Inventory Management

  1. Accessing the Computer Inventory System
  2. Inventory Access Menus
  3. Inventory Lookup – Missing Asset Remediation
  4. Inventory Reports
  5. Fleet Report
  6. Ineligible Computer Report
  7. Missing Assets Report

1.  Accessing the Computer Inventory System

  • Login to my.tcu.edu
  • Select Launch TCU Systems
  • Select CS9PRD
  • Select TCU Information Technology
  • Select Asset Management

From this menu you can either select:

  • Inventory – This menu provides information about the computer fleet you have access to view and way to download a full copy of the inventory to Excel
  • Reports – The menu provides access to reports about the computer fleet you have access to view

2.  Inventory Access Menus

The Inventory Access menu is way for you to look up information about the computers in your department.  The tools in this menu can be used to see details about every computer in your department.  The data includes information about a computer’s status on the replacement program, when it will be replaced, and who it is assigned to.

  1. Inventory Export – Used to download your inventory listing to excel (see section below for more info).
  2. Inventory Lookup – Provides detailed information about each computer and allows you to add notes or modify the owner of an asset (see section below for more info).

Inventory Export

Using the inventory export tool you can export to Excel a listing of your department’s computer inventory.  Use the items in the Inventory Selection Criteria box at the top of the page to narrow the results or to refine the items you would like to download.

  • If you would like the search to return all items in Active inventory just click ‘Search’ without any selection criteria defined
  • The ‘Include Historical Assets’ check box will show items that have been decommissioned from your departments inventory
  • Click the gird icon with a red arrow to download the results to excel

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Inventory_Export

 

 

 

 

 

Inventory Lookup

The Inventory Lookup page provides a way to lookup detailed information about each asset in your inventory.  When you first click on the link for Inventory lookup you will be presented with a search page.  Each of the lookup up fields is a data characteristic of the asset record.  You can also simply click ‘Search’ with no defined search option to have all records returned to you.

To look up a value for a particular search field select the magnifying glass icon next to that field.

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Inventory_Lookup

After you click search a list of computers meeting the specified search criteria will be returned.  Each can be clicked to go to the information page for that computer asset.  On the information page you can:

  • See the replacement eligibility for the asset
  • See in which fiscal year replacement eligible computers will be replaced by Information Technology
  • Change the owner of ineligible computer assets
  • Add notes about the computer to the asset record
  • Change the building and room number of where the asset is physically located
  • Email the asset information to yourself

After making changes be sure to save your updates at the bottom of the page

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Inventory_Lookup1

3. Inventory Lookup – Missing Asset Remediation

Information Technology regularly searches the network for potentially missing assets registered in the Asset Management System.  When a computer is discovered that is potentially missing the department will be notified by e-mail.  If the whereabouts of an asset are known but has been reported as missing the department sponsor can log into the Inventory Lookup page to postpone or snooze future notifications for that asset.  Items that are potentially missing will appear in the ‘Missing Assets Report’

View Missing Assets Report

To postpone future missing asset notifications:

  • Go to the Inventory Lookup
  • Information Technology > Asset Management> Inventory> Inventory Lookup
  • Lookup the asset by the serial number in the Missing Assets Report
  • Enter the number of days for the item to be snoozed
  • Enter the reason that the item is being snoozed
  • Click the ‘Snooze Emails’ button

**The inactive machine notification will only appear for those assets considered missing

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missing_assets

Definitions

  1. Primary – Faculty/Staff
    1. Primary computer used by Faculty or Staff
  2. Secondary* – Faculty/Staff
    1. Additional computer used by Faculty or Staff (i.e. travel laptop)
  3. Departmental – Adjunct Faculty* – Temp Staff* – Student Worker* – Specialized* – Loaner* – Departmental Desktop* – Departmental Laptop*
    1. Computer allocated for use by adjunct(s)
    2. Computer allocated for use by temporary staff
    3. Computer allocated for use by student workers
    4. Connected to equipment, Kiosk computers, etc.
    5. TR Loaner equipment
    6. Multi-purpose use by the department
    7. Multi-purpose use by the department
  4. Lab – Academic Lab – Open Lab – Closed LabResearch Lab* – Classroom
    1. Classroom lab
    2. Open to all students, faculty and staff
    3. Open only to students, faculty and staff in designated unit/department
    4. Departmental usage only, typically grad student
    5. Classroom Instructional machines or Pharos stations

* These categorizations are not eligible for replacement under the current program policy.

Unit Sponsor – Provides oversight for computer inventory for the unit.
Dept. Sponsor – Provides oversight for computer inventory for the department.
Owner – The primary user of the computer.  A computer can only have one owner.
Replace – Defines whether computer is included in the replacement program.
Comment – Departmental notes about computer usage.
Name – Computer name.  (Typically signifies building and room number)
S/N – Serial number  This is the unique identifier for each computer in the inventory.
Purchase Date – Date computer was purchased.
Purchase Price – Cost of computer, monitor and any extended warranties.
Replacement Year – Fiscal Year computer is eligible to be replaced.

4.  Inventory Reports

The Inventory Reports menu provides report tools to help show how your computer inventory is being used as well as to report information about eligibility of computers for replacement and potentially missing computers.

Fleet Report – This report contains information about all of the computers in your inventory grouped by eligibility and categorization

Ineligible Computer Report – This report contains information only for computers that are not on the replacement program

Missing Assets Report – This report contains information about computers that are potentially missing.

5.  Fleet Report

The Fleet Report shows an overall view of the department’s inventory. The report summarizes the replacement eligible and ineligible computers by categorization in a tabular format so that groups of computers can be easily recognized by their usage.

After selecting Fleet Report from the Inventory Reports Menu:

  • Choose ‘Proceed to Report’.
  • You will be asked to log in again to retrieve the results of your report.
  • Select the Unit for which you have inventory access
  • After making a selection you will be presented the report which looks similar to the picture below
  • In the report, each of numbers can be drilled into by clicking the number.  This will return a listing of all the computers that make up that number.

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Fleet_report

6.  Ineligible Computer Report

The ineligible computer report contains information for computers that are the responsibility of the department to replace. The report shows the date support for the computer will end by Technology Resources as well as the date the computer will be disconnected from the University network.

This is not a complete inventory listing. The report only contains information for computers that are the responsibility of the department to replace. That is those computers that are not on the replacement program.

After selecting ‘Ineligible Computer Report’ from the Inventory Reports menu:

  • Click on “Proceed to Report”
  • You must choose a Unit and Department for which you have access to.
  • To look up a value for a particular search field select the magnifying glass icon  
  • Click Search
  • The results can be exported to Excel by clicking on the download button

After clicking search a listing of all ineligible computers in your department’s inventory will be returned as well as information related to the support and network connection end dates.

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ineligible_computer

Column Descriptions:

  • Purchase Date:  The date the computer was originally purchased
  • Support Ends:  The date the computer will no longer be supported by the IT Support Helpdesk
  • Remaining Days Supported:  The number of days the computer will remain supported by IT
  • Date of Disconnect:  The date that the computer will be removed from the network
  • Remaining Days Connected:  The number of days the computer will remain connected to the network.

7.  Missing Assets Report

The purpose of this report is to show potentially missing computing assets registered to the department. The report shows the number of days since the computer has last checked in on the University network and highlights those assets that have not checked in over 60 days.

If you suspect that a computer on this report has been lost or stolen, please report the serial number to the helpdesk immediately. This can be done by contacting the IT Support HelpDesk at campus extension 6855 or opening a help desk log at my.tcu.edu

After selecting ‘Missing Assets Report’ from the Inventory Reports menu:

  • Click on “Proceed to Report”
  • You must choose a Unit and Department for which you have access to.
  • To look up a value for a particular search field select the magnifying glass icon
  • Click Search
  • The results can be exported to Excel by clicking on the download button

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missing_assets

Column Descriptions:

  • Last Active:  The date the computer was last seen on the network
  • Days Missing:  The number of days since the computer was last seen on the network
  • Last Email Date:  The date the department was last notified of a missing asset
  • Snooze Days:  The number of days the asset will be excluded from the missing assets report