The process definition laid out in the process description document further breaks down the Activities into Tasks, each of which have a complete set of attributes defined such as data and tool specifications and the role(s) responsible for executing the tasks.

All proposed changes to this document must be submitted in writing, with supporting rationale, to the Information Technology, UNS, Operations Service Support, Asset Management organization.

This document defines the step-by-step instructions for the activities used in the Hardware Asset Management procedures:

All proposed changes to this document must be submitted in writing, with supporting rationale, to the Information Technology, UNS, Operations Service Support, Asset Management organization.

Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time.

The Hardware AM groups’ manages the Asset Management program and reviews IT assets data continuously throughout the year using various methods defined below and this information is located at UNS, Operation Service Support Hardware Asset Management, see SharePoint site at: https://irsgov.sharepoint.com/sites/ossamweb/Pages/default.aspx:

Activities involved in ensuring a process is predictable, stable, and consistently operating at the target level of performance.

Definitions of Asset Management’s terms and acronyms.

The following lists the regulatory documents that validate the Asset Management Policy:

This step does not have a Main Process Diagram, only Cross-Functional Diagram.

Step 1 - Manage IT Asset outlines the steps required to plan for new IT asset purchases or replacement of existing IT assets.

Generally, Step 1 - Manage IT Asset – Hardware procedure occurs after the following events:

Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process:

Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality.

Step 1 - Manage IT Asset Plan - Hardware procedure is exited when:

An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above.

Additional instructions for the following steps are found in the Asset Management – User Guides at the UNS, Operation Service Support Hardware Asset Management SharePoint site, see the following section for IRM Policies and Procedures: https://irsgov.sharepoint.com/sites/ossamweb/Pages/IRM-Policies-and-Procedures.aspx.

Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time.

A procedure provides the step by step instructions, or tasks, in how to perform each activity in the process and usually applies to a single role that will be responsible in performing the task.

Procedure Graphs.

This step does not have a Main Process Diagram, only Cross-Functional Diagram.

Step 2 - Process Acquired IT Asset is to ensure new and transferred IT assets are accounted for in the IRS authoritative repository.

Generally, Step 2 - Process Acquired IT Asset Workflow - Hardware procedure occurs after the following events:

Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process:

Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality.

Step 2 - Process Acquired IT Asset - Hardware procedure is exited when:

An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram.

Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time.

Procedure Graphs.

This step does not have a Main Process Diagram, only Cross-Functional Diagram.

Step 3 - Deploy IT Asset is to provide IT assets needed to the recipient. Some of these activities include identifying assets and entering asset information in a repository.

Generally, Step 3 - Deploy IT Asset - Hardware procedure occurs after the following event:

Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process.

Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality.

Step 3 - Deploy IT Asset - Hardware procedure is exited when:

An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above.

Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time.

Procedure Graphs.

Maintain IT Asset is to inventory, count and track assets, monitor usage, and manage warranties (hardware) contracts for maintenance and support. Some of these activities include monitoring the useful life of an asset, quality reviews and continuous evaluations to improve services for future modification. Each activity may have a different trigger(s) that starts the process.

Step 4 - Maintain IT Asset Overview - Hardware Procedure Flow Diagram.

Generally, Step 4 - Maintain IT Asset - Hardware procedure occurs after the following event:

Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process.

Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality.

Step 4 - Maintain IT Asset - Hardware procedure is exited when:

An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above.

Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time.

Procedure Graphs.

This step does not have a Main Process Diagram, only Cross-Functional Diagram.

Step 5 - Dispose IT Asset is to remove IT assets from active inventory and make them unavailable for use. Some of these activities include determining IT assets reaching end of life and performing disposal activities.

Generally, Step 5 - Dispose IT Asset - Hardware procedure occurs after the following event:

Process inputs are used as triggers to initiate the process and to produce the desired outputs. Users, stakeholders or other processes provide inputs. The following is a list of inputs for this process:

Each process produces tangible outputs. These outputs can take the form of products or data and can be delivered to a user or stakeholder, or, they can be used as inputs to other processes. Outputs are measurable in terms of quantity and quality.

Step 5 - Dispose IT Asset - Hardware procedure is exited when:

An activity is a major unit of work to be completed in achieving the objectives of the process. A process consists of a sequence of related activities that transforms inputs into outputs and performed by the roles defined in the process. Identify the activities in the process and provide a brief description. The activities must correspond with the high-level process flow diagram above.

Each process defines at least one role. Each role is assigned to perform specific tasks within the process. The responsibilities of a role are confined to the specific process. They do not imply any functional standing within the hierarchy of an organization. For example, the process manager role does not imply the role is associated with or fulfilled by someone with functional management responsibilities within the organization. Within a specific process, there can be more than one individual associated with a specific role. Additionally, a single individual can assume more than one role within the process although typically not at the same time.

Procedure Graphs