Internal Revenue Manual
IRM 2.149.3 — Asset Management Hardware Procedures
Part 2. Information Technology
Chapter 149. IT Asset Management Section 3. Asset Management Hardware Procedures 2.149.3 Asset Management Hardware Procedures Manual Transmittal July 07, 2025 Purpose (1) This transmits a revised IRM 2.149.3, Information Technology (IT) Asset Management Hardware Procedures. Material Changes (1) Editorial changes were made to IRM 2.149.3, two naked links were updated with the following web link in the following sections Program Management and Review IRM 2.149.3.1.4 and Activities IRM 2.149.3.2.6 : UNS Operation Service Support Asset Management Web. Effect on Other Documents IRM 2.149.3 dated May 29, 2024 is superseded. Audience The IT Asset Management Hardware Procedures is applicable to all employees enterprise-wide responsible for managing IT equipment, including Asset Management's stakeholders, customers, asset owners, contractors, and vendors. Effective Date (07-07-2025) Rajiv Uppal Chief Information Officer
Program Scope and Objectives
2.149.3.1 (07-07-2025) Program Scope and Objectives This document describes the formal process for implementing the requirements of the Asset Management Hardware Procedures process. It provides an operational definition of the major components of the process and how to perform each step in the process. This document also describes the logical arrangements of steps that are essential to successfully completing the process and achieving its desirable outcome. Purpose: This document describes the formal Information Technology (IT) policy for implementing the requirements of the Information Technology (IT) AM Policy process. It provides the purpose, scope, authority, and mandates for institutionalizing this process. This policy establishes authority and responsibility for the performance of IT asset management throughout the IRS. It also establishes policies and procedures for management and control of hardware and software assets throughout their lifecycle. Audience: The AM Policy is applicable to all employees enterprise-wide responsible for managing IT equipment, including Asset Management's stakeholders, customers, asset owners, contractors, and vendors. Policy Owner: The office of Asset Management within Information Technology, UNS, Operations Service Support. Program Owner: Information Technology, UNS, Operations Service Support, Program Director is responsible for overseeing and managing IT assets enterprise-wide that meets the established criteria set forth in the annual established in our annual Inventory Certification Plan. Primary Stakeholders: All organizations, business units and employees including contractors who have inventory responsibilities are considered stakeholders and must abide by the criteria set forth in the annual Inventory Certification Plan. Program Goals: AM is the process responsible for tracking and reporting the value and ownership of financial assets throughout their lifecycle. AM is part of the ITIL Process. An IT asset is property or equipment that is part of the IT infrastructure, including hardware and software for IT and telecommunications data and voice that is in use, in reserve storage, or is awaiting disposal. All IRS organizations (including contractors) developing, maintaining, and controlling IT assets shall adhere to the mandates of this policy and all associated AM procedures.
Background
2.149.3.1.1 (05-29-2024) Background The process definition laid out in the process description document further breaks down the Activities into Tasks, each of which have a complete set of attributes defined such as data and tool specifications and the role(s) responsible for executing the tasks. All proposed changes to this document must be submitted in writing, with supporting rationale, to the Information Technology, UNS, Operations Service Support, Asset Management organization. This document defines the step-by-step instructions for the activities used in the Hardware Asset Management procedures: STEP 1 - Manage IT Asset Plan process includes the planning for information technology asset purchases STEP 2 - Process Acquired IT Asset includes the processing of acquired hardware information technology assets STEP 3 - Deploy IT Asset includes a method for deploying information technology hardware assets STEP 4 - Maintain IT Asset includes the accountability, support, and maintenance of information technology hardware assets STEP 5 - Dispose of IT Asset includes the end of life (EOL)/disposition for information technology hardware assets
Purpose of Procedures
2.149.3.1.1.1 (05-29-2024) Purpose of Procedures This document defines the step-by-step instructions on how to conduct the activities used to implement the Asset Management Hardware Procedures process in the Information Technology, UNS, Operations Service Support, Asset Management organization. The purpose of a procedure document is to institutionalize and formalize the preferred method of performing tasks that staff is using. The objective is to have everyone using the same tools and techniques and follow the same repeatable steps so that the organization can quantify how well the procedure is working and train future staff members who may not currently know the routine. Ensuring consistency is a critical component for ensuring optimum efficiency.
Authority
2.149.3.1.2 (05-29-2024) Authority All proposed changes to this document must be submitted in writing, with supporting rationale, to the Information Technology, UNS, Operations Service Support, Asset Management organization.
Roles and Responsibilities
2.149.3.1.3 (05-29-2024) Roles and Responsibilities Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time. Name Description Asset Management Specialists - Hardware Manage control processes and interactions for all enterprise-wide hardware financial assets and associated components Develop policies and procedures related to the management of hardware assets as needed Provide input for hardware asset lifecycle plans Direct and execute hardware asset certification activities Develop and maintain disposal policies/activities to ensure data integrity Reconcile hardware assets receipt data for verification and audit Process Move/Add/Change requests Oversee and coordinate with external/internal auditors (GAO, TIGTA, and CFO) regarding IT assets Administrate guidelines for quality reviews Approve user requests for access to the Repository Asset Management Specialists - Equipment Prepare, coordinate, and ship equipment Maintain and review repository for inventory accuracy Receive new IT assets Manage the receipt of IT assets Retire IT assets as needed Coordinate with FMSS to complete the disposal process Evaluate usage and stock levels for IT assets Develop policies and procedures related to the management of depot assets as needed Recommend changes to the inventory plan based on inventory usage and demand levels Asset Management Specialists - Materials Develop, implement, execute, and modify the IRS IT Asset Plan Manage inventory replenishments Analyze information from multiple, disparate databases and formulate decisions and business justifications to adjust the inventory plan Develop forecasts and projections to determine demand on the inventory investment Analyze economic order quantities and delivery times for replenishment of the inventory items Develop policies and procedures related to the management of depot assets as needed Manage and control inventory levels
Program Management and Review
2.149.3.1.4 (07-07-2025) Program Management and Review The Hardware AM groups' manages the Asset Management program and reviews IT assets data continuously throughout the year using various methods defined below and this information is located at UNS, Operation Service Support Hardware Asset Management, see SharePoint site at UNS Operation Service Support Asset Management Web: Annual Inventory Certification Plan defines the IT asset criteria requiring certification each Fiscal Year (FY) Anomaly and General Reports Asset Certification and Reporting Dashboards IRM Policies and Procedures Tools and Resources Training
Program Controls
2.149.3.1.5 (05-29-2024) Program Controls Activities involved in ensuring a process is predictable, stable, and consistently operating at the target level of performance.
Controls
2.149.3.1.5.1 (05-29-2024) Controls Process controls represent the policies and guiding principles on how the process will operate. Controls provide direction over the operation of processes and define constraints or boundaries within which the process must operate: Name Description GAO, CFO and TIGTA Audits Formal inspection and verification to check whether a standard or set of guidelines is being followed, that records are accurate, or that efficiency and effectiveness targets are being met. Asset Management Policies Policies and regulations that provide guidance for managing the IT Asset Management program. Security Policies Policies to ensure the confidentiality, integrity, and availability of IT assets. Annual Inventory Certification Plan Annual overview of hardware asset management objectives, guidelines, and activities necessary to meet IRS' annual financial audits and deliverable, including certifying the accuracy and completeness of IRS' authoritative inventory system. Governance Governance ensures that policies and strategy are actually implemented and that required processes are correctly followed.
Terms/Definitions/Acronyms
2.149.3.1.6 (05-29-2024) Terms/Definitions/Acronyms Definitions of Asset Management's terms and acronyms.
Terms and Definitions
2.149.3.1.6.1 (05-29-2024) Terms and Definitions The definitions listed below are some commonly used terms and provided as an aid to understanding IT Asset Management. Term Definition Agreed Life An asset is designed to perform a function at an acceptable level for a predetermined amount of time according to the manufacturer's lifecycle. It ensures that the defined services for the asset are met to provide the level of service required by the customer, in terms of quality and reliability. Annual Inventory Certification Plan Annual overview of hardware asset management objectives, guidelines, and activities, necessary to meet IRS' annual financial audits and deliverable including certifying the accuracy and completeness of IRS' authoritative inventory system. Artifact A work product created by a process or procedure step, e.g., plans, design specifications, etc. Asset Any resource or capability. Assets of a service provider include anything that could contribute to the delivery of a service. Assets can be one of the following types: management, organization, process, knowledge, people, information, applications, infrastructure, and financial capital. Audit Formal inspection and verification to check whether a standard or set of guidelines is being followed, that records are accurate, or that efficiency and effectiveness targets are being met. An audit may be carried out by internal or external groups. Depot A centralized storage area for In Stock IT equipment. Certification Issuing a certificate to confirm compliance to a standard. Certification includes a formal audit by an independent and accredited body. Entry Criteria The elements and conditions (state) necessary to trigger the beginning of a process step. Exit Criteria The elements or conditions (state) necessary to trigger the completion of a process step. Hardware Asset Property meeting certain financial and security criteria that is part of the information technology infrastructure and represents a physical piece of computing electronic equipment. Incident The Enterprise Service Desk logs and tracks reported incidents. The incident will be assigned to a service provider for resolution. Information Technology (IT) The use of technology for the storage, communication, or processing of information. The technology typically includes computers, telecommunications, applications and other software. The information may include business data, voice, images, video, etc. Information Technology is often used to support business processes through IT services. Information Technology Infrastructure Library (ITIL) A set of best practice guidance for IT service management. ITIL consists of a series of publications giving guidance on the provision of quality IT services, and on the processes and facilities needed to support them. IT Asset 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. IT Asset Life cycle A series of states connected by allowable transitions. The set of business practices that join financial, contractual, and inventory functions to support the management from acquisition to disposition for hardware and software found in the IT environment. IT Asset Plan A tactical plan for managing an organization's infrastructure and assets to deliver an agreed standard of service. IT Equipment Profile The standardized list of IT equipment given to each employee based upon their occupation in the IRS. Move/Add/Change A Service Request is submitted to document the status (location/assignment/user) of any piece of hardware (IT asset). It is used to update the repository. Process A structured set of activities designed to accomplish a specific objective. A process takes one or more defined inputs and turns them into defined outputs. A process may include any of the roles, responsibilities, tools, and management controls required to reliably deliver the outputs. A process may define policies, standards, guidelines, activities, and work instructions if they are needed. Process Owner A role responsible for ensuring that a process is fit for purpose. The process owner's responsibilities include sponsorship, design, change management, and continual improvement of the process and its metrics. This role is often assigned to the same person who carries out the process manager role, but the two roles may be separate in larger organizations. Quality Reviews Quality reviews ensure compliance to asset management policies. RACI (Responsible - Accountable - Consulted - Informed) This model is used to help define roles and responsibilities, instructions for the activities used in the Hardware Asset Management procedures. Recipient The point of contact (POC) receiving the IT asset. Request for Change (RFC) A formal proposal for a change to be made (work request). An RFC includes details of the proposed change, and may be recorded on paper or electronically. Rogue Asset An unmanaged asset which appears amidst a population of managed assets. This can happen as a result of non-compliance with the policies concerning asset control and barcoding. Service Request A request from a user for information, or advice, or for a standard change or for access to an IT service. For example to reset a password, or to provide standard IT services for a new user. Service requests are usually handled by Enterprise Service Desk, and do not require an RFC to be submitted. Software Asset Property meeting certain financial and security criteria that is part of the information technology infrastructure and software installed on personal computers, laptops, desktops, servers, mainframes, network, and mobile devices. TIER 3 Software (Micro) Personal computers such as Desktop PC, Laptop PC, etc. Tool Job aid for a specific purpose, e.g., checklist, template, application, etc.
Acronyms
2.149.3.1.6.2 (05-29-2024) Acronyms The abbreviations and acronyms include an alphabetical listing of some commonly used terms in IT Asset Management. Acronyms Definition ACIO Associate Chief Information Officer AM Asset Management ARM Asset Management Reports CFO Chief Financial Officer CMMI Capability Maturity Model Integrated COE Common Operating Environment CTO Chief Technology Officer EOL End of Life FMSS Facilities Management and Security Services (formerly Real Estate and Facilities Management (REFM)) GAO Government Accountability Office IRM Internal Revenue Manual IRS Internal Revenue Service IT Information Technology ITIL Information Technology Infrastructure Library ITSM IT Service Management PD Process Description PMI Project Management Institute POC Point of Contact RACI (Responsible, Accountable, Consulted, and Informed) This model is used to help define roles and responsibilities, instructions for the activities used in the Hardware Asset Management procedures RFC Request For Change SAM Software Asset Management TIER 3 Software (Micro) Personal computers such as Desktop PC, Laptop PC, etc. TIGTA Treasury Inspector General for Tax Administration UNS User & Network Services
Related Resources
2.149.3.1.7 (05-29-2024) Related Resources The following lists the regulatory documents that validate the Asset Management Policy: Public Law 89-306, Automated Data Processing Equipment Office of Management and Budget (OMB) Circular A-123, Management's Responsibility for Internal Controls Treasury Department Publication 32-01, Accounting Principles and Standards OMB Circular A-127, Financial Management Systems Public Law 101-576, Chief Financial Officers Act of 1990 Executive Order 12999, Educational Technology: Ensuring Opportunity for All Children in the Next Century Public Law 104-106, Clinger-Cohen Act of 1996, formerly Information Technology Reform Act of 1996 IRM 1.2.1 - Servicewide Policy Statements and IRM 1.2.2 - Servicewide Delegations of Authority, to see information technology activities such as Policy Statement 2-93 (formerly P-1-229) Delegation Order 1-41 Delegation Order MITS-2-1-1, Authority to Approve IT Resources Policies and Procedures Memorandum No. 46.5, Evidentiary Documentation in Support of Receipt and Acceptance IRM 10.8, Information Technology(IT) Security IRM 1.14.4, Personal Property Management, Facilities Management and Security Services IRM 1.35.6, Administrative Accounting, Property and Equipment Accounting IRM 2.21, Shopping Cart Processing for Information Technology Products and Services IRM 1.15, Records and Information Management IRM 6.800, Employee Benefits IRM 2.127, Testing Standards and Procedures National Institute of Standards and Technology Special Publication 800-53, Recommended Security Controls for Federal Information Systems and Organizations (Aug. 2009) Treasury Directive Publication 85-01, Treasury IT Security Program (Nov. 3, 2006) Executive Order, Department of the Treasury Directive 85-02, Software Piracy Policy (May 4, 2010) Executive Order 13103 (Sep. 30, 1998), Computer Software Piracy Executive Order 13589, Promoting Efficient Spending (Nov. 09, 2011) Public Law 113-291, National Defense Authorization Act, Federal Information Technology Acquisition Reform Act, (FITARA) (Dec. 2014) "OMB issued Memorandum M-16-12, dated June 2, 2016:" Improving the Acquisition and Management of Common Information Technology: Software Licensing Public Law 114-210, Megabyte Act of 2016, Making Electronic Government Accountable by Yielding Tangible Efficiencies Act of 2016 (July 29, 2016) Asset Management - Enterprise-wide Software User Guide Asset Management - UNS Software User Guide Asset Management - Hardware User Guide General Services Administration Bulletin Federal Management Regulation (FMR) B - 34, Disposal of Federal Electronic Assets Memorandum, dated July 26, 2011 and signed by CTO for IRS Computer Room and Ownership and Management which assigns ownership of all Computer Rooms to Enterprise Operations
Step 1 - Manage IT Asset Plan Workflow
2.149.3.2 (05-29-2024) Step 1 - Manage IT Asset Plan Workflow A workflow consists of Activities and Tasks, Inputs and Outputs, Roles, and Flow Diagrams. It describes the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step of the process.
Main Process Diagram
2.149.3.2.1 (05-29-2024) Main Process Diagram This step does not have a Main Process Diagram, only Cross-Functional Diagram. Step 1 - Manage IT Asset outlines the steps required to plan for new IT asset purchases or replacement of existing IT assets.
Entry Criteria
2.149.3.2.2 (05-29-2024) Entry Criteria Generally, Step 1 - Manage IT Asset – Hardware procedure occurs after the following events: Approved Request for IT Asset New technology
Inputs
2.149.3.2.3 (05-29-2024) Inputs Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process: Name Description Supplier Service Request A request from a User for information, or advice, or for a Standard Change or for Access to an IT Service. Request Fulfillment Incident An unplanned interruption to an IT Service or a reduction in the Quality of an IT Service. Incident Management RFC/Work Request A formal proposal for a change to be made (work request). An RFC includes details of the proposed change, and may be recorded on paper or electronically. Change Management IT Equipment Profile The standardized list of IT equipment given to each employee based upon their occupation in the IRS. Service Level Management Budget Information The financial data used to support the IT Asset Plan (e.g., Investment Management and Spending Plans). IT Financial Management IT Asset The 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. Strategic Supplier Management, Asset Management
Outputs
2.149.3.2.4 (05-29-2024) Outputs Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality. Name Description Recipient IT Asset Plan A tactical plan for managing an organization's infrastructure and assets to deliver an agreed standard of service. Strategic Supplier Management, IT Financial Management RFC/Work Request A formal proposal for a change to be made (work request). An RFC includes details of the proposed change, and may be recorded on paper or electronically. Change Management Budget Information The financial data used to support the IT Asset Plan (e.g., Investment Management and Spending Plans). IT Financial Management Knowledge Article The shared information or instructions contained in a centralized database. Knowledge Management, Stakeholders
Exit Criteria
2.149.3.2.5 (05-29-2024) Exit Criteria Step 1 - Manage IT Asset Plan - Hardware procedure is exited when: Submitted requests have been incorporated into an IT Asset Plan
Activities
2.149.3.2.6 (07-07-2025) Activities An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above. Additional instructions for the following steps are found in the Asset Management – User Guides at the User & Network Services (UNS), Operation Service Support Hardware Asset Management SharePoint site, see the following section for IRM Policies and Procedures UNS Operation Service Support Asset Management Web: ID Name Description A1 Analyze request Analyze and gather request information for future needs. A2 Review repository Analyze repository data for availability of IT asset. A3 Process request Manage IT asset inventory levels.
Roles
2.149.3.2.7 (05-29-2024) Roles Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time. Name Description Asset Management Specialists - Materials Develop, implement, execute, and modify the IRS IT Asset Plan Manage inventory replenishments Analyze information from multiple, disparate databases and formulate decisions and business justifications to adjust the inventory plan Develop forecasts and projections to determine demand on the inventory investment Analyze economic order quantities and delivery times for replenishment of the inventory items Develop policies and procedures related to the management of depot assets as needed Manage and control inventory levels
Procedure
2.149.3.2.8 (05-29-2024) Procedure A procedure provides the step by step instructions, or tasks, in how to perform each activity in the process and usually applies to a single role that will be responsible in performing the task. Procedure Graphs.
A1 Analyze Request
2.149.3.2.8.1 (05-29-2024) A1 Analyze Request Analyze and gather request information for future needs. ID Task Name and Description Role RACI Duties A1.1 Receive and review request This task includes receiving Service, RFC/Work requests and determining if additional information is needed. Asset Management Specialists - Materials R Review for completeness Stakeholders C Submit request A1.2 Analyze request This task includes determining if an IT Asset Plan exist to fulfill the request. Asset Management Specialists - Materials R Review and research if an existing IT Asset Plan (e.g., Investment Management and Spending Plans) is available A1.3 Analyze inventory levels This task includes research and complete analysis of current inventory for forecasting needs. Asset Management Specialists - Materials R Generate reports to identify current inventory levels to evaluate future needs A1.4 Provide recommendations This task includes contributing towards the creation of the IT Asset Plan. Asset Management Specialists - Materials R Analyze information and formulate decisions for input to the IT Asset Plan Stakeholders I Informed of recommendations
A2 Review Repository
2.149.3.2.8.2 (05-29-2024) A2 Review Repository Analyze repository data for availability of IT asset ID Task Name and Description Role RACI Duties A2.1 Review IT asset stock levels This task includes generating reports to identify "in stock" IT assets and conduct physical inventory, if applicable. Asset Management Specialists - Materials R Produce reports to evaluate inventory levels A2.2 Review in stock quantities for request fulfillment This task involves receiving the equipment request and evaluating stock levels for availability. Asset Management Specialists - Materials R Research repository to check for IT asset availability Stakeholders C Submit Request
A3 Process Request
2.149.3.2.8.3 (05-29-2024) A3 Process Request Manage IT asset inventory levels ID Task Name and Description Role RACI Duties A3.1 Forecast inventory investment needs This task includes querying the repository and producing an inventory report to identify aging IT assets for future replacement (refreshment). Asset Management Specialists - Materials R Generate Asset Management Reports Analyze Asset Management Reports to target aged IT assets for possible replacement A3.2 Monitor vendor inventory levels This task includes monitoring vendor inventory levels to ensure IT assets are available to meet future needs. Asset Management Specialists - Materials Stakeholders R C Review vendor asset management reports Provide inventory report A3.3 Monitor stock levels This task includes reviewing Asset Management Reports and validating physical IT assets to determine inventory stock levels. Asset Management Specialists - Materials Asset Management Specialists - Equipment Stakeholders R R C Generate Asset Management Reports Review depot and other locations to identify stock availability for request fulfillment Validate stock levels Provide local inventory stock levels held for break/replace incidents A3.4 Make recommendations to replenish the inventory This task includes preparing and submitting documentation to replenish and replace IT assets. Asset Management Specialists - Materials R Prepare funding request for inventory replenishment and replacement Stakeholders I Receive funding proposal
Cross-Functional Diagram
2.149.3.2.8.3.1 (05-29-2024) Cross-Functional Diagram Step 1 - Manage IT Asset - Hardware Procedure Flow Diagram Figure 2.149.3-1 Manage IT Asset Plan - Hardware (Step 1) Please click here for the text description of the image.
Step 2 - Process Acquired IT Asset Workflow
2.149.3.3 (05-29-2024) Step 2 - Process Acquired IT Asset Workflow A workflow consists of Activities and Tasks, Inputs and Outputs, Roles, and Flow Diagrams. It describes the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step of the process.
Main Process Diagram
2.149.3.3.1 (05-29-2024) Main Process Diagram This step does not have a Main Process Diagram, only Cross-Functional Diagram. Step 2 - Process Acquired IT Asset is to ensure new and transferred IT assets are accounted for in the IRS authoritative repository.
Entry Criteria
2.149.3.3.2 (05-29-2024) Entry Criteria Generally, Step 2 - Process Acquired IT Asset Workflow - Hardware procedure occurs after the following events: Purchase Notification Service Request Incident RFC/Work Request
Inputs
2.149.3.3.3 (05-29-2024) Inputs Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process: Name Description Supplier Move/Add/Change A Service Request is submitted to document the status (location/assignment/user) of any piece of hardware (IT asset). It is used to update the repository. Asset Management, Stakeholders Purchase Documentation The types of purchase documentation include requisitions, awards, shipping information, vendor quotes and contracts. Strategic Supplier Management Asset Management Reports The reports generated to provide data on the asset management inventory. Asset Management, Strategic Supplier Management Service Request A request from a User for information, or advice, or for a Standard Change or for Access to an IT Service. Request Fulfillment Acquisition Documentation The types of acquisition documentation include transfers from another federal agency and/or seized and forfeited assets. Asset Management, Stakeholders
Outputs
2.149.3.3.4 (05-29-2024) Outputs Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality. Name Description Recipient Asset Repository An asset record is updated within the Asset Repository. Asset Management Asset Management Reports The reports generated to provide data on the current asset management inventory. Asset Management, Strategic Supplier Management, Stakeholders Knowledge Article The shared information or instructions contained in a centralized database. Knowledge Management, Stakeholders
Exit Criteria
2.149.3.3.5 (05-29-2024) Exit Criteria Step 2 - Process Acquired IT Asset - Hardware procedure is exited when: Acquired IT asset is obtained to meet requests and successfully added to the repository
Activities
2.149.3.3.6 (05-29-2024) Activities An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram. ID Name Description A1 Receive and process notifications Notifications are received and processed for all IT asset acquisitions. A2 Update repository Create/Update record.
Roles
2.149.3.3.7 (05-29-2024) Roles Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time. Name Description Asset Management Specialists - Hardware Manage control processes and interactions for all enterprise-wide hardware financial assets and associated components Develop policies and procedures related to the management of hardware assets as needed Provide input for hardware asset lifecycle plans Direct and execute hardware asset certification activities Develop and maintain disposal policies/activities to ensure data integrity Reconcile hardware assets receipt data for verification and audit Process Move/Add/Change requests Oversee and coordinate with external/internal auditors (GAO, TIGTA, and CFO) regarding IT assets Administrate guidelines for quality reviews Asset Management Specialists - Materials Develop, implement, execute, and modify the IRS IT Asset Plan Manage inventory replenishments Analyze information from multiple, disparate databases and formulate decisions and business justifications to adjust the inventory plan Develop forecasts and projections to determine demand on the inventory investment Analyze economic order quantities and delivery times for replenishment of the inventory items Develop policies and procedures related to the management of depot assets as needed Manage and control inventory levels Asset Management Specialists - Equipment Prepare, coordinate, and ship equipment Maintain and review repository for inventory accuracy Receive new IT assets Manage the receipt of IT assets Retire IT assets as needed Coordinate with FMSS to complete the disposal process Evaluate usage and stock levels for IT assets Develop policies and procedures related to the management of depot assets as needed Recommend changes to the inventory plan based on inventory usage and demand levels
Procedure
2.149.3.3.8 (05-29-2024) Procedure Procedure Graphs.
A1 Receive and Process Notifications
2.149.3.3.8.1 (05-29-2024) A1 Receive and Process Notifications Notifications are received and processed for all IT asset acquisitions. ID Task Name and Description Role RACI Duties A1.1 Receive notifications of purchase or acquisition (transfer/forfeiture/seizure) and validate data This task includes receiving and validating e-mail or systemic notification for asset purchases initiated or transferred/forfeited/seized. Asset Management Specialists -Hardware R Receive e-mail or systemic notification Identify controlled IT assets, quantity and asset type Verify model type exists Verify if barcoding is included for incoming IT asset and if not follow process to request barcodes Notify stakeholders of incoming IT assets Stakeholders C Submit notification of purchase or acquisition A1.2 Receive and validate reports for pending asset deliveries This task includes checking the mailbox daily for reports of purchased assets/acquisitions and comparing with Purchase Documentation. Asset Management Specialists -Hardware R Check mailbox for receipt of reports Compare and validate Asset Management Report data e.g., asset model, manufacturer, shipping information, and quantity against Purchase Documentation Stakeholders C Submit report
A2 Update Repository
2.149.3.3.8.2 (05-29-2024) A2 Update Repository Create/Update record. ID Task Name and Description Role RACI Duties A2.1 Add new IT assets to repository This task includes adding formatted Asset Management Report data to repository. Asset Management Specialists – Hardware R Populate template with Asset Management Report data Add template data to repository A2.2 Notify recipient of pending delivery This task includes notifying recipient that the assets have shipped and are awaiting receipt in the repository. Asset Management Specialists - Hardware R Send notification of pending delivery/Asset Management Report including asset description and quantities Stakeholders I Receive notification of pending delivery A2.3 Confirm delivery of IT assets This task includes monitoring for incoming asset deliveries and confirming receipt/acceptance. Asset Management Specialists - Equipment R Verify receipt of IT asset delivery (vendor to depot): Receive and scan assets Acknowledge receipt to Strategic Supplier Management Notify Asset Management Specialists - Materials Asset Management Specialists - Hardware R Verify receipt of IT asset delivery (vendor to recipient): Monitor pending asset delivery Contact recipient to verify asset receipt Asset Management Specialists - Materials I Receive notification of delivery from Depot A2.4 Process repository changes This task includes updating asset records to identify the current status, e.g., location and assignment. Asset Management Specialists - Equipment R Upload scanned assets to repository Asset Management Specialists - Hardware R Process Move/Add/Change request and Service Request Stakeholders C Submit Move/Add/Change request if necessary
Cross-Functional Diagram
2.149.3.3.8.2.1 (05-29-2024) Cross-Functional Diagram Step 2 - Process Acquired IT Asset - Hardware Procedure Flow Diagram Figure 2.149.3-2 Process Acquired IT Asset - Hardware Please click here for the text description of the image.
Step 3 - Deploy IT Asset - Hardware Procedure Workflow
2.149.3.4 (05-29-2024) Step 3 - Deploy IT Asset - Hardware Procedure Workflow A workflow consists of Activities and Tasks, Inputs and Outputs, Roles, and Flow Diagrams. It describes the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step of the process.
Main Process Diagram
2.149.3.4.1 (05-29-2024) Main Process Diagram This step does not have a Main Process Diagram, only Cross-Functional Diagram. Step 3 - Deploy IT Asset is to provide IT assets needed to the recipient. Some of these activities include identifying assets and entering asset information in a repository.
Entry Criteria
2.149.3.4.2 (05-29-2024) Entry Criteria Generally, Step 3 - Deploy IT Asset - Hardware procedure occurs after the following event: IT asset new to the environment has successfully completed Service Validation & Testing
Inputs
2.149.3.4.3 (05-29-2024) Inputs Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process. Name Description Supplier Service Request A request from a User for information, or advice, or for a Standard Change, or for Access to an IT Service. Request Fulfillment Incident An unplanned interruption to an IT Service or a reduction in the Quality of an IT Service. Incident Management RFC/Work Request A formal proposal for a change to be made (work request). An RFC includes details of the proposed change, and may be recorded on paper or electronically. Change Management Move/Add/Change A Service Request is submitted to document the status (location/assignment/user) of any piece of hardware (IT asset). It is used to update the repository. Asset Management, Strategic Supplier Management Asset Management Reports The reports generated to provide data on the asset management inventory. Asset Management, Strategic Supplier Management IT Equipment Profile The standardized list of IT equipment given to each employee based upon their occupation in the IRS. Service Level Management Testing Documentation The documentation of testing process and results. Release & Deployment Management
Outputs
2.149.3.4.4 (05-29-2024) Outputs Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality. Name Description Recipient Deployed IT Asset The IT asset is delivered and set up for the recipient. Asset Management, Stakeholders Asset Repository An asset record is updated within the Asset Repository. Asset Management Asset Management Reports The reports generated to provide data on the current asset management inventory. Asset Management, Strategic Supplier Management, Stakeholders Knowledge Article The shared information or instructions contained in a centralized database. Knowledge Management, Stakeholders
Exit Criteria
2.149.3.4.5 (05-29-2024) Exit Criteria Step 3 - Deploy IT Asset - Hardware procedure is exited when: The IT asset is delivered, set up for the recipient and the record is updated in the repository
Activities
2.149.3.4.6 (05-29-2024) Activities An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above. ID Name Description A1 Deploy IT Asset The asset is delivered to the recipient. A2 Update Repository IT asset record is updated to reflect asset location and the assignment in the repository.
Roles
2.149.3.4.7 (05-29-2024) Roles Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time. Name Description Asset Management Specialists - Hardware Manage control processes and interactions for all enterprise-wide hardware financial assets and associated components Develop policies and procedures related to the management of hardware assets as needed Provide input for hardware asset lifecycle plans Direct and execute hardware asset certification activities Develop and maintain disposal policies/activities to ensure data integrity Reconcile hardware assets receipt data for verification and audit Process Move/Add/Change requests Oversee and coordinate with external/internal auditors (GAO, TIGTA, and CFO) regarding IT assets Administrate guidelines for quality reviews Asset Management Specialists - Equipment Prepare, coordinate, and ship equipment Maintain and review repository for inventory accuracy Receive new IT assets Manage the receipt of IT assets Retire IT assets as needed Coordinate with FMSS to complete the disposal process Evaluate usage and stock levels for IT assets Develop policies and procedures related to the management of depot assets as needed Recommend changes to the inventory plan based on inventory usage and demand levels
Procedure
2.149.3.4.8 (05-29-2024) Procedure Procedure Graphs.
A1 Deploy IT Asset
2.149.3.4.8.1 (05-29-2024) A1 Deploy IT Asset The asset is delivered to the recipient. ID Task Name and Description Role RACI Duties A1.1 Depot delivers IT asset to recipient This task includes reviewing request for IT asset availability and arranging for delivery. Asset Management Specialists – Materials R Validates asset availability and approves request Asset Management Specialists - Equipment R Deploy IT assets (depot to recipient). The following steps are performed when an Incident, Service Request or RFC/Work Request requires a depot asset: Review Request Process request Ship IT asset Update Service Request Stakeholders I Receive IT asset
A2 Update Repository
2.149.3.4.8.2 (05-29-2024) A2 Update Repository IT asset record is updated to reflect asset location and the assignment in the repository. ID Task Name and Description Role RACI Duties A2.1 Process repository changes This task includes updating the repository to assign the IT asset to the recipient, change location and notate shipping information. Asset Management Specialists – Equipment R Update the asset record in the repository to reflect the IT asset: Received from vendor Shipped to recipient Stakeholders C Receive IT asset and acknowledge receipt A2.2 Process Move/Add/Change request This task includes receiving the Move/Add/Change request to document the status (location/assignment/user) of the IT asset. Asset Management Specialists - Hardware R Update repository to reflect current state: Review request Update repository Stakeholders C Submit Move/Add/Change request
Cross-Functional Diagram
2.149.3.4.8.2.1 (05-29-2024) Cross-Functional Diagram Step 3 - Deploy IT Asset - Hardware Procedure Flow Diagram Figure 2.149.3-3 Deploy IT Asset - Hardware Procedure Flow Diagram Please click here for the text description of the image.
Step 4 - Maintain IT Asset Workflow
2.149.3.5 (05-29-2024) Step 4 - Maintain IT Asset Workflow A workflow consists of Activities and Tasks, Inputs and Outputs, Roles, and Flow Diagrams. It describes the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step of the process.
Main Process Diagram
2.149.3.5.1 (05-29-2024) Main Process Diagram Maintain IT Asset is to inventory, count and track assets, monitor usage, and manage warranties (hardware) contracts for maintenance and support. Some of these activities include monitoring the useful life of an asset, quality reviews and continuous evaluations to improve services for future modification. Each activity may have a different trigger(s) that starts the process. Step 4 - Maintain IT Asset Overview - Hardware Procedure Flow Diagram.
Entry Criteria
2.149.3.5.2 (05-29-2024) Entry Criteria Generally, Step 4 - Maintain IT Asset - Hardware procedure occurs after the following event: IT asset is deployed in the IT infrastructure
Inputs
2.149.3.5.3 (05-29-2024) Inputs Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process. Name Description Supplier IT Asset The 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 awaiting disposal. Strategic Supplier Management, Asset Management Asset Repository The database that stores, maintains, and tracks the value and ownership of assets. Asset Management Asset Management Reports The reports generated to provide data on the asset management inventory. Asset Management, Strategic Supplier Management Maintenance and Warranty Agreements The warranties are agreements which call for the replacement or repair of hardware assets at no additional charge. Maintenance agreements ensure continued operation of an IT asset by providing preventive and remedial services including support and installation. Strategic Supplier Management Purchase Documentation The types of purchase documentation include requisitions, awards, shipping information, vendor quotes and contracts. Strategic Supplier Management Financial/Compliance Audits (GAO, TIGTA, CFO) The formal inspection and verification to check whether a standard or set of guidelines is being followed, that records are accurate, or that efficiency and effectiveness targets are being met. Audit Management Service Request A request from a User for information, or advice, or for a Standard Change or for Access to an IT Service. Request Fulfillment Incident An unplanned interruption to an IT Service or a reduction in the Quality of an IT Service. Incident Management Policies and Directives The guidelines to manage the IT Asset Management program and ensure financial assets are accurately tracked in the authoritative repositories. Asset Management Annual Inventory Certification Plan The annual overview of hardware asset management objectives, guidelines, and activities, necessary to meet IRS' annual financial audits and deliverable including certifying the accuracy and completeness of IRS' authoritative inventory system. Asset Management IT Equipment Profile The standardized list of IT equipment given to each employee based upon their occupation in the IRS. Service Level Management Move/Add/Change A Service Request is submitted used to document the status (location/assignment/user) of any piece of hardware (IT asset). It is used to update the repository. Asset Management, Stakeholders
Outputs
2.149.3.5.4 (05-29-2024) Outputs Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality. Name Description Recipient Asset Repository An asset record is updated within the Asset Repository. Asset Management Asset Management Reports The reports generated to provide data on the current asset management inventory. Asset Management, Strategic Supplier Management, Stakeholders Service Request A request from a User for information, or advice, or for a Standard Change, or for Access to an IT Service has been fulfilled and closed. Request Fulfillment, Asset Management Incident The resolution of an unplanned interruption to an IT Service or a reduction in the Quality of an IT Service. Incident Management, Asset Management Knowledge Article The shared information or instructions contained in a centralized database. Knowledge Management, Stakeholders
Exit Criteria
2.149.3.5.5 (05-29-2024) Exit Criteria Step 4 - Maintain IT Asset - Hardware procedure is exited when: IT assets are managed in the repository until end of life
Activities
2.149.3.5.6 (05-29-2024) Activities An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above. ID Name Description A1 Manage inventory data Verify IRS owned IT assets are consistent with the inventory. A2 Manage report data Generate and analyze reports for recommendations. A3 Manage audits Collaborate to ensure compliance and respond to all IT asset internal/external audits and requests for information. The corrective actions will result in improved data and processes. A4 Update repository Process the IT asset record changes in the authoritative repository. A5 Recommend corrective actions Process data improvements as needed.
Roles
2.149.3.5.7 (05-29-2024) Roles Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time. Name Description Asset Management Specialists - Hardware Manage control processes and interactions for all enterprise-wide hardware financial assets and associated components Develop policies and procedures related to the management of hardware assets as needed Provide input for hardware asset lifecycle plans Direct and execute hardware asset certification activities Develop and maintain disposal policies/activities to ensure data integrity Reconcile hardware assets receipt data for verification and audit Process Move/Add/Change requests Oversee and coordinate with external/internal auditors (GAO, TIGTA, and CFO) regarding IT assets Administrate guidelines for quality reviews Asset Management Specialists - Materials Develop, implement, execute, and modify the IRS IT Asset Plan Manage inventory replenishments Analyze information from multiple, disparate databases and formulate decisions and business justifications to adjust the inventory plan Develop forecasts and projections to determine demand on the inventory investment Analyze economic order quantities and delivery times for replenishment of the inventory items Develop policies and procedures related to the management of depot assets as needed Manage and control inventory levels Asset Management Specialists - Equipment Prepare, coordinate, and ship equipment Maintain and review repository for inventory accuracy Receive new IT assets Manage the receipt of IT assets Retire IT assets as needed Coordinate with FMSS to complete the disposal process Evaluate usage and stock levels for IT assets Develop policies and procedures related to the management of depot assets as needed Recommend changes to the inventory plan based on inventory usage and demand levels
Procedure
2.149.3.5.8 (05-29-2024) Procedure Procedure Graphs.
A1 Manage Inventory Data
2.149.3.5.8.1 (05-29-2024) A1 Manage Inventory Data Verify IRS owned IT assets are consistent with the inventory. ID Task Name and Description Role RACI Duties A1.1 Issue Annual Inventory Certification Plan This task includes preparing and sending the Annual Inventory Certification Plan. Asset Management Specialists - Hardware R Distribute Annual Inventory Certification Plan Stakeholders I Receive Annual Inventory Certification Plan A1.2 Process Perpetual Inventory Methods This task includes updating the repository for asset changes occurring in the environment including automatic inventory scans. Asset Management Specialists - Hardware R Update repository by processing Incidents, Move/Add/Change requests and Self-Certification activities Asset Management Specialists - Equipment R Update repository by processing Service Requests and Incidents Stakeholders C Respond to Self-Certification request A1.3 Manage Anomalies This task includes reviewing anomaly reports and analyzing information to resolve discrepancies in the repository within the scope of the Asset Management Specialists - Hardware. Asset Management Specialists - Hardware R Manage and reconcile Anomaly Reports by: Generating reports Analyzing discrepancies Performing corrective actions Go to A5: Recommend Corrective Actions
A2 Manage Report Data
2.149.3.5.8.2 (05-29-2024) A2 Manage Report Data Generate and analyze reports for recommendations. ID Task Name and Description Role RACI Duties A2.1 Generate reports This task includes the daily management of the repository to ensure accuracy and monitoring of the hardware life cycle. Common triggers for this activity include RFC/Work Request, Service Request, Maintenance and Warranty Agreements. Asset Management Specialists - Hardware and Materials R Generate Asset Management reports Stakeholders C Submit request A2.2 Analyze report findings This task involves analyzing reports and supporting documentation to determine availability and identify data discrepancies/anomalies. Asset Management Specialists - Hardware and Materials R Validate the results of the report query Evaluate report results against request Communicate findings Stakeholders C Receive report/findings and provide response A2.3 Correct Deficiencies This task involves correcting inaccuracies and anomalies in the repository within the scope of the Asset Management Specialists - Hardware. Asset Management Specialists - Hardware, Materials and Equipment R Update repository Go to A5: Recommend Corrective Actions
A3 Manage Audits
2.149.3.5.8.3 (05-29-2024) A3 Manage Audits Collaborate to ensure compliance and respond to all IT asset internal/external audits and requests for information. The corrective actions will result in improved data and processes. ID Task Name and Description Role RACI Duties A3.1 Respond to audit requests This task involves providing data to TIGTA, CFO, and GAO for audit requests. Asset Management Specialists - Hardware R Conduct research and provide data requested Stakeholders C Communicate audit requirements A3.2 Receive audit findings This task involves receiving and analyzing audit findings from TIGTA, CFO, and GAO. Develop and provide an appropriate response. Asset Management Specialists - Hardware R Review information and provide feedback Stakeholders C Communicate audit findings A3.3 Perform corrective actions based on audit findings This task involves performing corrective actions within the scope of the Asset Management Specialists - Hardware. Asset Management Specialists - Hardware, Materials and Equipment R Implement recommendations to address corrective actions Communicate corrective actions implemented Stakeholders I Receive notification of corrective actions implemented Go to A5: Recommend Corrective Actions
A4 Update Repository
2.149.3.5.8.4 (05-29-2024) A4 Update Repository Process the IT asset record changes in the authoritative repository. ID Task Name and Description Role RACI Duties A4.1 Process repository changes This task involves updating the repository in response to the supporting change documents including hardware life cycle changes based on predefined criteria (refreshment). Asset Management Specialists - Hardware R Update repository as requested from: Incident RFC/Work Request Service Request Barcode Scanner Automated Inventory Scans Move/Add/Change request Asset Management Specialists - Materials R Update asset record in repository to reflect refreshment eligibility Stakeholders C Submit change request The end state is a "Managed IT Asset"
A5 Recommend Corrective Actions
2.149.3.5.8.5 (05-29-2024) A5 Recommend Corrective Actions Process data improvements as needed. ID Task Name and Description Role RACI Duties A5.1 Manage data discrepancies This task includes managing IT asset data discrepancies. Asset Management Specialists - Hardware and Materials R Generate Asset Management reports A5.2 Issue guidance This task includes performing analysis for areas of improvements and making recommendations. Asset Management Specialists - Hardware and Materials R Analyze reports and make recommendations Stakeholders C Receive recommendations for corrective actions Physically verify asset discrepancy and submit response A5.3 Process repository changes This task includes modifications to the repository in response to the corrective actions. Asset Management Specialists - Hardware, Materials and Equipment R Make changes to the repository to address corrective actions The end state is a "Managed IT Asset"
Cross-Functional Diagram
2.149.3.5.8.5.1 (05-29-2024) Cross-Functional Diagram Figure 2.149.3-4 Maintain IT Asset Overview - Hardware Please click here for the text description of the image. Figure 2.149.3-5 A1: Manage Inventory Data and A2: Manage Report Data Please click here for the text description of the image. Figure 2.149.3-6 A3 Manage Audits and A4 Update RepositoryAsset Management Specialists roles (Hardware, Materials and Depot):Respond to Audit RequestsAnalyze FindingsPerform Corrective ActionsGo to A5: Recommend Corrective ActionsAsset Management Specialists roles (Hardware, Materials and Depot):Incident ManagementIncident ManagementSave Processed Move/Add/Change FormManaged IT Asset Please click here for the text description of the image. Figure 2.149.3-7 A5 Recommend Corrective Actions, Asset Management Specialists roles (Hardware, Materials and Depot):Manage IT AssetResearch/Make RecommendationsUpdate RepositoryManaged IT Asset Please click here for the text description of the image.
Step 5 - Dispose IT Asset Workflow
2.149.3.6 (05-29-2024) Step 5 - Dispose IT Asset Workflow A workflow consists of Activities and Tasks, Inputs and Outputs, Roles, and Flow Diagrams. It describes the tasks, procedural steps, organizations or people involved, required input and output information, and tools needed for each step of the process.
Main Process Diagram
2.149.3.6.1 (05-29-2024) Main Process Diagram This step does not have a Main Process Diagram, only Cross-Functional Diagram. Step 5 - Dispose IT Asset is to remove IT assets from active inventory and make them unavailable for use. Some of these activities include determining IT assets reaching end of life and performing disposal activities.
Entry Criteria
2.149.3.6.2 (05-29-2024) Entry Criteria Generally, Step 5 - Dispose IT Asset - Hardware procedure occurs after the following event: IT asset is ready for disposal or reached end of life
Inputs
2.149.3.6.3 (05-29-2024) Inputs Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process: Name Description Supplier IT Asset The 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 awaiting disposal. Strategic Supplier Management, Asset Management Asset Repository The database that stores, maintains and tracks the value and ownership of assets. Asset Management Asset Management Reports The reports generated to provide data on the asset management inventory. Asset Management, Strategic Supplier Management Service Request A request from a User for information, or advice, or for a Standard Change, or for Access to an IT Service. Request Fulfillment Incident An unplanned interruption to an IT Service or a reduction in the Quality of an IT Service. Incident Management Policies and Directives The guidelines to manage the IT Asset Management program and ensure financial assets are accurately tracked in the authoritative repositories. Asset Management Maintenance and Warranty Agreements The warranties are agreements which call for the replacement or repair of hardware assets at no additional charge. Maintenance agreements ensure continued operation of an IT asset by providing preventive and remedial services including support and installation. Strategic Supplier Management Move/Add /Change A Service Request is submitted to document the status (location/assignment/user) of any piece of hardware (IT asset). It is used to update the repository. Asset Management, Stakeholders Disposal Documentation The documents used to support the disposal of hardware IT assets. Asset Management, Strategic Supplier Management, FMSS
Outputs
2.149.3.6.4 (05-29-2024) Outputs Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality. Name Description Recipient Asset Management Reports The reports generated to provide data on the current asset management inventory. Asset Management, Strategic Supplier Management, Stakeholders Service Request A request from a User for information, or advice, or for a Standard Change or for Access to an IT Service has been fulfilled and closed. Request Fulfillment, Asset Management Incident The resolution of an unplanned interruption to an IT Service or a reduction in the Quality of an IT Service. Incident Management, Asset Management Asset Repository An asset record is updated within the Asset Repository. Asset Management Knowledge Article The shared information or instructions contained in a centralized database. Knowledge Management, Stakeholders Disposal Documentation The documents used to support the disposal of hardware IT assets. Asset Management, Strategic Supplier Management, FMSS
Exit Criteria
2.149.3.6.5 (05-29-2024) Exit Criteria Step 5 - Dispose IT Asset - Hardware procedure is exited when: IT asset has been removed from the IRS environment and record updates have been finalized
Activities
2.149.3.6.6 (05-29-2024) Activities An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above. ID Name Description A1 Determine IT assets at EOL Monitor and manage IT assets that do not meet operational needs in accordance with end of life (EOL) criteria which is based upon the contract. A2 Manage disposal activities Perform the steps to remove IT asset from operational use. A3 Update repository Execute disposition updates for IT assets by processing IT asset record changes.
Roles
2.149.3.6.7 (05-29-2024) Roles Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time. Name Description Asset Management Specialists - Materials Develop, implement, execute, and modify the IRS IT Asset Plan Manage inventory replenishments Analyze information from multiple, disparate databases and formulate decisions and business justifications to adjust the inventory plan Develop forecasts and projections to determine demand on the inventory investment Analyze economic order quantities and delivery times for replenishment of the inventory items Develop policies and procedures related to the management of depot assets as needed Manage and control inventory levels Asset Management Specialists - Equipment Prepare, coordinate, and ship equipment Maintain and review repository for inventory accuracy Receive new IT assets Manage the receipt of IT assets Retire IT assets as needed Coordinate with FMSS to complete the disposal process Evaluate usage and stock levels for IT assets Develop policies and procedures related to the management of depot assets as needed Recommend changes to the inventory plan based on inventory usage and demand levels
Procedure
2.149.3.6.8 (05-29-2024) Procedure Procedure Graphs
A1 Determine IT Asset At EOL
2.149.3.6.8.1 (05-29-2024) A1 Determine IT Asset At EOL Monitor and manage IT assets that do not meet operational needs in accordance with end of life (EOL) criteria which is based upon the contract. ID Task Name and Description Role RACI Duties A1.1 Identify EOL IT assets This task includes determining IT assets that have reached EOL by either predefined criteria or physical asset condition. Asset Management Specialists - Materials R Generate reports to identify EOL assets Stakeholders R Submit requests for physical removal of EOL assets
A2 Manage Disposal Activities
2.149.3.6.8.2 (05-29-2024) A2 Manage Disposal Activities Perform the steps to remove IT asset from operational use. ID Task Name and Description Role RACI Duties A2.1 Initiate disposal activities This task includes receiving a request for disposal of IT assets. Asset Management Specialists - Equipment R Receive and review requests to dispose of IT assets A2.2 Arrange for IT assets removal This task includes verifying the status of the equipment being excessed and ensuring it is ready for pick up. Asset Management Specialists - Equipment R Contact requester to verify equipment being excessed Stakeholders C Respond to request A2.3 Process repository changes This task includes updating the IT asset record to reflect assets are ready for removal in repository. Asset Management Specialists - Equipment R Update the asset record in the repository to indicate awaiting excess status for removal A2.4 Coordinate disposal This task includes preparing IT assets for disposal (e.g., SF-120, sanitization, etc.) and submitting request to FMSS. Asset Management Specialists - Equipment R Ensure disposal documentation is complete Submit request to pick up IT assets Stakeholders I Receive request
A3 Update Repository
2.149.3.6.8.3 (05-29-2024) A3 Update Repository Execute disposition updates for IT assets by processing IT asset record changes. ID Task Name and Description Role RACI Duties A3.1 Transfer to FMSS This task includes updating IT asset records to reflect final disposition in repository. Asset Management Specialists - Equipment R Update repository to reflect IT assets have been transferred to FMSS A3.2 FMSS removal of IT assets This task includes physical removal of IT assets from site. Asset Management Specialists - Equipment Stakeholders R C Make arrangements to have IT assets picked up Physical removal of IT assets
Cross-Functional Diagram
2.149.3.6.8.3.1 (05-29-2024) Cross-Functional Diagram Step 5 - Dispose IT Asset - Hardware Procedure Flow Diagram Figure 2.149.3-8 Dispose IT Asset – Hardware Please click here for the text description of the image.
Source: official text