Standard Operating Procedure

Page 1 of 10
SOP 1007-01

Title: Asset Management

Effective Date: August 1, 2006 Previous Version: None

Reason for Update: New SOP

Owner: Asset Management Location

Portland
Signature/ Date

Objective The objective of this Standard Operating Procedure (SOP) is to document

an efficient and consistent method for tracking and managing its assets.

Scope Assets are defined as those that are needed to support the operation of
the business and are considered to be assets of the shared nature. This
procedure establishes the criteria to determine which assets need to be
managed, the information that needs to be captured and the process for
which assets are tracked and reported on. The Asset Management
Procedure can be initiated upon procuring assets, when assets are
reconfigured, when leases or warranties expire and when assets are
broken or fixed.
Applicable To All SDLC staff participating in Asset Management and Procurement
Activities.
Sections Section 1: Procedure Diagram
Section 2: Roles and Responsibilities
Section 3: Metrics
Section 4: Procedure Activities
Section 5: Forms
Section 6: Exemptions
Section 7: Tools/Software/Technology Used

Attachments Appendix A: Asset Change Requirements

Appendix B: Purchase Requisition

Related Procedures SOP 1003: Configuration Management

SOP 1007-01 Page 2 of 10

SOP 1004: Procurement and Purchasing

Definitions

This procedure manages all technical acquisitions that support and develop the SDLC service
or product, including all servers, software and contracting services. Purchasing, (i.e. desktop
PC's, office supplies, furnishings) does not fall within the scope of this procedure.
 SOP 1007-01 Page 3 of 10

SECTION 1: PROCEDURE DIAGRAM

Asset Management
G- G- G- G-9 G-8 G-7 G-6 G-5 G-4 G-3 G-2 G-1 G-0
12 11 10

Technical
Support

Product
Development

Governance

Program
Management

Development
Quality
Assurance
Configuration Management

Manage Record asset Record all

Insurance, configuration acquired and Asset Management Oversee Lease Report Asset Monitor Asset Manage Asset
Warranty and modifications disposed assets Management Status Licenses Repair
Service Data

Operations
Procurement

Capacity Management

Site
Measurement
Systems Lock-Down Detailed
Project Project Requirements Definition Requirements Level Project Plan Begin Begin Begin First Begin General
Start Strategy Scope Phase Plan Definition Estimates Validation System Office Controlled Availability
Lock-Down Lock-Down Approval Approved Complete Lock-Down Complete
Certification Application Rollout
 SOP 1007-01 Page 4 of 10

Asset Management-Page 2

Program
Management

Report asset
problem

Expired Leases

Engineering Procurement Weekly reporting of

requisitioner Update asset tracking warranty, lease and Initiate procurement
reports new asset database software license request
acquisition information

Release Engineer
reports asset
modifications,
upgrades Data on whether or not
procurement needs are
required

Engineering
reports disposal of
asset(s)

Asset repair(s)

Hosting facility
notifies of any
asset modifications
SOP 1007-01 Page 5 of 10

SECTION 2: ROLES AND RESPONSIBILITIES

Role Responsibility
Requisitioner 2.1 The requisitioner is the individual responsible for purchasing
assets within the PROCUREMENT PROCEDURE. The requisitioner
can be any individual from Engineering and is responsible for
notifying the Asset Manger of any new purchases. This person is
also the person who the Asset Manager will go to when the Asset
Management Procedure calls for purchasing needs.
Asset Manager 2.2 The Asset Manager is the person responsible for updating the
Asset Tracking Database. This person is also responsible for
generating reports from the Asset Tracking Database and either
making informed decisions based on these reports or notifying the
Asset Owner of important asset information.
Informer 2.3 The Informer is the individual that is responsible for notifying the
Asset Manger of specific asset events. This person must fill out
the Asset Change Form when a change takes place with respect
to an asset. The list of possible events is included in the body of
the procedure. The informer will be one of the following
individuals:

• An engineer
• A hosting facility
• The requisitioner
• An Asset Owner
Engineer 2.4 Any individual that is part of the SDLC Engineering organization is
considered an Engineer. This individual is responsible for notifying
the Asset Manager of any modification made to an asset during
the CONFIGURATION MANAGEMENT PROCEDURE or during the course
of day-to-day operations.
Asset Owner 2.5 The Asset Owner is considered the individual that is most
responsible for the asset. The Asset Owner is responsible for
notifying the Asset Manager of any modifications to the asset
he/she owns

SECTION 3: METRICS

• None identified at this time.

SOP 1007-01 Page 6 of 10

SECTION 4: PROCEDURE ACTIVITIES

Role/Activity Description
Asset Owner 4.1 An asset problem is reported by any Asset Owner within the
SDLC organization or a hosting facility
4.2 The Asset Tracking Database reporting mechanism reports
that an asset lease has expired
Engineer 4.3 Reports the modification or upgrade of an asset and/or the
disposal of an asset
Asset Owner 4.4 Any Asset Owner within the SDLC organization or hosting
facility reports that an asset problem has been repaired.
The hosting facility notifies SDLC about a modification or
upgrade of an asset. An asset location move is reported by
an Asset Owner within the SDLC organization or a hosting
facility
Updating the Asset 4.5 Any of the following events will require that the Asset
Tracking Database Tracking Database be updated:

• An asset problem is reported by any Asset Owner within

the SDLC organization or a hosting facility
• The Asset Tracking Database reporting mechanism
reports that an asset lease has expired
• An Engineer reports the modification or upgrade of an
asset
• An Engineer reports the disposal of an asset
• Any Asset Owner within the SDLC organization or
hosting facility reports that an asset problem has been
repaired
• A hosting facility notifies SDLC about a modification or
upgrade of an asset
• An asset location move is reported by an Asset Owner
within the SDLC organization or a hosting facility
Informer 4.6 When one of the events mentioned in step 4.6 takes place,
the informer notifies the Asset Manager of the event by
forwarding the Asset Change Form to the Asset Manager.
Asset Manager 4.7 The Asset Manager will update the Asset Tracking
Database with the information provided by the informer on
the Asset Change Form.
Requisitioner 4.8 When a new asset is purchased, the requisitioner reports
the purchase of the asset to the Asset Manager by
providing the Asset Manager with a copy of the Purchase
Order and the Packing Slip.
SOP 1007-01 Page 7 of 10

Role/Activity Description
Asset Manager 4.9 The Asset Manager uses the information on the Purchase
Order and the Packing Slip to enter asset information into
the Asset Tracking Database.
Weekly Reporting 4.10 Weekly reporting is completed on the Asset Tracking
Database. These reports will provide the Asset Manager
with, at a minimum:

• Asset warranties that will expire within three months

• Asset leases that will expire within three months
• Remaining unused software licenses for each software
package
Warranty Expirations 4.11 If an asset warranty is due to expire, the Asset Manager
must evaluate the performance the asset that the warranty is
due to expire on. If the asset performs as expected, nothing
is done. If the asset does not perform as expected, the
Asset Manager calls into the warranty company to have the
asset either fixed or replaced.
Lease Expirations 4.12 If an asset lease is due to expire, the Asset Manager must
notify the Asset Owner. It is then the responsibility of the
Asset Owner to meet with the requisitioner to discuss the
need to procure another asset as a replacement. The Asset
Manager should provide the requisitioner lease expiration
information so that a replacement asset will arrive prior to
the lease expiration.
Software Licenses 4.13 The Asset Manager must contact the requisitioner if SDLC
is either nearly out of software licenses for heavily used
software packages or out of software licenses for moderately
used software packages. (Question for second meeting,
what is an appropriate % for these software licenses to
be in house?) The Asset Manager should provide the
requisitioner with information regarding the urgency of
purchasing additional licenses.
SOP 1007-01 Page 8 of 10

SECTION 5: FORMS

Form Description
Asset Change Requirements
Purchase Requisition

SECTION 6: EXCEPTIONS

• None identified at this time

SECTION 7: TOOLS/SOFTWARE/TECHNOLOGY USED

Tool Description
MS Word 7.1 Word Processing
MS Excel 7.2 Spreadsheet
SOP 1007-01 Page 9 of 10

Appendix A: Asset Change Requirements

The Asset Change Form must contain:

• Asset number
• Asset type (i.e. server, hard drive, CD-ROM)
• Modification or problem
• Moved from (if applicable)
• Moved to (if applicable)
SOP 1007-01 Page 10 of 10

Appendix B: Purchase Requisition

Note: See Purchasing