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Summary
This article provides instructions for ET&S Orchestrators and Service Line Leaders to add a new asset into the USNH TeamDynamix Assets/CIs application.
Responsibilities
Orchestrators and Service Line Leaders
Each ET&S Service Line Leader and Orchestrator is responsible for maintaining an accurate and complete inventory of Software Assets. Assets can be updated at any time; quarterly audit reminders will be delivered to Service Line Leaders and Orchestrators. Only Service Line Leaders, Orchestrators and those specifically delegated to update assets should make any changes to the Asset/CI records.
Software Selection & Purchase Team
The Software Selection & Purchase Team will be responsible for maintaining records for software that is owned/managed outside of ET&S. This team will also facilitate the communication to remind service owners to an review their software assets annually.
Maintaining Software Asset Inventory
How-To
Task: To view and update/edit the asset inventory
Instructions
Step 1 - In TDx Work Management , go to the Assets/CIs Application.
Step 2 (Option 1) - From the left-hand navigation, under Software Asset Reports, select the Software Assets Owned by Me report.
- Step 2.1 - Click the Run Report button. This will return the Assets where you are currently listed as the Owner.
Step 2 (Option 2) - To search by asset name, use the Search option in the upper right corner.
- This can help to locate an asset with an incorrect or missing owner.
Step 3 - Click on the name of the asset in the list.
Step 4 - In the Asset Detail window, click the Edit button.
Step 5 - Update the asset.
- If the Asset Owner is changed, please ensure all asset information is correct or contact the new owner to verify that asset information is correct.
Step 6 - Select Save.
Outcome
You know how to view and update or edit the asset inventory.
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Task: To Add an Asset
Before adding an asset
A. Ensure that the asset does not already exist
B. Ensure that the Vendor exists and add if necessary
Sub-Task A: Check for existing Asset
Instructions
Review all Assets to ensure the asset is not already listed under another owner.
Step A1 - In TDx Work Management , go to the Assets/CIs Application.
Step A2 - From the left-hand navigation, click on the word Assets.
Step A3 - Click on the Filter icon.
Step A4 - Enter relevant search criteria
Step A5 - Click the Apply button.
Step A6 - Review the search results to locate the asset.
- If you find the Asset, stop and do not add it again.
- If the Asset cannot be located in the complete inventory, proceed to the next steps below.
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Sub-Task B: Check for existing Vendor/Supplier
Check if the Vendor is already listed.
- The vendor is the Manufacturer and/or Supplier for the product.
- If the Asset is procured through a third party, both the Supplier and Manufacturer should be listed as vendors.
Instructions
Step B1 - On the left-hand pane, select Vendors.
Step B2 - Search for a Vendor by entering its name into the search bar (one at a time).
Step B3 - Click the Search button.
Step B4 - Review the search results to locate the vendor.
- If you find the vendor, you are finished and can use that vendor when adding an Asset.
- If the vendor is not listed, proceed to add it as a new Vendor with the following steps:
Step B5 - Click the +New button and select Vendor from the dropdown.
Step B6 - Fill in the required and optional fields in the Vendor window.
Step B7 - For Classification(s) select Manufacturer, Supplier, and Contract Provider.
Step B8 - Ensure that the Active checkbox is selected.
Step B9 - Click the Save button.
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Task: Add the new Asset
After following steps above to verify the asset does not already exist in the inventory and that the vendor/supplier is available to use, you are ready to add the Asset.
Instructions
Step 1 - In the Assets/CIs application, click the blue New Asset button and select ET&S-Owned Software Asset Form from the dropdown.
Step 2 - Fill in the required and optional fields in the ET&S-Owned Software Asset Form window.
- Name: Name of Software/Application
- Alias/Serial Number: used for aliases, due to its search capability to help in locating assets.
- External ID: Leave blank
- Vendor/Supplier
- Status: In Use
- Description: What does this software do? Include any other descriptive information that would be helpful when reviewing the software at a later date.
- Service Type: Select the most appropriate option for the software.
- Institution: Where the software is/can be
- Available Environments: Select environment(s) where the software is installed (dev, test, training, prod)
- Hosting: Where is the software hosted? (local, cloud mobile, personal device)
- Sign-on Method: How does one sign in to the software?
- Last Security Review: Leave blank. Cyber Governance Risk & Compliance will fill this out
- Key functionality: Select the category that best describes what the software does. Email Software
- Owning Acct/Dept: for ET&S will always be ET&S (Enterprise Technology & Services)
- Owner: For ET&S, this must always be a service line leader or orchestrator.
- Support Information: fill in this section if the information exists.
- The rest of the form is not mandatory, but please fill in any additional information that might be useful.
Step 3 - Click the Save button.
Outcome
Service Line Leaders and Orchestrators are able to add a new USNH owned software Asset.
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Task: To Retire an Asset
Instructions
Step 1 - Add (RETIRED) before the asset name
Step 2 - Change status from In Use to Retired
Step 3 - Save the modified Asset
Outcome
You know how to retire an asset.
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Need additional help?
Submit a question using the Software Selection and Purchase Request Form.