Body
Summary
This article details how to populate the fields when adding a physical server asset using the Physical Server Form in LSA TeamDynamix Asset Management. For virtual servers, please use the Virtual Machine Form.
Environment
LSA TeamDynamix Asset Management
Directions
Review the information below to see specific guidance per section of the Physical Server Asset record. While not all fields are mandatory per TDX system rules (require information to save the record), asset management expectations are that every possible field should be populated unless we do not have access to the information or the field is not relevant to the particular asset.
Asset Identifiers
- Service Tag: enter the serial number in this field
- If the asset does not have a serial number, use the date format instructions outlined here
- Serial Number: enter the serial number in this field
- If the asset does not have a serial number, use the date format instructions outlined here
- Name: enter the hostname
- MAC Address(es): enter without separators
- Product Model: it is important to enter the Product Model accurately as this also determines Manufacturer and Product Type
- MAC Address(es): enter without separators
- C Name / External ID: alias name for device, mainly used for remote access purposes
Ownership/Function
- Owning Acct/Dept: choose the /LSA department of the 'Primary User/Contact (Owner)' and 'Financial Owner/Responsible'
- Function: See the Function & Function Detail Scenarios table at the bottom of this KB for specific examples
- Administrative/Staff: Primary User is department staff, always used for Staff Upgrades
- Faculty/Instructional: Primary User is faculty, always used for Faculty Upgrades, travel devices, tablets used for teaching, faculty office (non-research device)
- Research: Financial Owner is a Primary Investigator (research faculty), used for research or by members of a research lab
- Grad Student: Primary User is a Grad Student, may have been purchased via Grad Student laptop program, department, or research lab
- Classroom/Computer Lab: Asset remains in a room designated as a classroom for use during class, or by students for a class
- Development/Testing: Internal to LSA TS, or collaborating units, as a secondary device used by staff to build or test (not their daily driver as that should be Staff Upgrade)
- Short Term: Loan devices, spare machines
- Function Details: used to group similar assets for reporting purposes, select all that apply or None
- Upgrade: used for both Staff and Faculty upgrades
(remove this Function Detail if the asset is still active once the next upgrade is deployed and select Repurposed)
- Repurposed: former staff or faculty upgrade asset, still actively in use after a subsequent upgrade
(LSA TS no longer supports the practice of repurposing - handing down - aging assets but exceptions may be made if an older asset is collected instead)
- Shared: for hardware not assigned to a single user or specific lab PI, EX: shared research labs/neighborhoods, grad student labs, hardware shared by temps
- Retiree: approved continued use of faculty device after retirement
- Emeritus/Emerita: approved continued use of faculty device after retirement, retains more access than a retiree
- Department Chair: hardware dedicated to the department Chair position
- Ergo/Accessibility: hardware recommended as a result of Ergonomic consult
- Research Fellow: Primary User is a Research Fellow, some fellowships allow for the fellow to retain the device upon leaving UM
- Emeritus/Emerita: Retired faculty honored with the title of Emeritus/Emerita and retain LSA owned hardware
- Self-Managed: asset purchased using U-M funds but is not running one of our builds - should have corresponding Security Form attached as ticket
- Instrumentation: asset is connected to an instrument
- R&I OU: apply to any asset in the Active Directory Research & Instrumentation OU
- Digital Signage: used to host content displayed on digital signs
- Loaner: department or desktop support owned machine, not managed by the central loan team
- Spare: hardware retained as backup
- Purpose(s): the reason or justification for the existence of the asset
- Primary User/Contact: the person in physical possession of the asset or the person routinely using the machine
(for shared hardware - enter the Financial Owner/Responsible in this field if there is not a designated Contact for the machine)
- The title of this field 'Primary User/Contact' is a mask - when running a report this information will be found by selecting the 'Owner' attribute(s)
- Financial Owner/Responsible: the person financially responsible (i.e. shortcode owner)
- Staff & Faculty Upgrades, general Administrative/Staff assets = CA, Director or Business Administrator for the department
- Research = PI
- Audience: the group of users who use the asset or are dependent on the asset
- Support Group(s): the Desktop Support team responsible for supporting the asset
Location
- Location: physical building where the asset is located
- The MACC is SOUTH STATE COMMONS II
- Location Room: room within the building where the asset is located
- Location Note: additional location information, such as placement in a rack like "MACC 13E-F, U8”
- Parent Asset: use when recording an asset attached to, or closely associated with another 'parent' asset, such as a Virtual Machine
Hardware Configuration
- Operating System: update when working on an asset
- Processor(s): information regarding the CPU in the asset
- Memory: enter the value followed by the unit, omitting a space between and using capital letters - EXAMPLE: 16GB
- Storage: enter the storage capacity value followed by the unit, omitting a space between and using capital letters - EXAMPLES: 512GB or 1TB
- If also including the storage type, please include a space - EXAMPLE: 512GB SSD
- Reserved IP Address(es): record only a reserved IP Address
Purchasing
- Acquisition Date: enter the date the asset arrived on campus
- If this information is unknown, attempt to use the warranty date to determine an estimated date
- If this information is unknown and an estimate is not possible, use 1/1/1970
- Purchase Shortcode: enter all shortcodes used to acquire the asset
- Subsequently, you can enter only the main shortcode used and record additional shortcode information in the Additional Information text box
- Use 000000 if this information is unavailable however best effort is expected to confirm this information if possible
- Supplier: enter where the asset was procured, such as Tech Shop, B&H, CDW, etc.
- Be careful with the Supplier. TeamDynamix auto-populates this field with the manufacturer in cases (such as Apple or HP) where the manufacturer is also a supplier. Please be aware of this, and check this field lists the actual supplier.
- If you don't know the Supplier, select "Unspecified." Please don't leave this field blank.
- Keep this behavior in mind if you change the Product Model when editing an asset as TeamDynamix will change the Supplier field as well. You may need to manually change it back to the previous value, or enter the correct one.
- Order Number: enter the OPS number
- If order was not entered in OPS, enter the PO or Tech Shop Order number and denote this in front of the number
- EXAMPLE PO#3001234567, Tech Shop #000012345
- Purchase Cost: enter only the cost of the asset, do not include cost of a warranty or peripherals
- Warranty Date: enter the warranty expiration date
Inventory Management
- Status: select the appropriate option to indicate the current state of the asset
- Active: deployed and in use, if not daily use it could be used at any time
- Awaiting Reassignment: waiting for a new user, as previous user has left the role where this asset is assigned
- Inactive: in storage, possibly located at a seasonal remote location (for a reason different than awaiting reassignment)
- Collected for Disposal: in the hands of Desktop Support and ready to go to HLT for decommissioning as part of the Property Disposition Process
- Pending Disposal: prepared for Property Disposition by HLT /Inventory team using the process outlined here
- Disposed: sent to Property Disposition or purchased for personal use
- Blocked: in the hands of the customer but access restricted by LSA TS within a management system due to security vulnerability (GPO Windows block or LSA Disabler)
- Unknown (temporary): currently missing or stolen - will eventually become ‘Unrecoverable’ if not recovered
- Unrecoverable: requires Desktop Support manager's approval, using the process outlined here
- Expected Replacement Date: enter a date if the asset is part of a known replacement cycle, otherwise leave blank
- For Staff and Faculty Upgrade assets, this date is calculated as four years from the Acquisition Date
- For Staff and Faculty that retire, or Grad Students that have graduated, but keep their asset for a defined amount of time with department approval, this field can be used to set the date the asset needs to be returned
- Budget Year: enter the fiscal year the asset is scheduled to be replaced as part of a known budgeted replacement cycle, if applicable, using format FY##
- LSA's fiscal year begins on July 1st and ends on June 30th of the following year
- EXAMPLE: if the Expected Replacement Date is 10/19/26, this date falls within fiscal year 2027 and you should enter FY27
- Last Inventoried Date: enter the date the information entered in the asset record was last verified to be correct
- Backup Required: select yes or no
- Backup Verified: enter the date a backup was verified to be working or captured
- Monitoring: select yes or no
- Data Sensitivity: select Restricted or High based on ITS definition if applicable, otherwise leave blank
- Disposal Date: enter the date the asset was sent to Property Disposition or the date it was purchased for personal use
- Attach the signed DOS and COD forms to the asset record in TDX when the asset has been purchased for personal use
- Asset Tag: this is a unique number generated by U-M Property Control and identifies an asset as capital equipment
- Generally, asset tags are only found on assets valued greater or equal to $5,000 or assets acquired with a government issued grant
Security Compliance
- Required Software Compliance: indicate that installation of the required software titles has been verified
- Security Mitigation:
- 10.X Secured Network: limited network access, approved and configured by LSA Security
- Air Gapped: the appropriate steps, outlined here, have been taken to isolate device from accessing the network
- ESU: an Extended Security Updates license has been installed for the current year
- Approved Exception Form: an exception form for the device was submitted to, and approved by, the LSA Security team
- End-of-Life allows for continued use of an end-of-life device / software, exception process outlined here
- Self-Managed allows for the device to operate without the LSA standard image if specific conditions are met, exception process outlined here
- Security Review: date field to be used with scheduled reports to inform LSA Security team a review or action is needed
- Will mainly be used to review the status of approved EOL or Self-Managed devices
- End-of-Life devices require an annual review
- Self-Managed devices require a review every 4 years
Notes Fields
- Action Date: date field to be used with scheduled reports to inform Regional Desktop Support team that action is due
- Additional Information: this text box should be used to display information helpful to the support or tracking of the asset
- Attachment(s): attach relevant purchase or disposition documents for the asset