1.9.3 General procedure for purchasing devices

(1) Purchasing new devices

When you introduce new computers in your organization due to increase of employees and addition of equipment, make a purchase plan in advance. In addition, to identify the expected users of new computers, obtain user information.

Make a purchase plan.

Before purchasing computers, make a purchase plan. For example, consider the following items:

• Contract type (purchase, rental, or lease)

• Purpose (general OA, development, special purpose, and others)

• Specifications

• Price

• Quantity

Tip

To check the specifications of the recently purchased computers, in the Assets module, select Overview and then Dashboard to display the Dashboard view. In the Dashboard view, find the Customized HW Assets (Group/Filter) panel, and then click the Registered Assets (last 6 months) link. Use this information as a reference when you purchase computers.

Obtain user information.

Obtain, in advance, user information that is required when you register computers. Obtain the following information from the user:

• Department

• Installation location

• User name

• Email address

• Phone number

After purchasing computers, register the obtained user information in JP1/IT Desktop Management 2.

When you have determined the computers to purchase, place an order with the vendor.

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(2) General procedure for registering the asset information of devices

When you purchase new computers, before distributing them to the users, install an agent on each of them so that each computer is included as a management target of JP1/IT Desktop Management 2. After including the computers as management targets, register the hardware asset information and contract information of the computers.

The figure below shows a general procedure for the above operation. Perform the operation described here by using the network for system management purpose.

1. Install an agent.

Install an agent on each computer to include the computer as a management target of JP1/IT Desktop Management 2.

Tip

Install an agent on a model machine in which an environment has been created in advance, and then copy the contents of a hard drive of the model machine to a hard drive of other computers. This copy method can save you the effort of building an environment on each computer.

2.Include the computers as management targets of JP1/IT Desktop Management 2.

When you connect the computers on which an agent is installed to the network, these computers are automatically included as management targets and information collected from these computers is displayed in the Device Inventory view of the Inventory module. In addition, the information of these computers is automatically registered as new hardware asset information in the Hardware Asset view of the Assets module.

3. Register hardware asset information.

Unconfirmed is displayed for Asset Status for the automatically registered hardware asset information. In addition, only the information collected from the computers is registered as the hardware asset information. Therefore, manually register information that is not automatically collected from the computers such as Asset # and Asset Status (In Use, In Stock, and others), and user information.

Tip

You can also ask each user to enter user information in the End User Form view.

4. Register contract information.

For a contract hardware asset, register contract information in the Contracts view of the Assets module.

By setting the contract target hardware asset when registering contract information, you can manage the cost and contract period of that hardware asset.

Tip

When you use a bar-code reader, create an asset management number sticker for your bar-code reader, and then attach the sticker to each computer. When you take inventory of computers, read the sticker attached to each computer by using a bar-code reader to efficiently perform a physical inventory count.

Tip

You can also register only hardware asset information manually in advance and register device information later by connecting a computer to the network. For example, import a list of hardware asset information containing serial numbers, and then register only hardware asset information in advance. When the user connects the distributed computer to the network, the device information is collected. If the serial number of the collected device information is identical to the serial number of the exiting hardware asset information, the collected device information is associated with the exiting hardware asset information and registered as hardware asset information.

Now you finish registering necessary information. After registering necessary information, distribute the computers to the users. If there is any computer you want to store as a stock item, move that computer to the storage location.

Related Topics:

• 1.1 Installing agents

• 11.1.2 Editing hardware asset information

• 6.15 Obtaining user information

• 11.3.1 Adding contract information

• 11.4.1 Importing hardware asset information

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(3) General procedure for distributing devices to users

After registering information of the purchased computers in JP1/IT Desktop Management 2, distribute the purchased computers to the users. Before distribution, create a list of computers, and then distribute the computer to each user according to that list.

1. Create a list of computers to be distributed.

To distribute the computers to the users, create a list of the computers to be distributed. Export the hardware asset information of the computers to be distributed to a CSV file. Make sure that you export all the hardware asset information items that you need to distribute computers to users. For example, export Asset # that identifies each computer to be distributed, Department and Location that identify the locations to which to distribute computers, 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 computers to users. To sort the hardware asset information items, click an item name in the operation view.

2. Distribute the computers.

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

After you finish distributing the computers, start asset management by using JP1/IT Desktop Management 2. When new tasks arise, update the hardware asset information as necessary to keep it up to date.

Tip

When hardware asset information is associated with device information, Inventory Information of hardware asset information is automatically updated based on the collected device information.

Related Topics:

• 11.5 Exporting asset information

• 11.4.1 Importing hardware asset information

• 11.1.2 Editing hardware asset information

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