Category: Information Technology
Responsible Office: Vice President and Chief Information Officer
Responsible Executive: J. Brice Bible
Date Established: May 2, 2019
Date Updated: May 10, 2022
This guidance document formalizes the VPCIO Equipment Management Lifecycle and Disposition procedure.
This guidance document formalizes the VPCIO Equipment Management Lifecycle and Disposition procedures. The lifecycle and disposition procedures ensure that equipment is accounted for and tracked while in the VPCIO area’s possession.
In accordance with New York State, once state entity equipment is entered into an inventory tracking system, the equipment cannot be deleted from the system. Rather, the equipment’s status is updated throughout its lifecycle in the inventory tracking system. As such, the system must have a status option covering every possible scenario of what might happen to equipment. The following operational statuses are available in the inventory tracking system: installed, provisioned, in storage, defective/returned, scrapped/surplus, missing, or transfer.
State entity equipment that is unaccounted for poses a financial and operational risk to the University. To mitigate this risk, the VPCIO area formalizes a standard process to account for equipment throughout its life cycle, including the disposition of equipment once it is scrapped.
The VPCIO Equipment Lifecycle and Disposition procedures apply to the following equipment:
Department | Item |
---|---|
CIO-AO | Staff equipment for CIO-AO |
CIO-AO | Vehicles |
CIT | Capital equipment |
EAS | Staff equipment for EAS |
EIS | Data Center servers and storage |
EIS | Staff equipment for EIS |
ITCS | A/V equipment |
ITCS | Endpoint devices |
ITCS | Public sites workstations |
NCS | Project switches |
NCS | Stock switches |
NCS | General stock |
The VPCIO area reviews and updates applicable items annually, or as needed.
Installed: Equipment in production, online, providing service, or can be monitored (via spectrum, etc.).
Provisioned: Equipment in the process of being configured and prepped; will be placed in production very soon.
In Storage: Equipment is awaiting deployment, or has been retired to storage.
Defective/Returned: Equipment failed in the field and is in the RMA process (when applicable).
Scrapped/Surplus: Equipment has been processed out of VPCIO inventory.
Missing: Equipment is missing.
Transfer: Equipment has reached the end of use for VPCIO, but may be of value to another state entity.
VPCIO employees
Inventory Coordinator
Office of the Vice President and Chief Information Officer
517 Capen Hall
Buffalo, NY 14260
Phone: 716-645-7979
Email: vpcio@buffalo.edu
Website: http://www.buffalo.edu/ubit.html
University Documents
UBIT Inventory Management Process-Unit Details (Internal CIO-AO document)
Forms
Disposal of Equipment Form
Related Links
Asset Management