SCD Inventory System
Procedural Document

The purpose of this document is to outline procedures that will ensure all assets/sensitive property are entered into the Scientific Computing Division (SCD) Inventory System in the most efficient, timely and accurate manner. If these procedures are followed, SCD will maintain an up to date inventory system, which can be accessed by all staff members to gain information on assets/sensitive property, locations, current maintenance and/or warranty coverage and peripherals.

All computer equipment purchased or evaluated that is to be housed in SCD or is the responsibility of SCD should be entered into the Inventory system. This will include loaner equipment, evaluation equipment and equipment housed for special projects outside of UCAR.

Equipment will include

If in doubt, provide the Infrastructure Support Group (ISG) with all equipment information.

1.New Computer Equipment Arrivals ckquote>
  1. When new equipment is ordered the Local Property Administrator (LPA, Janice Kline) will provide ISG with a final copy of the purchase requisition. A central repository for these documents is provided on the exterior door of office 11d (L. Soller).

  2. Shipping and Receiving will provide a copy of the shipping label/packing slip to ISG when the equipment arrives.

  3. ISG staff will utilize the packing slip/shipping label to enter the delivery date, and consequently the warranty start date, into the system. ISG staff will also be responsible for researching warranty specifications, contact persons and procedures, and entering those details into the system. This will begin the automated tracking of the standard warranty. If equipment requires a warranty uplift (eg. regular business hours to 7X24 critical support) ISG staff will secure quotes and make recommendations at this time.

  4. The following information should be provided by HPS as equipment is installed.

Equipment

Group Responsible

PC Desktops

OSG

Unix Workstations

DSG

Mass Store Equipment

MSSG

Supercomputers

SSG

 

Workstations:
    1. Assigned User
    2. Assigned Location
    3. IP Address
    4. Ethernet Address
    5. DNS Name
    6. If peripheral assets/sensitive property, define main assets/sensitive property by serial number, user, location, etc.

Equipment in the Computer Room:

Items 1-6 above, plus (ISG will normally have this information before equipment arrives):
    1. Location
    2. Electrical requirements
    3. Heat load
    4. Uplift on standard warranty
    1. ISG staff will take the above information and input it into the Inventory system.

    2. Once a system is installed and configured, ISG staff will tag the equipment and enter the install and configuration information into the Inventory System. A report will be generated from the Inventory System on a bi-monthly basis indicating all new equipment. This report, containing the property tag number, installation and configuration information, will be delivered to the LPA for entry into Bi-Tech.

 

2.Home Equipment

Notification should be given to ISG staff anytime equipment is assigned as "home equipment" and moved from the ML facility to a personal location. This notification should be completed by the "assigned user". ISG will require the following information:

 3.Desktop System Moves
  1. When a system is redeployed to a new location, the user should submit a work request to either DSG or OSG depending on the type of system. The name of the current system, its IP address, current physical location, future physical location and network requirements should be on the work request. There should be at least three business day's notice of any system being moved. DSG/OSG will relocate the machine to the new location (including any new IP address assignment) within five business days of receipt. Users should not move desktops from one office to another without notifying OSG/DSG. This is to assure that all systems are properly tracked within SCD for inventory and hardware/software support purposes (per HPS policy).

  2. For equipment that is nearing EOL, the Local Property Administrators (LPAs) should be notified. They will follow UCAR policy.

  3. To ensure all equipment moves are accurately accounted for in the inventory system, ISG staff will conduct a physical inventory every other month. This inventory will quickly locate any systems that have been relocated and that information will be immediately logged into the system.
4.Beta Test, Evaluation to Purchase

If equipment is to be placed on site for Beta Testing or Purchase Evaluation, ISG should be informed of the details of the evaluation contract, to include:
    1. Warranty/Maintenance coverage during testing period
    2. Warranty Maintenance coverage after purchase
    3. Length of testing period

Since the LPA is responsible for liability issues, SCD staff bringing in test equipment should talk with the LPA prior to the installation of Beta equipment.



Finally, ISG staff is available to help ensure adequate maintenance coverage is obtained at time of purchase in order to minimize any negative affects to overhead costs.