Enterprise Information Strategy and Policy Division IT Asset Management/Portfolio Management

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IT Asset Management/Portfolio Management

Phase I Overview Contact for More Information

Phase II Overview

Policy Information

Inventory-related Documents

Lifecycle Planning Information

Frequently Asked Questions

Phase I Overview

The first phase of this important state government-wide initiative (to be completed in the 2003-05biennium) involves the:

1. Definition and development of the rules, policies, standards, and guidelines required for thetracking and reporting of assets owned by state agencies.

2. Creation of an Enterprise IT Asset Management Program within DAS/EISPD.3. Identification and documentation of the requirements for an IT Asset Management System within

DAS/EISPD (e.g. repository, auto-discovery tools, software usage tools, etc.).4. Creation of statewide pricing agreements for IT Asset Management tools and services.5. Collection of an initial inventory of state agency IT assets.

An information technology asset inventory and ongoing Enterprise IT Asset Management Program isneeded to efficiently and effectively:

Track and report the "state of the state´s" IT assets at any given point in timeProvide sufficient guidance to state agencies for managing key asset types including hardware,software, business systems, and dataDetermine the total cost of ownership of state IT assets throughout the asset life cycleLeverage the state’s purchasing power by knowing what IT hardware and software needs to bepurchased, in what volume, at what timeEnsure software license optimization and complianceEstablish an initial, current and disposal value for the state’s IT assetsPlan for a common, shared, state government-wide information technology infrastructureAcquire the information needed for state government-wide information resources managementdecision-making.

Phase II Overview

IT Portfolio (Investment) Management The second phase of the initiative (to be completed in the 2005-07 biennium) will allow DAS and stateagencies to fulfill the legislative intent of ORS 184.473 through 184.477 (IT Portfolio Management; ITAsset Inventory and Management) by:

1. Developing state government-wide standards, processes and procedures for the management ofthe state government-wide information technology portfolio and to conduct and maintain acontinuous inventory of each state agency’s information technology (IT) (a compilation ofinformation about those assets and the total life-cycle cost of those assets).

2. Conducting and subsequently maintaining that state government-wide inventory.

Department

Enterprise Information Strategy and Policy Division IT Asset Management/Portfolio Management

http://oregon.gov/DAS/EISPD/cioc_initiatives_ITAM_index.shtml[3/10/2009 10:52:06 AM]

3. Creating an Enterprise IT Portfolio (Investment) Management Program within DAS/EISPD.4. Integrating state agency strategic and business planning, technology planning and budgeting,

and project expenditure processes into the Enterprise IT Portfolio (Investment) ManagementProgram.

5. Ensuring that state agencies implement portfolio-based management of information technologyresources in accordance with ORS 184.473 through 184.477 and with rules adopted by the DASDirector.

An information technology portfolio management system and ongoing Enterprise IT Portfolio(Investment) Management Program is needed to efficiently and effectively:

Align proposed IT-related investments with the governor’s priorities and initiatives, theEnterprise Information Resources Management (EIRM) Strategy, the Oregon Strategic Plan forGeographic Information Management and other related statewide plans, initiatives, goals andobjectives; Ensure that state agencies link their information technology investments with agencybusiness plans.Facilitate risk assessment of information technology projects and investments;Ensure that state agencies justify information technology investments on the basis of soundbusiness cases.Ensure that projects are effectively and efficiently run utilizing appropriate system developmentlifecycle, project management, and quality assurance methodologies.Ensure that state agencies facilitate development and review of information technologyperformance related to business operations.Ensure that state agencies thoroughly analyze (and reengineer, if appropriate) agency businessprocesses prior to the automation of those processes through investments in technology.Identify projects, and ensure that state agencies explore opportunities to partner with others onprojects, that can cross agency and program lines to leverage resources.Plan for a common, shared, state government-wide information technology infrastructure.Acquire the information needed for state government-wide information resources managementdecision-making.

Policy Information

DAS Statewide IT Asset Inventory/Management Policy - IRM 107-004-010 (doc) (pdf) - Effectivedate: April 20, 2004Asset Management Chapter - Statewide Technical Architecture (doc) (pdf)Policy Action Summary (doc)

Inventory-related Documents

This following document is intended to help facilitate agency collection and submission of the IT assetinventory required by the Statewide IT Asset Inventory/Management Policy – IRM 107-004-010 (pdf) (Attachment 5: State government-wide ITAM Inventory Submission Schedule). Further, the purpose of this document is to provide additional guidance related to Policy Attachment 2:Information Technology Asset Inventory Mandatory Attributes (pdf), specifically, to illustrate how thelist of mandatory attributes translates into an inventory spreadsheet/database format. Note: Asample inventory spreadsheet is provided below for agency use. Inventory Definintion Document V2 (doc)(pdf) Posted 10/13/2004Sample Hardware Spreadsheet (xls) Posted 10/13/2004Sample Software Spreadsheet (xls) Posted 10/13/2004 As noted in FAQ #4 below we prefer to receive the inventory reports in electronic format. Weintend upload/import the spreadsheet information into a small database created from the inventoryportion of the Computing and Networking Infrastructure Consolidation project (CNIC). If an alternativeelectronic format that we can easily import into the database would work best for you (e.g. commadelimited file, fixed format record layout, etc), please contact Sean McSpaden, Enterprise IT PlanningCoordinator (contact information below) and we will do our best to accommodate your needs.

Enterprise Information Strategy and Policy Division IT Asset Management/Portfolio Management

http://oregon.gov/DAS/EISPD/cioc_initiatives_ITAM_index.shtml[3/10/2009 10:52:06 AM]

Lifecycle Planning Information

State of MichiganInformation Technology Equipment Lifecycle (pdf) State of MontanaFive-Year PC Replacement Cycle Considerations (doc)(pdf) August 2002 State of NevadaMicroComputer Hardware Acquisitions (doc)(pdf) Last revised December 2003 State of TexasPC Life Cycles: Guidelines for Establishing Life Cycles for Personal Computers (doc)(pdf) UpdatedJanuary 2003Guidelines for Lease vs. Purchase of Information Technologies (doc)(pdf) May 1998 State of WashingtonInformation Technology Upgrade Policy Review (pdf) 2001-2003

Frequently Asked Questions

Question 1For our Agency Management Policy, we would like to adopt the statewide policy with a cover letter thatincludes definitions. Our definitions will define assets. Examples might be that “PC” includes akeyboard, mouse and CPU with installed cards. Monitors and software would be tagged separately. Will this be adequate or do we need a full policy of our own? Answer 1As the CIO Council and the State CIO have endorsed the concept of a maturity development model forIT Asset Management (Architecture and Standards (pdf)), yes, an agency can initially adopt thestatewide IT Asset Inventory/Management policy as its agency ITAM policy via a cover letter as long asin the agency’s view, the statewide policy (pdf), as written, provides sufficient guidance for agency staffto understand their respective IT Asset Management Program roles, responsibilities, and obligations tothe agency and to DAS/EISPD at this point in time. Agencies may require additional specificity in policies and procedures over time in order to fully maturethe agency’s ITAM program. Further, as stated in the policy, the IT asset information detail required foran agency to efficiently and effectively manage its information technology operations (assets) will likelyexceed the level of detail required at the state government-wide reporting level (Policy Attachment 2(pdf) ). In regard to modifying the definitions in the "agency policy," that would be acceptable as long asagency definitions are in alignment with definitions identified in the policy. The definitions contained within the Policy Attachment 1 Glossary (pdf) were developed by a multi-agency team over several months. If there is an agency business need to operate/inventory/manageIT assets under a different definition, we need to discuss the need for the modification and its potentialimpact on the state´s ability to ensure we are collecting inventories across all state agencies on an"apples to apples" basis.

Question 2The policy indicates that each item should be “tagged.” We would like to use our agency numberfollowed by a dash and the serial number of the product as this unique number. We will not actuallytag items since the serial number is already on them. Answer 2To summarize the Statewide IT Asset Inventory/Management Policy (pdf) Guidelines IV, V, VI: Agencies are required to affix an agency or State of Oregon identification tag to:

Newly purchased IT-related assets (tagging required prior to deployment in the computingenvironment)Existing capital assets (tagging required by December 31, 2004. Also requires the issuance anduse of a property control number)Existing non-capital assets (tagging required by June 30, 2005 ).

(Note: If an agency utilizes agency-specific asset tags, the agency shall ensure that the agency numberassigned by the DAS State Controller’s Division is added to the asset tag number/unique identifier (inthe database field, spreadsheet cell, etc.) prior to sending/reporting the information to DAS/EISPD).

Enterprise Information Strategy and Policy Division IT Asset Management/Portfolio Management

http://oregon.gov/DAS/EISPD/cioc_initiatives_ITAM_index.shtml[3/10/2009 10:52:06 AM]

In reviewing the proposed tagging option, we came back several times to the Statewide IT AssetInventory/Management Policy reference to the Oregon Accounting Manual (OAM procedure10.50.00.PR). OAM 10.50.00.PR .120 states that: "Personal property meeting the definition of capital assets should becapitalized, tagged with a State of Oregon identification tag and property control number, listed on thecapital asset property inventory, and physically inventoried at least annually. Discrepancies should beinvestigated. Support that a physical inventory has been taken, for all locations, should be retained inthe agency’s central accounting office." In reviewing/considering the proposed approach wecontacted the State Controller´s Division. In talking with them, it is clear that from the DASperspective inventory tags affixed to capital assets are necessary and required. Inventory tags are a control, and the agency needs to control the process, not the manufacturer via aserial number they may/may not be able to certify as unique. The big concern with the option youpropose is that the agency is not controlling the numbering system. The number, in the option youpropose, is only made unique by the addition of the agency assigned number. However, that onlyprovides a unique identifier in the asset inventory system and not physically, permanently on the assetitself. That would be fine for reporting purposes, but not for the purpose of controlling the asset asrequired by the OAM procedure. The tag adds assurance that "wandering assets" are identified as state property, and that it is likely notappropriate for whomever is disposing of the asset to do so. The serial number could be used as part ofthe inventory record, but we would be extremely leery of using it as a tag number on an ongoing basis. The guidance DAS has provided to its client agencies is that tags are necessary for capital assets andthat tags should have the agency name and the control number affixed. In general, we recommendhaving tags that are agency # - sequential #. This tagging approach provides better control and easeof a recognizable numbering system. Also, placement of these identification tags in an accessible andreadable area is very important. Many of the manufacturer´s serial number tags are behind orunderneath the products, and are not easily accessible. During the required physical inventory process for capital and non-capital assets this could becomevery important in terms of the time/effort required to complete the inventory. We realize that the timeand effort involved is not inconsequential. As the policy indicates, agencies need to affix an agency orState of Oregon asset tag to all IT-related capital assets by December 31, 2004 and to all IT-relatednon-capital assets by June 30, 2005.

Question 3The Submission Schedule indicates three dates for submittals. June 30, 2004 , October 29, 2004 andDecember 31, 2004 . How are these reports different from each other? Answer 3ORS 184.475 - requires DAS, in cooperation with state agencies, to conduct and maintain acontinuous inventory of each state agency’s current and planned investments in informationtechnology, a compilation of information about those assets and the total life cycle cost of those assets. In formulating this policy (pdf), the IT Asset Management Domain Team (policy subgroup) discussed atlength that collecting a true continuous inventory is problematic based on the fact that today the statehas distributed/decentralized management of 14 different WAN´s, data centers, firewalls, andLAN/desktop environments with limited deployment of auto discovery tools within those environments. To fulfill the intent of the statute, the team proposed and the CIO Council adopted a quarterly reportingschedule. How are these reports different from each other? The reports are intended to reflect the agency´s ITAsset Inventory at a specific point in time as of a certain date. From quarter to quarter, it is likely thatminimal changes to the inventory will occur in small agencies with an increased probability for changeoccurring in the medium to large agencies. With that in mind, there will likely be redundancy ofinformation submitted, but again, the quarterly reporting approach was proposed and adoptedto reasonably fulfill the legislative intent for DAS to collect and maintain a continuous inventory.DAS/EISPD will work with agencies to assess the appropriate frequency of inventory reporting based onour collective experience over the next year.

Question 4What format do you prefer or require for the reports (electronic, hard copy, record layout)? Answer 4We prefer to receive the reports in electronic format. We are preparing a spreadsheet format now andwill distribute as a template for use as soon as possible. We will be uploading/importing thespreadsheet information into a small database created from the inventory portion of the Computing andNetworking Infrastructure Consolidation project (CNIC). If an alternative electronic format that we caneasily import into the database would work best for you (e.g. comma delimited file, fixed format recordlayout, etc), please contact Sean McSpaden (contact information below) and we will do our best to

Enterprise Information Strategy and Policy Division IT Asset Management/Portfolio Management

http://oregon.gov/DAS/EISPD/cioc_initiatives_ITAM_index.shtml[3/10/2009 10:52:06 AM]

accommodate your needs. A core objective of the Enterprise IT Asset Management Program is to put in place a fully functional,scalable asset inventory/management repository for use by DAS and state agencies as appropriate.However, until the direction of the CNIC project is known in mid- June 2004 (i.e. will the state proceedwith consolidation or not), DAS intends to hold on its active pursuit of an ITAM repository/system.

Question 5Is there a standard asset tag that is provided by the state? If there is a standard state asset tag, is itprovided free or at a cost to the agency?

Answer 5In talking with the State Controller´s Division there is not a standard asset tag provided by DAS for allagencies to use. Agencies employ a variety of tagging strategies currently with little uniformity at thispoint in time. The purchase of asset tags is currently an agency responsibility. The State Controller's Division does not typically issue State of Oregon tags although the agency coulddecide to use a generic State of Oregon tag along with a numbering scheme that included the agencynumber assigned by the State Controller´s Division.

Question 6Is there a format that is preferred in designing the unique identifier used? Specifically I am interested inwhether there are minimum or maximum numbers of suggested characters that would be preferable inthe reports we will be required to submit. If we decide to use the manufacturer provided informationsuch as a PC service tag or a printer serial number, the number may not be unique if trailing charactersare dropped because of some database limitation on the number of characters recognized. Answer 6Originally, the team that developed the policy (pdf) had proposed a firm, common tagging strategy forall agencies. Several of the larger agencies (especially those that used automated systems and whohad established tagging strategies) requested that we revisit the issue and strive toward a flexiblerequirement. As the purpose of a common statewide numbering scheme was largely based on the needto be able to quickly identify agency ownership of IT assets, we revised the requirement to thefollowing (Summary of Guidelines IV, V, VI): Agencies are required to affix an agency or State of Oregon identification tag to:

Newly purchased IT-related assets (tagging required prior to deployment in the computingenvironment)Existing capital assets (tagging required by December 31, 2004. Also requires the issuance anduse of a property control number)Existing non-capital assets (tagging required by June 30, 2005 ).

(Note: If an agency utilizes agency specific asset tags, the agency shall ensure that the agency numberassigned by the DAS State Controller´s Division is added to the asset tag number/unique identifier (inthe database field, spreadsheet cell, etc.) prior to sending/reporting the information to DAS/EISPD). At this point in time the guidance received from the State Controller´s Division is as follows:

Tagging of capital assets is required by State Controller´s Division OAM Policies/Procedures(10.50.00.PR)Tagging of non-capital assets is required by DAS Statewide IT Asset Inventory/ManagementPolicy (IRM 107-004-010).

Although the specific tagging format and sequence of numbers is at the agency´s discretion, asset tagnumbers should be:

UniqueConsecutive.

Asset tags should be controlled. In other words, the agency should have the ability to account for alltags. They should either be:

Affixed to deployed/stored IT AssetsRetired on disposal/surplus of IT AssetsOn hand for future use.

Question 7Most of the IT equipment in our office with exception of one of our printers cost less than $5,000. Would it be correct that none of the equipment under the cost of $5,000 would require an agency orState of Oregon ID tag (since it is considered non-capital)? Answer 7No. Although the State Controller´s Division Oregon Accounting Manual requirement has only beenconcerned with tagging capital assets in the past, the Statewide IT Asset Inventory/Management Policy

Enterprise Information Strategy and Policy Division IT Asset Management/Portfolio Management

http://oregon.gov/DAS/EISPD/cioc_initiatives_ITAM_index.shtml[3/10/2009 10:52:06 AM]

also requires the tagging of non-capital assets. To summarize the Statewide IT AssetInventory/Management Policy (pdf) Guidelines IV, V, VI: Agencies are required to affix an agency or State of Oregon identification tag to:

Newly purchased IT-related assets (tagging required prior to deployment in the computingenvironment)Existing capital assets (tagging required by December 31, 2004. Also requires the issuance anduse of a property control number)Existing non-capital assets (tagging required by June 30, 2005 ).

(Note: If an agency utilizes agency specific asset tags, the agency shall ensure that the agencynumber assigned by the DAS State Controller´s Division is added to the asset tag number/uniqueidentifier (in the database field, spreadsheet cell, etc.) prior to sending/reporting the information toDAS/EISPD).

Question 8I assume that the tags you want people to use are property ID tags similar to what DAS uses. Aminimum order is 300 tags and the cost is $452. I am not sure that with the recent budget problemsthat this would be a wise expenditure. We could make our own tags but I am sure they would nothave the same integrity as the other tags. Answer 8We have received several inquiries from small boards and commissions regarding any assistance DASmay be able to provide. We are working on a couple of options and will factor this issue into the mixas well. One option could involve DAS possibly purchasing tags (an aggregate purchase) on behalf of smallboards and commissions. Only the number of tags required would be distributed toboards/commissions for use and the agency would then be billed by DAS for their prorated portion ofthe expense. The benefit of this approach would be that one or two rolls of tags could be used by awhole host of boards and commissions. The state could assure uniformity of tagging with unique andconsecutive numbering. If agencies are interested in DAS exploring this option, please contact SeanMcSpaden (contact information below).

Question 9I have developed a draft policy for our board to review, however they will not be able to review it untilJuly. Is this going to pose a problem as the e-mail said we need to have a policy in place 90 days fromthe April 20, 2004 effective date of the DAS policy? Can I get any input regarding the draft policy thatI have developed or do you simply want whatever policy our board approves? Answer 9We would be happy to review your draft policy and provide whatever feedback we can to help youfinalize it. We'd also be glad to work with you on the timing of the formal adoption of your board'spolicy as well. Let us know.

Contact for More Information

Sean McSpadenManager, IT Investment and PlanningEnterprise Information Strategy and Policy Division955 Center St NE, room 470Salem, OR 97301(503) 378-5257sean.l.mcspaden@state.or.us

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