2.14.1  Information Technology (IT) Asset Management

Manual Transmittal

November 08, 2011

Purpose

(1) This transmits revised IRM 2.14.1, Asset Management, Information Technology (IT) Asset Management.

Material Changes

(1) The content of Internal Revenue Manual (IRM) 2.14.1 has been updated and reviewed by the End User Equipment and Services (EUES), Service Asset & Configuration Management (SACM), Hardware Asset Management Groups (A & B) to reflect current instructions to Modernization & Information Technology Services (MITS) staff responsible for the inventory of IT assets.

(2) Additional revisions, deletions, and grammatical changes were made throughout the section that did not result in substantive changes but contributed to procedural clarity of the subject matter.

Effect on Other Documents

IRM 2.14.1, dated 09-21-2007, is superseded.

Audience

IRM 2.14.1, will be followed by all employees Enterprise-wide responsible for managing IT equipment, including Asset Management's stakeholders, customers, asset owners, contractors and vendors.

Effective Date

(11-08-2011)

Terence V. Milholland
Chief Technology Officer

2.14.1.1  (11-08-2011)
Introduction Overview

  1. Hardware Asset Management Groups (A & B) uses an inventory database called Knowledge, Incident/Problem, Service Asset Management (KISAM), Asset Manager to track the full life cycle of Information Technology (IT) and Non-IT equipment from acquisition to disposal.

  2. This Internal Revenue Manual (IRM) establishes policies and procedures for the management and control of Internal Revenue Service's (IRS), IT equipment. For a complete listing, see the following tables (Figure 2.14.1-1 through Figure 2.14.1-4). IT assets are controlled based on how they are classified. However, for Non-IT property policies refer to Personal Property Management, Real Estate and Facilities Management, IRM 1.14.4.

    Note:

    Verify assets' classification in Asset Manager's model table and see the Annual Certification Plan at Asset Management web-site:
    http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

  3. Computer Components - Computer components contribute to the functionality of a system. Internal components, such as memory, cards, and disk drives, are not tracked in Asset Manager. External components are connected to a computer system, but have their own footprint. Examples include, controllers, tape libraries, and external disk arrays. Some external components are tracked in Asset Manager according to Asset Management’s control criteria.
    Non-IT Leased Assets - All Non-IT leased assets will be tracked in Asset Manager.
    Consumable Equipment - is not tracked in Asset Manager. They are relatively inexpensive items that are replaced rather than repaired. Examples include: mice, keyboards, disk drives, monitors and cards.

    Figure 2.14.1-1

    Classification A

    Category
    Adaptive Equipment
    Appliance
    Audio, Voice Unit
    Auto Tape Library (ATL)
    Auto Call Distribution (ACD)
    Auxiliary Processor
    Channel Bank
    Comm Controller
    Comm Server
    Data Backup System
    Data Compression Module (DCM)
    Degausser
    Desktop PC
    Diagnostic Equipment
    Disk Array
    Electronic Key Telephone System (EKTS)
    Encryption Device
    Firewall
    Gateway
    High-End Display Device
    High-End Scanner
    Kiosk System
    Laptop PC
    Large Print Output Processing Hardware
    Large Print Systems
    Mainframe
    Media Duplicator
    Micro-Server
    Minicomputer
    Monitoring and Diagnostics Equipment
    Network Printer
    Plotter
    Private Branch Exchange (PBX)
    Router
    Server
    Sorter
    Specialized Printer
    Switch
    Tape Drive
    Unwinder-Inserter
    Video Equipment
    Voice Messaging System
    Voice Response Unit

    Figure 2.14.1-2

    Classification B

    Category
    Micro - Personal Digital Assistant (PDA) (Smartphone)

    Figure 2.14.1-3

    Classification C

    Category
    Bridge
    Circuit
    Concentrator
    Connection Module
    Controller
    Cutter
    Desktop Printer
    Fax Device
    Interface Module
    Low-End Scanner
    Micro - PDA Palms
    Multifunction Printer
    Portable Printer
    Scanner
    Specialized Printer
    Uninterrupted Power Supply (UPS)

    Figure 2.14.1-4

    Classification D (Assets Generally Not Tracked)

    Category
    Accessory
    Adapters (i.e., Host, Link)
    Automatic External Defibrillator (AED) – Non-IT
    Cable/Cabling
    Centrex
    Channel
    Converters including Protocol Converter
    Data Service Unit (DSU)/ Channel Service Unit (CSU)
    Hub
    Internal Components: Memory, Hard Drives, Boards, Cards, Modem, Port, Disk Drive
    Keyboards, Mice, Trackballs
    Label Printers (i.e., Dymo, Smart Label)
    Microphones
    Module for Switches, Routers, Servers, etc. This includes UPS or redundant power supplies (low end)
    Monitors
    MSG Display Devices
    Packet Assembler/Disassembler (PAD)
    Punch Card equipment
    Rack-Cabinet
    Repeater
    Replicator
    Single External Drives (Hard Drives, CD, DVD) – this does not include Disk Array systems
    Small Switches/Hubs/Routers (generally anything that’s 16 ports or less and low cost)
    Small UPS (i.e., anything smaller than Smart UPS 5000)
    Speakers
    Tel STA/Mobile equipment
    Terminal
    Thin Client
    Transceiver

2.14.1.2  (11-08-2011)
Governing Policies for IT Equipment

  1. The following list contains organizations that provide policies and regulations that provide guidance:

    1. Public Law 89-306, Automated Data Processing Equipment (commonly referred to as the Brooks Act) requires the economic and efficient purchase, lease, maintenance, operation, and use of IT property by federal departments and agencies. This law states, "that a report of equipment inventory, utilization and acquisition, together with account receipts, under this authorization should be made annually in connection with the budget estimates."

    2. Office of Management and Budget (OMB) Circular A-123, Management's Responsibility for Internal Controls, this Circular provides guidance to Federal managers on improving the accountability and effectiveness of Federal programs and operations by establishing, assessing, correcting, and reporting on internal control in light the controls in the Sarbanes-Oxley Act of 2002.

    3. OMB Circular A-127, Financial Management Systems, Revised January 9, 2009, prescribes policies and standards to be followed by executive departments and agencies in developing, operating, evaluating and reporting on financial management systems.

    4. Treasury Department Publication 32-01, Accounting Principles and Standards, January 1993, states in part: "Comply with the policies prescribed by the Department’s Chief Financial Officer as contained in this and other related Treasury Directives and provide complete, reliable, consistent, and timely information which is prepared on a uniform basis and which is responsible to the financial information needs of bureau and Departmental financial management and program management staff."

    5. Public Law 101-576, Chief Financial Officers Act of 1990 , which states in part: The Chief Financial Officer within each executive department and within each major executive agency; and by requiring the development of systems that provide complete, reliable, timely, and consistent reporting of financial information.

    6. Executive Order 12999, Educational Technology, requires Government agencies to make the transfer of excess or surplus computer equipment to classrooms a high priority.

    7. Clinger-Cohen Act (CCA, formerly the Information Technology Management Reform Act or ITMRA) - requires that the Chief Information Officer of an executive agency be responsible for providing advice to the head of the executive agency, developing, maintaining, and facilitating the implementation of a sound and integrated information technology architecture, and promoting the effective and efficient design and operation of all major information resources management processes.

    8. IRS Policy Statement P-1–229, dated November 12, 1999 - written to ensure that an accurate and complete inventory is maintained. The Chief Technology Officer (CTO) is the official responsible for ownership, management and control of IT property in the Service. Organizations other than MITS are not authorized to purchase, acquire, manage, move or maintain IT property. MITS is also responsible for the accounting and recording of IT property in the IRS IT inventory system.

    9. Delegation Order MITS-2-1-1 (formerly MITS-261-1, Rev 3) dated 2/28/2011, Authority to govern all Areas Related to Information Resources and Technology Management.

    10. Deputy Commissioner for Modernization and Chief Information Officer, Delegation Order 1-41 (formerly DO-28, Rev. 11), delegated signature authority granted to Senior Staff (e.g., Human Resources, Financial Policies, Planning & Programs, Resource Allocation and Measurements, etc.). In addition, to the direct reports to the Deputy Commissioners for Modernization/Chief Information Officer and Deputies to the above Executives.

    11. Treasury Inspector General for Tax Administration (TIGTA) was established in January 1999 in accordance with the IRS Restructuring and Reform Act of 1998 (RRA 98) to provide independent oversight of IRS activities. As mandated by RRA 98, TIGTA assumed most of the responsibilities of the IRS' formerly Inspection Service. TIGTA's Office of Audit identifies opportunities to improve the administration of the nation's tax laws by conducting comprehensive, independent performance and financial audits of IRS programs, operations, and activities to assess efficiency, economy, effectiveness and program accomplishments.

    12. U.S. Government Accountability Office (GAO), is an independent, nonpartisan agency that works for Congress. GAO investigates how the federal government spends taxpayer dollars. GAO gathers information to help Congress determine how well executive branch agencies are doing their jobs. GAO supports congressional oversight by evaluating how well IRS policies are working; auditing IRS operations; and investigating allegations of illegal and improper activities.

    13. The ACIO for EUES shall establish procedures to conduct an inventory reconciliation of all computers at IRS facilities which suffer extensive damage after any major disaster to identify possible loss or theft of computers. This reconciliation must be performed within 30 days after the disaster.

    14. The Office of Procurement Policy issued Policies and Procedures Memorandum No. 46.5, dated March 14, 2011, to establish procedures for receipt, quality assurance and acceptance for contracts ...

  2. Additional references for policies and management of IT property are:

    1. Memorandum, dated September 5, 2008 and signed by the ACIO for EUES regarding "Asset Inventory Requirements for Timely Updating of Inventory Records" .

    2. Memorandum, dated September 5, 2008 and signed by the ACIO for EUES regarding "Route All Hardware, Software, Maintenance and Services Web Request Tracking System (WebRTS) Requisitions through EUES, Hardware Asset Management Office" .

    3. IT Security, Policy and Guidance, IRM 10.8.1.

    4. General Records Schedule for Property Disposal Records, IRM 1.15.41, is applicable for paper retention of inventory records extracted from Asset Manager and disposal documentation, i.e., standard forms and IRM 1.15.43, General Records Schedule for Accountable Officers’ Accounts Records, Exhibit 1.15.43-1, General Records Schedule 6, Item # 5, pertains to the retention of receive and accept (R&A) documentation.

    5. Personal Property Management, Real Estate and Facilities Management Handbook for Non-IT property, IRM 1.14.4.

    6. Memorandum issued March 16, 2000, by the Deputy Commissioner Operations, established the accounting for Property and Equipment Purchases.

    7. Information Technology, Requisition Processing for IT Products and Services, IRM 2.21.1, requires Hardware Asset Management Office (assetmgt) be added as an approver in the WebRTS approval path for all requisitions when procuring hardware, software and related services.

2.14.1.2.1  (11-08-2011)
Training

  1. Asset Manager training for designated IT staff will be provided in Enterprise Learning Management System (ELMS). Any Specialized training needs will be forwarded to the EUES Field Training Liaison. The EUES Field Training Liaison will accumulate and evaluate training requirements, as well as coordinate and schedule training for IT employees. The Hardware Asset Management Office will also make recommendations regarding potential training needs as circumstances warrant and provide training for designated IT staff and external EUES entities responsible for the inventory of IT assets to accomplish their inventory tasks.

  2. On-line 5081 (OL5081) requests is required to be submitted for access to Knowledge, Incident/Problem, Service Asset Management (KISAM), Asset Manager. Access will be approved for users after completion of training requirements.

  3. There is ELMS training available for the barcode scanner (Model - JANUS 2020) via Centra and other classes related to Asset Manager.

2.14.1.3  (11-08-2011)
Acronyms Listing

  1. This document uses the following acronyms:

    • AARP - American Association of Retired Persons

    • ACD - Auto Call Distribution

    • ACIO - Associate Chief Information Officer

    • AD - Applications Development

    • AED - Automatic External Defibrillator

    • AMPO - Asset Management Program Office is comprised of the Hardware Asset Management Groups A & B

    • APR - Applications Program Registry

    • ATL - Auto Tape Library

    • AUR - Automated Under Reporter

    • AWSS - Agency Wide Shared Services is the business unit where Real Estate and Facilities Management (REFM) fall under

    • BOD - Business Operating Division

    • BSP - Business Systems Plan

    • CADS - Corporate Authoritative Directory Services

    • CAS - Computer Audit Specialist

    • CC - Chief Counsel

    • CD - Compact Disc

    • CEA - Computer Equipment Analyst

    • CFO - Chief Financial Officer

    • CI - Criminal Investigation

    • COTR - Contracting Officer's Technical Representative

    • COTS - Commercial Off-The-Shelf

    • CPC - Common Premise Capability

    • CSSC - Customer Service Support Center

    • CSIRC - Computer Security Incident Response Center

    • CTO - Chief Technology Officer

    • DC - Disposal Code

    • DCM - Data Compression Module

    • DESAC - Disabled Employees Support Acquisition Contract

    • DOJ - Department of Justice

    • DSL - Digital Subscriber Line, data transmission over phone line without interference with voice service

    • DVD - Digital Video Disc

    • EAS - Enrollment Activation Station

    • ECC - Enterprise Computing Center

    • EKTS - Electronic Key Telephone System

    • ELMS - Enterprise Learning Management System

    • EMAC - Enterprise Move, Adds, Changes

    • EN - Enterprise Networks

    • EOL - End of Life

    • EOPS - Enterprise Operations

    • ERAP - Enterprise Remote Access Program

    • ESM - Enterprise Systems Management

    • EUES - End User Equipment and Services

    • FAC - Facilities Area Coordinator

    • FFMIA - Federal Financial Management Improvement Act of 1996

    • FIRM - Foundation Information for Real Property Management

    • FMB - Facilities Management Branch is under AWSS/REFM

    • FMFIA - Federal Manager’s Financial Integrity Act of 1982

    • FMR - Federal Management Regulations

    • FRD - Functional Requirement Document

    • GAO - Government Accountability Office

    • GDI - Graphics Database Interface

    • GSA - General Services Administration

    • GSS - General Support System

    • HSPD - Homeland Security Presidential Directive

    • IDRS - Integrated Data Retrieval System

    • INOMS - Integrated Network and Operations Management System

    • IRAP - Information Resources Accessibility Program

    • IRM - Internal Revenue Manual

    • IT - Information Technology

    • ITAMS - Information Technology Asset Management System

    • ITIL - Information Technology Infrastructure Library

    • ITMRA - Information Technology Management Reform Act

    • KISAM - Knowledge, Incident/Problem, Service Asset Management

    • LB&I - Large Business and International

    • MAC - Move, Adds, Changes

    • MITS - Modernization & Information Technology Services

    • MOU - Memorandum of Understanding

    • MSO - Managed Service Office

    • Non-IT - Non - Information Technology (Equipment)

    • ODBC - Open Database Connectivity

    • OL5081 - On-line 5081

    • OMB - Office of Management and Budget

    • OSS - Operations Service Support

    • PAD - Packet Assembler/Disassembler

    • PBX - Private Branch Exchange

    • PC - Personal Computer

    • PCD - Personal Communication Devices

    • PCMCIA - Personal Computer Memory Card International Association

    • PDA - Personal Digital Assistant

    • PIV - Personal Identity Verification

    • PMO - Project Management Office

    • PO - Purchase Order

    • POC - Point of Contact

    • POD - Post of Duty

    • QA - Quality Assurance

    • REFM - Real Estate and Facilities Management

    • RFU - Ready For Use

    • RTS - Requisition Tracking System

    • R&A - Receive and Acceptance

    • SACM - Service Asset & Configuration Management

    • SAM - Software Asset Management

    • SBU - Sensitive but unclassified

    • SBSE - Small Business and Self-Employed

    • SEID - Standard Employee Identification

    • SF - Standard Form

    • SOHO - Small Office/Home Office

    • SPEC VOL- Stakeholder, Partnership, Education and Communication Volunteer programs

    • SPIF - Single Point Inventory Function has been replaced by MITS designated IT staff that perform inventory task

    • TAC - Taxpayer Assistant Centers

    • TCS - Treasury Communications System

    • TEGE - Tax Exempt Government Entities

    • TIGTA - Treasury Inspector General for Tax Administrator

    • TSR - Taxpayer Site Representatives

    • TTY - Text Typewriter

    • VITA - Volunteer Income Tax Assistance

    • VRS - Video Relay Service

    • WEBRTS - Web Request Tracking System

    • W&I - Wage & Investment

2.14.1.4  (11-08-2011)
Definitions

  1. Many of the definitions and terms are commonly used in IT Asset Management:

    Accuracy Level - Overall acceptance level of a review. 95% - 100%. Accuracy = Verified Assets/Total Assets.

    Acquisition Document - The record authorizing the acquisition, transfer or release of property accountability.

    Adaptive Equipment - is interchangeable with new term Assistive Technology which encompasses the electronics and information systems used by IRS employees and customers with disabilities made accessible by Information Resources Accessibility Program (IRAP) office.

    Barcode Label - A permanent sticker with a unique series of lines printed on it, which is attached to an IT asset for quick identification by a scanner.

    Building Code - Identifies the building and address in the Location Table. We are no longer using suffixes.

    Commercial-Off-The-Shelf-Software (COTS) - Any software commercially developed and marketed (e.g., Excel, Word).

    Communications - Refers to telecommunications and Data Communications property items.

    Condition Code - A standard number or symbol used to identify the state of an asset.

    Confidence Level - A measure of how well the sample represents the total population.

    Disposition Code - A standard number or symbol used to identify how property was discarded from the IRS.

    Disposition Document - Form used by the REFM function for property disposal. It may be Standard Form (SF) 120, 122, or 126, depending on how the property is disposed.

    Disposition Report - Completed report used for excessing property. This report includes the item number, description (manufacturer name, model number and serial number), condition code, number of units, and the acquisition cost.

    Error - A condition in which a functional segment, a sample item, or sample item element of a property control system contains one or more deficiencies.

    Excess Property - Any property under the control of any Federal agency not required for the fulfillment of the agency’s needs, as determined by the head of the agency.

    Expendable Property - All property when used or is consumed, loses its identity or becomes a component of other equipment.

    Gaining Office - The office receiving transferred equipment from the losing office.

    Informational Error - An inconsistency between the asset and the record that does not affect decisions relating to the asset.

    Information Technology (IT) Equipment - Property or equipment that is part of the information technology infrastructure, including hardware and software for IT and telecommunications data and voice that is in use, in reserve storage, or is awaiting disposal.

    Inventory Coordinators - Person designated to track and maintain inventory in a Coordinators specified area.

    Inventory Responsibility Contract - Group of individuals responsible for a set of IT assets (formerly Single Point Inventory Function (SPIF) code).

    Losing Office - The office which is giving up transferred property to the gaining office.

    Missing Assets - For assets that are temporary missing, lost or stolen. These assets do not have to go through the "Initial Disposal" process since all activities to determine or locate them will be done while in "Missing" status.

    Population - An aggregation of documents, records, assets, or actions selected for review due to common characteristics.

    Property Control System - The system that identifies the internal management program encompassing the protection, preservation, accounting for, and control of property from its acquisition through disposition.

    Property Records - Records construed to include all documents reflecting the status of property and are not restricted to other forms used as an inventory record.

    Property System Function - A major portion of a property control system, i.e., property management system description, acquisition, receiving, identification, records, movement, storage, physical inventories, reports, consumption, and/or alternate location control, disposition, maintenance, and utilization.

    Purposeful Sampling - The process by which a number of items or areas are selected from the population for analysis without meeting the random selection and sample size criteria. The process by which known, suspected, or reported conditions of a critical or substantial nature are used to select areas, items, or actions for review to determine the possible adverse systemic impact. It is closely related to judgment sampling in that a purely random sample is not drawn.

    Report of Survey - Form 1933, this document is for reporting loss, theft, or damage of property (IT and Non-IT).

    Risk- A measure of those instances where a sample will not be an accurate representation of the lot. For example, a sampling plan having a 90% confidence level means that a sample will not be an accurate representation of the statistical review 10 out of 100 times.

    Sample - A number of items, e.g., documents, records, articles, or actions, selected from a statistical review in order to draw inferences regarding the status of the statistical review.

    Sample Item - A single document, record, article, or action from the sample.

    Seized Property - Property acquired through legal process of confiscation.

    Source Document- A document that serves as a basis for posting information to property records. A source document provides an audit trail for the record of all transactions throughout the property life cycle. Documents could include a purchase or fabrication order, receiving report, stores requisition, record of equipment usage, record of maintenance performed, Service Desk ticket, SF-122 "Transfer of Personal Property" , Form 1933 "Report of Survey" , and shipping documentation. The record authorizing the acquisition, transfer or release of property accountability. (Often referred to as acquisition document).

    SPEC VOL- The Building and Facilities Area Coordinator (FAC) codes; and Inventory Responsibility Contract in Asset Manager identify those assets loaned or given out to volunteer organizations. SPEC VOL represents Stakeholder, Partnership, Education, and Communication Volunteer organizations formerly known as AARP/Volunteer Income Tax Assistance (VITA), that receive and track assets outside the MITS organization, however, maintained in Asset Manager and located at Brookhaven Equipment Depot.

    SPIF Code- This term has been replaced by Inventory Responsibility Contract.

    Statistical Sampling - A technique by which evaluation of attributes, transactions, facts, or conditions obtained from randomly selected samples forms the basis for determining the degree to which an entire sampling conforms to standards.

    System Analysis - An analysis of all applicable functions of a property control system for the purpose of obtaining overall knowledge of performance in complying with the approved property control system and obligations as they pertain to property.

    Systemic - Pertaining to, affecting, or found throughout an overall property control system.

    Refreshment Analysis Criteria (Life Expectancy) - The average number of years an asset is considered usable before its value is fully depreciated.

    External EUES Entities - designated IT staff that perform inventory task such as receive and track assets outside of the traditional MITS, EUES designated IT staff (formerly SPIF) are Chief Counsel (CC), Enterprise Networks (EN), Enterprise Operations (EOps), Criminal Investigation (CI), Information Resources Accessibility Program (IRAP) office and Real Estate and Facilities Management (REFM).

2.14.1.5  (11-08-2011)
Asset Manager

  1. Asset Manager is part of a suite of tools that will eventually be used for the end to end monitoring of services and assets. Currently Asset Manager tracks IT and Non-IT equipment used throughout the IRS. The functions Asset Manager currently supports is:

    • Asset Management of IT and Non-IT equipment

    • Reports regarding this equipment such as the number of laptop in use, etc.

  2. Asset Manager users can:

    • Process all basic property accountability actions relating to all types of IT Asset devices, including the tracking of hardware. Devices applies to all IT Data Processing hardware and software. Actions include Add, Update, Dispose, and Transfer of records. Some examples of the various Tiers for IT Assets are:
      Mainframe (Tier 1) - is large in size and a high-performance computer used for large-scale computing purposes
      Mini (Tier 2) - another term for Servers, a mid-sized computer, usually fitting within a single cabinet about the size of a refrigerator, that has less memory than a mainframe
      Micro (Tier 3) - represents personal computers such as Desktop PC, Laptop PC, etc.
      Data Voice (Tier 4) - another term for Telecommunication equipment such as a switch

    • Electronically transfer device records from one IRS office to another

    • Maintain additional information on devices such as disk capacity, embedded features, media-type for software, and any other site-specific (local use) data, see also "Local Use Fields" at IRM 2.14.1.13.12.3, for additional guidance.

    • Audit all critical property management actions through the use of transaction history

    • View, Print, and Download standard Asset Management reports

    • Assign responsibility for portions of the office’s database to the levels desired: Function, Division, Section, or Group

  3. Asset Manager provides a centralized database of IT hardware assets:

    1. Applications Program Registry (APR) software will also be managed in Asset Manager by Applications Development (AD)

    2. The Hardware Asset Management Office is currently working with Enterprise Systems Management (ESM) to develop procedures to add system software and COTS products

  4. Asset Manager adheres to the guidance of Information Technology Infrastructure Library (ITIL) version 3, a set of best practice guidelines for IT Service Management.

2.14.1.5.1  (11-08-2011)
Asset Manager Security

  1. This section explains security checks that occur once the data is cleared for entrance into Asset Manager. Asset Manager system is a consolidated database used by IRS staff throughout the country. Records owned by an individual (employee and contractor) are protected within Asset Manager. Users in other offices who attempt to make changes to records outside of their purview will be obstructed by Asset Manager security. Asset Manager will use Windows Integrated Security Login solution eliminating the need for a separate login and password. Users will be able to access Asset Manager tool via Single Logon application.

  2. Asset Manager enforces security through the establishment and use of the Operator Profile. Each Asset Manager user must have an Operator Profile established and maintained by Asset Manager Application Administrator before they can access Asset Manager. As a user, it is important to know what the profile contains in order to understand system access rights. Only Asset Manager Application Administrator can make changes to a Operator Profile.

  3. For each user, Asset Manager Application Administrator assigns a unique login and password. The Operator Profile provides access to Asset Manager, and defines the user’s Asset Security Level. Fields within the Operator Profile that contain information pertaining directly to the user including their name, location, division, and function.

  4. The Operator Profile also assigns the user’s Authority Level and outlines their capabilities in Asset Manager Application. The administrator enters an operator profile for each user. When a user accesses an Asset Manager function, the system looks at the user profile to determine what functions and type of information that user can access. The Operator Profile:

    • Is set up by Asset Manager Application Administrator

    • Is validated against the user’s login by the system. Validation is performed for all users

    • Determines which records and fields a user can access

    • Determines which functions and data a user can access

2.14.1.5.2  (11-08-2011)
Asset Manager Roles

  1. Access to the Asset Manager tool will be limited to any IRS staff who will be making updates to the data. Users must submit an application request through OL5081 for access to Asset Manager. Designated IT staff responsible for the inventory of IT assets including all Asset Manager users will be profiled. For a list of the available roles and their capabilities, see chart below:

    Figure 2.14.1-5

    Role/Task Brief Description
    Asset Inventory (formerly SPIF role) This is the basic inventory role assigned for each specific Inventory Responsibility Contract. It has the ability to:
    • Modify assets under its Inventory Responsibility Contract

    • use the Create New Asset wizard to add assets found on the floor

    • Dispose records

    Asset Inventory Coordinator (formerly IT Area Coordinator role) Same as Asset Inventory role but able to modify all the Inventory Responsibility Contracts under their purview

    Note:

    There are also Coordinator Contracts for CI, CC, Depot, & CSSC

    AMPO (Hardware Asset Management's Groups A & B) Ability to modify all IT assets regardless of Asset Inventory Contract, ability to reassign Asset Inventory Contracts to assets, can sanitize (create/add purchase order lines), approves asset creation, submits model creation request. This will replace the Full Rights role for AMPO

    Note:

    This role has the ability to update the General Support System (GSS) as administrators of the data, but will not make these updates without approval from GSS Point of Contact (POC) or GSS Admin.

    BATCH Asset Ability to divide batches, potentially need the ability to restrict based upon either model, specific batch, etc.
    VITA (Brookhaven Depot) (needs to be a Stock location) Assets remain in stock but the ability to modify records at that Stock Location
    FAC Manage assets by the FAC location for Non-IT assets and IT assets after they have been placed in DC 00
    FAC Admin. Manage all Non-IT assets and IT assets after they have been placed in DC 00, no restriction based upon FAC location
    SAM Ability to create Software (SW) License Assets, manage SW License records Managed by (EUES, EOps, EN) we can select the "highest level" cost center (Division Name) based upon the user logged into the system with ability to modify. They will be required to receive the SW license that has been added to the Purchase Order (PO)/Req. line by the AMPO role
    APR Ability to add/update all APR asset records
    APR Admin. Ability to add/update all APR asset records, no restriction to update associated tables
    GSS Ability to change the GSS "link" and related field(s) on assets for respective GSS Boundary
    GSS Admin. Ability to change the GSS link and related fields on any asset without any restriction on GSS Boundary. Ability to manage GSS Boundaries and related contacts
    Server Inventory Ability to modify certain server related fields for records with an equipment type of "Server"
    Contract Management Ability to create contracts and associate assets for the following natures: Card Services, External Maintenance, SW License. However, they will have the ability to associate assets and remove assets from contracts

2.14.1.5.3  (11-08-2011)
Supporting Tables and Interfaces

  1. The supporting tables in Asset Manager are managed and maintained by the Hardware Asset Management Office. Portfolio Items Data Type – IT & Non-IT Assets includes Hardware, Software, Batch Assets, and Virtual Assets.

    Asset Manager Tables, etc. Data Type(s) Interface Data Source
    Procurement Requisition Number and Purchase Orders Yes - WebRTS and No for credit cards, etc.
    Portfolio Items Asset Records (IT & Non-IT) No
    Model Category No
    Category Model No
    Location Building Code No
    Departments and Employees Name, SEID and Cost Center Yes - CADS
    Manufacturer (Brand) Manufacturer Name No
    amComputer (Tivoli updates various fields for Portfolio Items with Computer Nature but not necessarily all) Hardware, Network and OS (Operating System) Tabs Yes - Tivoli
    N/A (For assets (outgoing) that have been sent to VITA partners, Asset Manager will provide data types) Post of Duty (POD) Identification, Packing List #, Ship Dates, and Tracking List # to SPECTRM Yes - SPECTRM

  2. Any additions or deletions to Asset Manager's Tables require a Service Desk Ticket to the Hardware Asset Management office via EUES-OSS-SA&CM-HDW-B. The correct data is selected from these Tables when creating or updating an asset record.

  3. Interfaces are imported into Asset Manager daily and provide data from other authoritative sources which are listed above in the Interface column of the "Supporting Tables and Interfaces" chart.

    1. Procurement Table is populated with Requisition Numbers and Purchase Orders from the authoritative data source WebRTS. See also Procurement Management Section, IRM 2.14.1.13.3.

    2. Portfolio Items are manually created and added to Asset Manager either via the Create New Asset Wizard or Batch Add Process.

    3. Model Table is populated with the Manufacturer Model, Company Name and Category (type). The Model determines the Category.

    4. Location Table is populated with data (addresses, building and FAC codes, names, etc.) from the REFM, Foundation Information for Real Property Management (FIRM) and Graphics Database Interface (GDI).

    5. Departments and Employees Table is populated with data from Corporate Authoritative Directory Services (CADS).

    6. Manufacturer Table is populated with (IT asset) Manufacturer's Name.

    7. Hardware, Network and OS Tabs various fields, not all are populated from Tivoli for asset's with "Computer" Nature such as desktops, laptops, etc. The information collected from Tivoli can be found within the "amComputer" Table.

    8. For assets (outgoing) that have been sent to VITA partners, Asset Manager will provide specific fields (see data types) to SPECTRM for VITA Portfolio Items.

2.14.1.6  (11-08-2011)
Organization

  1. MITS organization of the IRS establishes policies and procedures for the management and control of IT equipment.

2.14.1.6.1  (11-08-2011)
Roles and Responsibilities

  1. MITS has delegated authority for IT equipment to its subordinate organization, EUES. The following offices all play a role in asset management.

2.14.1.6.1.1  (11-08-2011)
Associate Chief Information Officer (ACIO), End User Equipment and Services (EUES)

  1. The Chief Technology Officer (CTO) has delegated authority to the Associate Chief Information Officer (ACIO), EUES for the responsibility, ownership, management, and control of IT equipment in the IRS.

  2. The Chief, Financial Officer has delegated responsibility for maintaining inventory of IT equipment to the ACIO, EUES. The ACIO, EUES must certify the IT inventory to the Commissioner on an annual basis. This mission is the responsibility of EUES.

  3. The ACIO, EUES has the responsibility of directing the Customer Service Support Centers to ensure IT inventory is accurate and accounted for in Asset Manager.

2.14.1.6.1.2  (11-08-2011)
Operations Service Support (OSS)

  1. The Executive, Operations Service Support (OSS) reports to the ACIO, EUES and provides a secure and stable IT infrastructure by provisioning and managing assets and controlling the technical environment.

2.14.1.6.1.3  (11-08-2011)
Logistics Management

  1. There are four (4) Functional Equipment Depots in the Material Management group (formerly Inventory Management) located under OSS, Logistics Management Branch that manage and store IT equipment:

    • Brookhaven (formerly VITA)

    • Austin

    • Ogden

    • Memphis

2.14.1.6.1.4  (11-08-2011)
IT Assets Depots

  1. The Equipment Depots perform inventory tasks such as receiving and tracking assets outside the IT organization, but are maintained in Asset Manager. Managing these assets is sometimes accomplished and completed at remote site(s). The depots track assets that are:

    • Distributed and deployed in various locations

    • Remotely located requiring regular communication with the end users and Hardware Asset Management office

2.14.1.6.1.4.1  (11-08-2011)
Austin, Memphis and Ogden Equipment Depots

  1. Austin, Memphis and Ogden Equipment Depots operate Enterprise-wide. They monitor physical inventory control and the distribution of all supporting asset stock. They perform the following functions for IT equipment:

    1. Prepare, coordinate, and ship equipment to end users/distribution

    2. Maintain and review database inventory accuracy

    3. Receive new inventory items

    4. Recommend changes to the inventory plan based on inventory usage and demand levels/replenishment

  2. Austin Equipment Depot also tracks IT equipment for the following programs:

    • Break/fix

    • Loaner

    • Ad hoc

  3. Memphis and Ogden Equipment Depots are similar functions and also tracks IT equipment for the following programs:

    • New hire

    • Refreshment

2.14.1.6.1.4.2  (11-08-2011)
Brookhaven Equipment Depot (Formerly Volunteer Income Tax Assistance Program (VITA))

  1. SPEC VOL is a program controlled under Brookhaven Equipment Depot (VITA) and the operation is the mirror image of the designated IT staff function (formerly SPIF). However, SPEC VOL is the owner of the equipment.

  2. Asset Manager records will display the proper SPEC VOL codes in the following fields to identify ownership:

    • Building code

    • Inventory Responsibility Contract

    • FAC code

  3. Every filing season, IT equipment (printers and laptops) is loaned out to volunteers to assist taxpayers in preparing taxes. The laptops are returned for storage to the Brookhaven Equipment Depot, located at the Brookhaven campus, after each use until the next filing season.

  4. The printers are left in the possession of the volunteer or the local SPEC employee. They are not returned to the Brookhaven Equipment Depot but are certified by the local SPEC employee once a year.

  5. When the time comes for the VITA printers to be excessed, the disposal process will be performed by the Brookhaven Equipment Depot staff following the normal established procedures and coordinating with the REFM. Brookhaven Equipment Depot POC will contact the customer or local SPEC employee for shipping the IT equipment back to the Brookhaven Equipment Depot.

  6. The designated IT staff will contact the Brookhaven Equipment Depot POC to transfer the inventory record to the gaining IT staff. Since the IT equipment will be aged equipment, the Brookhaven Equipment Depot POC will update the System Name field to "DEPOT PROJECT" and the OrgCode field to "VITA Excess" prior to transferring the inventory record, see also "In Stock Equipment" at IRM 2.14.1.13.12.7.1, for additional guidance.

2.14.1.6.1.5  (11-08-2011)
End User Equipment and Services (EUES), Service Asset & Configuration Management (SACM), Hardware Asset Management, Groups A & B

  1. The Hardware Asset Management office is within the MITS, EUES, SACM organization. This office provides oversight, coordination, and guidance on the asset management of IT equipment Enterprise-wide.

  2. The Hardware Asset Management Groups works closely with asset owners Enterprise-wide and is organizationally independent from each area and external EUES entities. The Hardware Asset Management office responsibilities include but are not limited to:

    • Developing Asset Management Policies

    • Coordinating with external and internal auditors (GAO, TIGTA, and CFO)

    • Coordinating with Procurement and REFM

    • Performing analysis of Asset Manager and identifying anomalous records

    • Developing business rules for Asset Management Processes

    • Overseeing and coordinating the Property and Equipment issues surrounding GAO's annual audit

    • Responding to GAO's Matter for Considerations

    • Maintaining and updating Asset Management IRM

    • Developing and improving processes for asset management and control

    • Communicating consistent direction to the designated IT staff

    • Developing and promulgating asset management standards (i.e. Certification Plan)

    • Administrating the Quality Assurance Process

    • Overseeing the Annual Inventory Verification and Certification for the Tier owners

    • Monitoring and facilitating the execution of the inventory reconciliation and exception plan

    • Reviewing/Approving requisitions for IT hardware, software, maintenance and service purchases in WebRTS

2.14.1.6.1.6  (11-08-2011)
Customer Service Support Center (CSSC)

  1. Customer Service Support Center (CSSC) Program Manager field operations provides oversight for the management of IT equipment in Asset Manager. There is a CSSC Program Manager for each area and an inventory responsibility contract code (formerly known as SPIF code):

    CSSC Inventory Responsibility Contract Codes

    CSSC Inventory Responsibility Contract Code Area
    7010 Western
    7020 Southwest
    8010 Southeast
    8020 Headquarters
    9010 Midwest
    9020 Northeast

  2. CSSC primary INVENTORY responsibilities consist of the following:

    • Serves as liaison between the Hardware Asset Management Groups and field offices for the dissemination of information, training and implementation of changes to Asset Manager as well as in asset management policies

    • Monitors field offices' compliance with asset management policies and best practices

    • Helps field offices resolve asset management/Asset Manager problems, and develop/implement corrective actions

    • Analyzes Asset Manager data to identify any trends and/or problems

    • Assists the Hardware Asset Management Groups in quality assurance activities, reviews and audits

    • Advises the Hardware Asset Management Groups concerning proposed changes to asset management policies, practices and tools

2.14.1.6.1.7  (11-08-2011)
Designated IT Staff (Formerly SPIF)

  1. As a result of IRS Policy Statement P-1–229 (P-2-4, when revised) and IRS Delegation Order 261, EUES organization was established to manage IT equipment at all IRS offices. Outside of the traditional EUES designated IT staff (formerly SPIF) is the external EUES entities which consist of CC, CI, and REFM. They are the only exception, permitted to perform inventory task such as purchase, receive, track and dispose of assets in Asset Manager. EUES, IT staff may be comprised of Service Desk and/or Deskside employees.

  2. The designated IT staff is responsible for ensuring the inventory records are updated with all critical pieces of information necessary for accurate inventory management. If accountability for a piece of equipment transfers to another department, Asset Manager record must be updated accordingly:

    • Every effort is made to update their inventory records according to defined procedures and time-shared

    • Critical information about each piece of equipment is maintained accurately

  3. The number of specialists will be determined by the configuration of the IRS office, area, and territory.

  4. The designated IT staff must have secured storage space where access is restricted. The storage area needs to be adequate to hold assets from incoming shipments as well as those that are in the process of being excessed and/or shipped out. There must also be adequate space to secure in stock inventory, see also Secure Storage at IRM 2.14.1.8.

    Note:

    When there is a site without IT staff representation, whether it is because the position is vacant or the IT staff is not physically present, the responsible IT staff /function should be notified regardless of the circumstances. Reference the CSSC list which includes POCs, addresses and managers, see Asset Management web-site at: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

  5. The primary responsibilities of the designated IT staff consist of the following:

    • Participating in physical inventories of IT property and assisting in follow-up actions

    • Participating in inventory activities as directed by the their manager or other field management

    • Ensuring the proper designation of the property management areas

    • Investigating all requests for adding and disposing of equipment

    • Monitoring Asset Manager to ensure records are current and accurate

    • Providing transaction documents for each item of controlled equipment and a summary report of all controlled equipment items for which they have been charged (This can be done electronically)

    • Participating in regularly scheduled conference calls and or meetings in regards to the Asset Management process or IT property issues as required

    • Working closely with the hardware specialists to ensure the equipment moves, adds, and changes are maintained within a timely manner

    • Conducting reviews and providing information regarding the status of the inventory

    • Providing assistance to the designated property manager; analyzing and providing solutions to problem issues reported as related to IT property inventory matters

    • Documenting inventory results for submission to the designated property manager

2.14.1.7  (11-08-2011)
Communication Mailboxes

  1. CSSC and SPIF mailboxes standardize and improve communication with and between MITS designated IT staff (formerly SPIF) organizations.

    SPIF mailboxes:

    1. The mailboxes are used to correspond and communicate with the Hardware Asset Management office and to manage equipment transfers between Inventory Responsibility organizations. Each designated IT staff mailbox will have the flexibility of being managed and controlled by numerous IT staff, thereby eliminating the need to follow-up with individual IT staff

    2. The standard CSSC mailboxes have been established for:

      The six (6) CSSC mailboxes managed out of current EUES Territory Operations

      Austin Equipment Depot (formerly National Depot) (2020)

      Brookhaven Equipment Depot (formerly VITA) (SPEC) (9080)

      Ogden Equipment Depot (7060)

    3. The designated IT staff mailboxes will be used to communicate with the responsible IT staff regarding but not limited to the following:
      Notification of Equipment Transfers
      Notification of Shipment by UPS (if available)
      Create New Asset Approval
      Request for Additional information regarding Create New Asset Approval to Asset Manager
      GSS Change Log Requests
      Inventory Certification Activities
      New Hire Communications
      Pending IT Shipments (Batch Added Equipment)
      All SPIF related notification and follow-up communications

      Note:

      The Hardware Asset Management office will continue to interact directly with the REQUESTER of Service Desk tickets and will not use these mailboxes to communicate regarding Service Desk ticket issues.

  2. CSSC mailboxes will be used to submit completed Enterprise Move, Add & Change (eMAC) forms which should be E-mailed to the appropriate CSSC mailbox by selecting designated buttons within the eMAC form, see also eMac process at IRM 2.14.1.13.15.1 for additional guidance.

  3. The Hardware Asset Management office has not established mailboxes for CC or CI inventory functions and will continue to communicate with these organizations using traditional methods. However, these external EUES entities may set up their own communication mailboxes.

2.14.1.8  (11-08-2011)
Secure Storage Space

  1. Designated IT staff responsible for inventory should have secured storage space where access is restricted to them. The storage area needs to be adequate to hold assets from incoming shipments as well as those that are in the process of being excessed and shipped out. There should also be adequate space to secure in stock inventories.

  2. When assets are placed in open unrestricted storage areas, they are exposed to the risks of theft or being relocated without the knowledge of IT staff. By properly using the restricted storage area, IT staff will have tighter control over assets in their possession, which will result in more accurate record management in Asset Manager.

  3. IT staff will be required to use the restricted storage area to hold assets that have recently been received into inventory, are being held in stock, and assets that are being excessed, see also "In Stock Equipment" at IRM 2.14.1.13.12.7.1 for additional guidance.

  4. Sites should have secured storage space if they plan to receive assets from vendors, and hold in stock, or excess assets to REFM.

  5. If adequate storage is not currently available, IT staff must make the necessary arrangements to secure such storage space.

  6. Sites seeking exemption from the "Secure Storage Space" requirement must file a request for waiver with the Hardware Asset Management office.

2.14.1.9  (11-08-2011)
Barcoding IT Equipment

  1. IRS owned and/or leased IT equipment that meets the asset classification list (see IRM 2.14.1.1, Figure 2.14.1-1 through Figure 2.14.1-3) must have an IRS barcode label affixed to it. The barcode label is permitted on IRS assets and states "Property Of IRS" . This information is also specified in the Certification Plan, (see the Asset Management web-site at: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx).

  2. One of the data fields which is uploaded to Asset Manager updates the barcode scan date field. This touch is considered electronic and a method used for asset inventory verification. A current year barcode scan date does not require the user to update the Inventory Date field. Also, see the following section, Asset Verification, IRM 2.14.1.13.19.

  3. This section establishes a uniform system for labeling (tagging) IT equipment. Standard barcode labels are issued by the Hardware Asset Management office and used for managing the inventory of IT equipment. Anyone outside of the designated IT staff which includes the external EUES entities or Hardware Asset Management office is precluded from acquiring barcodes or barcoding equipment.

  4. The labels are designed specifically to be read by laser scanners. Use of the barcode system is an effective tool for subsequent reconciliation to Asset Manager and increases productivity when performing physical inventory.

2.14.1.9.1  (11-08-2011)
Responsibilities

  1. The Hardware Asset Management office is responsible for:

    1. Providing policy guidance and oversight

    2. Administrating the procurement, dissemination and resupply of barcode labels

  2. Designated IT staff is responsible for:

    1. Barcoding IT equipment preferably upon receipt, however, there are instances where equipment is found on the floor. This includes Adaptive Equipment

    2. Ensuring the barcode number is entered on the asset inventory record

    3. Ensuring a supply of barcode labels are available at the local site(s) for IT equipment without barcodes or to replace damaged or incorrectly placed labels

      Note:

      There is a quick reference guide for Assets Not Tracked at Asset Management web-site under the Resources page: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx. Refer to the list of Assets Not Tracked, Figure 2.14.1-4 in Asset Manager before adhering barcodes.

2.14.1.9.2  (11-08-2011)
Requirements

  1. IT equipment acquired via purchase, lease, or transferred from other agencies must have a barcode properly placed on it.

  2. IT equipment maintained in Asset Manager must have a barcode including the assets listed in Annual Certification Plan at the Asset Management web-site: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

  3. The vendor is responsible for the placement of IRS barcodes on IT equipment being added to Asset Manager via the Batch Add Process. The vendor is also required to send the Hardware Asset Management office an Asset Management Report (ARM) listing the barcodes along with other pertinent information via E-mail address to Batch Adds at: *MITS EUES AMbatch, see also Batch Adds section at IRM 2.14.1.13.13.1.

  4. Contractor's IT equipment must be clearly identified when brought onto IRS premises. The IT staff or contractor is responsible for making sure the equipment is labeled "contractor owned" with contractor's name, company and contract (purchase order) number. This will avoid having an IRS barcode placed on it.

2.14.1.9.3  (11-08-2011)
Barcode Label

  1. Barcode labels are self adhesive tags and display the legends Property of the IRS and DO NOT REMOVE. Each label contains a unique 10 - digit item identification code. The bars and spaces format symbols are arranged in a specific way permitting the scanner to read the unique code.

  2. The Hardware Asset Management office is responsible for issuing barcode labels and will maintain a stock of barcode labels for distribution.

  3. REFM, FAC is the responsible employee permitted to remove or destroy (by marking through the label) a barcode on IT equipment. The FAC performs these actions only for excess IT equipment (no longer needed by the IRS) before it is removed from the premises.

  4. For instances, where there are two barcodes inadvertently placed on IT equipment, then the designated IT staff has authority to remove or destroy (by marking through the label) one of the barcodes and update Asset Manager accordingly.

2.14.1.9.4  (11-08-2011)
Barcode Label Application and Replacement

  1. Affix the label on the portion of an item that will be most visible and accessible for scanning during physical inventory sessions.

    Note:

    For instances, where the part of an asset containing the barcode is replaced by the vendor or etc., due to repair, then it is the responsibility of the designated IT staff to replace that barcode label by submitting a Service Desk ticket, see the following section, Proper Notification for Replaced Barcode(s).

  2. Care should be taken to ensure the labels are not overly prominent to detract from the general appearance of an office and work area and impede its primary function. However, labels must be accessible as previously stated.

  3. Affix the label in the same general spot on similar items.

  4. The following placement order or preference is recommended:

    1. front, upper right corner

    2. front, upper left corner

    3. front, upper center

    4. front, lower right corner

    5. front lower left corner

    6. front, lower center

    7. where most visible, if 1-6 is not available

  5. Do not cut the labels. Scanners cannot accurately read barcodes unless a one-fourth inch (1/4 ) border is left on each of the labels.

  6. Place labels on a smooth, flat surface. If the label is affixed to a curved surface, position it with its long axis perpendicular. This helps to ensure the scanner reads the code accurately.

  7. If necessary wipe the surface clean with denatured alcohol or a high-alcohol based product and thoroughly dry before the label is applied. Dirt or dust will affect the adhesion of the tag.

  8. Peel the label from its backing sheet and apply firmly to the item. The labels reach maximum adhesion 72 hours after application.

  9. Instruct end users not to peel off or reposition labels. Any attempt to remove labels will cause the label to split or rip and become useless.

  10. Replace damaged labels and update Asset Manager record with the new barcode number. This barcode replacement can only be done by submitting a Service Desk ticket, see the following section "Proper Notification for Replaced Barcode(s)" , at IRM 2.14.1.9.5.

    Note:

    Reminder to record in the Comments field the old/replaced barcode number, if known or readable.

2.14.1.9.5  (11-08-2011)
Proper Notification for Replaced Barcode(s)

  1. Once the barcode(s) is replaced/changed on equipment for the following categories:

    • LAPTOP

    • DESKTOP

    • NETWORK PRINTER

    • SERVER

    It is imperative that the impacted areas are notified when replacing the existing barcode(s) on IT equipment. The equipment's computer/machine name must be updated with the impacted areas such as Tivoli and Enterprise Disk Encryption (EDE). Impacted areas will need a Service Desk ticket when making any barcode changes.

  2. The designated IT staff has a 10 workdays turnaround time to update Asset Manager with the replaced (new) barcode.

  3. Create a Service Desk ticket to your local Deskside group as documentation and to serve as notification when replacing barcode(s) for the following categories: LAPTOP , DESKTOP , and NETWORK PRINTER . Specify by listing barcode changes for example verbiage see the following:

    Barcode AXXXXXXXXX (old) was replaced by AXXXXXXXXX (new). Also include the make, model, category, location, serial number, building and POC.

  4. For SERVER barcode replacements: create a Service Desk ticket to EOps as documentation to serve as notification when replacing barcode(s).

    Note:

    When creating Service Desk ticket, it is important to include keywords "barcode change" in the Service Desk ticket. In addition, an eMAC form cannot be used to update an asset record's barcode since this field is considered protected, see Protected Fields at IRM 2.14.1.13.12.4.

2.14.1.9.6  (11-08-2011)
Barcode Scanner Guide

  1. The Hardware Asset Management office will maintain the Barcode Scanner Guide on an on-going basis. When application and procedural changes are required, this document will be updated to reflect the modifications. The Barcode Scanner Guide is intended as a reference manual and is available at the Asset Management web-site: http://eues.web.irs.gov/AMGMT/SPIF_Tools.aspx.

2.14.1.9.6.1  (11-08-2011)
Barcode Scanner Training

  1. There is an ELMS training class available for the barcode scanner (Model - JANUS 2020) via Centra.

2.14.1.10  (11-08-2011)
Information Resources Accessibility Program (IRAP)

  1. The IRAP office is an Enterprise-wide program whose mission is to enable accessible IT through integrated solutions, services and standards. IRAP is committed to ensuring that its customers have the adaptive/assistive technology assets necessary to perform essential job duties and have equal access to electronic and information systems. Some of IRAP's adaptive/assistive technology assets are controlled in Asset Manager under Adaptive Equipment category, see also IRAP web-site for further equipment description and instructions at: http://irap.web.irs.gov.

  2. The IRAP and Hardware Asset Management offices developed procedures to standardize the handling and accounting of all IRAP Assets; see the following detailed procedures. IRAP is considered an external EUES entity.

2.14.1.10.1  (11-08-2011)
Information Resources Accessibility Program Equipment

  1. Adaptive/assistive technology assets will be sent to the designated IT staff for delivery to the customer. This will ensure that certain classified assets are properly inventoried in Asset Manager. By shipping all adaptive/assistive technology assets to the IT staff, they will barcode and properly add equipment into Asset Manager. This will ensure IRAP equipment is properly tracked.

  2. All adaptive/assistive technology assets will be shipped to IT staff at the name and address provided. When a delivery is to go to another address, the IT staff will be notified in the text of the Service Desk ticket.

  3. The IT staff will add IRAP's specific label to the equipment. This label is not preprinted but determined and made up by the IT staff as a way to easily identify IRAP equipment. IRAP creates a Service Desk ticket via Service Manager that lists all the equipment that will be received and the customer’s information. The IT staff will update the Service Desk ticket with receiving information, date received and serial number on all equipment. Barcode information will be included for the assets to be inventoried. The IT staff will then transfer the Service Desk ticket for any equipment that requires installation.

    Note:

    IRAP office should be able to access Asset Manager (read only) to obtain information such as the date received, serial, and barcode numbers. If not, they can always contact Hardware Asset Management office for assistance.

  4. Delivery and installation of Adaptive Equipment must be a high priority. The equipment will be delivered and installed within 5 business days. When employees and equipment are moved (address and/or location), IRAP office will be provided with the address by E-mail, (*IRAP).

  5. If an employee is moved to a new address and equipment is not being moved with them, IRAP office will be contacted to assess the employee’s needs.

  6. When employees leave the service or are no longer using the equipment, the IT staff will contact IRAP office. Equipment is never to be reassigned to another employee without IRAP’s approval.

    Note:

    No equipment will be surplus without involving IRAP office (this includes equipment in need of repair).

  7. For assets under IRAP contract maintenance or warranty agreement, replaced assets will be sent using the same procedures as for new equipment. For assets replaced on site by the vendor as part of the contract maintenance, an E-mail will be provided to the IT staff with all the new equipment information.

2.14.1.11  (11-08-2011)
General Support System (GSS)

  1. The MITS General Support System (GSS) Inventory Management strategy was adopted following the GSS Realignment project to establish a consistent repeatable process for tracking component level hardware and software inventories and is used by Cyber Security. See also IT Security, Policy and Guidance, IRM 10.8.1.4.4.2, effective 7/31/2010 which outlines the System Component Inventory requirements.

  2. GSS has a role in Asset Manager and the capability to manage related records.

2.14.1.12  (11-08-2011)
Annual Certification Requirement Plan

  1. The Hardware Asset Management office will issue an annual inventory certification plan no later than March 31st of each year and this document will also be available at the Asset Management web-site: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

  2. All certifying officials are required to follow the certification requirements and meet the deadlines within the annual plan.

  3. Refer to the Asset Management web-site for updates and changes at: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

2.14.1.13  (11-08-2011)
Asset Management Processes

  1. This section discusses processes needed for the maintenance of Asset Manager. For specific information such as "how to instructions" on any of the processes listed, see the documents posted on the Asset Management web-site at: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

2.14.1.13.1  (11-08-2011)
Requisitions

  1. All organizations which purchase and acquire IT equipment such as hardware, software, maintenance and services must route their requisitions in WebRTS through Hardware Asset Management by including "assetmgt" in the approval path.

    Note:

    "assetmgt" must be in lower case letters to find in WebRTS.

  2. The Hardware Asset Management office is an approving official on all requisitions for hardware, software, maintenance and services for Tiers 1, 2, 3 and 4. IRM 2.14.1.13.2, Asset (Device) Record, establishes the standards by which the purchase of IRS assets are maintained and controlled by the Hardware Asset Management office.

  3. The WebRTS requester takes the following actions:

    1. Inputs into WebRTS the specific hardware, software, maintenance and services to be purchased, the quantity, make, model and the cost

    2. Provides the serial numbers and barcodes for IT purchases involving maintenance and services in order for the Hardware Asset Management office to ensure the IT equipment is in Asset Manager and to update the inventory record with this information

    3. Contacts the vendor for barcoding (asset tagging) and an Asset Management Report (ARM) report which is basically an electronic packing slip for the purchase that includes the barcode and serial numbers of assets on equipment

    4. Attaches a shipping document specifying that the vendor ship the IT item(s) directly to the IT staff responsible for that particular site

      Note:

      Vendors are required to ship all equipment to the IT staff's attention at those locations where IT staff is present. In addition, the requesters must NOT have equipment shipped directly to themselves. (Shipping POC should not be the requester but the IT staff or his designated representative at that location).

    5. Routes the request through the customary approval path, which includes selecting "assetmgt" (lower case) in WebRTS to identify Hardware Asset Management as an approver

  4. The Hardware Asset Management office monitors every requisition in WebRTS to ensure that the IT purchase is asset tagged, received, and input into Asset Manager timely. The Hardware Asset Management office will provide the requester with any modifications made to the requisition. In most instances, Asset Management approval will occur within 24 hours of receipt and forwarded to the next approver. Asset Management will monitor the requisition throughout the WebRTS process and notify the requester and IT staff upon funding. Follow-through will be completed to ensure assets are tracked in Asset Manager until the requisition is closed.

2.14.1.13.2  (11-08-2011)
Asset (Device) Record

  1. The designated IT staff responsible for inventory management updates (including equipment transferred, IRM 2.14.1.13.15.2.1) Asset Manager record.

  2. The following minimum information must be kept accurate and current in Asset Manager for IT equipment asset record:

    • Assignment

    • Barcode

    • Serial number

    • Building Code

    • Cost Center (auto populated from another source)

    • System Name

    • Computer Name (for computer assets only)

    • Contact Name

    Note:

    The above information includes the certifiable fields, see also Annual Certification Requirement Plan at IRM 2.14.1.12.

  3. All Asset Manager updates must be completed within 10 workdays of the action. For example, if an asset is received, Asset Manager must be updated to reflect the action within 10 workdays from the date 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. The Timeliness Standard for Asset Manager Updates gives instruction, see also IRM 2.14.1.13.11.

    Note:

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

  4. The Organization Code and Responsible Org. fields in Asset Manager will be available for local use. Specifically, this means that 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. More information is available for "Local Use Fields" at IRM 2.14.1.13.12.3 and "In Stock Equipment" at IRM 2.14.1.13.12.7.1 for additional guidance.

  5. When an asset is physically verified, the Inventory Date field will need to be manually updated. However, assets that are electronically verified via Tivoli or with the Barcode scanner, these methods are acceptable asset verification and does not require the Inventory Date field to be manually updated. The Inventory Date field is further defined in the Asset Inventory Verification, see IRM 2.14.1.13.19.

2.14.1.13.3  (11-08-2011)
Procurement Management

  1. This section establishes standards by which the purchases of IRS assets are maintained and controlled.

  2. All new controlled assets added to Asset Manager will require that a linkage be created between the asset and the procurement line item information in WebRTS.

  3. The Hardware Asset Management office is an approving official on requisitions for IT hardware, software, maintenance and services for Tiers 1, 2, 3 and 4, including credit card purchases. This applies to IT equipment as mentioned in the Annual Certification Plan and also IRM 2.14.1.1, IT Equipment listing. The Hardware Asset Management office (assetmgt) reviews IRS purchases for hardware and software to ensure proper barcoding, tracking, management and shipment confirmation. All purchases for these type of assets must be routed through "assetmgt" in WebRTS to identify Asset Management as an approver.

  4. The Hardware Asset Management office is responsible for tracking, posting, and notifying designated IT staff of IRS asset procurements in coordination with the Chief REFM, for Request Tracking System, Tier Owners, and vendors who purchase assets with IRS funds.

  5. The CFO determined there would be a common denominator that links procurement, property, and IRS’ Integrated Financial System (IFS). Procurement Award Numbers and Requisition Numbers provide the primary link in the three (3) systems.

  6. The Policy and Procedures Memorandum No. 46.5, dated March 14, 2011, in summary, established the separation of receipt and acceptance duties for employees with procurement authority, i.e., Contracting Officers, Contracting Officer's Technical Representatives, etc. These employees must verify receipt by ensuring the contractor has delivered supplies or rendered services, which conform to contract requirements, before any approval takes place and acceptance occurs in WebRTS for payment, see also IRM 2.14.1.13.14.2.

2.14.1.13.3.1  (11-08-2011)
Asset Procurement Tracking

  1. The following four acquisition processes trigger the requirement for an asset to be added in Asset Manager:

    • Purchase of IT controlled assets which become part of a procurement WebRTS interface daily feed to Asset Manager

    • Purchase of IT controlled assets that are incorporated by vendors in an electronic interface asset report for batch processing to Asset Manager

    • Inventory discovery of IT controlled assets, with or without procurement information

    • Purchase of IT controlled assets by authorized contractor purchase using IRS funds

  2. The Hardware Asset Management office is responsible for ensuring all newly added controlled assets have the proper linkage to Procurement Information, i.e., Purchase Order (Award), Request Numbers and their associated request lines. Each specific request line will be manually added by the Hardware Asset Management office to Asset Manager per the Procurement Information as reflected in WebRTS for each delivery location.

  3. The request lines will reflect the number of assets purchased and delivered to a location. This will help with the Receipt and Acceptance of assets and prevent Asset Manager users from receiving more than purchased.

2.14.1.13.3.2  (11-08-2011)
Asset Manager WebRTS Interface Daily Import

  1. The partnership of two IRS systems:

    1. Procurement WebRTS

    2. Asset Manager

  2. An interface file is produced that includes the common data elements. The interface file is automatically created from procurement data.

  3. The ESM executes an import script that downloads the interface file and a command imports data to the Asset Manager finance module.

  4. ESM is responsible for monitoring the interfaces to Asset Manager. This includes, but is not limited to, the daily import of Requisition and Procurement information. The responsibilities include the following:

    • Ensuring that the import process is received and executed timely

    • Ensuring that the record count received is what is imported

    • Monitoring the execution of the script and ensuring that the script is functioning properly

    • Resolving any issues with the import or the script processing

    • Making any necessary corrections or modifications to resolve issues surrounding the import process

    • Responding to enhancement requests or changes to the import through a Service Request (Service Desk ticket)

  5. The Hardware Asset Management office reviews the imported data in Asset Manager. This group must build and maintain a rapport with Tier Managers and Vendors. Knowledge of the property that has been purchased and scheduled for delivery must correlate with the review of purchase data imported from Procurement. It is the responsibility of Hardware Asset Management to:

    • Ensure the correct Procurement Award Number and Requisition Number from procurement system defaults to all newly created asset records for an asset life cycle. In Asset Manager, the Requisition Number is renamed to the Request Number and the Procurement Award Number is renamed to the Purchase Order number

    • View daily the Last Import Date. View details of imported lines in order to generate request/purchase order documents that are ultimately used to create a template for an asset record. Each imported detail line on request/purchase order identifies procurement line number, quantity, product description, delivery location, unit price, request number, and purchase order number

    • Associate all controlled assets to their specific request line item as reflected on the WebRTS purchase order (award) for each delivery location

    • Approve the Create New Asset record template in Asset Manager queue created by the designated IT staff

    • Standardize imported product description by mapping to Asset Manager model table

    • Ensure each record in the model table catalog contains the following primary fields:

      Category is driven by the model type and is used to classify assets in specific groups

      Manufacturer identifies the producer of purchased property

      Model describes the style or type a manufacturer produces in a certain category

  6. If the Manufacturer or the Model Name does not exist, the Hardware Asset Management office must research before adding the item to the model table. Researching the item may require referencing private sector hardware/software publications, and manufacturer’s web-sites for detailed information. The model must be verified as being valid, along with associated manufacturers and category designations. After all research is complete, a determination will be made if a new model must be added to Asset Manager in order to continue creating template.

2.14.1.13.4  (11-08-2011)
Separation of Duties

  1. WebRTS Receipt and Acceptance must be completed by the COTR/REQUESTER upon notification from the receiver that the delivery order contents have been received and are complete and accurate. This section covers the following:

    1. Details the responsibilities and necessary actions for IT hardware and software, maintenance and services procurements

    2. Clarifies the separation of duties for activities associated with IT hardware and software, maintenance and services purchases

    3. Emphasizes the requirement of including the Hardware Asset Management office as an approving official on all requisitions for IT hardware and software, maintenance and services purchases, see also IRM 2.14.1.13.1

  2. The Hardware Asset Management office is responsible for the tracking, monitoring, and follow-up activities associated with IT hardware, software, maintenance and services purchases enterprise-wide. These procedures provide separation of duties for activities associated with IT purchases.

    Note:

    For IT purchases involving maintenance and services (including upgrades), serial numbers and barcodes should be provided in order for the Hardware Asset Management office to ensure the IT equipment is in Asset Manager and to update the inventory record with this information.

  3. Separation of duties applies to all WebRTS users responsible for the procurement and purchasing of IT hardware/software/maintenance, IT staff, and any other MITS employees responsible for hardware, software, maintenance and services receipt and acceptance activities.

  4. Receiving and Arrival of IT Equipment, IRM 2.14.1.13.14.2, establishes the standards by which the purchase of IRS assets is maintained and controlled by the Hardware Asset Management office. Receipt and Acceptance of IT equipment including maintenance 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.

    Note:

    All receipt and acceptance of IT equipment including maintenance in WebRTS must also be received and accepted in Asset Manager. These two databases must be in sync.

    1. The Hardware Asset Management office must be added as an APPROVER for ALL hardware, software, maintenance and services purchase requests. The WebRTS name to be included in the approval path is "assetmgt" . For additional information, see IRM 2.14.1.13.1, IT Equipment Requisitions

    2. Asset barcoding and ARM reports (electronic packing slips) should always be requested from vendors and should be used whenever available

    3. All equipment MUST be shipped to the IT staff’s attention in locations where there is IT staff present

    4. For equipment shipments needing to go to locations where there is no IT staff present, the Hardware Asset Management office performs notification to IT staff of pending deliveries Coordination should occur prior to shipment to ensure that timely notification occurs

    5. Timely IT staff notification (within 10 workdays of receipt) is required for all equipment shipped to locations where there is no IT staff presence,
      see also IRM 2.14.1.13.11.

    6. Requesters/Purchasers must NOT have equipment shipped to themselves

    7. For all purchasing transactions, a separation of duties must exist as follows:
      REQUESTER: This is the person who enters the software/hardware request into WebRTS. The requester should ensure that all IT equipment is shipped to the attention of the IT staff when the IT staff is on-site (this is not optional). In the event there is no IT staff on-site, it is the responsibility of the requester to notify the designated IT staff of the pending order.
      RECEIVER: This is the person designated by the REQUESTER to physically receive the equipment (this must be the IT staff for those locations where staff is present); and this MUST be someone other than the requester. The RECEIVER is responsible for:
      Verifying that the order received is complete and accurate. Signing and dating the packing slip with the date the order is received. Safeguarding a hard copy of all receipt and acceptance documents including packing slips, bills of lading or other documentation supporting the delivery, receipt, and acceptance of the equipment. Providing a copy of the signed and dated packing slip to the COTR/REQUESTER to notify and document that the equipment has been received providing the signed and dated packing slip, bill of lading, etc. to the designated IT staff, to ensure the timely acceptance and update of the assets in Asset Manager. IT staff is responsible for the record retention of all R&A documents for a period of three (3) years.

      Note:

      The RECEIVER can be the same person who updates Asset Manager.


      RECEIPT & ACCEPTANCE (R&A): WebRTS, Receipt and Acceptance must be completed by a person other than the RECEIVER of the equipment. This is usually completed by the REQUESTER/COTR once they are notified that the delivery order contents are complete and accurate, and that the IT equipment has been entered and updated in Asset Manager. The IT staff must notify the COTR and WebRTS requester of equipment arrival, equipment date of receipt, and should provide an Asset Manager extract verifying that the equipment was entered into Asset Manager. Asset Manager date of receipt must always match the WebRTS received date. The IT staff is also responsible for maintaining all R&A documentation including packing slips, bills-of-lading, and any other supporting evidence that verifies the delivery and receipt of the equipment. Such documentation must be maintained for a retention period of three (3) years. WebRTS R&A should NEVER be completed until equipment is updated and accounted for in Asset Manager.
      In circumstances where a determination needs to be made on whether IT equipment is required to be tracked and added into Asset Manager, review the listings (class A, B and C) of assets tracked in Asset Manager in Figure 2.14.1-1. Also, for a listing of the Assets Not Tracked in Asset Manager, also see Figure 2.14.1-4. There is additional information and a quick reference guide located in the frequently asked questions (FAQ) section of the Asset Management web-site:
      http://eues.web.irs.gov/AMGMT/assetmgmt.aspx Lastly, contact your Area's CSSC or Hardware Asset Management office for assistance, if you are still unable to determine if an asset is tracked or not

  5. If any equipment is delivered without appropriate notification from the Hardware Asset Management office, send all the pertinent information to the Hardware Asset Management office, Procurement E-mail mailbox at *MITS EUES Amprocurement.

2.14.1.13.5  (11-08-2011)
Maintenance Contract

  1. The Maintenance Contract in Asset Manager is under development, and will allow associations of individual assets with existing or historical maintenance awards. Procedures will be made available when this process is implemented.

2.14.1.13.6  (11-08-2011)
Contract Services

  1. For contract services, the monthly recurring IT services such as wireless cards (batch asset) will be tracked within Asset Manager using contract modules. Management of the services assigned by Standard Employee Identification (SEID) in these modules will be managed as determined by the Program Management Function (PMF) office and Hardware Asset Management. Also see Batches and Batch Assets Section, IRM 2.14.1.13.8.1.

2.14.1.13.7  (11-08-2011)
Leased Equipment

  1. For all IT equipment, verify the acquisition method of either Purchase, Lease, Loan or Rental:

    • Ensure the acquisition method is accurate. The acquisition method field must reflect "lease"

    • Verify the lease cost, purchase, receive and lease end dates from the procurement information via WebRTS. If the lease cost is recorded by year, then divide the amount by twelve (12) for the monthly lease cost

    • Update Asset Manager asset record accordingly

      Note:

      Reminder the monthly lease cost and acquisition status should be updated in Asset Manager's asset record. This information can be found on the requisition or purchase order, along with the delivery and modification numbers. The Comments field is used to record any important information.

  2. Each year after the renewal agreement, the new monthly lease amount must be updated in Asset Manager's asset record.

  3. Assets acquired on a lease greater than 90 days are entered in Asset Manager.

2.14.1.13.8  (11-08-2011)
Tracking IT Equipment

  1. Each of the following subsections give instructions on how to track particular IT equipment.

2.14.1.13.8.1  (11-08-2011)
Batches and Batch Assets

  1. "BATCH" tracking method offers a middle-ground between individualized asset tracking and undifferentiated asset tracking. It allows items with a shared and common identity to be batched and managed together. The items become individualized or differentiated once they are divided from the batch. Items divided from a batch are further defined by unique attributes (i.e., User, phone number, SEID, or PIN). Batches will be identified by Asset Manager system generated alpha-numeric batch barcodes. Divided items will retain the original batch’s barcode throughout its lifecycle.

  2. Personal Communication Devices (PCD) will be managed as Batches and Batch Assets in Asset Manager. These assets will no longer require IRS Barcode labels to track. PCD asset records will be converted from general portfolio items to "BATCH" assets allowing them to be associated to a contract and managed as a group/batch or as individual items with unique attributes.

  3. Batches will be created by the Asset Manager AMPO role or the Asset Manager Batch Asset role based on stakeholder business requirements.

  4. Assets can be managed as a group/batch or individually and has a unique identifier. An Asset that has a quantity greater than (1) one can managed via Batch assets. The type of Assets or PCDs includes:

    • Calling cards

    • Wireless Aircards

    • Pagers

    • Cell Phones (Managed by EN)

    • Blackberries (Managed by Asset Inventory Role and Project Management Office (PMO))

    • Other options are Monitors, Mice and Toner

  5. The following procedures will be used to divide and assign unique attributes for batches:

    1. Mass Updates: For 25 or more, an automated script will process the batch division from a pre-defined template containing the following data elements:

      1. Batch Type

      2. Barcode (i.e. PCD451275)

      3. User SEID

      4. Device Telephone Number

      5. Unique Identifier

    2. Manual/Individual Updates: For fewer than 25 batch divisions, the Asset Manager "DIVIDE A BATCH" option from the "BATCH ASSET WIZARD" will be used. Data elements b-e shown above are needed to complete the transaction.

    3. Changes to an individualized batch asset’s unique attributes such as SEID, Telephone Number, etc. can be managed through the eMAC process or through direct input by the Batch Asset role.

2.14.1.13.8.1.1  (11-08-2011)
Return of Batch Assets to IN STOCK

  1. The following procedures/process will be used to return individualized batch assets to IN STOCK and begin the retirement/disposal process:

    1. Batch Assets not in use, not identified for disposal, and not scheduled to be returned to the vendor will have an assignment of In Stock

    2. To systemically retire batch assets, change the assignment to Retired (Consumed)

    3. The physical disposition of a batch asset depends on the type of asset. If no specialized disposal procedure exists, follow sanitization procedures and dispose on an SF-120 using the disposal process for uncontrolled assets (i.e. monitors)

    4. Specialized Disposal Procedures: Deactivated AirCards should be sent back to the vendor

2.14.1.13.8.2  (11-08-2011)
UPS Devices

  1. This section gives instructions on the way uninterrupted power supply (UPS) devices are tracked. Any UPS device that has a purchase price of $5,000 or more is a capital asset and therefore must be tracked in Asset Manager.

  2. Large, expensive UPS must be tracked in Asset Manager. Generally these UPS:

    • contain an array of batteries

    • are bolted down

    • are not easily moved

    • are not easily lifted by one person

    • are designed to provide high amperage output for an extended period of time

  3. Small, inexpensive UPS must not be tracked in Asset Manager. These UPS usually:

    • contain a single battery

    • are easily moved

    • are easily lifted by one person

    • are designed to backup a single user computer

    • are designed to provide low amperage out put for a short period of time

  4. The Hardware Asset Management office recognizes that IT staff may encounter gray areas in trying to determine whether a particular UPS should or should not be tracked. If after following the guidelines above you have questions, contact your manager and/or coordinator. To define further, the American Power Conversion (APC) SMART UPS models 3000 and lower should not be tracked. These models contain only a single battery and are priced below the $5000.00 threshold. Use this as a guide for other manufacturers UPS units.

2.14.1.13.8.3  (11-08-2011)
National Print Equipment

  1. This section gives instructions on how to manage National Print and other large-scale, high volume print equipment in Asset Manager. This type of equipment must be tracked under Large Print Systems category and treated similar to mainframe computer equipment. All components/modules that are physically connected to the main system/component will be identified with one barcode as one system. This includes component PCs that are enclosed behind panels.

  2. The only exception to this general rule would be a computer that is controlling the system and is out in the open such as on a desktop (rather than enclosed in a cabinet). It would be barcoded and tracked separately.

  3. The Hardware Asset Management office recognizes that IT staff may encounter gray areas in trying to determine whether or not to barcode a particular component. If after following the guidelines above you have questions, contact the Hardware Asset Management office.

  4. Listed below are statements to clarify this policy:

    1. All physically connected components of a large print system, including multiple PCs that are enclosed behind panels, will be considered one main print system and will have one barcode. However, PCs used to control these systems that are out in open view will be barcoded and tracked as separate components in Asset Manager

    2. Roll Systems Winders and Unwinders that are not physically connected to the main system but are connected with wiring will be tracked under the one main barcode as part of the large print system

    3. There should be one barcode for one system, regardless of the number of printers, inserters, sorters, winders and unwinders. The printer serial number is used to control the system. However, if there are two printers, then use the serial number from the latest model or higher model number

  5. In order to maintain consistency, the barcodes will be affixed to the upper right-hand corner of the console on the side facing the operator.

  6. Each site will have to work out issues with vendor maintenance and security for transferring components in and out of IRS facilities. The IT staff and those working in the print sites will need to keep Asset Manager information current when equipment is updated by vendors.

2.14.1.13.8.4  (11-08-2011)
Vehicles

  1. Vehicles (Non-IT) will be controlled by barcode number like all other capital assets. The Device ID field will be used for Tag/License plate number. The Vehicle Identification Number (VIN) will continue to be maintained in the Serial Number field in Asset Manager. Valid Barcodes will be assigned to each vehicle. Those barcodes will be tracked in Asset Manager in the barcode field. Non-IT asset management staff will also maintain a record of assigned barcodes. Because of the relatively quick turnover of some vehicles and possible prohibitions in leasing agreements, it is NOT necessary to actually affix the barcode to the vehicle. Barcode labels may be affixed to or contained in a vehicle’s file instead.

  2. The above method will promote greater data consistency and will ensure that vehicles are controlled by unique identifiers.

  3. For more information regarding Non-IT property policies, refer to IRM 1.14.4, Personal Property Management, Real Estate and Facilities Management.

2.14.1.13.8.5  (11-08-2011)
Print Servers

  1. Hardware devices such as boards, cards and external print boxes that are used for network printing will not be tracked in Asset Manager as Print Servers, even though the hardware manufacturers may call them Servers, Print Servers, Comm Servers, Controllers etc. They will be treated as any other Tier 3 component and will not be tracked in Asset Manager. See the Examples of what NOT to track in the section below.

  2. For new records added to Asset Manager, thorough research is required on all types of Servers and Controllers. This will ensure that these types of devices are not incorrectly inventoried.

    Note:

    For all IT staff who currently have devices which are mis-classified as print servers, Asset Manager must identify these assets and place them in a DC "08" , see also IRM 2.14.1.13.20.3.1. Examples of what NOT to track: HP Jet Direct 300 series Print Server; Milan Technology Fastport Mil-3200X Print Server; Epson C82378 Print Server; Lexmark Marknet X2000 Print Server Series. Any of these items still in Asset Manager will be placed on the Anomalies Report.

2.14.1.13.8.6  (11-08-2011)
Printers

  1. Printers have been re-categorized in Asset Manager. All IT staff will be responsible for ensuring the completeness and accuracy of all Printer inventory in conformance with the five (5) new printer categories. These procedures are being issued to improve the control and accuracy of the printer inventory in Asset Manager. The new categories provide a clearer and more complete description of our printer inventory and will allow for improved reporting, strategic planning and operational efficiency.

  2. Asset Manager Printer Categories of "High-End" and "Low-End" are being replaced with five (5) new, more descriptive categories. The following chart outlines the new categories and the criteria for each:

    Category Criteria
    Network Incorporated Network Card, Designed for Large Volume and Speed Output Often these model names are followed with the letter "N" to indicate Network
    Desktop Designed for Single User Use, Low to Moderate Volume and Speed Output This would include personal, inkjet and workgroup printers
    Portable Designed for portability, Small and Lightweight, Low Volume and Speed Output Often these run on an alternate battery supply
    Specialized Designed for Special Media such as CDs or Badges or Print Jobs out of the Norm This would include CD, Specialized Labels, Line, Braille, and TTD printers
    Multifunction Designed for multiple purposes beyond printing such as Faxing and copying Often the model description for these are All-In-One

  3. The main and primary purpose/function designated by a manufacturer for a printer model should be the first determining factor for consideration when categorizing the printer. For instance, if you have a printer that is portable and has additional functionality which allows it to also make copies, it should be classified as Portable. Below is a summary of what category supersedes another, when printers fall into more than one category:

    • Specialized supersedes Network

    • Multifunction supersedes Network

    • Portable supersedes Multifunction. In addition, to readily identify color printers whether they should be Portable, Desktop, Network, etc., the Model Name should be used to clearly identify the printer as a "Color" model, by including the word "COLOR" at the beginning of the full Model Name. For example, COLOR LASERJET 2550L. The A or C asset classification designated for each of the current printer model will not change. Criteria for determining the appropriate classification for new printer models will be based on the factors outlined in this document which consider cost, business function, and security. In general, printers will be classified as follows:
      Network Printers – Class A
      Portable and Desktop – Class C
      Specialized and Multifunction – Determined by cost, critical business needs, security, etc. In general, a cost threshold of $2,500 will be used to determine the classification of specialized and multifunctional printers. Those models with a cost of $2,500.00 or greater will be classified as Class A assets and those with a cost under $2,500 will be classified as Class C assets

  4. The Hardware Asset Management office will oversee the conversion of the entire current printer inventory to the new categories. IT staff who determines that a particular printer model was not converted to the appropriate category as detailed above should initiate a Service Desk ticket to the Hardware Asset Management office requesting that the data record be corrected. The Service Desk ticket should include a detailed explanation as to why the printer should be changed to the new category.

  5. When adding a printer, check the model in Asset Manager to identify the proper category. If the model is new, include the printer category determination within the Service Desk ticket that is initiated requesting to add the model.

2.14.1.13.8.7  (11-08-2011)
Small Routers Used for High-Speed Internet Connectivity

  1. Traditional network routers will continue to be tracked in Asset Manager, while small inexpensive routers used for high-speed internet connectivity will not. These routers typically have four ports, DSL functionality and cost in the neighborhood of $100. They usually fall into the category of Small Office Home Office (SOHO) routers per the manufacturer.

  2. For new records added to Asset Manager, thorough research is required for router equipment. This will ensure that these types of devices are not inventoried in Asset Manager.

  3. Any IT staff who currently have the routers described above in Asset Manager must place the associated records in a DC "08" , IRM 2.14.1.13.20.3.1

    Note:

    Examples of what NOT to track: SMC 7008 BR Barricade DSL Router; Cayman 33220-H-002, DSL Router. Any of these items found in Asset Manager may be placed on the Anomalies Report.

2.14.1.13.8.8  (11-08-2011)
Degaussers

  1. The large free-standing or table top design Degaussers are considered capital assets. Therefore, they will be tracked and barcoded.

  2. There are currently several brands and types of degaussers. This equipment is necessary to assist in the compliance of IRS and Congressional security policies of cleaning data and media from magnetic storage devices (e.g. hard disk drives, cassettes and tape cartridges).

  3. The IT staff will barcode and track large table-top degaussers. They will be inventoried and certified each year as Class A assets in Asset Manager.

  4. IT staff will locate, barcode, and request these assets be added to Asset Manager.

    Note:

    Examples of large, capital asset degaussers are Integra Technologies Corporation 6340, C420, C490, T480; Garner Industries 105D, 2400; and Verity Systems, 491 High Energy. This list of manufacturers and models is not inclusive but stated as examples of the types of large degaussers that will be barcoded, tracked, and inventory certified as Classification A assets.

  5. Any small hand-held degausser that does not exceed $5,000 in cost is not considered a capital asset.

2.14.1.13.8.9  (11-08-2011)
Adaptive Equipment

  1. The purpose of this section is to combine, control and inventory certain Adaptive Equipment assets within one category. There are currently several brands and types of adaptive/assistive technology assets in Asset Manager. The Hardware Asset Management office collapsed all previous adaptive technology categories into the category, Adaptive Equipment.

  2. Adaptive Equipment, classification A, has been added to Asset Manager. These assets will be barcoded and added to Asset Manager to encompass all adaptive/assistive technology assets designed to assist people who need this equipment to perform their daily work. The types of adaptive/assistive technology assets that are included in this category are: video magnifiers, text typewriters (TTYs), braille displays, scanners, braille printers, and portable note takers with accompanying disk drives. The following list gives more of a description of these assets:

    • Video magnifier is a desktop or portable device that enables individuals with limited vision to magnify printed material

    • Text typewriter (TTY) is a device that provides access to real-time telephone communications for persons with hearing or speech impairments

    • Braille display is a device that provides Braille output of what is viewable on a computer monitor

    • Scanners are provided with some assistive software products for individuals with vision and/or learning disabilities

    • Braille printers, when used in conjunction with Braille translation software, enable a customer to print documents in Braille

    • Portable note takers are devices that enable a person who is blind to take electronic notes

  3. IT staff will barcode and track adaptive/assistive technology assets under the Adaptive Equipment category name. They will be inventoried and certified each year as Class A assets in Asset Manager.

  4. IT staff will locate, barcode, and request these assets be added to Asset Manager as the category Adaptive Equipment.

  5. For procedures on tracking Adaptive Equipment in Asset Manager, see IRM 2.14.1.10.1, regarding IRAP and also see the Asset Management web-site for detailed instructions at: http://eues.web.irs.gov/AMGMT/assetmgmt.aspx.

2.14.1.13.8.10  (11-08-2011)
Media Duplicator

  1. The category MEDIA DUPLICATOR (Classification A), is a new addition to the Category Table that has been added to Asset Manager.

  2. IT staff will locate, barcode, and add these devices to Asset Manager under the category Media Duplicator. These Media Duplicator will be inventoried and certified each year as "Class A" assets in Asset Manager.

  3. There are currently several brands and types of Media Duplicator used to create mass copies of DVDs and CDs. The Media Duplicator is capable of duplicating large volumes of DVDs and/or CDs. It has high dollar value, serve a critical business function and considered capital assets.

2.14.1.13.8.11  (11-08-2011)
Video Relay Service (VRS) Equipment

  1. All IT staff will comply to this section and these procedures impact enterprise-wide to clarify how VRS equipment will be tracked in Asset Manager and these procedures:

    1. require that all components associated with VRS equipment be tracked in Asset Manager under one (1) single barcode

    2. define the correct the inventory Category and System Name that is to be used for this equipment

  2. VRS equipment is comprised of 2 components: Codec Tower and Precision Camera. This section is to remind IT staff about the requirement that VRS equipment be tracked under one (1) single barcode. Although VRS equipment consists of 2 components, these components are considered interdependent and will only be utilized together.

  3. The IT staff will complete the following actions for all VRS equipment under their control:

    1. Affix a barcode label to the Codec Tower component of the equipment

    2. Utilize Asset Manager Category, VIDEO EQUIPMENT

    3. Update the System Name field in Asset Manager with "VRS"

2.14.1.13.8.12  (11-08-2011)
Q-MATIC System Equipment

  1. The tracking of Q-MATIC System components is necessary. The addition of these components to Asset Manager will:

    • Allow for improved inventory control of the entire Q-MATIC system

    • Provide the necessary equipment data for refreshment/replacement purposes

    • Provide valuable data regarding the availability of IN-STOCK components

  2. The Q-MATIC system is currently used in Taxpayer Assistant Centers (TAC sites) Enterprise-wide. It is used for customer flow management. The following components will be tracked in Asset Manager:

    1. Q-MATIC Ticket Printer

    2. Q-MATIC Interface (9060) Box

    3. Q-MATIC Voice Unit

  3. All MITS IT staff will ensure that the identified Q-MATIC System components are accurately inventoried and entered in Asset Manager. The Wage & Investment (W&I) Q-MATIC points of contact will assist in equipment identification.

  4. IT staff will also be responsible for populating Asset Manager's System Name (SYSNAME) field with an entry of: "QMATIC" (This will facilitate querying Asset Manager for all Q-MATIC system equipment).

    Note:

    For additional guidance, refer to the Q-MATIC Standard Operating Procedures at the Asset Management web-site for detailed instructions at:
    http://eues.web.irs.gov/AMGMT/assetmgmt.aspx

    .

2.14.1.13.8.13  (11-08-2011)
Virtual Servers

  1. Fields unique to the server database have been added to Asset Manager. The "Server Role" is limited to updating these server fields. Virtual Servers were added to Asset Manager from the server database. These records will not have a physical barcode. However, Virtual Servers will have an identifier beginning with "P" or "L" in the barcode field and the Model and Nature of "Virtual" on the record. The actual Server hardware is managed separately using the barcodes beginning with "A" .


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