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LOS ANGELES UNIFIED SCHOOL DISTRICT

IT ASSET MANAGEMENT

SYSTEM https://lausd-myit.onbmc.com

ROLLOUT GUIDE

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Table of Contents

OVERVIEW ................................................................................................................................. 3

What is the IT Asset Management System? ............................................................................................. 3 IT Asset Management System Features .................................................................................................... 3 IT Asset Management System Rollout and Training Schedule.................................................................. 4 School and Office Responsibilities and Accountability ............................................................................. 5

STEP 1: CHOOSE YOUR IDM ................................................................................................... …..6

STEP 2: MAKING A REQUEST FOR THE IDM ROLE AND FOR ACCESS TO THE IT ASSET MANAGEMENT SYSTEM ......................................................................................................... …..7

STEP 3: COMMUNICATE TO YOUR STAFF .................................................................................... 8

About the IT Asset Management System Implementation ...................................................................... 8 Training Requirements .............................................................................................................................. 8 District Policies and Procedures ................................................................................................................ 8 Process Flow for IDM Access..................................................................................................................... 8

STEP 4: IT ASSET MANAGEMENT SYSTEM RESOURCES ................................................................ 9

STEP 5: SET UP FOR DAY ONE OF THE IT ASSET MANAGEMENT SYSTEM .................................... 10

APPENDIX A: IT ASSET MANAGER BROWSER REQUIREMENTS .................................................. 11

APPENDIX B: INSTALLING MYIT ASSET MANAGER ON MOBILE DEVICES .................................... 12

APPENDIX C: REQUESTING AND APPROVING (IDM) ROLE THROUGH EZ ACCESS ........................ 13

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Overview

What is the IT Asset Management System?

The IT Asset Management System is a new and improved online service request system with an easy-to-

use and organized interface. The IT Asset Management System provides a fast method of requesting

support for managing devices at your site throughout the asset’s lifecycle.

The lifecycle of IT assets is a series of stages that includes: procurement of the computing devices,

deployment, usage, maintenance, auditing, decommissioning, and finally salvage. Business processes are

outlined in the IT Asset Management System Handbook to encourage the most effective use and

maintenance of assets. The handbook may be accessed on the ITAM website:

https://achieve.lausd.net/itam.

IT asset data currently housed in Destiny Resource Manager (DRM), the District Computer Inventory

System (DCIS) and the online Inventory Control Form (ICF) will be migrated to the IT Asset

Management System. Information on computing devices, printers, school servers, personal hotspots,

projectors and other IT equipment will now be in the IT Asset Management System.

Access to the DCIS as well as the online ICF and Destiny Resource Manager will be removed on the Go

Live Date assigned to your site. After an Instructional Device Manager (IDM) attends training, all

transactions will be performed in the IT Asset Management System.

IT Asset Management System Features

The IT Asset Management System provides users with a single, centralized system of record for

managing devices. All device data from DRM, DCIS and the online ICF will be housed in one

repository.

Here are several features of the new system:

Provides the capability to assign devices to students and employees;

Provides users the ability to update the status of devices (e.g. lost, stolen, damaged, returned to

vendor, etc.);

Allows users to submit a service request for a damaged device. The system will associate the

device automatically with the request. This will facilitate faster turnaround and response;

Provides faster and better support to schools and offices by associating users with specific

devices.

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IT Asset Management System Rollout and Training Schedule

Date Activity

4/9/2018 IDM Online Video and Assessment for IDM available in Learning Zone for registration (https://lz.lausd.net) Search for ITAM-102 in the Class Offerings

4/16/2018 Group 1* sites complete online IDM assessment and go live

4/30/2018 Group 2* sites complete online IDM assessment and go live

5/14/2018 Group 3* sites complete online IDM assessment and go live

5/25/2018 Remaining schools and offices transition to new IT Asset Management System. IDM access to DRM, DCIS and online ICF will be removed.

* Schools currently using Destiny Resource Manager, including all 1:1 schools will be on-boarded in phases. IT Asset Management will contact your site administrator and IDMs directly prior to the GO LIVE date regarding assigned groups and assessment completion date.

Note: Only netbooks, laptops, tablets and other IT computing devices purchased after July 2012 and desktops and servers purchased after July 2010 will be maintained in the new IT Asset Management System. Any equipment or devices that have been marked as salvage will not be migrated to the new system.

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School and Office Responsibilities and Accountability

Site Administrators are responsible for designating an Instructional Device Manager (IDM) for their

school site.

Site Administrators are responsible for familiarizing themselves with the policies and procedures with

regards to the maintenance of the devices on their site and disseminating information to their staff. These

policies and procedures can be found on our website https://achieve.lausd.net/itam under Documents to

Keep Handy.

School and office staff are responsible to submit self-service tickets on the IT Asset Management System

if they have a lost, stolen or damaged device. The system can be accessed at: https://lausd-

myit.onbmc.com

Only trained Instruction Device Manager (IDM) may assign devices to students, faculty and employees.

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Step 1: Choose your IDM

In selecting your Instructional Device Manager, keep in mind the responsibilities and tasks that he/she will

be performing. The IDM will be in charge of device inventory and the accuracy of the data in the IT Asset

Management System.

1. Receive any IT devices arriving on site and submit a service ticket to ensure that asset data is placed

in inventory.

2. Assign computing devices to students, faculty or employees.

3. Collect computing devices when students and/or faculty leave the school at the end of the school

year or when employees leave the District or their place of work.

4. Report and update any change in the status of a computing device such as lost, stolen, recovered or

damaged.

5. Notify Los Angeles Unified School Police, as needed for lost or stolen devices.

6. Issue warranty replacement devices to students, faculty or employees.

7. Generate and review reports to ensure accuracy of inventory and in times of audit.

8. Perform physical inventory of computing devices and equipment.

9. Be familiar and comply with District computing device management policies and procedures.

These policies and procedures can be found on our website https://achieve.lausd.net/itam under

Documents to Keep Handy.

10. Follow District restitution policy (BUL-5509.2) for lost, stolen or damaged student devices and

process restitution payments, if applicable.

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Step 2: Making a Request for the IDM Role and for

Access to the IT Asset Management System

After designating an Instructional Device Manager (IDM), have them apply for the IDM role in

EZ Access. Instructions can be found on: Requesting and Approving (IDM) Role Through EZ Access

and in Appendix C of this document. Site administrators approve their request by following the

instructions in the same document. You may designate more than one IDM for your site.

Once your IDM’s role is approved, he/she will automatically be enrolled in the Learning Zone for

the online IDM training. After viewing the training and passing the assessment, access to the IT Asset

Management System will be provided.

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Step 3: Communicate to your Staff

To ensure all employees will be ready to adopt the IT Asset Management System, please communicate

the following concepts. The information below can be communicated by the Administrator or IDM.

About the IT Asset Management System Implementation Inform your employees that all staff will have access to view and update all IT computing devices at your

site. They will also be able to report any lost, stolen or damaged devices assigned to them by April 2018.

However, only the IDM will have the capability to assign computing devices.

To prepare for implementation, your IDM will need to view the online training and pass the assessment in

Learning Zone (https://lz.lausd.net). Transactions in Destiny Resource Manager (DRM) will be synced to

the IT Asset Management System. IDM access to DRM, DCIS and the online ICF will be removed by

May 25, 2018.

Sites currently using DRM, including all 1:1 schools will be on-boarded in phases. The IT Asset

Management Team will contact your site administrator and IDMs directly prior to the GO LIVE date

regarding assigned groups and assessment completion date.

Training Requirements The Instructional Device Manager (IDM) will need to view the online training in Learning Zone in

(https://lz.lausd.net) in order to receive IT Asset Management System access to fulfill specific tasks

related to IT computing devices (e.g. assigning devices to students and faculty).

District Policies and Procedures Familiarize all employees with District policies and procedures related to IT computing devices. Related

documents are discussed in the next step.

Process Flow for IDM Access

StartIDM requests

IDM role using EZ Access

Administrator approves request

IDM views online training

in Learning Zone

IDM takes assessment

IDM receives access to the

IT Asset Management

System

End

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Step 4: IT Asset Management System Resources

Administrators and staff must work together to

successfully implement the IT Asset Management

System. Through careful planning and preparation,

teachers and administrative staff can reap maximum

benefits of the new system.

The IT Asset Management team is here to help you. We

encourage schools and offices to use the many help

resources available, so that implementation runs

smoothly.

IT Asset Management System

news, updates, implementation &

training information, and more

will be posted on the ITAM

website! Go to

http://achieve.lausd.net/itam

IT Asset Management System Handbook The IT Asset Management unit has updated the Handbook of processes and has posted this on our website: IT Asset Management System Handbook of Business Processes

ITAM Contact Information You may contact IT Asset Management via email at ITAssetMgmt@lausd.net or through (213) 241-3023. Additional resources may be accessed on the MyIT website: http://achieve.lausd.net/page/10155

District Bulletins and Reference Guides MEM-4170.5 Site Computer Inventory Memo This memorandum provides instructions for maintaining appropriate inventory records for IT computing devices in the District. REF-1657.4 Technology Maintenance & Support This reference guide provides end users with information for maintaining IT computing devices and equipment and obtaining technical support from the Information Technology Divisions (ITD). BUL-5509.2 Restitution Procedures for the Loss or Damage of School Property for Students

This bulletin provides schools with instructions on how to process a lost, stolen or damaged IT computing device and the procedures to follow when payment is remitted.

If you need technical assistance,

contact the IT Help Desk. Options are available at:

https://helpdesk.lausd.net

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Step 5: Set up for Day One of the IT Asset

Management System

Ensure that you have a designated Instructional Device Manager who has received IT Asset Management

System training and access. It would greatly benefit your site and ensure accuracy and efficiency of

transactions if your site obtains a barcode scanner. If you already have a barcode scanner at your site, this

can also be used to scan barcodes of computing devices and equipment. If you would like to purchase

barcode scanners, you may obtain one at: https://www.amazon.com/POTOLON-Laser-Barcode-Scanner-

Decoder/dp/B00E5854CC .

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Appendix A: IT Asset Management System Browser Requirements

Make sure you have administrator privileges on your computer, before attempting to install any software.

If you need administrator privileges, please contact the IT Helpdesk at (213) 241-5200, visit https://lausd-

myit.onbmc.com, or ask your local tech for assistance.

Internet browser (only one is required)

Internet Explorer 11

Mozilla Firefox latest version - Get the latest: http://www.mozilla.com/en

US/products/download

Google Chrome

Apple Safari latest version - Get the latest: http://www.apple.com/safari/

.

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Appendix B: Installing MyIT Asset Manager on Mobile Devices

MyIT is the mobile app for the Online Service Request system!

To download MyIT for iPhone/iPad, follow the instructions at:

https://achieve.lausd.net/cms/lib/CA01000043/Centricity/domain/223/remedy%20ondemand/get_MyIT-

iOS.pdf

To download MyIT on Android, follow the instructions at:

https://achieve.lausd.net/cms/lib/CA01000043/Centricity/domain/223/remedy%20ondemand/get_MyIT-

Android.pdf

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Appendix C: Requesting and Approving (IDM) Role Through EZ Access

INSTRUCTIONS TO REQUEST APPROVAL FROM YOUR ADMINISTRATOR 1. In a web browser address bar, type in the web address: https://ezaccess.lausd.net/ 2. Click on “LAUSD Employees”

3. Log in using your single Sign-On username and password.

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4. Click on “Instructional Technology Initiative Application”

5. Select “Instructional Technology Initiative Access Request” under the header “Access Requests”

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6. Verify the information displayed. Enter your work phone number and 7-digit cost center and click on the “Change Cost Center” button. This will populate the “School/Office Name:” field.

7. The default User Role is Instructional Device Manager. Read the Confidentiality Agreement and click on the “I agree” box. Enter your Single Sign-On username and click on “Submit”.

8. A message will appear confirming your request for the IDM role. You and your administrator will receive email notifications.

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9. Remind your administrator to approve your request for IDM role. Instructions below.

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INSTRUCTIONS FOR ADMINISTRATOR TO GRANT APPROVAL FOR IDM ROLE 1. In a web browser address bar, type in the web address: https://ezaccess.lausd.net/ 2. Click on “LAUSD Employees”

3. Log in using your single Sign-On username and password.

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4. Click on “Instructional Technology Initiative Application”

5. Select “Instructional Technology Initiative Access Request Approval List” under the header “Access Requests” to view employees who have submitted requests for approval.

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6. Select “Approve” to grant approval for the employee to become the IDM of your school. Click on the “Save” button after.

For further assistance, please email ITAssetMgmt@lausd.net