through the mandatory use of the System Name: "OFFSITE " and the CONTACT NAME field. The CONTACT NAME field is to be utilized to identify and designate a user for shared off-site equipment who will serve as the responsible individual for certifying the asset on an annual basis. (Off-site equipment is typically shared equipment utilized by a team of users.)

    Note:

    These procedures do not apply to mobile equipment that is used at off-site locations periodically. The policy is intended to apply to that equipment that is located at off-site locations in a permanent or semi-permanent basis such as equipment utilized at Large Business and International (LB&I)coordinated Industry Case sites.

  4. IT equipment located at Non-IRS buildings /off-site locations are at greater risk and pose additional challenges to the Annual Certification process. Improved accountability and control is needed to mitigate the risk of these assets, and facilitate the identification and reporting of these assets. Standard and consistent recording of off-site equipment, including the designation of a responsible user of this equipment, is essential for the proper identification, monitoring and control of these assets.

  5. All MITS staff who support off-site locations will provide detailed information to their appropriate group as to additions, changes and movement of all IT equipment. IT staff will be responsible for ensuring that all equipment located in Non-IRS buildings /off-site locations are properly and consistently recorded in Asset Manager using the standards listed below. This includes annually verifying that the responsible person recorded in the CONTACT NAME field for shared equipment, is accurate and current. Assistance and coordination with MITS staff responsible for on-site support will be required in this process.

    Asset Manager Fields and Input Standards:

    • Assignment: Normal Procedures

    • User: "SHARED" designation, i.e., SHARED, LB&I or SHARED, Tax Exempt Government Entities (TEGE), etc. This will vary depending on the Business Operating Division (BOD) usage (All off-site equipment will be designated as "SHARED" since this equipment is not a user’s primary equipment assignment)

    • Barcode: Normal Procedures

    • Serial Number: Normal Procedures

    • Building Code: Building Code responsible for providing deskside/telecom support services. This will be the building code of the support that issued the asset to the off-site location as indicated by the Treasury Communications System (TCS) code in the Computer Name designation and also has an associated FAC code

    • Cost Center: Auto-Populated by another source

    • System Name: "OFFSITE"

    • Computer Name or Device ID (for computer assets only): Normal Procedures. The computer name is an indication of the building code designation

    • Contact Name: Name of User responsible for Annual Certification of asset. DO NOT use "SHARED" in this field. The responsible user is typically a team leader at the off-site location who is responsible for the equipment’s oversight including maintenance issues and must be selected from the employee table

    • Location: Reserved for local use. It is recommended that this field be used to record additional pertinent information that will identify the location of the asset (i.e., LB&I, Enterprise Remote Access Program (ERAP) "Short Site Name" . Area ERAP Deployment Coordinators and/or Local Taxpayer Site Representatives (TSR) must provide this information to IT staff as changes occur.) Under no circumstances should this field be populated with sensitive but unclassified (SBU) data. IT staff should NOT record taxpayer information or taxpayer addresses in this field or in any other field in Asset Manager

2.14.1.13.9.3  (11-08-2011)
Shared

  1. IT staff will be responsible for ensuring that all IN USE equipment that is regularly available for use by two (2) or more individuals is properly identified in Asset Manager as "SHARED" equipment. MITS staff will provide this information to their IT staff through the eMAC form process. These procedures must be used in compliment with the Off-site policy, see also IRM 2.14.1.13.9.2, when the SHARED equipment is located off-site at a Non-IRS facility.

  2. IN USE equipment not assigned to a single user should be updated by checking the "Shared Asset" indicator box in Asset Manager. The user assignment in Asset Manager should be left blank and the cost center should be updated to the lowest known level. Hardware equipment that is regularly available for use by two (2) or more individuals must be considered "SHARED" equipment.

  3. SHARED procedures are being issued to better define the handling of equipment that is available for use by two (2) or more individuals. Equipment not assigned to a single user is at a greater risk and poses additional challenges to the Annual Certification process. Improved accountability and consistency is needed to facilitate the control and accuracy of Asset Manager record for these kinds of assets. Standard and consistent recording of SHARED equipment, including the designation of a responsible contact person is essential for proper identification, monitoring and control of these assets.

  4. SHARED equipment is being defined in these procedures to standardize and ensure consistency in the administration and recording of these assets in Asset Manager. Equipment must be considered SHARED, when a single user cannot be identified as the responsible owner, and when such equipment is regularly available for use by two (2) or more individuals. This refers to equipment that was issued for the purpose of allowing multiple users access and usage, and does not include equipment that may on occasion be used by more than one (1) individual.

  5. Shared equipment may include but is not limited to desktops, network printers, copiers, fax machines, routers, servers, Integrated Data Retrieval System (IDRS) terminals, off-site desktop and printer equipment, etc. Telecommunications equipment is also considered shared equipment and should be updated in Asset Manager according to the guidelines contained within this document.

    Note:

    The cost center of the organization (EUES, EOps, EN, etc.) with primary ownership and oversight for the telecommunications equipment should be used to facilitate better control and accountability.

2.14.1.13.9.4  (11-08-2011)
Multiple Workstations

  1. Users of multiple primary workstations require that each workstation have an assignment of In Use and the primary user listed as the User of all workstation records. In addition, the Role field of each workstation record must be updated to indicate the usage of the workstation. The user’s primary work workstation (receives E-mail, etc.) should be given the role of "Production" and any extra workstation would be given the role that best indicates the use of the equipment.

  2. The Hardware Tab in Asset Manager has a role field that allows for the entry of production, test, backup, template or other which would be used to identify secondary equipment. Production is for the primary asset and additional equipment would be identified by another role (e.g., test).

  3. Designated IT staff shall follow the below standards in the table:

      Assignment User OrgCode Role
    User with a single workstation In Use User Name Primary Workstation Production
    User with multiple workstations In Use PROJECT DEPOT Additional Authorized Workstation Test, Backup, Template or Other

  4. CI designated IT staff will use their existing procedures to identify additional workstations.

2.14.1.13.9.5  (11-08-2011)
Computer Audit Specialist (CAS) Power User Laptop

  1. "In stock" CAS power user laptop equipment will be stored and issued out of the Austin Equipment Depot, and will no longer be maintained by the IT staff offices.

  2. In order to ensure that the equipment needs of the CAS program can be met, special CAS power user laptop equipment handling procedures were developed in conjunction with LB&I. These procedures will enforce the proper management and issuance of the power user laptop model currently used by the CAS program.

  3. "In stock" CAS power user laptop equipment and related accessories will be physically controlled and distributed through the Austin Equipment Depot.

  4. "In stock" CAS power user laptop will be physically managed at the Austin Equipment Depot and will not be released for issuance or assignment without proper Service Desk ticket approvals including the concurrence of LB&I Business Systems Plan (BSP). CAS employee requests for CAS laptop equipment will need to be requested via a GET NEW HARDWARE Service Desk ticket and include the approval of LB&I, BSP. The local MITS service provider (i.e. IT staff) will be responsible for sharing the Service Desk ticket with the Austin Equipment Depot's assignment group who will transfer and ship the CAS laptop to the requesting local office for proper equipment handling and assignment.

  5. All power user laptops identified for the LB&I CAS Program must be managed and identified in Asset Manager by updating the System Name field with "CAS" .

  6. All CAS laptop equipment assigned to departing employees must be returned to the local MITS office (i.e. IT staff) by LB&I management in a timely manner using the CAS Power User Laptop Equipment Procedures that are posted on the LB&I web-site and on the Asset Management web-site. LB&I and local MITS will be responsible for ensuring that the CAS Equipment Return to in stock check sheet included within the procedures referenced above is utilized for verification of the return of all laptop accessories and of all related return to in stock tasks.

  7. "In stock" CAS laptop equipment should be shipped to the Austin Equipment Depot after completing all necessary equipment verification and inventory tasks including but not limited to:

    • GDisk Laptop

    • Clear BIOS Password

    • Update System Name field in Asset Manager to "CAS"

    • Update Assignment Code in Asset Manager to "In stock"

    • Transfer equipment within Asset Manager to building code TX1665

    • Utilize the CAS Equipment Return to "In stock" , Check sheet to verify and document all laptop accessories

    • Notify Austin Equipment Depot IT staff and LB&I BSP POC that in stock laptop is being shipped for in stock storage

      Note:

      Under no circumstances should malfunctioning or broken equipment be shipped to the Austin Equipment Depot. Laptop repairs or overwrite issues need to be addressed and handled at the local MITS office prior to shipping the equipment to the Austin Equipment Depot.

2.14.1.13.9.6  (11-08-2011)
Homeland Security Presidential Directive 12 (HSPD-12)

  1. This section covers Homeland Security Presidential Directive 12 (HSPD-12) IT Equipment Handling Procedures. MITS designated IT staff is not responsible for the support of any IT Asset purchased/leased for the IRS and used exclusively in support of HSPD-12.

  2. HSPD-12 is a Presidential Directive that mandates and requires Federal agencies to implement a standard identity credential for all Federal employees and Contractors. HSPD-12 stipulates that the new credential will be used for logical and physical access to all Federal facilities and computing systems. The Treasury HSPD-12, PMO in conjunction with the General Services Administration (GSA) HSPD-12 Managed Service Office (MSO) are working together to achieve compliance with this directive by providing end-to-end service for enrollment and issuance of these credentials for all Treasury employees and contractors. As such, GSA-MSO has developed a service model that will provide a centralized infrastructure that will be shared by multiple Federal agencies. Credential centers in locations convenient to agencies workforce will be used for enrollment, card activation and issuance. Approximately 662 IRS facilities enterprise-wide have been identified to serve as a HSPD-12 credential center for its IRS workforce or as a shared credential center for multiple federal agencies.

  3. IT Assets purchased/leased for the IRS and used exclusively in support of HSPD-12 will be managed by GSA-MSO and will not be subject to customary IRS Asset Management policies. The HSPD-12 Asset will NOT be inventoried or accounted for within Asset Manager. These Assets will NOT be bar-coded with IRS asset tags but instead will be clearly labeled and identified as HSPD-12 equipment. Any equipment labeled and identified as HSPD-12 will NOT require MITS support and will NOT at any time be attached or connected to any IRS network or device. This equipment will be maintained in a secured location with limited access generally within the boundaries of the facility’s physical security office.

  4. HSPD-12 assets/equipment may include but is not limited to:

    • GSA Enrollment Activation Station (EAS) Network ports, circuits and termination equipment

    • GSA fixed and mobile EAS workstation/laptop and scanner

    • Finger printing equipment

    • Personal Identity Verification (PIV) card reader systems

    • Badge systems

    • Cameras

    • Monitors, keyboards, PIN entering keyboards

  5. These procedures are to provide specific guidance and direction for the handling of all HSPD-12, IT equipment maintained at IRS facilities; and to exempt such equipment from customary asset tagging and Asset Manager Asset Management requirements.

  6. In general, no action is required. However, if at any time, it is determined that a HSPD-12 asset has been inadvertently bar coded or accounted for within Asset Manager, immediate action must be taken to remove such asset from Asset Manager using normal DC "08" procedures.

2.14.1.13.9.7  (11-08-2011)
Common Premise Capability (CPC) Equipment

  1. Common Premise Capability (CPC) equipment basically encompasses new VOIP (Voice over IP) telephone systems. When installed, voice and data communications run over one cable to a workstation. Data communication circuits may also be utilized for voice traffic.

  2. Asset Tracking Procedures for CPC equipment, which is purchased by the CPC project office will be tracked with a mandatory entry in the System Name field of "CPC" . This is due to the inability to adequately track CPC equipment.

  3. A mandatory System Name entry of CPC will allow for assets falling into this category to be more easily identified in Asset Manager. Existing CPC inventory data records will need to be updated in accordance with this requirement. Once complete, this will enable quick identification of this equipment for a variety of tracking. It will aid in ensuring that appropriate service contracts are maintained on this equipment.

  4. These procedures applies to IT staff responsible for Asset Manager and Field telecom staff.

  5. The CPC project office is responsible for determining when an IRS office is to be upgraded to this telephone system. In coordination with the local Field telecom staff, equipment is ordered for the site. The Project Office provides the funding. Equipment is received by the IT staff and installed at the site by contractors and the local telecom staff.

  6. Equipment that is received for CPC will need to be identified as such when it is entered into Asset Manager by populating the System Name of "CPC" . Telecom staff will need to coordinate with the IT staff to ensure that this equipment is identified properly. eMAC forms must be annotated accordingly by including "CPC" in the comments area. The equipment will include all switches, servers, gateways, routers and other peripheral equipment provided for the CPC project.

  7. Normal asset management policies will apply for switches, routers, servers, gateways, etc. These assets will be entered into Asset Manager. Telephone sets, headsets, KVM switches (keyboard/video/mouse), RPS (redundant power supplies), etc. will not be entered into Asset Manager.

  8. Some examples of equipment are as follows:

    • Cisco VG248 Gateway

    • Cisco Catalyst 3750 48 Switch

    • Cisco Catalyst 3750 24 Switch

    • Cisco MCS 7835/7825 Call Processor

    • Avaya CM S8300 G700 Call Processor

    • Avaya CM 8500 Call Processor

    • Avaya G700 Voice Gateway

    • Avaya G650 Voice Gateway

    Note:

    This is not a complete list. Nor are all of these items always CPC equipment. Care must be taken to ensure that the particular piece of equipment was purchased by and for the CPC project.

  9. In any office with a scheduled installation, telecom and IT staff need to coordinate to ensure that the inventory is coded to this standard. Lists of potentially identified older CPC equipment will be distributed by the Hardware Asset Management office requesting field validation and Asset Manager updating to ensure that the equipment is correctly identified as "CPC" equipment.

2.14.1.13.9.8  (11-08-2011)
CI Special Task Force and Undercover, or Seized Assets

  1. This sections covers equipment handling and inventory control as it pertains to CI's assets under the scope of CI’s Special Task Force, Undercover Equipment, Seized/Forfeited Assets and Donated Assets entities; and clarifies the handling of specialized CI assets. It also identifies those circumstances where specialized CI assets will NOT be tracked and inventoried through Asset Manager.

  2. CI Assets falling under these special categories and criteria will no longer be required to be maintained in Asset Manager and will be removed following normal procedures for assets incorrectly inventoried.

  3. IT equipment purchased by CI with non-IRS funds for use in either a Special Task Force or as Undercover Equipment, or seized/forfeited IT assets or assets donated to CI by another agency be connected to the IRS network and will not be required to be maintained in Asset Manager. CI assets that currently meet these criterion, and are currently recorded in inventory as a data record in Asset Manager, will be removed from until such time where they no longer fall under this exception.

    Note:

    If at anytime, the IT equipment is returned or given to CI for IRS use, they would then fall under the existing policies and procedures and must be inventoried and added to Asset Manager in accordance with established guidelines.

  4. Some examples of Special Task Forces or cases where IT Equipment may be used in Undercover operations includes but are not limited to Homeland Security operations, Money Laundering Stings, State or Local Authority Task forces.

  5. Assets seized by CI will not be inventoried in Asset Manager until a final judgment or Final Order of Forfeiture is approved, see also Adding IT Assets to Asset Manager section at IRM 2.14.1.13.13. Once forfeiture is complete and the asset is released to the IRS for official use, the asset will be properly inventoried into Asset Manager. The asset record must also be documented with the seizure number.

  6. Assets donated for use to CI by another agency will be properly inventoried into Asset Manager. An entry will be created in Asset Manager procurement table using the donating agency as part of the procurement entry.

  7. The only exceptions of any asset that is returned after its use in a Special Task force or as Undercover Equipment will be inventoried into Asset Manager in accordance with established procedures within this document.

2.14.1.13.9.9  (11-08-2011)
Occupational Flexi-Place

  1. These procedures impact all occupational flexi-place employees and their managers. All MITS staff should be aware of these procedures. IT staff have primary responsibility for the accuracy and completeness of Asset Manager data associated with IT equipment that is required to be tracked.

  2. The following section is equipment handling procedures for equipment used under Occupational Flexi-Place Standard Operating Procedures and issued:

    1. to clarify the asset tracking procedures for all equipment issued to employee/customers who participate in occupational flexi-place

    2. to define accountability and responsibility related to IT workstation components which are not required to be tracked in Asset Manager

    3. to require that Asset Manager " Home Use?" indicator field be selected for all occupational flexi-place equipment

  3. SOP BA-07-1, Standard Operating Procedure for Flexi-place outlines existing IRS policy governing the use of Flexi-place and is a reference tool for managers in the EUES directorate. Occupational Flexi-place employees and their managers will be responsible for ensuring that all IT workstation components such as monitors, keyboards, mice, external CD/DVD burners, and external hard drives are returned to the IRS when no longer required for Flexi-place use. This ensures compliance with Personal Property Management, Real Estate and Facilities Management Handbook, IRM 1.14.4, and IT Security, Policy and Guidance, IRM 10.8.1.

  4. IT staff is responsible for ensuring that IT equipment issued to a flexi-place employee is accounted for and recorded in Asset Manager using customary guidelines as outlined in this document. IT workstation components issued to an occupational flexi-place employee should be handled similarly to those issued to NON flexi-place employee.

    Note:

    When information is provided designating equipment is used for Flexi-place employees, IT staff is responsible for ensuring the "Home Use?" indicator field is selected in Asset Manager under the Additional Info. tab.

  5. The purpose of these procedures are to determine accountability for IT workstation components issued for occupational Flexi-place which are not bound to normal IT Asset management and recordation. IT staff should follow normal guidelines when updating Asset Manager for any equipment issued to an occupational flexi-place employee. Accountability and responsibility for IT workstation components not tracked in Asset Manager, remain with the employee and the employee’s supervisor.

  6. Occupational Flexi-place employee managers are responsible for collecting IT components assigned to the employee when a Flexi-place agreement is terminated for reasons such as the employee no longer meets the definition of an Eligible Employee; employee moves to a different position in an ineligible occupational series; an employee’s work assignments change such that the manager’s earlier determination approving Flexi-place is no longer valid; reassignment of the employee to a different manager; the employee retires or is separated. Collection of these components is required as according to Personal Property Management, Real Estate and Facilities Management, IRM 1.14.4, and IT Security, Policy and Guidance, IRM 10.8.1.

  7. Asset Manager should be updated to reflect the occupational employee’s POD of record for each asset tracked in Asset Manager. All other fields should be updated using normal procedures. Designated IT staff or other assigned, are responsible for collecting all related IT workstation components when an IT workstation assigned to an occupational flexi-place employee is returned to an "In stock" assignment.

  8. The "Home Use?" indicator field should be selected in Asset Manager for all equipment assigned to an occupational flexi-place employee.

2.14.1.13.9.10  (11-08-2011)
IT Loaner Equipment

  1. This section covers the handling and requirements for all Loaner Equipment issued from the depot or IT Loaner equipment issued locally, or any other asset that is loaned out on a temporary basis.

  2. Loan indicator – whenever an asset is part of a loaner pool, or loaned on an individual basis, the Loaner Indicator on the Loaner tab will be checked. When an individual asset is used as a temporary loaner (not part of a pool), the loaner indicator will only be checked when the asset is loaned out. When an asset is part of a loaner pool (kept specifically for loaning out) then the loaner indicator will be checked regardless of whether the asset is loaned out or in stock waiting to be loaned.

    Loaned Assets:

    Assignment - In Use, Loaned Assets that are loaned out should have an assignment of In Use.

    User - The user of the asset should be the employee who will primarily be using the loaned asset.

    Note:

    A loaned asset cannot be a shared asset.

    Building Code - The move process should be used, indicating the assets assigned building code.

    Note:

    There is no longer a transfer of inventory responsibility for a loaned asset. Control of the asset records remains with the loaning responsibility contract.

    Loaner Start Date and Loaner End Date - When and asset is loaned, the loaner start and end date should be populated with appropriate dates for the loan duration.

    Loaner Return Date - When the loaner is returned, the Loaner Return date should be populated.

    Notifications: End of Loan reminder notifications will be sent to the user, the user’s supervisor, and mailbox of the Inventory Responsibility Contract seven (7) days and two (2) days prior to the end of loan.

    Assets not on Loan:

    Assignment - In Stock, Loaner Pool Assets that are not loaned out should be in stock.

    Portfolio Status - The portfolio status field can be used to further define loaner assets that are in stock.

    Available - Asset is "in Stock " and Available for loan.

    Reserved - Asset is "in Stock" and reserved for an upcoming loan.

    Building Code - The move process should be used to indicate what building code where the assets is held in stock.

    Note:

    There is no longer a transfer of inventory responsibility for a loaned asset. Control of the asset records remains with the loaning responsibility contract.

2.14.1.13.9.11  (11-08-2011)
Home-Use Equipment

  1. For Home-Use equipment the mandatory use of the "HOME-USE?" indicator in Asset Manager is required for all equipment maintained exclusively in the homes of employees/customers and will result in improved asset tracking, reporting and accountability. This policy is applicable to the following:

    1. equipment issued to employees/customers who participate in occupational flexi-place

    2. equipment issued to employees/customers who participate in the Virtual Office Pilot or similar program

    3. equipment issued to employees/customers for exclusive home use

    Note:

    This policy does not apply to equipment that is occasionally or periodically used at an employee’s home such as under the conditions of situational flexi-place.

  2. The "HOME USE?" indicator field be selected for all equipment issued for exclusive home use.

  3. IT staff will be responsible for assisting in the management of the "HOME-USE?" indicator for all exclusive home-use equipment, including but not limited to equipment used by employees/customers participating in occupational flexi-place and the Virtual Office pilot. The Hardware Asset Management office will be responsible for the regular management of the "HOME-USE?" indicator through the use of periodic reports identifying employee/customers who are participating in these programs.

  4. IT staff have primary responsibility for updating the "HOME-USE?" indicator in Asset Manager for those instances where existing Home-Use assets are refreshed, replaced or reassigned.

  5. The Hardware Asset Management office will monitor and manage the usage of this indicator through regular reporting and by validating employee/customer participation in these programs against Asset Manager.

  6. Asset Manager should be updated to reflect the employee’s POD of record for each home-use asset.

  7. See IT Security, Policy and Guidance, IRM 10.8.1 for further guidance.

2.14.1.13.9.12  (11-08-2011)
IT Equipment issued to Appeals Customers

  1. MITS will assume physical and Asset Manager systemic control of all Appeals IT assets. We are no longer using the "AP" suffix on building codes.

  2. All "In Use" IT equipment assigned to Appeals customers will use the generic building code. We are no longer using the "AP" suffix under the corresponding Area/Territory Inventory Responsibility Contract. IT equipment returned to In Stock or equipment in an Awaiting Receipt status should also be updated to the generic building code (without AP suffix) until that time when the equipment is assigned to an Appeals customer.

  3. Appeals support staff will be responsible for promptly notifying the impacted IT staff of any move, add, or change initiated by Appeals to ensure the timeliness of Asset Manager updates. Appeals support staff will utilize the OrgCode field to identify the purpose or designated use of In Stock equipment earmarked for Appeals customers such as Refreshment, New Hire or Appeals Special Project.

  4. Appeals staff will be responsible for physically transferring all spare equipment including equipment identified for disposal to the corresponding Area/Territory IT staff.

2.14.1.13.9.13  (11-08-2011)
IT Equipment Shipments

  1. In order to improve shipping and tracking procedures for IT equipment, the Hardware Asset Management office has come up with the following actions which are necessary to prevent IT equipment from being loss and enhances the responsibilities of the sending and receiving IT staff. These procedures require the designated IT staff to locate IT equipment lost during shipping and will:

    1. Improve and standardize IT equipment shipment procedures for the purposes of reducing risk and loss

    2. Define sending and receiving IT staff responsibilities

    3. Require standard tracking procedures for IT equipment shipments

  2. The designated IT staff will be responsible for the following actions when shipping IT equipment:

    1. Sending IT staff will include sending and receiving SPIF mailbox address on shipping document, see also IRM 2.14.1.7, on Form 9814 – Express Service Routing

    2. Sending IT staff will include the Barcode Number of each piece of IT equipment being shipped, in the "Additional Information" field of Form 9814 – Express Service Routing (this information may need to be hand-written on the form)

    3. Sending IT staff will update Asset Manager Contact Name field with the Customer’s Name/SEID for who the transferred equipment is intended, if known. The Comments field should be updated to include the reason for the equipment shipment/transfer

    4. Sending IT staff must select the Asset Manager Transfer Wizard Building Code that is the same as the building to which the equipment is being shipped and when shipping IT equipment security measures shall be implemented in accordance with IT Security, Policy and Guidance, IRM 10.8.1, for the protection of IRS equipment and data

    5. Sending IT staff will include the Shipping (i.e. UPS) Tracking Number in the Asset Manager Transfer Wizard for all Inter IT staff Asset Transfers

    6. As part of the Transfer/Move Wizard an automatic system generated E-mail will be sent to the receiving SPIF mailbox to notify the receiving IT staff of the equipment transfer and shipment. The E-mail message will include Barcode Numbers and Shipping Tracking Numbers
      Receiving IT staff will take the lead responsibility for tracking any IT Equipment shipped and not received. They will work closely with the Sending IT staff by following necessary IT equipment loss procedures as follows:

      • Researching Tracking Number on Shipping Company (i.e. UPS) web-site.
      • If delivered by the Shipping Company, tracking down named "signer" and determining physical location of equipment.
      • Contacting Shipping Company if equipment is not delivered or if named "signer" not located at delivery address.
      • Contacting sending IT staff to confirm date of shipment and other pertinent information that will assist in the tracking of the lost equipment.
      • For transferred equipment that cannot be found by the Receiving IT staff but that is shown as having been delivered by the Shipping Company, the Receiving IT staff will:
      i. Accept, update assignment to Missing, prepare the excess paperwork and enter the last known Inventory Date
      ii. Follow existing procedures for missing/lost equipment

      For transferred equipment that was determined to have been lost during shipping, the Receiving IT staff will:
      i. Accept the Asset in Asset Manager as Missing and enter the last known Inventory Date
      ii. Transfer the Asset back to the original Sending IT staff without updating the Inventory Date
      iii. The original Sending IT staff should then follow procedures for lost/missing equipment using all available tracing/tracking information

    7. Receiving IT staff will promptly accept delivered assets into Asset Manager and properly update Asset Manager to ensure proper Assignment and Inventory Date

  3. The only exception to these processes is when "New Hire" Equipment is shipped to Orientation sites. (This equipment is systemically transferred and updated in Asset Manager).

2.14.1.13.10  (11-08-2011)
IT Equipment (Laptop/Desktop) Distribution - Refreshment vs. Equipment Repurpose

  1. These procedures are being issued to standardize the policy for customer equipment (laptop/desktop) refreshment and provide guidance for the best use of equipment that is NOT new but still within warranty and applies to the designated IT staff responsible for the distribution and installation of Desktop and Laptop equipment.

  2. In summary the designated IT staff responsible will:

    1. Issue new equipment during Customer system refresh and new hire provisioning

    2. Provide alternate uses of in stock equipment based on current stage of equipment's lifecycle/warranty

      Note:

      New equipment is defined as equipment that is purchased new, never used or been assigned to a customer and generally never marked In Use assignment in Asset Manager.

  3. The following actions are required to ensure distribution of laptop and desktop equipment:

    1. Use new equipment replacements for:
      Refresh End of Life(EOL) replacements (e.g. Laptop 3 years, Desktop 4 years)
      New Hire program of permanent employees (e.g. excludes part-time positions such as summer intern)

    2. Repurpose in stock equipment for:
      Warranty life equal to 1 year or more and/or has not reached end of life:
      i. Equipment profile changes (e.g. new position or new task that requires new/different entitlements)
      ii. Break-fix (e.g. loaner to employee waiting on warranty replacement)
      iii. Secondary equipment for testing or special project usage
      Warranty life equal to 6 months through 1 year:
      i. LAPTOPS: (1) National Loaner Laptop Program
      ii. DESKTOPS: (1) Austin Equipment Depot
      Warranty life—less than 6 months:
      i. Maintain at local level for emergency purposes.
      Warranty Expired:
      i. LAPTOPS: (1) Brookhaven--VITA Depot Program
      ii. DESKTOPS: (1) Excess to REFM for school donation program

2.14.1.13.11  (11-08-2011)
Timeliness Standard for Updates

  1. A timeliness standard is established for all Asset Manager updates. Asset Manager should be updated within 10 workdays of the action. For example, if an asset is received, Asset Manager must be updated to reflect this within 10 workdays of receipt. Similarly, when an asset is disposed of, the final DC must be posted to Asset Manager within 10 workdays of the disposal action. This policy applies to all Asset Manager updates and is not limited to just these two examples.

  2. IT staff need to place a higher priority on timely Asset Manager updates. Managers need to conduct periodic reviews of timeliness and take remedial action when warranted.

  3. The Hardware Asset Management office will develop reports to monitor timeliness. As untimely conditions are encountered, these may be added to the Anomalies Report.

2.14.1.13.11.1  (11-08-2011)
10 Workdays Business Rule

  1. This section covers the 10 Workdays Business Rule for Asset Receipts, Transfers, Moves, Adds, and Changes:

    1. Emphasizes and clarifies the current Asset Management "10 Workdays Business Rule"

    2. Defines the "notification" obligation and responsibility of any person who receives and accepts an IT asset

    3. Expands the 10 workdays requirement to all the data anomalies by insisting that all corrections to Asset Manager completed within 10 workdays of the reported error or data inconsistency, including anomalies reported by a customer through the Customer Self Certification web-site

  2. MITS is the only organization authorized and responsible for the acquisition, receipt, installation, modification, movement, maintenance, and disposal of IT equipment in IRS. In general, other organizations are not authorized to acquire, manage, move, or maintain IT equipment.

  3. Asset Manager is the authoritative source for the management and tracking of all IRS assets. To manage and maintain the integrity of Asset Manager, this process compels the timely updating of asset records. Incomplete or outdated asset records hinder management’s ability to make sound operating decisions and control operations. Furthermore, failure to timely update asset inventory records impedes IRS’ ability to timely detect the loss, theft, or misuse of government property.

  4. IT staff must guarantee that necessary adjustments (updates) to Asset Manager are made within 10 workdays of the date that an asset is received, moved, or transferred. That update must be completed within 10 workdays of the action (not the notification). Any staff receiving and accepting an asset is obligated and responsible for promptly notifying the designated IT staff of any activity related to the acquisition, receipt, installation, movement, or disposal of an asset. Notifying the IT staff is critical to meeting the 10 workdays business rule requirement. Initiating a MITS Service Desk ticket fulfills the notification requirement to report the move, addition, or change of an asset.

2.14.1.13.12  (11-08-2011)
Field Usage

  1. Each of the following subsections give instructions on the proper usage of each field in Asset Manager.

2.14.1.13.12.1  (11-08-2011)
Warranty Expiration Date

  1. The Warranty Expiration date field is part of the maintenance module and an integral part of the refresh process. The Warranty Expiration date assists the Service with determining when to replace IT equipment.

2.14.1.13.12.2  (11-08-2011)
Ready For Use (RFU) Date

  1. RFU date is not required for assets (such as Tier 3 assets), but if used, entries in this field must comply with these requirements. The RFU date in Asset Manager is defined as the date an asset is ready for acceptance testing by the agency. This date should be the date a vendor has supplied a fully operational asset. IT staff must not enter future dates and must not use this field for any purpose other than recording a RFU date.

    Note:

    Asset Manager programming will be modified to prohibit future dates in this field.

2.14.1.13.12.3  (11-08-2011)
Local Use Fields

  1. The Organization Code (OrgCode) and Responsible Organization fields in Asset Manager are available for local use, if needed. Specifically, this means these fields can be used for whatever purpose the IT staff deem necessary to accurately manage asset records with the exception of in stock equipment.

  2. Organization Code (OrgCode) and Responsible Organization fields are open text and free form fields.

  3. The way in which these fields is used will likely be different across the various sites. This allows IT staff more flexibility in tracking asset records.

2.14.1.13.12.4  (11-08-2011)
Protected Fields

  1. The following fields are protected in Asset Manager meaning they cannot be changed after initial entry unless a Service Desk ticket is submitted to the Hardware Asset Management office:

    • Barcode

    • Serial

    • Building Code

2.14.1.13.12.5  (11-08-2011)
Serial Number

  1. This section provides consistent direction for populating the Serial Number field in Asset Manager. IT staff must carefully adhere to these standards for data entry. This will ensure greater consistency of Asset Manager data.

  2. When serial numbers are entered in Asset Manager, IT staff must enter ALL alpha characters (A-Z) and ALL numeric digits (0-9) regardless of position in the serial number (this includes leading zeros).

  3. IT staff can enter dashes (-) in the Serial Number field. The dash is the only special character approved by the Hardware Asset Management office, no other special characters are allowed in Asset Manager Serial Number field.

  4. Spaces are excluded in the Serial Number field.

    Note:

    For example, if the serial number on the data plate is 000-31415* AB, enter 000-31415AB into Serial Number field of Asset Manager, omitting the asterisk (*) and blank space before the "A" .

  5. When entering the data include leading zeros and dashes. This will ensure greater consistency of Asset Manager data. Efforts to locate assets by serial numbers sometimes fail because of inconsistencies in data entry.

  6. In Asset Manager the Serial Number is a protected field meaning it cannot be changed after initial entry unless a Service Desk ticket is submitted to the Hardware Asset Management office.

2.14.1.13.12.6  (11-08-2011)
Contact Name

  1. This section will provide consistent direction for populating the Contact Name field in Asset Manager. This will ensure greater consistency of Asset Manager data and will enhance our ability to locate assets that may be temporarily missing. IT staff must carefully adhere to these standards for data entry.

  2. The use of a manager or functional coordinator name in the Contact Name field is to be used in limited cases for areas such as Call Sites where there are no other permanent user contact name to use. In other cases, the use of manager or functional coordinator in this field is incorrect.

    Note:

    It is important to list the true Contact Name because in many cases where a valid Contact Name is in Asset Manager, our analysis shows that 40-50% of missing assets can be located simply by calling or E-mailing the person listed in Contact Name. Most often they will still have the asset in their possession or they will know what happened to it. Listing a branch chief or functional coordinator as the Contact Name defeats the purpose of this field since a manager or coordinator with hundreds of assets assigned to him/her will not likely have information concerning the whereabouts of any specific missing asset.

  3. IT staff must make every effort to accurately record the primary user of IRS-owned equipment assigned to individuals. For infrastructure assets and those assets not assigned to a primary user (equipment such as routers, servers, etc.), the Contact Name should be recorded as "SHARED" followed by the business unit; such as, "SHARED, SHARED Small Business and Self-Employed (SBSE)" . As assets are reassigned to new primary users, the Contact Name fields must be updated to accurately reflect the new primary user. In Asset Manager the primary user must be selected from the employee table.

  4. The only exception would be that this standard applies only to "In Use" assets. Also, Dyed Fuel Vehicles may be assigned to a manager or coordinator. While the Hardware Asset Management office know that there are many valid circumstances where a person may have multiple assets assigned, this is occurring far too frequently for all of these instances to be valid. A future Anomaly Report criterion will target multiple asset assignments.

2.14.1.13.12.7  (11-08-2011)
Assignments

  1. There are five (5) assignments in Asset Manager that gives the status of an asset at any given time. Shown below are these assignments and a general definition for each:

    1. In Use - currently being used by an user and is plugged in. The asset is in use, installed and operational

    2. In Stock - unplugged, and reserved for future use. For example, an asset recently bought but not yet installed or given to a user

    3. Missing - status is to be used to label lost, stolen or temporarily missing assets until a determination is made. It eliminates the use of DC 16 (Pending Resolution – Item awaiting disposal decision) and these assets will not have to go through the "Initial Disposal" process since all activities to determine or locate them will be done while in "Missing" status. Once all determinations are made, assets still deemed as missing can be sent directly to AWSS/REFM

    4. Retired - removed from active inventory and no longer used. This assignment is used in conjunction with disposal codes, see Disposal Codes at Figure 2.14.1-8. The disposal codes determine the method of removal from the active inventory (disposal). For example, if an asset is in the process of being excessed, sent to AWSS/REFM, incorrectly inventoried, sold, or salvaged

    5. Awaiting Receipt - asset is pending acceptance (to be received), and usually in transit status. The asset has been shipped from one facility and has not yet received into another facility

2.14.1.13.12.7.1  (11-08-2011)
In Stock Equipment

  1. IT staff will be responsible for updating inventory records for assets when there is a change from or to an In stock assignment.

  2. Standard recording of all In Stock equipment is essential for the proper identification, monitoring and control of these assets. There are three core purposes for In stock assets: break-fix equipment, equipment for specific projects, and refreshment equipment. Utilizing standard System Name field entries for all in stock equipment will allow the field offices to more efficiently manage their in stock equipment. This requirement applies to equipment with an "In stock" assignment. The only exceptions are the external EUES entities such as REFM, CI, and CC, they are not required to adhere to these requirements.

  3. The new System Name field options for In stock equipment to allow for improved tracking and management of these assets. There are two additional drop down selections for System Name in Asset Manager: "Depot Local" and "Depot Project" . "General Refreshment" is already an available selection. Furthermore, the System Name entries of "Depot Local" , "Depot Project" , and "General Refreshment" should be used as a matter of procedure to designate and identify the purpose and future use of in stock equipment. As such, IT staff will be responsible for updating the System Name field to appropriately reflect the current purpose of this equipment. There is also a requirement that the System Name field be updated by IT staff when there is an assignment change from In stock to In use. These System Name field entries should only be used in conjunction with in stock assets.

  4. The System Name of "Depot Local" should be used when assets are In stock and are available for "break-fix" or "ready for use" . When assets are updated to an In-Use assignment, the System Name of "Depot Local" should be removed and replaced with an appropriate entry (default entry is Admin).

  5. The System Name of "Depot Project" should be used when assets are in stock pending deployment for a specific project. The "ORGCODE" Field should be used to further identify the project, by entering an appropriate project name, i.e., New Hire, VITA (Brookhaven Depot), etc. Assets designated as available for project deployment should not be used for break-fix issues. When assets are updated to an In-Use assignment, the System Name of "Depot Project" should be removed and replaced with an appropriate entry (default entry is Admin).

  6. The System Name of "General Refreshment" should be used when assets are in stock pending general refreshment deployment. When assets are updated to an In-Use assignment, the System Name of "General Refreshment" should be removed and replaced with an appropriate entry (default entry is Admin).

  7. IT staff should update the System Name and ORGCODE fields, as applicable, for all current and future in stock assets consistent with this requirement.

  8. Austin Equipment Depot will continue to use the System Name entry of National Depot for their in stock equipment.

2.14.1.13.12.8  (11-08-2011)
Tivoli Scan Date

  1. This section contains documentation for Tivoli Scan Asset Verification (electronic touch). A current date in the Tivoli Scan Date field and "Yes" in the Tivoli scanned field documents is considered a valid electronic touch for asset verification. The Tivoli scan update will no longer update the Inventory Date field in Asset Manager.

  2. The same date in two fields is redundant. IT staff will use the Tivoli Scan Date field to document electronic asset verifications. And use the Inventory Date field to document physical touch asset verifications. This will stop repetitive Tivoli scan updates from over-writing physical touch information.

  3. The Hardware Asset Management office will conduct reviews on either Tivoli Scan Date OR Inventory Date to determine if an asset has been properly verified.

  4. The Inventory Date field will be excluded from the Tivoli scan update. Any queries regarding asset verification need to look at Tivoli Scan Date as well as Inventory Date.

2.14.1.13.12.9  (11-08-2011)
Retirement Date

  1. The Hardware Asset Management office is currently developing instructions on the proper usage of the Retirement Date field.

2.14.1.13.13  (11-08-2011)
Adding IT Equipment to Asset Manager

  1. An add applies to equipment that does not have a previous Asset Manager asset record and/or IT equipment that meet the following circumstances:

    • donated to IRS

    • found in an IRS facility

    • credit card purchase

  2. To request that an asset be added to Asset Manager, the designated IT staff must complete the Create New Asset wizard in Asset Manager. This wizard is used to add an individual asset record. The record item(s) should associate with the Procurement information i.e., numbers, request line items for the original shipping location, etc. For specific instructions on how to Add an Asset to Asset Manager, view the ELMS course 31699.

  3. At a minimum the following information is needed to add a record:

    Fields needed to create a record
    *Barcode
    Inventory Date
    Model
    Manufacturer
    Procurement Information:
    • Request and Purchase Order number

    • Request line(s) for the Request and Purchase Order number

    • Acquisition method

    • Purchase price

    • Purchase/Lease date – same as the PO award date

    • Shipped date

    • Receipt date

    • Ready For Use (RFU) date - typically same as received date

    *Serial
    Assignment (In Use or In Stock)
    *Building code
    User SEID (If the item is "In Use " status)

    Note:

    The fields marked with an asterisk are protected fields meaning they cannot be changed after initial entry unless a Service Desk ticket is submitted to the Hardware Asset Management office.

  4. The Hardware Asset Management office reviews, validates and approves all request before the asset is added to Asset Manager.

  5. When replacing a barcode update the existing record by overwriting the original barcode with a new barcode. Do not create a new record. The Comments field can be used to record information such as old/replaced barcode number, if known or readable.

  6. Additions or changes to any of Asset Manager tables, i.e., Procurement, Manufacturer/Product (Model), Location, etc. the designated IT staff and/or CSSC must coordinate with the Hardware Asset Management office. A Service Desk ticket is required to initiate these actions.

  7. For software added to Asset Manager, see Software Management at IRM 2.14.1.13.17.

2.14.1.13.13.1  (11-08-2011)
Batch Adds

  1. The Hardware Asset Management office automated the Batch Add process. When IRS barcode labels are affixed to IT equipment by the vendor. The vendor will send Hardware Asset Management an Asset Management Report (ARM) listing the asset, barcode, serial number, along with other pertinent information via E-mail address to: *MITS EUES AMbatch.

  2. This process adds a group of asset records received directly from vendors in spreadsheet format, the ARM. Validation of the Request and Purchase Order number is done against the procurement interface file, see also Asset Manager WebRTS Interface Daily Import section at IRM 2.14.1.13.3.2. When the procedure is complete, IT staff will be able to access a complete asset record.

  3. The Hardware Asset Management office will perform the Batch Add and complete the following tasks:

    1. Data is imported from the ARM into an Access database to validate the Barcodes, Manufacturer, Product Name, Requisition, and Purchase Order Numbers

      Note:

      For Duplicate Barcodes - If a barcode is already being used in Asset Manager, have the IT staff verify the barcode on the asset. Most of the time, the asset was entered in Asset Manager with an incorrect barcode. The IT staff can modify the barcode in error in Asset Manager and the new asset can be batch added with the correct barcode.

    2. After the data in the Access database has been validated, the data is exported out as a Text File. The text file is then Batch Added to Asset Manager as inventory records via the Import Process

    3. The Hardware Asset Management office will verify the Batch Added records and coordinate with the IT staff via E-mail to notify them when new assets have been added. The IT staff must notify the Hardware Asset Management office of any assets not received by the scheduled delivery date specified

      Note:

      The IT staff can query to locate their newly added records

      .

    4. The Batch Add records are added to Asset Manager with an assignment of "AWAITING RECEIPT" . The IT staff has 10 workdays to verify receipt of the assets in which they must update the assignment field to either "IN STOCK" or "IN USE" if they have physically received the assets, see also Asset Manager Receive and Accept (R&A) for Transferred or Batch Added IT Equipment at IRM 2.14.1.13.14.1

  4. For information regarding Batches and Batch Assets, see the following section IRM 2.14.1.13.8.1.

2.14.1.13.14  (11-08-2011)
Receiving and Arrival of IT Equipment

  1. The Hardware Asset Management office notifies the IT staff of the pending arrival of equipment. Once this is achieved, the IT staff will make arrangements to receive and process the equipment. The IT staff is responsible for receiving the proper assets associated to a specific IRS location via the request lines created by the Hardware Asset Management office per the Procurement Information in WebRTS. If there is a discrepancy between what is expected and what is received, the IT staff must open a Service Desk ticket. It is very important to include any discrepancies such as a different type, model, or number of items in the Service Desk ticket. The Hardware Asset Management office changes the information before the IT staff receives the equipment in Asset Manager. The IT staff is responsible for maintaining the inventory of IT equipment for their assigned IRS locations.

2.14.1.13.14.1  (11-08-2011)
Asset Manager Receive and Accept (R&A) for Transferred or Batch Added IT Equipment

  1. Asset Manager Receive and Accept functionality occurs for transferred or batch added IT Equipment in the database. The IT staff must accept transferred equipment electronically in Asset Manager when it is transferred between local and field offices. This also applies once the designated IT staff has been notified via E-mail by the Hardware Asset Management office of an expected Batch Add delivery. Updating the existing Asset Manager record and associating the proper request line(s) is the responsibility of the designated IT staff.

  2. In Asset Manager these records will have Awaiting Receipt assignment and the designated IT staff must complete R&A by following these steps via the Receive Batch Added Asset wizard:

    1. Query for assets pending R&A by barcode, REQ number, PO number, building, or inventory responsibility contract code (formerly known as SPIF code)

    2. Search asset to receive

    3. Enter data for all the required fields

  3. The ability to receive asset records will depend on designated IT staff or FAC profiles, for specific instructions on how to Receive and Accept an asset, view the ELMS course 31700.

2.14.1.13.14.2  (11-08-2011)
WebRTS Receipt and Acceptance (R&A)

  1. Receipt and Acceptance of IT equipment in WebRTS authorizes payment to the vendor. Therefore, before acceptance in WebRTS, the COTR must verify receipt of IT equipment with the IT staff to ensure it has been added to Asset Manager.

  2. The IT staff must retain all receipt and acceptance paperwork including shipping documents and packing slips for all new equipment. These files are kept for a minimum of three years.

    Note:

    All receipt and acceptance of IT equipment in WebRTS should also be received and accepted in Asset Manager via Receive and Accept wizard. These two databases should be in sync.

2.14.1.13.15  (11-08-2011)
Move, Adds, Changes (MAC) Process

  1. MITS is authorized and responsible for the acquisition, receipt, installation, modification, movement, maintenance, and disposal of IT equipment in IRS. Organizations other than MITS are not authorized to acquire, manage, move or maintain IT equipment.

    Note:

    The only exception is the external EUES entities IT staff.

  2. Asset Manager data becomes invalid when equipment is moved or replaced. The designated IT staff, i.e., Deskside or Service Desk initiating the physical change of any piece of equipment is responsible for completing an eMAC form to ensure the necessary adjustments to Asset Manager are made, see the following eMAC process at IRM 2.14.1.13.15.1. However, each employee is encouraged to update their own IT equipment via the Customer Self Certification web-site, see also Customer Self Certification section at IRM 2.14.1.13.19.1, for additional guidance.

    The designated IT staff has the responsibility for ensuring that these necessary adjustments (updates) to Asset Manager are made within 10 workdays of the action (movement) and not the notification.

2.14.1.13.15.1  (11-08-2011)
eMAC

  1. The eMAC process is still being developed by the Hardware Asset Management office. However, this process is electronic (automated) and centralizes the submission and processing of IT Equipment Move, Add, Change (MAC) forms. There are two standard MAC forms developed by the Hardware Asset Management office. However, either form will be accepted for reporting IT Equipment MAC processing. These forms are located at the Hardware Asset Management office SharePoint site at: http://op.ds.irsnet.gov/sites/MITS/EUES/OSS/SACM/4112/MAC/default.aspx. User Guides and support documentation for completing the standard eMAC forms are also maintained at this SharePoint location.

    1. Adobe eMAC Form

    2. Microsoft InfoPath eMAC Form

    Note:

    The Hardware Asset Management office web-site has also been updated to include a direct link to Hardware Asset Management SharePoint where the eMAC forms and User Guide are located, see also http://eues.web.irs.gov/AMGMT/SPIF_Tools.aspx.

  2. The eMAC form can be utilized to update Refresh Tab field in Asset Manager for Laptop and Desktop equipment. For Refresh eMAC forms the Refresh Indicator will be changed to REFRESHED and the Project Completion Date will be populated with the eMAC form transaction date.

  3. The eMAC process will be used to document the following inventory activities and ensure Asset Manager is updated within 10-days of the eMAC form transaction date:

    1. Moves

    2. Adds/Receipts

    3. Changes

    4. Transfers

    5. Refreshment

    6. Excess

    7. Loaner

    1. Note:

      The eMAC forms cannot be used to process IT equipment disposals or barcode replacements.

  4. Completed eMAC forms will be E-mailed to the appropriate CSSC mailbox by selecting designated buttons within the eMAC form:
    *MITS EUES AM 7010 Western Inventory
    *MITS EUES AM 7020 Southwest Inventory
    *MITS EUES AM 8010 Southeast Inventory
    *MITS EUES AM 8020 Headquarters Inventory
    *MITS EUES AM 9010 Midwest Inventory
    *MITS EUES AM 9020 Northeast Inventory

  5. The designated IT staff responsible for IT equipment handling will use the following process for completing and submitting eMAC form:

    1. eMAC forms will be submitted to the designated mailbox within 2 days of the Move, Add, or Change transaction

    2. The eMAC form DATE field entry will be populated with the Move, Add, or Change transaction date. (This is the date that the IT equipment was installed, moved, refreshed, etc.)

    3. eMAC forms will NOT be submitted prior to the Move, Add or Change transaction date

    4. eMAC forms will be submitted with complete and accurate data in support of Asset Management policies and procedures. Both forms contain required fields that must be populated prior to submission

2.14.1.13.15.2  (11-08-2011)
Moves

  1. Moves are physical changes which require the existing Asset Manager asset records to be updated due to the relocation of IT equipment, etc.

2.14.1.13.15.2.1  (11-08-2011)
Transfer

  1. A "transfer" transaction changes the responsible organization on a specific inventory record. It transfers the listed inventory record from one IT staff unit to another. This transfer can be from one department or organization to another or one Inventory Responsibility Contract to another Inventory Responsibility Contract.

  2. In cases when equipment is physically moved outside of the current inventory's responsibility, the sending IT staff will notify the other (receiving) IT staff before transferring equipment to another site. Generally, IT equipment will be shipped directly to and accepted by the receiving site's central receiving point.

  3. Each site should have procedures for their site’s central receiving office regarding notification of receipt, documentation required, and provisions for delivery to IRS facility.

  4. The designated IT staff will coordinate the property relocation and shipping with Facilities Management Branch (AWSS)/REFM. In addition, ensure Asset Manager record(s) are updated to reflect the new location of the IT equipment.

  5. For specific procedures on how to transfer an asset, view ELMS course 31701, Recording Asset Changes, Moves and Transfers in Asset Manager.

2.14.1.13.15.3  (11-08-2011)
Adds

  1. An add applies to equipment that does not have a previous Asset Manager asset record. For more specific information, see also Adding IT Assets to Asset Manager section at IRM 2.14.1.13.13.

2.14.1.13.15.4  (11-08-2011)
Changes

  1. Changes are the daily operational transactions that change information in an existing inventory record such as Contact Name. Another example is when IT equipment goes through disposal. This inventory transaction deactivates Asset Manager record previously active.

  2. For specific instructions on modifying a record and allowable mass updates to fields, view ELMS course 31701, Recording Asset Changes, Moves and Transfers in Asset Manager.

  3. Additions or changes to any of Asset Manager tables, i.e., Procurement, Manufacturer/Product (Model), and Building, the designated IT staff and/or CSSC must coordinate with the Hardware Asset Management office. A Service Desk ticket is required to initiate these actions.

  4. For changes to Asset Manager, a Service Desk ticket must be opened for Change Request along with supporting documentation specifying database changes and enhancements.

    Note:

    In order to expedite the routing of your Change Request and ensure it reaches the proper area.

  5. Change Request are reviewed by the Hardware Asset Management office and if valid a Functional Requirement Document (FRD) is prepared for management approval. Once the Change Request is approved, it is submitted to the development group (system developers) for action.

2.14.1.13.16  (11-08-2011)
Refreshment

  1. The following procedures should be used to request updates to assets in Asset Manager for Refreshment. Below are ways to batch update and track refreshment assets and streamline the process in Asset Manager:

    1. List of assets in Excel containing the following information submitted to the E-mail mailbox *MITS EUES AMNew Hire

    2. Barcode, Assignment, Building Code, SEID, User, (If shared Contact Name should be provided) Inventory Date, Refresh Indicator, Project Completion Date

  2. The following procedures should be followed by the Hardware Asset Management office to sanitize data and update assets in Asset Manager:

    1. If 10 or more assets are submitted, Service Ticket is opened to EOPS-CR&I-SS&C-ESM-ITSMPS or mass updating in Asset Manager

    2. If 10 or less, the Hardware Asset Management office will manually update assets in Asset Manager on Refresh Tab

2.14.1.13.17  (11-08-2011)
Software Management

  1. Software Management is under development and the Hardware Asset Management office is in process of defining these procedures. Applications Program Registry (APR) will be managed in Asset Manager by AD. All Software Licensing will eventually be managed in Asset Manager and will capture COTS software purchased in coordination with Tier 1, 2, 3 and 4.

2.14.1.13.18  (11-08-2011)
Tivoli Process

  1. Tivoli is an application that performs system and network management, and exports hardware inventory information to Asset Manager on a weekly basis. Asset Manager then uses this information to update inventory data for its systems. Although only basic hardware data (processor speed, amount of memory, disk space, etc.) is provided to Asset Manager during these updates, other Web-based views into Tivoli Inventory are available which provide more detailed hardware and software inventory information for systems managed by Tivoli.

  2. The Tivoli Inventory interface to Asset Manager should capture hardware inventory data for Tier 2 and 3 devices. During the receiving process, Tivoli Endpoint software is installed on each system received, which enables it to be automatically inventoried by Tivoli Inventory. Following the initial scan, Tivoli Inventory will perform periodic scans to update its information for the system. These changes are then passed on to Asset Manager by the Tivoli Inventory interface to Asset Manager.

  3. Devices with a computer nature such as desktops, laptops, etc. that have been scanned by Tivoli Inventory and have a valid Asset Manager barcode will have the identified fields in the Hardware, Network and OS (Operating System) Tabs populated with the scan data. The Tivoli system keeps track of IT equipment deployed throughout the IRS and regularly exports configuration data for this equipment to Asset Manager via the Tivoli Inventory interface to Asset Manager. This results in automatic data standardization and a reduction of manually collected and validated configuration data.

  4. The Inventory Date field is excluded from the Tivoli scan update. Any queries pertaining to asset verification need to review the Asset Verification section at IRM 2.14.1.13.19, which gives further explanation.

2.14.1.13.18.1  (11-08-2011)
Maintenance of Data via Tivoli

  1. When making changes to a device in Tivoli the information must be controlled and validated PRIOR to updating the information in Asset Manager. In order to ensure this occurs, a data warehouse or validity check must happen. This will be for those devices Tivoli determines as a new object and for those it recognizes as an existing device.

  2. The information contained in the data warehouse or holding file is validated against the Barcode, Serial Number, and Tivoli Object Label to determine if the device is a duplicate or new entry.

2.14.1.13.19  (11-08-2011)
Asset Verification

  1. Inventories should be adequately documented to provide evidence of the procedures followed, the individuals participating, and the basis for adjusting the records.

  2. Asset verification is accomplished if the asset is physically or electronically touched during the fiscal year.

  3. Physical verification – Examples of physical touches may include software or hardware upgrades, maintenance calls, receipt of new or transferred assets, etc. These physical touches must be documented by some method so that verification can be audited. A physical wall-to-wall inventory, a Service Desk ticket, a work order, eMAC Form, etc. would be examples of documented verification.

  4. Electronic verification – Examples of electronic touches include any of a number of Tivoli scans or network pings that verify the existence of an asset. Assets touched electronically or scanned via Tivoli and Barcode scan date does not require the Inventory Date field to be updated since the scan date will serve as asset verification.

  5. IT staff(s) must update the Inventory Date field after an asset is physically verified by manually updating Asset Manager. For updates to assets that are physically or electronically touched during the certification period (October to June), this can serve as asset verification. However, if a change is being made to the asset record (such as an updated Cost Center) without actually verifying the existence of the asset, the Inventory Date field must NOT be updated. The changes outlined this year will continue to reduce the staff hours to produce an accurate inventory.

  6. The definition of a valid inventory verification or touch has been defined as the following:

    • Repair or upgrade

    • Barcode scan

    • Electronic touch (such as an automated Tivoli scan)

    • Self certification (such as a laptop used by Revenue Agents)

    • eMAC Form

    • Documented verified upgrades to the PC level (such as a mass software upgrade to all automated under reporter (AUR) workstations)

    • Web-based tools used by employees to verify associated assets

2.14.1.13.19.1  (11-08-2011)
Customer Self Certification

  1. The Hardware Asset Management office developed the customer Self Certification web-site at: http://amselfcert.web.irs.gov/. This web-site serves as an IT Asset verification tool that allows employees to systemically verify and/or correct their assigned IT equipment. IT equipment verified by employees will automatically update Asset Manager with the date/time that the asset was verified by the employee. Asset Manager Self Certification Date Field is a valid verification date field that is used in the annual inventory verification process. Anomaly conditions reported through the customer Self Certification web-site are captured through a Self Certification Anomaly Reporting system.

  2. The customer Self Certification web-site allows better control of IT equipment. All employees have the ability to certify their IT equipment themselves including those located remotely. At this web-site employees can verify the accuracy of their IT equipment in Asset Manager and make corrections.

2.14.1.13.19.2  (11-08-2011)
Physical Inventory

  1. Physical inventories are conducted to verify the existence of the property recorded in Asset Manager and certify the accuracy of certain information maintained on the asset. Each site will determine the policy to follow for the inventory of off-site property. Physical inventories must include IRS owned property and equipment including property authorized for home use and IRS property furnished to a non-IRS function for project development. A physical inventory involves the actual counting and marking of all items at a site for the purpose of verifying and updating Asset Manager.

2.14.1.13.19.3  (11-08-2011)
Procedures for Conducting the Inventory

  1. Each office will develop local procedures to conduct physical inventories. Make sure all procedures are understood and agreed upon by all IT staff. Each person must know exactly what to look for, and how to record this information.

  2. Include the following in the physical inventories:

    1. Home use property (electronic touches and self certification)

    2. IRS property furnished to a non-IRS function for project development

    3. State or local property brought into service for special programs

  3. Document and mark all property to be inventoried at the designated IRS location.

  4. Notify the supervisor regarding any discrepancies between property being inventoried and the existing data in Asset Manager.

  5. A physical inventory must occur according to the Inventory Certification Plan schedule, see also Annual Certification Requirement Plan at IRM 2.14.1.12.

2.14.1.13.19.4  (11-08-2011)
Inventory Reconciliation

  1. All offices are required to conduct an inventory of their IT equipment according to the Annual Certification Plan and certify the completion of that inventory each fiscal year.

  2. Inventory reconciliation takes place during the recurring inventory cycle. The frequency of conducting and reconciling physical inventories is determined by the Hardware Asset Management office once a year.

  3. Reconciliation is the process of matching information gathered at the time of the inventory with what is recorded in Asset Manager. This can be done using a barcode scanner or through physical inventory.

  4. The annual Certification Cycle usually falls between October 1 - June 30 of each year. Asset verification activities for controlled IT assets shall be accurately recorded and controlled within Asset Manager.

  5. Once the data collection/inventory is complete by June 30th, this information is matched against Asset Manager.

  6. After June 30th, the Hardware Asset Management office sends each office a Reconciliation Plan annually along with a Certification letter. The Reconciliation Plan consists of the results from an analysis performed in Asset Manager. The offices have until the end of the fiscal year, to resolve any outstanding anomaly errors found during the analysis. The following list contains some of the highly reported anomalies included in the Plan for reconciliation and correction. However, this list and the anomalies can change depending on Asset Management's business requirements:

    Reconciliation Plan Anomalies
    Aged Missing
    Aged DC 09
    SEID is Null, Assets In Use and NOT Shared
    Self Cert Anomalies
    Aged In-Stock
    Unverified Assets
    Awaiting Receipt

  7. As part of the inventory, offices are required to reconcile missing and misplaced assets in Asset Manager by end of the fiscal year of when the inventory began.

  8. If any discrepancies are not readily resolved such as lost or missing IT equipment then follow the instructions in the Lost, Stolen or Damaged Property Section, IRM 2.14.1.13.20.4, and complete a Report of Survey. For assets (new or old) found on the floor during the inventory, they must be entered into Asset Manager within 10 workdays of the action. Follow the instructions in the Adding IT Assets to Asset Manager section at IRM 2.14.1.13.13.

2.14.1.13.20  (11-08-2011)
Excess and Disposal of IT Equipment

  1. These procedures apply to IRS owned property controlled in Asset Manager. The disposal process is used to remove any erroneous records, excess assets (no longer needed by the IRS) and lost, stolen, or damaged IT equipment.

  2. For specific instructions on the actual disposal of IRS property by REFM, See Personal Property Management, Real Estate and Facilities Management Handbook, IRM 1.14.4.

  3. The disposal of IRS IT equipment shall be accomplished in accordance with IT Security, Policy and Guidance, IRM 10.8.1.

  4. The Property Custodian (User) will (if the IT staff is not aware previously):

    1. Call the IT Service Desk to initiate a service request and report property to be excessed or retired

    2. The Service Desk then creates a Service Desk ticket for the request and assigns it to the designated IT staff

  5. The Local MITS IT staff will:

    1. Arrange transfer of equipment from the IT Property Custodian

    2. Obtain information on the location of equipment, if at a remote site

    3. Arrange necessary actions to coordinate the removal of equipment or go to the physical location of the equipment to be excessed

    4. Arrange or perform an inspection of each equipment item. A condition code will be assigned, (refer to Figure 2.14.1-6). This task could be performed by the local Support Technician based on local organization and duty assignments

    5. Re-utilize equipment locally, place equipment in storage for later re-utilization, or dispose of the equipment based on the condition

      Figure 2.14.1-6

      Condition Codes

      CONDITION CODES DESCRIPTION
      1 Excellent - Property in new or unused condition that can be utilized immediately without modification or repairs.
      4 Usable - Property shows some wear but can be used without significant repair.
      7 Repairable - Property is unusable in its current condition but can be economically repaired.
      X Salvage - Property has value in excess of its basic material content but repair or rehabilitation is impractical and/or uneconomical.
      S Scrap - Property has no value except for its basic material content.

  6. Modify Asset Manager record to reflect the new assignment of either re-utilization, storage, or retired, i.e., "In use" , "In stock" , or "Retired" .

  7. For "Retired" IT equipment update Asset Manager record DC to "09 - Pending Excess" . The IT staff has 30 days to prepare the IT equipment for disposal and documentation.

    Note:

    After 60 days, this asset record goes onto an aging report highlighting a potential issue. This report is worked and reviewed by the Hardware Asset Management office on an ongoing basis.

  8. There are two methods for the disposal of IT equipment: The barcode scanner and Asset Manager. The preferred method is using Asset Manager, see the Disposal Process at the Asset Management web-site: http://eues.web.irs.gov/AMGMT/Policies_and_Procedures.aspx.

  9. The Barcode Scanner method will record the following information:

    • Barcode # - this is read from the barcode

    • Retirement Date - automatically populated with the current system date

    • Assignment - automatically populated with "Retired Asset "

    • Condition Code - user will chose the appropriate code from the list

    • Cost - automatically populated with the cost from the product table

    • SEID # - automatically populated with the SEID #. NOTE: this may be selected from a drop down list

    • IRS Report # - manually generated. The IRS Report Number must be unique for each SF -120 prepared;
      NOTE: this may replace the following:
      Format of the mandatory IRS Report # field (EX-XXXX-XX-XX-XXX):
      EX stands for Excess (The first two letters represents report type dependent)
      9999
      = Initiating IT staff office,
      CP
      = City Prefix for duty separation of IT staff within an Area (ex. 9010-AN)
      09
      = Last two digits of the current Fiscal Year (ex. 2009),
      025
      = Julian Day of the of the current day,
      DC - automatically populated default value "09" , In Process of Excess, see Disposal Codes at Figure 2.14.1-8 for further information.

    • Hard Drive Cleaning Confirmation - automatically populated with a default value of NO
      NOTE: this may happen at this phase or may happen at the time of transfer to REFM.

    • Upload the barcode scanned inventory records to Asset Manager

    Figure 2.14.1-7

    Disposal Documents and Corresponding Disposal Codes

    STANDARD FORM (SF) DISPOSAL DOCUMENTS VALID DISPOSAL CODES OR STATUSES RETENTION STANDARD
    SF-120 00, 09, 11, 13 Keep all paperwork for a minimum of three (3) years
    SF-122 03, 04 Keep all paperwork for a minimum of three (3) years
    SF-123 06 Keep all paperwork for a minimum of three (3) years
    SF-126 01, 11, 13 Keep all paperwork for a minimum of three (3) years
    Form 1933 02, 05, 17, 18, 19 and Missing (formerly DC 16) Keep all paperwork for a minimum of three (3) years
    Miscellaneous Disposal Form 07, 08,12, 14 Keep all paperwork for a minimum of three (3) years

    Figure 2.14.1-8

    Disposal Codes

    Disposal Codes Description
    00
    IT staff
    Transfer to AWSS/REFM
    01
    REFM
    Sold by IRS-all sales except Exchange/Sale
    02
    REFM
    Abandon/Destruction
    03
    REFM
    Transfer out of IRS by GSA
    04
    REFM
    Direct transfer out of IRS by IRS, includes transfer of IT property to schools and non-profit educational organizations
    05
    REFM
    Salvage/Scrap
    06
    REFM
    Donation by GSA - Transfer of personal property to non-federal public agencies and other specifically designated recipients by GSA
    07
    REFM
    Transfer out of IRS, temporarily or indefinitely held by other government agencies such as TIGTA, DOJ, etc. for review and/or investigative purposes
    08
    IT staff
    Incorrectly Inventoried – Items that are not required to be inventoried or item incorrectly added to Asset Manager
    09
    IT staff
    In Process of Excess
    11
    REFM
    Sold by GSA
    12
    REFM
    Exchange/No Sale – Property items disposed of through an exchange/no sale (trade in)
    13
    REFM
    Exchange/Sale - Property items disposed of through the sales process of the Exchange/Sales program
    14
    REFM
    Non-renewal of lease agreement - Asset removed from inventory
    16 (Missing)
    IT staff
    Temporarily missing, lost or stolen assets, formerly used for pending resolution
    17
    REFM
    Lost property that is not associated with any suspected criminal activity
    18
    REFM
    Stolen, local authorities and/or reported to TIGTA for investigation. Must have a Form 1933, Report of Survey prepared
    19
    REFM
    Damaged during normal business use

  10. The IT staff will arrange preparation of the equipment for excess and disposal. The hard drive sectors must be completely over-written, wiping all proprietary software and taxpayer data from the drive. Based on the local organization and duty assignments this task could be performed by the local Support Technician.

  11. All switches, routers and encryption devices must be wiped cleaned by the local telecom section before the IT staff takes custody and prior to disposal by REFM. It is the IT staff's responsibility to ensure this occurs. In addition, request a telecom representative to initial the disposal documentation as proof.

  12. GDISK (8.2 or higher version of Norton) software utility product is sanctioned software and therefore may not be available for immediate order as it likely requires procurement due to licensing restrictions. A Service Desk ticket should be opened to request this product. The GDISK software utility removes all data from the hard drive and reduces the risk of unauthorized disclosure of sensitive information.

  13. If any of the equipment is a computer, ensure that all media and hard drive(s) have been wiped of any data and proprietary software by using the GDISK software utility. The latest version of GDISK contains "DISKEDIT" which is used to verify that any information that was on the drive has been overwritten with binary zeroes and ones. There are special commands used within this software to execute DISKEDIT.

    Note:

    DISKEDIT is not longer a separate application and is built into the program. DISKEDIT can accessed through syntax commands from DOS. If necessary, additional information can be found on Asset Management web-site at: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

  14. The following statement and a listing of the equipment must be on the disposal document SF-120: "I certify that all IT equipment with permanent data/media storage listed on this form have been removed or wiped clean of any sensitive or proprietary information and software by use of a disk wipe utility according to the governing IRM policy and procedures and verification of this removal or wiping has been performed." Reference: IT Security, Policy and Guidance, IRM 10.8.1. Also, see Data/Storage Media Overwrite and Verification Procedures for Equipment Disposal section at IRM 2.14.1.13.20.1.

  15. Complete an electronic SF-120, which is a required SF by the Hardware Asset Management office and REFM, See Asset Management web-site: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

  16. Obtain the appropriate approving official signature, IT Manager, and date on the printed copy of the SF-120 and file a copy for future reference.

    Note:

    Electronic signatures are accepted using PDF.

  17. Contact AWSS by E-mail and attach a scanned copy of the printed electronic SF-120, or mail or fax the copy to AWSS and schedule a date (optimally within 10 workdays) to review the SF-120.

  18. Keep all paperwork for a minimum of three (3) years.

2.14.1.13.20.1  (11-08-2011)
Data/Storage Media Overwrite and Verification Procedures for Equipment Disposal

  1. This section mandates that 100% verification for the removal of SBU data be completed on all IT equipment/devices and in accordance with IT Security, Policy and Guidance, IRM 10.8.1. The verification ensures that SBU data has been removed prior to equipment transfer to REFM for final disposal. Excess and Disposal of IT Equipment, is being broaden in scope to include a wider range of devices, and to mandate that 100% verification be completed on these devices to ensure that all data has been removed prior to equipment transfer to AWSS for final disposal.

  2. Reference to IRM 2.7.4, Magnetic Media Management issued on January 1, 2010, directs the primary oversight and responsibility for the destruction of Magnetic Media to EOps, Data Management Branch, Media Management Section. This section expands the scope of the procedures to include a reference to IRM 2.7.4.1 which states in part: “The IRS Media Management Section has primary oversight and governance of the roles and responsibilities for management of and IRS personnel entrusted with the care, cleaning, rehabilitation, storage, shipment, receipt, inspection, repair, destruction and security of all physical storage media.”. In addition, IRM 2.7.4 clarifies procedures and provides guidance for the following:

    • When degaussing should or should not be used

    • The minimum requirements for secure data destruction

    • Disposal at locations where there is no access to approved degausser equipment

    Note:

    IRM 2.7.4 sets requirements and policy for IRS-owned media regardless of type. IRS personnel should strictly adhere to the policy and requirements set forth in IRM 2.7.4. Strict adherence to the verification process is critical to ensure that all data/media storage devices have been overwritten completely prior to final disposal.

  3. The designated IT staff will be responsible for wiping and verifying all disposal equipment that houses data.

  4. IT equipment with permanent data/media storage identified for disposal will be "wiped" clean of any sensitive or proprietary information and software using a disk wipe utility. Further verification of the disk "wipe" will be completed on 100% of the assets readied for disposal. Strict adherence to the verification process is critical to ensure that all data/media storage devices have been overwritten completely prior to final disposal.

  5. If removal/verification software can not be obtained immediately, or if a device is unable to be wiped, the media/storage should be removed from the asset and destroyed separately using NIST (National Institute of Standards and Technology) approved "degausser" or other approved manual destruction method. The current NIST evaluation of “degausser” products can be found at: http://www.nsa.gov/ia/_files/government/MDG/EPL-Degausser25February2010.pdf. This list contains the minimum requirements for degausser products.

  6. If NIST/NSA degaussing equipment is not functional or is unavailable, IRM 2.7.4.5.7 requires:

    1. The media be sent to an approved alternate IRS site for degaussing/destruction. The only approved alternate sites is one of the three ECC’s (Martinsburg, Memphis and Detroit)

    2. A contact at the approved alternate site be established by sending an E-mail to: *MITS Media Destruction stating when the media is expected to arrive

    3. Authorization be obtained from the Media Management Section Chief at ECC Martinsburg to ship the media, and a signed/acknowledged “live data” waiver from the originator’s manager be completed prior to shipment

    4. The package be properly secured and able to withstand shipment

    5. A shipping label from an authorized IRS vendor be utilized along with $5,000 declared value/insurance with traceable means to one of the three ECC’s

    6. The packing list include:
      A list of the media volume serial numbers
      A description of the action to be taken and/or comments
      Full contact information including name, phone number, fax, E-mail address, business unit
      Signature of transmitting branch manager to ECC

    7. When the media is received at the ECC, the transmitter will be faxed an acknowledgment with a signature from the receiving site, and a complete copy of the paperwork will be forwarded to the transmitter

    8. The Media Management personnel at the ECC will degauss and destroy the media as requested according to established procedures

    Note:

    To ensure separation of duty - the person that performs the wipes must not be the same person who verifies that the device has been wiped.

  7. Additional References to IRM 2.7.4:

    1. MITS designated IT staff responsible for Data and Storage Media Overwrite should refer to IRM 2.7.4.5.2.1, IRS Media Management Disposition Matrix to review the different approved methods that can be used to sanitize media. The selected method should be that which best mitigates the risks of unauthorized disclosure. Please refer to this matrix to determine when it is appropriate to degauss

    2. IRM 2.7.4.5.5, Degaussing Methodology Summary provides additional information and clarification regarding the minimum requirements for secured data destruction when using degaussing equipment

      Note:

      IRM 2.7.4 sets requirements and policy for IRS-owned media regardless of type. IRS personnel should strictly adhere to the policy and requirements set forth in IRM 2.7.4.

  8. Router, Switch, Blackberry and Multi-Functional Devices: These devices contain overwrite and verification software specific to each device. Offices responsible for these devices (e.g. Telecom, Operations, REFM, etc.) must use the respective device’s overwrite/verification process to ensure the devices are wiped before returning these devices to IT staff for disposal. These offices must label each device notating the date the device overwrite and verification was completed, along with signature before IT staff will accept the items for disposal. These offices must label each device notating the date the device overwrite and verification was completed, along with signature before MITS personnel responsible for equipment disposition will accept the items.

2.14.1.13.20.2  (11-08-2011)
IT Staff and Facilities Management Coordination

  1. If the equipment is located at the IT staff site, the following procedures must be followed:

    1. The designated IT staff will meet with the REFM to inspect the equipment, and provide REFM with the original hard copy of the SF-120 containing the appropriate approving official signature, IT Manager, and date

      Note:

      There are FAC codes to represent each area of REFM staff, See Asset Management web-site:
      http://eues.web.irs.gov/AMGMT/assetmgmt.aspx. It is important that the FAC code is verified in Asset Manager when there are areas where the FAC code overlaps with other areas. For these instances, separate disposal documentation must be prepared and submitted to the proper FAC for that particular location. In addition, the FAC code is the four last characters in the Building field which can be found on each record.

    2. REFM and the IT staff representative will verify the barcodes and serial numbers of the equipment listed on the SF-120. Any corrections, additions, or deletions of items on the form will require IT staff to either redo the original SF-120 to match items verified or to complete a second SF-120, if additional items are found

    3. Both IT staff and REFM will assure all verified items on the SF-120, have one copy of the SF-120 (first page) attached to all sides of each container before being moved for storage. This is applicable whether equipment is left on carts, placed in cardboard containers, placed on pallets (skids), or are equipped with wheels and can be rolled, or shrink-wrapped

    4. If storage is available, REFM will coordinate storage arrangement (optimally within 10 workdays) while awaiting final disposition

      Note:

      REFM, based on the request and storage conditions at each site, either picks up the equipment and moves it out of the IT staff area to storage on site or off site at warehouse or, if permitted, leaves it on site within the IT staff area, pending disposal. Basic safety requirements must be adhered to for the handling/storage of the IT equipment.

    5. The IT staff updates, Asset Manager inventory record(s) to DC "00 " and mass updates the Retirement Date to the current system date to transfer the asset record control to REFM when the SF-120 is agreed upon by both IT staff and REFM

      DC "00" Process

      In Asset Manager, perform a query with the IRS Report # Field, equal to the particular IRS Report # for the asset records that are on the SF-120 given to REFM:

      • Follow instructions on the Asset Management web-site at:
        http://eues.web.irs.gov/AMGMT/assetmgmt.aspx, Disposal to AWSS/REFM

    6. REFM becomes the property custodian of the IT equipment through the remainder of the disposal process. REFM will complete the disposal activities as soon as possible; but optimally within 60 workdays

      Note:

      The disposal record(s), once given the DC of "00" , will be irretrievable by IT staff and will become the responsibility of REFM to perform the disposal process after REFM has received, IT Manager signed disposal documents (SF-120) - IRM 2.14.1.13.20.2, paragraph 1, e.

    7. Retrieval of disposed assets - A Service Desk ticket must be opened with specific detail information for the records to be reinstated or activated, if IT staff deem it necessary to retrieve records from the disposal process. For additional information, see IRM 2.14.1.13.20.2.1, Reactivate Asset Manager Record For Found Items

  2. If the equipment is located at a remote site, the following procedures must be followed by the IT staff:

    1. Phone the remote site representative and verify the barcodes and serial numbers of the equipment listed on the SF-120. Any corrections, additions, or deletions of items on the form will require IT staff to either redo the original SF-120 to match items verified or to complete a second SF-120, if additional items are found

    2. Assure that all verified items on the SF-120 are consolidated for shipping (shrink-wrapped if possible) and have one copy of the SF-120 (first page) attached to all sides of each container before being moved for storage

    3. Meet with REFM to provide REFM with a hard copy of the SF-120 containing the IT Manager, approving official's signature and date, and to review the items listed on the form at the remote site. In the event, a face-to-face meeting is not practical, due to locality. The original, IT Manager signed, SF-120 must be mailed to REFM. Telephonic confirmation and discussion of the SF-120 must be coordinated between the IT staff and REFM

    4. For IT staff mass updates - by changing the inventory record(s) to DC "00" , gives asset record control to REFM when the SF-120 is agreed upon by both IT staff and REFM

    5. REFM will coordinate storage arrangements at the remote site (optimally within 10 workdays) while awaiting final disposition. REFM will complete the disposal activity as soon as possible but optimally within 60 workdays

  3. If equipment is without an Asset Manager record, the following procedure must be followed:

    1. Prepare a SF-120 form by listing: serial number, equipment type (Microcomputer, printer, etc.), manufacturer, model, condition code, acquisition date and estimate purchase price (might find cost of similar item, manufacturer web-site or from the old Model Pricing Guide). For equipment not controlled in Asset Manager and deemed necessary to be excessed does not require input into Asset Manager for disposal

      Note:

      The acquisition date along with acquisition cost are mandatory requirements for all AWSS year end reports to GSA and have been required on all SF-120’s, Reports of Survey, and Miscellaneous (MI) disposal documents.

    2. Prepare the following statement on the SF-120, first page, above the listed equipment, "The below *listed equipment was not controlled by any automated Inventory Database" . Place an asterisk in the Barcode Column, in front of barcode number if there is one. If the equipment has an internal media drive, IRM 2.14.1.13.20, paragraphs 7 through 10 for Wiped Media Certification Statement

  4. REFM will perform the following based on the condition code:

    1. Perform the following, if the condition code of the listed items is "S" :

      Prepare Form 1933, Report of Survey, and either sell it for scrap or dispose of it in accordance with standard IRS disposal procedures regarding scrap disposals

      Ensure the report is properly witnessed and certified for disposal

    2. If the condition code is 1, 4 or 7 ( Figure 2.14.1-6), REFM will:

      Canvass contacts for possible donation to schools or non-profit organizations under authority of Executive Order 12999

      Canvass contacts for a possible transfer to another government agency

      Review the following Disposal - If, Then Table - Figure 2.14.1-9

      Provide disposal document copies signed by REFM Property Officer to the IT staff group within 30 workdays after final disposition action has taken place. The disposal documents must contain all final disposition information on how the equipment was disposed including the disposal date

      Note:

      All donations must go through REFM Property Officer, employees are not allowed to donate directly to anyone.

      Figure 2.14.1-9

      Disposal - If, Then Table

      If equipment And Then
      Is donated to a school Recipient located Complete Transfer and Disposal SF-122, and cc GSA
      Is transferred to another government agency Recipient located Complete SF-122 and cc GSA
      Is in condition codes 1, 4, 7 or X No recipient located REFM will assign a GSA Report # and date on the SF-120 in Blocks 1 and 2 respectively and forward the report to GSA for processing
      Is in condition code S N/A Complete SF-120, designating the equipment as SCRAP and submit to REFM. REFM will give SCRAP to UNICOR

  5. The IT staff and REFM must:

    • Follow up every ninety (90) workdays on the status of the SF-120 report to ensure timely disposition of the IT equipment from reports generated within Asset Manager

    • Take joint responsibility for the asset's record until the final disposition in Asset Manager system is completed

2.14.1.13.20.2.1  (11-08-2011)
Reactivate Asset Manager Record For Found Items

  1. When an item is recovered and it has been given an Asset Manager DC "00" , placed on a Report of Survey (Form 1933) that has been submitted to REFM, FAC for final inventory record disposal process, then Asset Manager record reactivation procedures to follow are:

    1. Notify FAC immediately via telephone and follow-up E-mail providing the Report of Survey IRS Report Number, barcode, serial number, item identification, manufacturer, and product/model of the item that has been located. Stating your intentions to reactivate Asset Manager record to assignment "In stock"

    2. Open a Service Desk ticket to EUES-OSS-SA&CM-HDW-B (Hardware Asset Management) to unretire the inventory record requesting the item be returned to assignment "In stock" and provide the Inventory Responsibility Contract, Barcode, serial number, item identification, manufacturer, and product/model

    3. Document this activity with comments either by the line item directly on the original Report of Survey Form 1933 (and copies, if there are any) or attach an annotation statement referencing the item stating the recovery, date, and initial the statement. Ensure the recovery statement is associated with the Report of Survey provided to REFM, FAC

    4. Update all of the pertinent fields for the appropriate status, when Asset Manager record is returned to assignment "In stock" . The item may be dealt with for whatever determined: In Use, or if it is a Retired Asset , prepare for disposal via SF-120

  2. When an item is recovered, and has already been given an official Disposal Codes 17, 18, or 19, etc. Asset Manager record reactivation procedures to follow are:

    1. Open a Service Desk ticket requesting the item be returned to the assignment "In stock" . Provide the Inventory Responsibility Contract, Building Code, Barcode, Serial Number, Item Identification, Manufacturer, and Product/Model

    2. When Asset Manager record is reactivated, there will be a history for the previous Retirement Asset status. In the Comments field, include the Service Desk ticket number for the documentation recovery activity. Update all of the other pertinent fields for the appropriate status. The item may be dealt with for whatever determined: In Use , or if it is a Retired Asset , prepare for disposal via SF-120

    3. It is not necessary to update the Report of Survey, Form 1933, because the survey action was proper and complete at the time it was done. The history of Asset Manager will be the documentation of the previous activity

2.14.1.13.20.3  (11-08-2011)
Erroneous Records

  1. IT staff may have an asset record in Asset Manager that is the result of a data entry error or an item that is not required to be inventoried. The record will be coded as follows and removed from Asset Manager during the next archiving process.

2.14.1.13.20.3.1  (11-08-2011)
Disposal Code (DC) "08"

  1. Specific guidelines are provided for removing asset records from Asset Manager via disposal code (DC) "08" . IRM 2.14.1.13.20.5, Miscellaneous Form Usage.

  2. DC "08" is typically used to remove duplicate records or records for assets that were incorrectly inventoried.

  3. IT staff is required to obtain the concurrence of their managers for any and all DC "08" actions. IT staff should enter an explanation in the Comments field in Asset Manager , to explain why the record is being removed. IT staff should then print hardcopy screen print of the History section of the asset record. Annotate the hard copy with "Originator" and "Concur" lines. The person recording the DC "08" must sign the hard copy as the Originator. If there are more than two incorrectly inventoried records being disposed in a day, assign an IRS Report Number, beginning with disposal IRS Report Number format MI-XXX-XX-XX-XXX, and prepare a Miscellaneous Form using the Automated SF-120 Application. IT staff and their designated manager must sign the Incorrectly Inventoried document (SF-120 Miscellaneous Form or screen print) for concurrences and approval. Each IT organization with IT staff must determine the appropriate level(s) of management to provide oversight and concurrence with these actions to remove asset records. The designated manager(s) must review the removal action and, if appropriate, sign the hard copy on the Concurrence line(s). Because "08" is a final DC, if management does not concur with the removal action, the non-concurring manager must open a Service Desk ticket to eliminate the DC "08" . For approved DC "08" , hard copy records and/or Miscellaneous Form of the incorrectly inventoried assets must be filed and retained for at least three (3) years from the date of the DC "08" .

  4. DC "08" is a final DC, therefore, these should not be forwarded to REFM for processing.

2.14.1.13.20.4  (11-08-2011)
Lost, Stolen, Damaged or Missing IT Equipment

  1. In accordance with IT Security, Policy and Guidance IRM 10.8.1, all computer security incidents must be reported immediately to the first-line manager and Computer Security Incident Response Center (CSIRC) and the local TIGTA office at Toll Free phone number: 800-366-4484. The CSIRC is the IRS' 24x7x365 centralized incident reporting and response function. Report all computer security incidents to CSIRC at Toll Free phone number: 866-216-4809 or web-site: http://www.csirc.web.irs.gov. The CSIRC provides proactive prevention, detection, and response to computer security incidents targeting IRS' enterprise IT equipment.

    Note:

    CSIRC and TIGTA emphasis is on the data that was lost or stolen, not necessarily the hardware itself. TIGTA will investigate incidents, if they deem it necessary. However, all lost and stolen incidents of IT equipment must also be reported to TIGTA, in accordance to IRM 10.5.3.6, Reporting Losses, Thefts and Disclosures of Sensitive Information.

  2. The Hardware Asset Management office will receive CSIRC E-mail notices for all lost or stolen IT equipment and will contact each Area's designated IT staff.

  3. The IT staff will perform the following procedures, if it has been determined that the IT equipment has been lost, stolen, or damaged no matter where it was or is located:

    1. Refer to "Methodology for Locating Lost Network Assets" , Exhibit 2.14.1-2, to ensure not on network

    2. Contact the asset owner and make a determination and report if there was any taxpayer data stored on the equipment. The identification and statement of such risk must be reflected on the Form 1933 during preparation

    3. Prepare a Report of Survey (Form 1933/ RS-XXXX-XX-XX-XXX), Complete Disposal Date, Enter Current date; Insert the Retirement Date (use the current date), Insert DC, Select a Condition Code appropriate with the last known condition

    4. Record the Report Number issued by CSIRC in the Location field of asset record, so if the asset is later found during a routine inventory, this information will be readily available to notify them of the previously issued Report Number. File all copies of documents

  4. The IT Manager will approve and sign the "Report of Survey" prior to forwarding it to the local REFM. The CSIRC incident report should also be provided to REFM. File all copies of documents.

    Note:

    Electronic signatures are accepted using PDF.

  5. The IT staff will update the asset record(s) to DC "00" in Asset Manager.

  6. REFM will access the inventory record(s) in Asset Manager, selecting the IRS Report # and update the final disposal codes of 17 - Lost, 18 - Stolen, or 19 - Damaged, as reflected from the received Form 1933, Report of Survey.

  7. When the final disposal action is completed and signed by the REFM Property Officer, REFM will provide the Form 1933, Report of Survey to the IT staff.

    Note:

    When the final DC is given by REFM, the disposal record(s) will be irretrievable by IT staff or REFM. A Service Desk ticket must be opened with specific detail information for the record(s) to be reinstated, if the designated IT staff responsible for inventory deem it necessary to retrieve records from the disposal process.

2.14.1.13.20.4.1  (11-08-2011)
Missing Assets

  1. Assets that are temporarily missing, lost or stolen may be placed in Missing Status until a decision is made.

    Note:

    For Missing assets, if the inventory record is not updated after 60 days then it goes on an aging report identifying the IT equipment as missing over an extended period.

  2. Once the assignment has been changed to Missing the following research should be done on the record in Asset Manager to help locate the missing asset:

    1. Record any contact and location information located under the General tab

    2. Check the Tivoli Scan indicator and the Tivoli Scan date. This will tell when it was last scanned

    3. Check the History tab for updates done to the asset

    4. Make a physical search for the Asset based on location and contact information

    5. Phone the Contact person listed in the Contact Name field. Also, contact the last person who updated the record found under the History tab. Tests of missing assets have shown that a high percentage of contacts either still have the asset or they have information that will assist in finding the asset

    6. Use Outlook to E-mail the contact and to determine the working status of the employee

    7. If a reply is not received within a reasonable amount of time, try contacting the manager

    8. To find the Manager of the responsible person use the Discovery Directory

    9. Ping the asset(s) by Computer Name/Device ID if the asset is a Desktop PC or a Laptop PC

  3. Update the record in Asset Manager once all of the needed information on the missing asset is received.

  4. Survey Asset if Necessary. If unsuccessful in locating the missing assets using the steps listed above, fill out a form 1933 and follow the appropriate steps to survey the asset(s) as lost or stolen.

    Note:

    These assets will not have to go through the "Initial Disposal" process since all activities to determine or locate them will be done while in Missing status. Once all determinations are made, assets still deemed as missing can be sent directly to AWSS/REFM.

2.14.1.13.20.4.2  (11-08-2011)
Report of Survey

  1. Prior to completing a Report of Survey to remove asset records from Asset Manager, every effort must be made to locate these assets. The guidelines in the below paragraph must be followed.

  2. Every effort should be made to physically locate the assets before surveying assets out. Below are some methods to locate Desktop and Laptop PCs. IT staff must make more effort to find missing assets.

  3. Methods to Locate Desktop and Laptop Computers
    To begin the effort of locating assets, first access Asset Manager to obtain all pertinent information. Record any contact and location information (located on the General tab). While in Asset Manager, check the Tivoli Scan Flag and the Tivoli Scan date. This will indicate if the asset has been scanned by Tivoli and if so, when the last scan occurred. Check the history to see sequential events to determine the status of the asset:

    • To check whether or not the asset has been scanned by Tivoli (Tivoli scan flag) check the protocols section of the Hardware tab. If it has a check in the box it has been scanned by Tivoli

    • To check the Tivoli scan date value, look at the top of the Acquisitions tab

    1. Make a physical search for the Asset based on location and contact information

    2. Phone the Contact for the Asset - In Asset Manager there is a contact name field for each asset. It is located on Features tab. You can look there as well as the History tab for anyone who might know something about the asset. If there is a name in either location, contact the person for information about the asset in question. Tests of missing assets have shown that a high percentage of contacts either still have the asset or may have information that will assist in finding the asset

    3. E-mail the Contact for the Asset - With the same information in step one above, contact the person in the contact name field, using Outlook. Occasionally the person(s) you are trying to contact are no longer employed by the IRS or are on temporary leave. For this reason you should use the Outlook Tracking option. To use the Tracking option in Outlook click the Options button while you are composing your message. It is located on the upper right hand corner of the screen. In the Voting and Tracking options select "Request a read receipt for this message" . Click the Close button and send your message. If and when the recipient opens the message you will be notified. If you do not receive notification within a reasonable amount of time try contacting their manager

    4. Contact the Manager of the Responsible Person - Information about the person’s manager can be obtained by clicking on the Discovery Directory on the home page of the IRS intranet. When populating the information about the person you are searching for, select the "All available information" option. This will display the person’s manager at the very bottom of the screen if the search is successful

    5. Ping the asset(s) by Computer Name/Device ID if the asset is a Desktop PC or a Laptop PC - To ping the asset(s) in question follow the detailed instructions, see Exhibit 2.14.1-2

    6. Use the Last Alive File to gather information - The Last Alive file can be downloaded, however, you must first contact the Hardware Asset Management office to obtain the confidential link (web-site). This file must be uploaded into a database utility such as MS Access or Excel. At that point you can search on Barcode or Computer Name to see the last time that asset was active on the network. You can also see what domain the computer was logged into. If the asset you are searching for has been active on the network, you can ping the asset and or send the logged in user a message. Also, Exhibit 2.14.1-2

    7. Correct Asset Manager if data is found - If you have been successful using one or more of the methods above, to obtain more accurate information about the asset(s) in question, update the asset record in Asset Manager as appropriate

    8. Survey Asset if Necessary - If you have not been able to obtain any information to update the asset record(s) using the steps listed above, fill out a form 1933 and follow the appropriate steps to survey the asset(s) as lost or stolen. While completing the Report of Survey you are required to record the results of steps one through four above in the comments section of the Report of Survey

  4. The only exception would be missing assets classified as "C" or "D" assets, also see Exhibit 2.14.1-2, Methodology for Locating Lost Network Assets.

2.14.1.13.20.4.3  (11-08-2011)
Miscellaneous Form Usage

  1. The Miscellaneous Form was originally used to control the disposal of assets that were identified as no longer required during a lease contract, and to document multiple records that were incorrectly inventoried. The use of the Miscellaneous Form is being expanded to include necessary disposal actions for assets that are being taken by government authorities for court and investigative cases, returned to vendors (trade-in/exchange program) including asset upgrade/new or monetary value.

  2. The updated Miscellaneous Form for the SF-120 program latest version can be found on Asset Management web-site at: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

  3. IT staff must download the latest version of the SF-120 MS Access database to use the Miscellaneous Form.

  4. IT staff and REFM will use the Miscellaneous Form for Exchange, Trade-In, Non-Renewal of Lease, Transferred out of IRS and held by government authorities or for records that have been identified as incorrectly inventoried (three or more a day).

  5. IT staff should enter an explanation in the Comments field in Asset Manager, to explain the actions being applied to the asset record for the appropriate disposal activity.

  6. IT staff will take the steps below when using the Miscellaneous Form for IT equipment taken by government authorities, trade-in/exchanged, returned to vendor or non-renewal of lease:

    1. Use the Initiate Disposal wizard to update the Assignment to "Retired Asset"

    2. Create an IRS Report # with the format beginning with MI-XXXX-XX-XX-XXX. MI stands for Miscellaneous Disposal form

    3. Assign DC "09"

    4. Follow the instructions for the SF-120 program to create the Miscellaneous form

    5. Obtain appropriate management approval

    6. Use the To AWSS wizard to update the DC to "00"

    7. Forward signed SF-120 to appropriate REFM staff

    8. Use the Final Disposal wizard and apply the relative disposal codes 07, 12, 13, or 14 as determined by the justification/determination statements and final disposal activity performed. This function is performed by REFM

  7. IT staff will take the steps below when using the Miscellaneous Form for the removal of several records that have been incorrectly inventoried in accordance to DC "08" IRM 2.14.1.13.20.3.1:

    1. Use the Initiate Disposal wizard to update the Assignment to "Retired Asset"

    2. Create an IRS Report # with the format beginning with MI-XXXX-XX-XX-XXX. MI stands for Miscellaneous Disposal form

    3. Assign DC "08"

    4. Follow the instructions for the SF-120 program to create the Miscellaneous form

    5. Sign and date the Miscellaneous Form

    6. Obtain appropriate management approval

      Note:

      DC "08" is a final DC, therefore, these should not be forwarded to REFM for processing.

2.14.1.13.20.5  (11-08-2011)
Recovered IT Equipment

  1. If assets are later discovered during a routine inventory or after it has been reported, then upon the recovery of any reported missing, lost or stolen assets, the responsible IT staff will notify the Hardware Asset Management office. The Hardware Asset Management office will then notify authorities i.e. CSIRC, and TIGTA when assets are recovered. It is best to associated the original Report Numbers for CSIRC and TIGTA including serial number and barcode in your notification. In addition, open a Service Desk ticket with specific detail information for the record(s) to be reinstated, IRM 2.14.1.13.20.2.1.

  2. When the final DC is given by REFM, the disposal record(s) will be irretrievable by IT staff or REFM. A Service Desk ticket must be opened with specific detail information for the record(s) to be reinstated, if IT staff deem it necessary to retrieve records from the disposal process.

    Note:

    IT staff must attach a copy of the CSIRC E-mail notification or at least reference the original CSIRC and TIGTA report number to the Service Desk ticket.

  3. If the TIGTA report number is unknown then the designated IT staff must obtain the TIGTA report number from the user or TIGTA that is if this information has not provided or included on the record Comments field in Asset Manager.

2.14.1.14  (11-08-2011)
Quality Assurance (QA) Plan

  1. The Quality Assurance (QA) Plan establishes procedures for monitoring IT staff compliance to Asset Management policies, See Asset Management web-site for the QA Plan http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

Exhibit 2.14.1-1 
AUTOMATED SF-120 DATABASE, Asset Manager Disposal Data to MS Access Database Table of Contents (version 2.5)

This paragraph only pertains to the CI IT staff: when applicable replace the wording "D" drive with "C" drive in the following instructions.

The following link will take you to the Barcode Scanner Handbook: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

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Exhibit 2.14.1-2 
Methodology for Locating Lost Network Assets

Procedure for Locating Lost Assets Prior to the Survey Process

The purpose of this procedure is to assist in locating lost Desktop and Laptop Pcs prior to disposal action. This document outlines several ways to help locate an asset after an unsuccessful physical search has been made and what to do based on the results of your search.

Methods to Locate Desktop and Laptop Computers

To begin the effort of locating the asset(s) you should first find out all you can from Asset Manager. After you look up the record you will need to write down any contact information. This is located on the general tab.

While in Asset Manager you should also check the "Tivoli Scanned Date" and "Last Connected Date" . You can find this information on the Asset's Computer tab. This information will tell you if the asset has been scanned by Tivoli and if so, when the last scan occurred. You can also check the history to see sequential events to get an idea of the status of the asset.

To check whether or not the asset has been scanned by Tivoli (Tivoli scan flag) check the protocols section of the hardware tab. If it has a check in the box, it has been scanned by Tivoli.

Phone the Contact for the Asset

In Asset Manager, there is a user name and contact name field for each asset. It is located on Asset tab. If there is a name in either location, you can look up their phone number and call them for information about the asset in question.

E-mail the Contact for the Asset

With the same information in step two above, you can contact the person in the user name or contact name fields, using Outlook. Occasionally the person(s) you are trying to contact are no longer employed by the IRS or are on temporary leave. For this reason you should use the Outlook Tracking option.

To use the Tracking option in Outlook click the Options button while you are composing your message. It is located on the upper right hand corner of the screen. In the Voting and Tracking options select "Request a read receipt for this message" . Click the Close button and send your message. If and when the recipient opens the message, you will be notified. If you do not receive notification within a reasonable amount of time you will need to reach the person in another way such as contacting their manager.

Contact the Manager of the Responsible Person

This can be accomplished by clicking on the Discovery Directory on the home page of the IRS intranet. When populating the information about the person you are searching for, select the "All available information " option. This will display the person’s manager at the very bottom of the screen if the search is successful.

Ping the asset(s) by Computer Name

To ping the asset(s) in question follow the detailed Ping instructions below.

Correct Asset Manager if data is found

If you have been successful using one or more of the methods above, to obtain more accurate information about the asset(s) in question, update the asset record in Asset Manager as appropriate.

Survey Asset if Necessary

If you have not been able to obtain any information to update the asset record(s) using the steps listed above, fill out a Form 1933 and follow the appropriate steps to survey the asset(s) as lost or stolen.


Ping Instructions

  1. Run the Ping

    1. You can go to the DOS prompt from the Start menu, by selecting Programs, Accessories then Command Prompt

    2. At any DOS prompt C:/ or I:/ you can type in words "ipconfig/all" to obtain your IP address and computer name or if you have missing assets computer name, type it in. If you get a reply, this will let you know if asset is connected to the network

    3. You can then ping your IP address and/or computer name by typing in the word "ping" then "your IP address or computer name" and wait for a response

      Note:

      The ESM On-line web-site is also very helpful when trying to locate IT equipment, http://esm1.enterprise.irs.gov/. However, you will need some information such as Computer Name or the Employee SEID. First, go to Reporting & Metrics, then Available Reports, and select ROCK and input available information such as Computer Name.

    Reminder:

    • Look for the equipment

    • Check the History and make contact with the last known user

    • Check Tivoli for the last connected date, etc.

    • Ping equipment

    • Search using ESM (ROCK Report), you can look up by Employee SEID, and Computer Name


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