IT Moveable Property Procedures for Agency Tagging
Scope
The below applies to assets purchased by OTS directly on behalf of a customer agency, which they are paying for in full. This does not include leased equipment, or any equipment provided through OTS lines of service, which will continue to be tagged by OTS.
Under $5,000
New Purchase
OTS will purchase the equipment on behalf of the customer agency. The equipment must then be tagged by the customer agency within 30 days of receipt. The OTS property section will attempt to reconcile Ivanti Ticket and POs to agency asset tags for new equipment. OTS will generate a report for any OTS purchase(s) on behalf of a customer agency for which the agency has not yet generated an M5 record (inventory tag) in the LaGov system. However, the responsibility for tagging and tracking this equipment will lie with the respective agency. The OTS purchase order number and serial number(s), must be entered into the M5 notification.
Existing Equipment
The OTS property section will work to transfer any applicable equipment over to the agency.
$5,000 and Over
New Purchase
A custom commodity workflow is being developed in LaGov for agencies to utilize. The following steps will be followed:
- The ARM will get the quote for the asset from a vendor.
- The ARM or customer agency will enter a ticket in Ivanti for approval by the OTS Fiscal and for visibility by EUC to coordinate equipment deployment if needed. (An Ivanti workflow is in progress to address this need)
- The quote will be given to the agency along with the ticket number. The agency will enter the PO or shopping cart in LaGov/SRM using the commodity codes provided in the policy. The agency must include the Ivanti ticket number in the description on the shopping cart or in the Reference 1 field in SRM for purchase orders. The agency must check the LaGov asset box in SRM.
- OTS will be a workflow approver for any PO or shopping cart created in LaGov/SRM, verifying the item matched what was quoted and delegated by OTS.
- Once approved and item(s) are received, the agency will handle tagging of the equipment and creating the Asset Master Record to link to the PO so they can properly maintain ownership.
Existing Equipment
The OTS property section will work to transfer any applicable equipment over to the agency, and depreciation of the asset will no longer exist once it is transferred.
