1.4.2 General procedure for replacing smart devices

(1) General procedure for planning the replacement of smart devices

If you need to replace the devices used in your organization due to relocation of employees or renewal of devices, identify the devices that need to be replaced, determine the devices to be replaced, and then prepare replacement devices. In addition, notify the users in advance about the replacement.

1. Determine the devices to be replaced.

In the Hardware Asset view of the Assets module, identify if there are any devices that need to be replaced. For example, if there is a policy to replace any devices that have been used for three years or more, use the filtering function to identify devices whose Registered Date/Time is over three years ago.

Tip

By saving frequently used filtering conditions, you can save the effort of specifying the filtering condition every time you have to identify devices that need to be replaced. To apply the saved filtering condition to a list, select a filtering condition in the menu area.

If you find devices that need to be replaced, access the Hardware Asset view of the Assets module, set Planned Asset Status to In Stock, and then enter the date of collection under Planned Date. In this way, you can identify devices that are due to be collected.

2. Prepare replacement devices.

Prepare replacement devices to be distributed to users.

• To distribute in-stock devices to users:

  In the Hardware Asset view of the Assets module, identify devices whose Asset Status is In Stock. To limit the information to be displayed in the view, use the filtering function. Check the specifications of the identified devices. If you do not find any problems in the specifications, set Planned Asset Status to In Use and enter the date of distribution under Planned Date. In this way, you can identify devices that are due to be distributed.

• To distribute newly purchased devices to users:

  After purchasing new devices, include them as the management targets of JP1/IT Desktop Management 2, and then register both the hardware asset information and contract information for each device. Set Planned Asset Status to In Use and enter the date of distribution under Planned Date. In this way, you can identify devices that are due to be distributed.

3. Notify each user about the replacement.

To facilitate the replacement processing, inform applicable users about the reason why their devices need to be replaced and the date on which the devices are to be replaced.

Preparation for replacement of devices is complete.

Related Topics:

• 11.1.7 Changing the planned asset status

• 1.9.3 General procedure for purchasing devices

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(2) General procedure for distributing new smart devices to users

After preparing for replacement, create a list of new smart devices to be distributed to users. Using the created list, distribute the new smart devices to users. After distributing the new smart devices to users, update the hardware asset information.

1. Create a list of smart devices to be distributed.

Before distributing smart devices to users, create a list of smart devices to be distributed. Export the hardware asset information of smart devices to be distributed to a CSV file. Make sure that you export all the hardware asset information items that you need to distribute smart devices to users. For example, export Asset # that identifies each smart device to be distributed, Department and Location that identify the locations to which to distribute smart devices, and User Name, E-mail, and Phone that allow you to contact users.

Tip

When you export the hardware asset information items, sort them by Department and Location so that you can efficiently distribute smart devices to users. To sort the hardware asset information items, click an item name in the operation view.

2. Distribute smart devices to users.

Using an exported list of smart devices, distribute smart devices to appropriate users. If you are asking delivery companies to deliver smart devices to users, give them the list and ask them to use the list when they deliver the smart devices. By having users put their signatures on the list when they receive a smart device, you can confirm later that the smart devices have been delivered to all destinations.

3. Update the hardware asset information.

After distributing the new smart devices to users, update the hardware asset information. In the Hardware Asset view of the Assets module, change the Asset Status of each distributed smart device from In Stock to In Use. In addition, update Department, Location, and user information.

After distributing new smart devices to users, instruct users to transfer the data stored in an old smart device to a new one.

Related Topics:

• 11.5 Exporting asset information

• 1.9.2 Maintaining hardware asset information

• 11.1.6 Changing the asset status

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(3) General procedure for collecting the smart devices that are no longer in use

If you want to put the smart devices that are no longer in use back in stock, collect them when the planned date of collection arrives. Before collecting the smart devices from users, create a list of smart devices to be collected. Using the created list, collect the smart devices from users. After collecting the smart devices from users, update the hardware asset information.

Tip

In Planned Hardware Asset Status on the Summary Reports, you can check the number of smart devices that are due to be collected from users (smart devices whose Planned Asset Status is In Stock). You can also send a summary report by email.

Tip

To facilitate the collection processing, we recommend that you notify the users of smart devices to be collected in advance about the reason for collecting the device and the planned date of collection.

1. Create a list of smart devices to be collected.

Before collecting smart devices from users, create a list of smart devices to be collected. Export the hardware asset information whose Planned Asset Status is In Stock to a CSV file. Make sure that you export all the hardware asset information items that you need to collect the smart devices from users. For example, export Asset # that identifies each smart device to be collected, Department and Location that identify the locations from which to collect smart devices, and User Name, E-mail, and Phone that allow you to contact users.

Tip

When you export the hardware asset information items, sort them by Department and Location so that you can efficiently collect smart devices from users. To sort the hardware asset information items, click an item name in the operation view.

2. Collect the smart devices from users.

Use the exported list to collect the smart devices from users. If you are asking delivery companies to collect smart devices from users, give them the list and ask them to use the list when they collect the smart devices from users.

After collecting all the smart devices from users, check the collected smart devices against the information in the exported list to confirm that all the devices have been collected from users.

3. Update the hardware asset information.

After collecting smart devices from users, update the hardware asset information. In the Hardware Asset view of the Assets module, change the Asset Status of each collected smart device from In Use to In Stock. In addition, specify the location where the collected smart devices are stored in Location, and change Department and user information for the collected smart devices so that a system administrator is now in charge of these smart devices.

The collected smart devices are managed as in-stock devices.

Related Topics:

• 15.6.2 Setting recipients of summary reports

• 11.5 Exporting asset information

• 1.9.2 Maintaining hardware asset information

• 11.1.6 Changing the asset status

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