Dallas County IT Asset Management – Site Wide Inventory
Project Procedures
Purpose:
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Reliable Accounting (Verifiable Data Base)
Budgetary (Ordering/Delivery/Disposal)
Information is for Change Management (Refreshes/Deployment)
Increase Speed (Processes and Routine Tasks - Repeatable)
Reduce Costs (Utilization, Life Cycle & Asset Loss)
Improve Quality of Services surrounding the Inventory Process
ID System Manages Assets Location
Objectives:
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Discovery of Existing, New and Unaccountable Assets
Capture Existing, New and Unaccountable Assets
Clean Input of Existing, New and Unaccountable Assets
Sanitize System for Existing, New and Unaccountable Assets
Trustworthy Data Input Going Forward
Ease of Accountability of Assets Now, Future and Beyond
Buildings:
a. George Allen Courts Building
b. Records Building
c. Frank Crowley Court Building
d. Health & Human Services Building
e. Elections
f. Henry Wade
g. Juvenile Justice Alternative Education Program
h. Lew Sterrett Jail
i. Letot Juvenile Center
j. SWIFS
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Coverage is required at other buildings as necessary throughout Dallas County utilizing
the building lists provided below at the following URL’s (lists are subject to change):
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https://www.dallascounty.org/departments/facilities-mgmt/owned-properties.php
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https://www.dallascounty.org/departments/facilities-mgmt/leased-properties.php
Critical Aspects – Keys To Success
Personnel Training
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Ensure all employees are trained and have access to Ivanti iHeat based on Role(s)
Maintain a log of all inventory-related activities, including who made changes and when
Ensure efficient Tracking of Inventory items, reduces the margin of error during data
input (Picture of the Item)
Periodically conduct audits to cross-verify physical inventory with the digital records
Regular Training sessions for inventory management best practices and software usage
Knowledge updates to keep staff informed about updates in inventory management
technologies and methodologies
Initial Staging & Inventory of Equipment
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Dallas County, in Primary Buildings, later all other buildings, to determine best efficiency
and to establish yearly trend analysis (Dallas IT Department will be first target group)
Dallas County provides a list of all buildings that require inventory
Dallas County provides floor plans for larger buildings so TSCTI can determine the best
logistical approach to the inventory
Dallas County or TSCTI conducts logistics analysis to determine the most effective
approach to assigning teams to each location
Dallas County will provide labels for all assets going forward, which will replace the GoCode tagged now
Provide P280 forms will be given to process any asset that needs to be included in the
RMA process
Coordination
Imperative to the Success of this Project:
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Establish Calendar & Backup Excel documents for POC updates (Internal)
Contact and establish POC’s
Gather Contact Information – Telephone/ Email/Best Contact Mode
Building(s)//Floor(s)/Room(s)
Total Number of Staff
Best Date/Time for Inventory with minimal disruption to Operations and Staff
Any Special Concerns or Considerations
48-hour Confirmation for Change/Cancellation/Reschedule
Inventory Input
Establish Team(s), with Lead Team Member, will:
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Ensure All Equipment is Functional and Working Prior to leaving the Warehouse
(Day before and Day of)
For coordination of Building/Floor Meeting Time/Place, with POC (Day before)
Introduction to and Conversation with POC
Onsite Activities (Logical Order of Inventory Accomplishment)
Gather and Ensure All Equipment is Accurately Captured
New Asset Tags (Applied/Scanned/for State/County/Funded/Grant Equipment)
Technician Responsibilities
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Roles and Responsibilities will include scanning, updating, and creating new records
for assets known, not documented and lost in iVanti
Each technician, or a team of 2 technicians (TBD) conducts inventory on a per-user
basis:
o Technician takes pictures of existing inventory labels
o Technician completes manual inventory form
o Technician removes old labels from each device
o Technician prints new labels
o Technician attaches new labels to each device
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Technician scans new labels into the system (Using Laptop and Barcode Reader)
Technician will enter all new data and corrections in Ivanti to reflect any changes to
an asset tag or assets not currently listed in Ivanti
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Return to the Ivanti system with inventory changes, and uploads pictures to the
storage bay labeled Ivanti area. (Use PO or PURxxxx and or new asset tag number)
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We will use ITAM to scan labels
o This should be used for 2nd round inventory (Ongoing Efforts for Inventory)
* Note, currently the Desktop technician will scan all new labels
o We need quarterly Audits (Long-term vision) (examples consumables should
be a part of a standard bulk orders
Post Accountability
Documentation & Record Keeping
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Data Accuracy, double-check all new inventory inputs for accuracy before finalizing the
data entry
Backup Data, regularly backup inventory data to prevent loss in case of system failures or
errors
Quality Control Measures
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Random Checks, implement a system of random checks to ensure the accuracy of new
inventory inputs
Error Resolution, develop a protocol for addressing errors promptly and efficiently
Regular Audits and Review
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Schedule Audits, conduct regular internal audits to assess inventory accuracy and identify
discrepancies
Performance Reviews, evaluate the performance of inventory management staff,
addressing any issues promptly
Collaboration and Communication
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State & County Collaboration, evaluate the ordering, delivery, deployments, and disposal
of inventory with management staff, addressing any issues promptly
Open Communication, encourage employees to report discrepancies or suggest
improvements in the inventory management process
Continuous Improvement
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Feedback Loop, establish a feedback loop where employees can suggest improvements to
the inventory management process
Data Analysis, use data analytics to identify trends and areas for improvement, making
data-driven decisions
Monthly Inventory Report
Purpose:
To capture changes during the month to the inventory levels of desktops, laptops, tablets,
cellphones, desktop phones, mobile hot spots, multi-function printers, monitors, & software
licenses for specific applications for installs.
(The list of applications is to be determined & provided by the POC(‘s) according to
specifications of the deployed and future software).
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iVanti iHeat/ ITAM module will be used for asset management once implemented &
Dallas County IT department asset tags will be provided
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Time to record new inventory or configuration items
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Time to update existing assets or configurations
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Time to enter new hardware assets according to guidelines set by Dallas County IT
department
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End of month inventory levels to establish a base record for future inventory monitoring
procedures
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Any periodic audit reports are completed on a quarterly basis
*Please see Sample Report below:
22nd Century Technologies Asset Management
Monthly Inventory Report for Ivanti iHeat System
Month: TBD
Prepared by: George Ridley
Date: TBD
I. Summary:
Provide a brief overview of the current inventory status, highlighting key points such as
inventory levels, trends, and any notable changes from the previous month.
II. Inventory Overview:
Total Inventory: [Total number of items in the inventory]
Categories: [List the categories of items in the inventory, e.g., hardware, software, licenses]
Locations: [Specify different locations where inventory is stored, if applicable]
III. Inventory Details:
A. Itemized Inventory:
Item ID
Description
Total Value
Category
Quantity on Hand
[Item ID]
[Unit Price]
[Item Description]
[Total Value]
[Category]
...
...
...
...
...
...
[Quantity]
Reorder Level Unit Price
[Reorder Level]
...
B. Inventory Trends:
Present a graphical representation of inventory trends over the past few months. This could be in
the form of line charts or bar graphs showing the changes in inventory levels.
IV. Reorder Recommendations:
Based on the current inventory levels and reorder points, provide recommendations for items that
need to be reordered in the upcoming month. Include essential details such as item ID,
description, and quantity to be reordered.
V. Inventory Issues and Resolutions:
Describe any issues faced during the month related to inventory management and the steps taken
to resolve them. This could include issues like discrepancies in stock, damaged items, or delayed
deliveries.
VI. Suggestions for Improvement:
Provide suggestions for improving inventory management processes. This could involve
implementing new tools, conducting staff training, or optimizing reorder points based on usage
patterns.
VII. Conclusion:
Summarize the key findings and emphasize any urgent actions that need to be taken to maintain
optimal inventory levels and management.