Updating and Exporting a Departmental Inventory Report from Hardware Asset (ETS Internal)

This article provides a step-by-step guide on how to update and export a departmental inventory report from the Hardware Assets application in TeamDynamix.

Summary

This article provides a step-by-step guide for Client Services team members explaining how to update and export a departmental inventory report from the Hardware Assets application in TeamDynamix. These inventory reports are often used to inform decisions regarding device retirement and replacement, as well as answer other inventory-related questions.

 

How-To

• Task 1: Review and Update assets for list of departmental staff
• Task 2: Run the "Assets for a Particular Department" TDx Asset Report
• Task 3: Clean up the exported report and flesh out inventory from ETS knowledge
• Task 4: Iterate with department to complete inventory information and provide final report

Instructions

Step 1 - Collect a list of staff from the inventory requester or departmental admin

Step 2 - Navigate to https://td.usnh.edu/TDNext/Home/Desktop/Default.aspx

Step 3 - Click "People".

Click to view image full size

 

Step 4 - Click the "Search Text" field and look up the first staff member.

Click to view image full size

 

Step 5 - Click the person's name to open their People record in TeamDynamix, then select the "Assets" tab to view existing assets assigned to that person.

​​​​​​​Click to view image full size

Step 6 - Click the ID or name for each asset to ensure that they have the correct Status (In Use); College, Budget Area or Facility (department or area in question); and Institution assigned to them.

Edit the assets as needed to correct or update this information.

​​​​​​​Click to view image full size

 

Outcome

Asset records for assets assigned to current departmental staff are now up-to-date.

Back to top

 

Instructions

Step 7 - When finished checking and updating assets assigned to staff in the department/ area, open the Hardware Assets application tab.

 

Step 8 - On the left-hand sidebar, scroll to "Asset Intelligence" and then click the report "Assets for a Particular Department".

 

Step 9 - Select the form factor categories you would like to see in your report.

For replacement cycle recommendations, we are typically looking at endpoints- so we will select both the Desktop and Notebook options.

 

Step 10 - Next, select the inventory statuses you would like to see in your report.

For replacement recommendations, we want to capture anything currently in use or available. For this purpose, we will select the following options: Inventory; In Use; Maintenance; and In Use, Inactive.

Other status types indicate devices on their way to disposal/ having been disposed (Retired and Disposed); something that has been purchased but not yet arrived (Procurement); or items returned to the vendor (Returned to vendor). These statuses should not be included, as that equipment is not currently in use.

 

Step 11 - In the "DTS- CBAoF is one of" window, select the department or area you would like to pull the inventory report for from the list.

You can multi-select in this window if there are several areas that should be included.

 

Step 12 - Select the applicable institution, if desired. You may leave this field blank (or multi-select) if the department is cross-institutional.

 

Step 13 - Click "Run Report" to return asset inventory report results.

 

Step 14 - Under the "Actions" drop-down menu, click "Export to Excel" to export the report to your Downloads folder.

 

Outcome

An initial departmental asset inventory report has now been generated.

Back to top

 

Instructions

Step 15 - Open the downloaded file and clean it up by:

• Removing fields that are redundant or unnecessary for client review (including ID, Supplier, Purchase Order Number, Vendor Order Number, CTS- CBAoF, Purchase Fund and Purchase Org)
• Color coding based on acquisition date:
  • red for already High Risk;
  • yellow for becoming High Risk on during the next fiscal year;
  • green for meets USNH usage standards/ not High Risk

Step 16 - If there are any assets on the list that do not have an assigned owner, open them in Hardware Asset and click on the "Tickets" tab:

 

Step 17 - Review tickets the asset is attached to; this will often provide clues or answers as to whom is currently using the device. You can also check InTune for hints or user login information if needed. Fill in your spreadsheet/ update assets as you are able to confirm information to fill in blanks.

 

Outcome

The departmental asset inventory has now been made as up-to-date as possible with information that exists in TeamDynamix.

Back to top

 

Instructions

Step 18 - Once you've fleshed out the inventory as much as you can with information available in TeamDynamix, follow up with the requester. Provide the following:

• Cleaned up inventory file
• Names of staff members on their list that do not have assigned assets (these folks will need to be followed up with to gather that information and then their assets will need to be assigned)
• Staff members who appear on the HW asset inventory but were not on the departmentally-provided list. These folks may have gone to another department (did they take their asset? If so, the CBAoF field needs to be corrected) or have departed USNH (if so, where did their assets go?)
• Any other notes or questions you may have related to the asset inventory

Step 19 - Continue to work with departmental contact(s) to update assets accordingly as information is received regarding records that need to be corrected and/or updated.

Step 20 - When you have finished collecting missing information and correcting inaccuracies based upon department-provided information, do a fresh report pull from hardware asset following the steps in Task 2 above.

Step 21- Send the final, completed inventory to the department with recommendations regarding which devices should be retired or replaced.

 

Outcome

You will have successfully updated and shared an accurate departmental inventory report with the requesting area or group.

Back to top

 

Further Readings

Moving or Reassigning a device in TeamDynamix

Searching for a hardware asset in TeamDynamix

Attaching an asset to a TeamDynamix ticket

 

Need additional help?

If you need assistance with locating or updating an asset, please submit the Desktop Endpoint Inventory Form. A member of the asset management team will be in touch soon.