Operations

Owned by Maya Saadaldin (Deactivated)
Last updated: Dec 19, 2022 by Joan Gabrielle Basa
3 min read

Section 3: Operations

  • Deploying Assets

  • Important fields to set (location, user, asset information such as serial number)

  • Statuses used: Will be deployed and after deploying it has to be set to "Deployed"

  • Deploying Loaners/Spares (using the iPad for signature)

  • Recovering assets (To be returned) - usually used during Rollover process to identify equipment that a user needs to return, the status can later be set to "Asset on loan" to remind the user that the equipment needs to be returned.

  • Assets on loan (setting due dates and notifications)

  • Take Home (no longer allowed)

Deployment

Deployment is used to track all assets that are due for deployment.

  • This is not limited to rollovers, but rather, it applies to any assets that require to be deployed – delivered and set up for machine use. During rollover, remember to set all assets in CALMS into Deployments. Ensure to update as they progress through the process.

  • At the top of CALMS, when you click on the Assets drop down menu, there are additional options added to the Asset menu. The following pages: Deployments, Deployment Calendar, and Deployment Groups, were added to the Asset menu.

 

There are 2 categories:

  1. Will be deployed

  2. Deployed

Deployment Process for an Asset:

Processes may change once we resume normal campus operations.

Stage

Asset Status

Stage

Asset Status

  • Admin Coord creates rollover placeholder

Rollover

  • Item is purchased

Purchased

  • Item is received

  • Admin Coord creates an RT/Deployment for the asset.

  • An email will be sent to the deployment owner informing them of the deployment

Received

  • Locate and unpack the asset

  • Record information in CALMS (Hostname, MAC Address, Location, User Info)

Will be deployed

Asset tag attached as follows:

  • Desktops: attach to the same side as the Service Tag info

  • Laptops: on the bottom

  • Monitors, on the back near the bottom

  • For all other items (printers, docking stations, etc.) in a place that fits and is easily accessible

Asset label

 

  • Perform (pc/mac) imaging instructions, update deployment progress

Deployment progress checklist

 

  • Utilize email templates on the deployments page

  • Schedule a deployment date, an email will be sent to the owner and client on that day

 

  • Deploy the asset, in CALMS set the deployment progress to “Complete”.

  • Review the Post Deployment email

  • Select user assets that needs to be removed from AD/DNS

  • Click “Schedule Feedback”

  • The asset status will then be set to “Deployed”

Deployed

Deployment Calendar

Deployment Calendar is an option under the Assets tab of CALMS. It will display any assets scheduled to be deployed. You can view the calendar by list, month, week or day.

When filling out the calendar for events make sure to include the time of deployment, asset number, the user who will receive the machine, and the co-op student responsible for deployment.

Deployment Groups

Deployment Groups is an option under the Assets tab of CALMS. It will display the list of groups that are associated with deployment.

In this page, you will see the name of a group and a description. Beside each group, a number will indicate how many assets are In Progress, Stalled, Completed, and Total.

To be returned:

Assets to be returned are currently considered “Deployed”. Upon return, they will be considered “Returned”.

Asset on Loan:

Assets currently on Loans are considered out and “Deployed”.

Take-Home:

Assets that have been taken home are considered “Take home assets.“

Temporary Spare Deployed:

Spares that are considered currently deployed and are just temporarily given out.