Asset Lifecycle Management : Decommissioning

Transcription

1 Asset Lifecycle Management : Decommissioning Denise Adams Melinda Chan Jill Cozen-Harel Michael Fernandez IT Development and Mentorship Program

2 What we will cover Improving the Decommissioning Process Overview Denise Adams Current State Melinda Chan & Denise Adams What do the numbers look like?- Denise Adams What does the process look like Melinda Chan Future State Melinda Chan & Denise Adams What should the numbers look like? Denise Adams What should the process look like? - Melinda Chan How do we get there? The Plan Jill Cozen-Harel 2 IT DMP Program Team ACCF

3 Overview Leadership has an interest in improving Asset Lifecycle Management Narrowed scope to the Decommissioning Process for laptops and desktops Why: Existing projects Policy still developing Risk for data loss, PHI, PII, etc. Incomplete process Lack of Documentation 3 IT DMP Program Team ACCF

4 Questions: How do we decommission desktops and laptops? How should we be decommissioning them? How many devices have we decommissioned according to the system of record? Is the system of record accurate? What is the disposition of decommissioned hard drives? Can we prove we have properly disposed of protected information? 4 IT DMP Program Team ACCF

5 Current State Melinda Chan Denise Adams 5 IT DMP Program Team ACCF

6 The Numbers Denise Adams 6 IT DMP Program Team ACCF

7 Current State the Numbers 30,000 of over 66,000 (45%) laptops and desktops appear to warrant our continued support 8 IT DMP Program Team ACCF

8 Current Process Melinda Chan 9 IT DMP Program Team ACCF

9 Current State the Process There is no official documentation of the computer decommissioning process. Burden is on the technician to manually update status of computer asset records in ServiceNow as decommissioned. No reconciliation/verification of surplused computer assets, missing system of checks & balances 10 IT DMP Program Team ACCF

10 Current State the Process Campus customers: Request computer surplus pick-up via ServiceNow Request or verbally to a technician during new computer deployment. Equipment is picked-up by technician, marked as decommissioned in ServiceNow, stored at a secure holding location, vendor is scheduled, then items are picked-up. Surplus vendor returns documentation of all items picked-up and destroyed in Excel and PDF format. 11 IT DMP Program Team ACCF

11 Current State the Process Medical Center: Systems are picked-up for surplus as part of refresh hardware deployment or by ServiceNow request. Equipment is picked-up by technician, service tag information is scanned into spreadsheet, marked as decommissioned in ServiceNow, stored at a secure holding location, vendor is scheduled, then items are picked-up. Surplus vendor returns documentation of all items picked-up and destroyed in Excel and PDF format. 12 IT DMP Program Team ACCF

12 Current State the Process Recordkeeping: Documentation returned from surplus vendor to staff is saved as attachment or in Box Few records, inconsistently saved Older records No easy way to know what is in each file 13 IT DMP Program Team ACCF

13 Future State Melinda Chan Denise Adams 14 IT DMP Program Team ACCF

14 The Numbers Denise Adams 15 IT DMP Program Team ACCF

15 Future State - The Numbers What should we be able to see: Inventory without thousands of inactive computers Regular reporting Out of warranty alerts Aging reports for budget planning Decommissioning and Refresh documentation Ability to report on each devices disposition and the disposition of data and applications on each device Leadership should be able to see the status of all devices and prove that sensitive data and application licenses have been properly managed 16 IT DMP Program Team ACCF

16 Ideal Process Melinda Chan 17 IT DMP Program Team ACCF

17 Future State Ideal Process One process for Campus and Med Center Unified procurement and deployment processes Consistent data capture Consistent surplus, refresh, and redeployment activities Detailed tracking system Provides ability to track asset status and location Regular IT staff and customer training Checklists and training for technicians Training for customers 19 IT DMP Program Team ACCF

18 The Plan Jill Cozen-Harel 20 IT DMP Program Team ACCF

19 How do we get there: The Plan Clean up current data Develop & document standard decommissioning process Develop ongoing training and information program Develop regular auditing program Create suite of standard reports to assist in managing Decommissioning process 21 IT DMP Program Team ACCF

20 Plan: Clean up Current Data Low hanging fruit Need to purge the data of what can reasonably be considered devices no longer in service Compile report of Big Fix updates more than 6 months old and flag for possible removal Create regular proactive program to maintain appropriate inventory (audit process) Evaluate fields in ServiceNow to determine if additional fields are needed and/or which currently-optional fields should be required 22 IT DMP Program Team ACCF

21 Plan: Standard Decommissioning Process Develop & document standard decommissioning process Begin to consolidate processes across Campus and MedCenter Note differences in purchasing and provisioning Develop process as policy evolves Create process that captures laptops in a drawer Document disposition destroyed or decommissioned or redeployed; leverage surplus-vendor documentation 23 IT DMP Program Team ACCF

22 Plan: Audit Develop regular auditing program Reconcile differences regularly to ensure data is up-to-date 24 IT DMP Program Team ACCF

23 Plan: Training and Education Develop ongoing training and information program Provide techs with a checklist to follow process easily Educate users on best practices Refresh, surplus, wiping hard drives 25 IT DMP Program Team ACCF

24 Plan: Reporting Create suite of standard reports to assist in managing Decommissioning process Warranty expiration alerts (Inventory aging) Reporting on how often a device has been serviced (would it be better to decommission equipment that requires lots of maintenance instead of repeatedly repairing it?) Audit reports Decommissioned device reporting 26 IT DMP Program Team ACCF

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