IT Asset Management (ITAM)

SCOPE

The IT Asset management (ITAM) is a systematic process of developing, operating, maintaining, upgrading and disposing of assets in the most cost-effective manner (including all costs, risks and performance attributes).

IT Asset Management is a set of business practices that incorporates IT assets across the business units within the organization. It joins the financial, inventory, contractual and risk management responsibilities to manage the overall life cycle of these assets including tactical and strategic decision making.

NEW JOINER -

IT Asset Allocation Procedure

All regular employees are entitled to receive a laptop, charger and access to all IT sites.

Laptop Allocation Procedure for Regular Employees:

Submit a laptop request through the designated channel or link
IT department verifies eligibility and stock availability.
Upon confirming eligibility and availability, the IT department begins preparing the laptop with necessary configurations and policies.
After preparation, the laptop will be handed over to the employee either in person or through an alternative process.
The IT team requires an acknowledgment from the employee confirming that the device is physically and functionally in good condition.
IT department contact necessary training on Mac laptop usage and security protocols (If required by new joiner).

7. We kindly request everyone to perform a physical check of your assets and ensure that they match the records in our IT management tool (ServiceDesk) image shows above for your reference.

EMPLOYEE -

IT Asset Maintenance

Employees are expected to diligently maintain their assigned assets in good condition, contributing to the overall longevity and optimal performance of company resources.
In the event of hardware failure, the responsibility for data integrity and recovery lies with the IT team, ensuring swift and effective measures to minimise potential data loss and restore operational continuity.
Employees play a primary role in preventing physical damage and hardware failure, as they are entrusted with the responsible handling and care of company equipment to ensure its longevity and sustained functionality.
In the event of any unexpected response or issue with the equipment, please promptly report it to the IT team for swift and effective resolution, ensuring seamless operations and preventing potential disruptions.

IT Asset Replacement Procedure

Why the replacement of an asset is required?

If an asset has exceeded its useful life.
It may be time to replace it.
If an asset is in poor condition.
It may not be worth repairing and replacement may be necessary.
If an asset is no longer performing its intended function efficiently, it may need.

Note: In all cases, employees are required to contact the IT team to check eligibility and availability for asset replacement. Upon approval by the IT manager, the asset will be replaced with another one. If the existing device has physical damage, the replacement process remains the same, with the IT team following up on the procedure for replacing damaged parts.

IT Asset Recovery

Exit Employee IT Asset Recovery Procedure:

Notification: Upon email receipt of the employee's resignation or termination notice, HR notifies the IT department for collecting IT assets from the exit employee.
Asset Inventory Check: The IT department conducts an inventory check to identify all IT assets assigned to the exiting employee, including laptops, mobile devices, access cards, software licenses, etc.
Communication: The IT department communicates with the exiting employee to schedule a time for asset recovery with help of Yellow's admin team.
Asset Collection: At the scheduled time, the exiting employee returns all assigned IT assets to the IT department. This includes hardware, peripherals, software licenses, access cards, and any other IT-related items.
Asset Inspection: The IT department inspects all returned assets to ensure they are in good condition and functioning properly. Any damages or missing items are documented.
Data Backup and Wipe: If applicable, the IT department backs up any necessary data from the employee's devices and then proceeds to wipe all data to ensure data security and privacy.
Asset De-provisioning: The IT department de-provisions access to all IT systems, networks, and applications for the exiting employee to prevent unauthorized access.
Clearance Confirmation: Once all assets are returned, inspected, and data is wiped, the IT department confirms clearance for the exiting employee, indicating that all IT assets have been recovered and access has been revoked.
Documentation: The IT department maintains detailed records of the asset recovery process, including asset condition, data wipe confirmation, and clearance status.
Asset Re-allocation: Recovered assets are evaluated for re-allocation to other employees or for disposal according to company policies and procedures.

The IT department ensures a smooth and secure recovery of IT assets from exit employees.