Purpose

The purpose of this document is to provide a comprehensive guide for auditing both IT and non-IT assets within the College of the Environment (CENV). This includes ensuring all assets are accurately tracked, tagged, and managed according to institutional policies and state regulations. The audit aims to:

• Ensure Accuracy: Verify that all assets listed in the asset management system are present and in good condition.

• Compliance: Meet state-mandated inventory requirements for public institutions and maintain compliance with institutional policies.

• Efficient Management: Facilitate the management of assets by keeping records up-to-date and ensuring proper tagging and tracking.

• Identify Issues: Detect and address any discrepancies, missing items, or condition issues with the assets.

Overview

This document outlines the process for auditing IT and non-IT assets for the College of the Environment (CENV). All assets are tracked in SnipeIT.

Assets Tracking System

• System Used: SnipeIT

• Confluence Article: SnipeIT Documentation

Key Personnel

• Scott Gallagher
  IT Manager
  Responsibilities: Oversees the hardware audit process, coordinates with Financial Managers for non-IT devices, and gathers information.

• Nicole Junell
  Program Specialist 2
  Email: haugenn@wwu.edu
  Responsibilities: Manages spreadsheets for the University, provides tags for assets, and distributes asset inventory emails.

• Diane Hack
  Fiscal Analyst 3 • Accounting Services
  Email: brownd34@wwu.edu
  Responsibilities: Sends inventory emails annually to asset custodians and manages asset tagging.

• Financial Managers:

  • Gen & Admin: Teena Gabrielson - gabriet2@wwu.edu

  • Institute of Watershed Studies (IWS): Angela Strecker - strecka2@wwu.edu

  • Environmental Sciences (ESCI): Ruth Sofield - harperr3@wwu.edu

  • Environmental Studies (ENVS): Rebekah Paci-Green - greenr21@wwu.edu

  • Urban Environmental Planning Policy (UEPP): Nabil Kamel - kameln@wwu.edu

Asset Tags

Definition and Purpose

Asset Tags are unique identifiers assigned to physical items to facilitate their tracking and management. These tags are used by IT and the University to:

• Identify: Assign a unique number or code to each asset, allowing for easy recognition and differentiation from other items.

• Manage: Track the asset's location, usage, and status throughout its lifecycle.

• Monitor: Keep records of the asset’s condition, maintenance history, and any changes in its status.

• Ensure Compliance: Meet regulatory and institutional requirements for asset management and inventory control.

Usage of Asset Tags

• IT Equipment: Every laptop, desktop, and tablet within the CENV must have an asset tag. This ensures that these high-value and frequently used items are properly tracked and managed.

• Office Equipment: Includes items such as printers.

• Lab and Specialized Equipment: Ensures that laboratory and research equipment is tracked for inventory and operational purposes.

• Vehicles and High-Value Items: Helps in monitoring and managing university-owned vehicles and other high-value items.

Tagging Policy

According to the policy outlined in POL-U5346.05, asset tags are essential for the following reasons:

• Inventory Accuracy: Ensures that all items are accounted for and correctly recorded in the inventory system.

• Financial Management: Assists in financial reporting and asset valuation by maintaining accurate records of all assets.

• Operational Efficiency: Facilitates quick identification and location of assets, reducing downtime and improving operational efficiency.

• Loss Prevention: Deters theft and loss by making it easier to track and recover assets.

CENV Asset Tagging

• Unique Identifiers: CENV asset tags start at 000501 and are used to uniquely identify each asset within the College of the Environment. These tags work in conjunction with the WWU asset tag system to ensure comprehensive tracking and management.

• Tag Placement: Tags should be affixed in a visible and secure location on each asset to ensure easy identification and scanning.

• Issuance: Assets that do not have an existing asset tag will receive a CENV Asset tag issued by IT. This unique identifier complements the WWU asset tag system.

Management of Assets in SnipeIT

SnipeIT is the system used for tracking and managing all assets within the College of the Environment (CENV). To ensure accurate and efficient management of assets, follow these guidelines:

• Asset Entry: Ensure all assets are accurately entered into SnipeIT, including details such as asset tag numbers, descriptions, locations, and custodians.

• Updates and Changes: Regularly update asset information in SnipeIT to reflect any changes in status, location, or condition.

• Audits: Conduct periodic audits to verify that the asset information in SnipeIT matches the physical inventory and to ensure compliance with tracking requirements.

For detailed instructions on using SnipeIT, please refer to the SnipeIT Confluence Documentation.

Additional Information

Assets Policies | Policies & Procedures | Western Washington University (wwu.edu)