Procurement process

For ITAM purposes, procurement is defined as follows:

The process defining how an organization obtains its assets. This includes receiving requests and approvals for goods and services (including standards, definitions, and vendor identification), and discounting targets and policies under negotiated discounts and contracts. The goal of procurement is to negotiate the best price for the best product and service meeting the organization's needs.

Other considerations within the procurement process include:

• Key Suppliers / Strategic Partners: Orders should always be placed with approved vendors. There are likely to be a number of approved vendors, usually one for each type of product. The service aspect will include the preferred arrangements for delivery and sometimes installation of the equipment.
• Communication: Inter-departmental communication is key in your ITAM program and process. The requested asset must be tracked throughout its lifecycle in your organization, from the time the order is placed until the asset is disposed of, either by obsolescence or other means. To aid in this communication, here are the roles of each process participant:
  • Finance expects to receive an invoice for the order and manage the payment of that invoice.
  • The asset manager anticipates delivery of all requested assets, and verifies verification that the equipment is logged sometime between delivery and release to the user.
  • IT technicians schedule installation, using a unique asset-tag identifier as part of the receiving process. This identifier, along with the asset's serial number, becomes the primary link between the asset and your asset systems. These identifiers must remain with this asset throughout its lifecycle. These identifiers should never be changed.
  • Training ensures that any hardware or software education requirements are scheduled and fulfilled.
  • Security or facilities management must be aware of the asset delivery, and upon arrival, verify that it meets the order's description and quantity. After verification, arrangements should be made to transport the equipment to the appropriate workplace.
• Installation: IT technicians install the equipment for the user, making sure that the equipment is fully configured and ready for use. The asset repository should be updated prior to deploying any equipment, and this should include all software installed. Best practice is to verify that the asset record matches the asset itself prior to it being entered into the CAR. This enables the asset to enter tracking with a clean and accurate record.
• Deployment: After delivery and installation, the user is given access to the network and all associated programs. Any additional training requirements should also be arranged at this time. To achieve best practice, user should always sign an acceptance form for the equipment after delivery and installation. This form should be kept in the employee's HR record, ensuring that the equipment can be retrieved if and when the individual leaves the organization.
• Return of equipment: Equipment delivered that either does not match the order or does not work properly should be returned to the supplier immediately. Entries should not be added to the asset repository, nor should the asset be paid for.