1.9.6 General procedure for checking devices that are not used
To efficiently manage assets, check the usage status of devices and collect devices that are not used.
To collect devices that are not used:
- 1. Investigate the usage status of devices.
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To find devices that are not used, narrow down devices that are managed by JP1/IT Desktop Management 2 based on the updated date, and then identify devices whose information has not been updated for a certain period of time. Check with the users of devices whose information has not been updated about the necessity and usage status of these devices.
- 2. Collect devices.
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Among the devices whose usage status you have checked, collect the devices that are not needed so much.
Make a collection plan, and then inform the users that their devices are due to be collected. When the planned date of collection arrives, collect the devices.
The collected devices become in-stock devices. Manage the assets efficiently by distributing any of the collected devices, if necessary.
- Organization of this subsection
(1) Checking the usage status of devices
To find devices that are not used, check the last modified date and time of the device information. For devices that are not used for a long period of time, check with the users about the usage status of these devices to judge whether to collect these devices.
- 1. Check devices that are not used.
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In the Device Inventory view of the Inventory module, narrow down device information based on Last Modified Date/Time. For example, to identify any devices that are not used for a long period of time, create a filter to display any devices with the date for Last Modified Date/Time of device information being 31 or more days ago.
Inform the users of the devices that their devices have not been used, and then check with the users about the necessity and usage status of the devices.
- Tip
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In the Customized Device Inventory (Group/Filter) panel displayed in the Dashboard view, which is displayed by selecting Overview in the Inventory module and then Dashboard, you can check the number of managed devices by created filters or custom groups. If you want to quickly identify device information, we recommend that you use this panel.
- 2. Judge whether to collect the devices.
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After checking the usage status and finding that the devices are not needed so much, make a device collection plan. In addition, if the device information of the devices has not been updated due to some error, investigate the cause of that error and take necessary measures.
- 3. Set the planned date of device collection.
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In the Assets module, set the planned date of device collection for the devices that you judged as being not used. Change the value for Planned Asset Status to In Stock and enter the planned date for collecting devices in Planned Date.
- Tip
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When you set the planned date of device collection, we recommend that you sort the entries in the asset list by Location or Department. You can collect devices efficiently by setting the same date for the planned date of device collection for the devices located in the same place.
You can check the devices that are not used and identify the devices to be collected.
- Tip
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You can change the update interval of device information by using the agent configuration applied to each device. To create an agent configuration, display the Agent Configurations view by selecting Agent in the Settings module and then Windows Agent Configurations and Create Agent Installers.
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(2) General procedure for collecting the devices that are no longer in use
If you want to put the devices that are no longer in use back in stock, collect them when the planned date of collection arrives. Before collecting the devices from users, create a list of devices to be collected. Using the created list, collect the devices from users. After collecting the devices from users, update the hardware asset information. Also, transfer the software licenses assigned to the collected devices to other devices if transferring of these software licenses is permitted.
- Tip
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In Planned Hardware Asset Status on the Summary Reports, you can check the number of devices that are due to be collected from users (devices whose Planned Asset Status is In Stock). You can also send a summary report by email.
- Tip
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To facilitate the collection processing, we recommend that you notify the users of devices to be collected in advance about the reason for collecting the device and the planned date of collection.
- 1. Create a list of devices to be collected.
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Before collecting devices from users, create a list of 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 devices from users. For example, export Asset # that identifies each device to be collected, Department and Location that identify the locations from which to collect devices, and User Name, E-mail, and Phone that allow you to contact users.
- Tip
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When you export the hardware asset information items, sort them by Department and Location so that you can efficiently collect devices from users. To sort the hardware asset information items, click an item name in the operation view.
- Important
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If the network monitor is enabled on a device to be collected, you will need to disable the network monitor before collecting the device.
- 2. Collect old devices from user.
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Use the exported list to collect the devices from users. If you are asking delivery companies to collect devices from users, give them the list and ask them to use the list when they collect the devices from users.
After collecting all the devices from users, check the collected 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.
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After collecting devices from users, update the hardware asset information. In the Hardware Asset view of the Assets module, change the Asset Status of each collected device from In Use to In Stock. In addition, specify the location where the collected devices are stored in Location, and change Department and user information for the collected devices so that a system administrator is now in charge of these devices.
- 4. Transfer the software licenses to other devices.
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To effectively use the software licenses assigned to the collected devices, transfer such software licenses to other devices.
- Tip
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If you do not transfer these software licenses to any devices, cancel the assignment of these software licenses.
The collected devices are managed as in-stock devices.
Related Topics: