Procurement and Asset Management

Transcription

1 Standard Operating Procedure 3 (SOP 3) Procurement and Asset Management Why we have a procedure? This document is applicable to any ICT related asset. An ICT asset is any piece of equipment that can be connected to a Trust PC and has been procured with Trust money. Assets bought locally, must still be asset tagged (if possible) or at least documented and included in the database, although managed locally. The Trust has an increasing number of PCs, peripherals and servers to maintain and inventory. Asset management is absolutely necessary to ensure that equipment is where it should be, providing service to Trust employees. ICT assets include: Servers Laptops Projectors PCs Monitors Printers Scanners Digital Cameras USB Memory Sticks Personal Digital Assistants (PDAs) Remote working tokens Tablets (ipads/samsung) Because Telephone handsets and Facsimile machines can be bought locally and plugged straight into working telephone lines, they fall outside the remit of this SOP, as ICT do not have to install software, asset tag or enable services for this equipment to work. Telephones and facsimiles can be classed as consumables for the purpose of this SOP. Asset management also assists in the upgrade of hardware, being able to list certain specifications, capacities and operating systems. From procurement to disposal, hardware should be tracked on its location and any modifications made and documented. This document may be amended from time to time. An up to date copy will be made available as soon as released on the Trust Intranet, in the ICT Department folder; Standard Operating Procedures. What overarching policy the procedure links to? ICT Change Control Policy Procurement and Asset Management Page 1 of 6 Version 1.0 October 2016

2 Which services of the trust does this apply to? Where is it in operation? Group Inpatients Community Locations Mental Health Services all Learning Disabilities Services all Children and Young People Services all Who does the procedure apply to? All staff trust wide, managers, and the ICT department When should the procedure be applied? When procuring or using any Trust ICT equipment How to carry out this procedure Procurement of ICT Equipment Procedure Trust wide All procurements of ICT assets must comply with the Trusts Standard Financial Instructions (SFI s) and be sought with due diligence and regard to the National Programme for Information Technology (NPfIT) minimum technical standards. All IT related equipment must be procured through this process, as the ICT department can advise and will be responsible for full functionality of the equipment, according to specification. When ICT equipment is required the originator must complete a procurement request and ensure that all relevant details are present and correct. The ICT department on receipt of the procurement request will ensure that the technology requested is suitable for use in the Trust and endeavour to get best value for money, for the equipment requested and ensure that there will be no effect on the integrity or security of the Trust network. Where possible, the originator should carry out a preliminary survey, to assess whether there are enough power and network sockets for the new equipment. If unsure, they should contact the ICT department via the helpdesk for assistance. Any equipment found to be in service, not procured in accordance with this process, could be removed at the discretion of the ICT department. Procurement Procedure - ICT When a procurement request has been processed and the equipment is received it must be asset tagged and logged in the Asset Spreadsheet immediately: \\Hooch\ICT\Hardware\Asset Spreadsheet\Assets.xls Make, model, type, location and serial number must be logged until the equipment is physically allocated to the originator. Procurement and Asset Management Page 2 of 6 Version 1.0 October 2016

3 When the equipment is installed and proved to be working the hardware request spreadsheet record for that equipment, will be updated with the installers name and all other relevant fields, including serial number, date of install, asset number. Responsibilities of ICT Staff Will take delivery of, install, verify and asset tag any piece of ICT equipment procured by the Trust. Will comply with Trust SFIs to achieve best price for required equipment purchases. Will keep the asset database current with any moves, amendments or additions to the ICT equipment owned by the Trust. Will carry out surveys for requested equipment installs or network requirements. Will keep the finance department updated regularly with orders placed for equipment, via the purchase order spreadsheet. Finance track orders using a purchase order number for each order placed. Will endeavour to replace older equipment (PCs & Laptops) on a rolling basis, 30% of baseline holding per annum, where it has been procured through this process, where reasonable to do so. Managers Responsibilities The manager will be responsible for ensuring that equipment in their area is checked initially on receipt of the extract. Regular checks throughout the period should be carried out. This practice is important as it minimises the time window for equipment to go missing. Any portable devices such as laptops, Cameras or USB memory sticks, must be secured in a locked security cabinet, when not in use. The manager is responsible for controlling the movement of portable devices, which must be signed out by staff and signed back in, where shared. Any equipment that is damaged by staff or patients, lost or stolen, must be reported to the ICT department immediately, through the helpdesk on The loss, theft or damage causing inoperability must also be reported on Trust Losses and Compensations forms, with contact to the Police if a theft occurred. An incident form must be completed, as is standard practice. No equipment should be disposed of locally. All ICT equipment must be disposed of through the ICT department (See section 8). Equipment should not be tampered with, no labels should be removed and any equipment casing or cover, which appears to be loose or damaged, should be reported immediately to the helpdesk. The equipment should be turned off and isolated from the power supply. Any equipment found to be without an asset tag must be reported to the ICT department, so an asset tag can be put on the equipment. All ICT equipment (see section 1) should have an asset tag.- All managers must ensure that any movements of equipment; PCs and printers, are requested to be carried out by the ICT department, as staff are not necessarily insured and may not have attended manual handling and lifting courses. Procurement and Asset Management Page 3 of 6 Version 1.0 October 2016

4 When reporting faults to the helpdesk, staff must give the name of the PC they are using, that the fault is being reported on. Every PC installed by the ICT department will have a label on it denoting the PC name. Where ICT equipment is located in infrequently used offices or rooms, the equipment should be checked more frequently, e.g.: training rooms, meeting rooms. Responsibilities of Staff Any equipment that is damaged by staff or patients, lost or stolen, must be reported to the ICT department immediately, through the helpdesk on The loss, theft or damage causing inoperability must also be reported on Trust Losses and Compensations forms, with contact to the Police if a theft occurred. An incident form must be completed as is standard practice. When a portable device is assigned to an individual, that individual is responsible for the physical security of the device, at all times, examples: A standalone Laptop provided to trust staff for a particular project A Laptop assigned to a Home Worker Equipment should not be tampered with, no labels should be removed and any equipment casing or cover, which appears to be loose or damaged, should be reported immediately to the helpdesk. The equipment should be turned off and isolated from the power supply When reporting faults to the helpdesk, staff must give the name of the PC that the fault is being reported on. Every PC installed by the ICT department will have a label on it denoting the PC name. Health and Safety All Staff Any ICT equipment that needs to be moved for whatever reason must be requested through the ICT department via the helpdesk. Staff should not move ICT equipment, as they are not necessarily insured to do so or attended manual handling and lifting courses. The Trust will not assume liability for any member of staff who injure themselves whilst moving ICT equipment. Disposal of ICT Equipment The Estates Manager is the sole person responsible in the Trust for the safe and environmentally friendly disposal of Waste Electrical Electronic Equipment (WEEE). For disposal of WEEE, national government guidelines need to be adhered to; otherwise heavy financial penalties could be levied at the Trust. Any equipment found to be unserviceable or beyond economical repair must be disposed of following these guidelines. ICT staff must remove the equipment to a safe storage area. The asset database must be updated, denoting that the equipment is in storage, unallocated and awaiting safe disposal. Procurement and Asset Management Page 4 of 6 Version 1.0 October 2016

5 If commercial companies are used for disposal of ICT equipment, they must certify that any equipment taken away for disposal is wiped clean of any data. They must adhere to government data cleansing standards; at least seven cycles of data deletion, master boot record deletion, disk reformatted and the data blocks fully written to again. Once ICT equipment has been removed from the Trust, the asset database must be updated and a record kept of the equipment removed. Links to other Policies ICT and Internet Acceptable Use Policy ICT Remote Access ICT Portable Devices and Portable Media Security Policy ICT Telecommunications Policy ICT Priority 1 Incident Handling Policy IT Security Policy Where do I go for further advice or information? ICT Department, Delta House, Greets Green Road, West Bromwich, B70 9PL Tel: Self-service portal: Training Staff may receive training in relation to this procedure, where it is identified in their appraisal as part of the specific development needs for their role and responsibilities. Please refer to the Trust s Mandatory & Risk Management Training Needs Analysis for further details on training requirements, target audiences and update frequencies Monitoring / Review of this Procedure In the event of planned change in the process(es) described within this document or an incident involving the described process(es) within the review cycle, this SOP will be reviewed and revised as necessary to maintain its accuracy and effectiveness. Equality Impact Assessment Please refer to overarching policy Data Protection Act and Freedom of Information Act Please refer to overarching policy Procurement and Asset Management Page 5 of 6 Version 1.0 October 2016

6 Standard Operating Procedure Details Unique Identifier for this SOP is State if SOP is New or Revised BCPFT-ICT-SOP-01-3 New Policy Category Executive Director whose portfolio this SOP comes under Policy Lead/Author Job titles only Committee/Group Responsible for Approval of this SOP Month/year consultation process completed ICT Director of Strategy, Estates and ICT ICT Manager Month/year SOP was approved February 2016 Next review due October 2019 Disclosure Status Information Governance Steering Group B can be disclosed to patients and the public Review and Amendment History Version Date Description of Change Oct New SOP for BCPFT to support ICT Change Control Policy Procurement and Asset Management Page 6 of 6 Version 1.0 October 2016