Asset & Configuration Disposition


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Welcome to the Asset & Configuration - Disposition learning. Click each sequential tab below to find key learnings and information.

 

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                   Introduction                   ::

Disposition processes are performed using the Integrated Service Management Platform (ISMP) tool. Disposition is one of the Hardware Asset Management processes within a Configuration Item's (CI) lifecycle. Within the lifecycle is where a CIs disposition path is established and concluded.

The path conists of 4 options:  Resale,  Reuse,  Donation, or  Scrap. The Disposition process ensures that requirements from Legal, Finance, IT Services, and Security are met.

 

The ISMP Hardware Asset Configuration Process consists of 6 main functional steps:
Create Asset, Change (Move) Asset, Retire Asset, and Audit and Asset Reporting Analysis / Financial Accounting functions.

Disposition processes occur mainly in the Retire phase with 7 key sub-process steps.    {showhide title="▼ see ISMP Hardware Asset Management:  Process Flow" changetitle="▲ hide ISMP Hardware Asset Management:  Process Flow"}

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Disposition Process Benefits

Disposition processes are critical steps that support:
  • Intellectual Property (IP) that belongs to Intel stays with Intel.
  • Specific information needed for legal purchases is managed appropriately per Legal guidelines.
  • Funds are saved when equipment is sold or reused.
  • External relationships between Intel and receiving communities are reinforced thanks to approved donations.
  • Environmental responsibilities are maintained per recycling and waste management guidelines (see  e-waste guidelines).

 

Key Terms:  Integrated Service Management Platform (ISMP)   {showhide title="See More ..." changetitle="Hide ..."}


Key Terms Description
Computing Management System (ISMP,CMDB) The single repository of information accessed across the Service Management processes as a key driver of consistency between the processes. The repository contains identified items each having a set of specified attributes. The relationship between identified items is captured in the database. This term and concept is common to ITIL.
Configuration Item (CI) Examples:  Laptops, Desktops, Servers, Network Gear, Telecom Gear, etc.
Non-Configuration Item (Non-CI) Examples:  Keyboard, Mouse, Monitor, etc.
Computing peripherals, hard drives, or equipment that are not tracked nor asset-managed in the ISMP tool.
Class An attribute referenced in the Configuration Item (CI) to reference the hardware, i.e., Server, Network Gear.
Name An attribute referenced in the Configuration Item (CI) to represent the Unique Name that defines the DNS Host Name or Computer Name.
Legal Event Hold Notice (LEHN) A document issued by Intel Legal that advises an employee to retain documents, emails, data, and/or other materials.
Computing Equipment A term used to represent "whole systems" such as laptops, desktops, servers, network devices, plotters, backup devices, large storage devices (in data centers), telecom devices.
Offsite (Remote site) A site location not staffed with Client Services personnel to which remote shipment is required (direct pick up is not possible). An offsite location by include Remote Intel sites, Sales Offices, and Virtual sites.

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Additional Resources

The following resources provide further learning opportunities and additional information:

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         Disposition Job Roles         ::

There are 4 job roles that support the Asset & Configuration Disposition processes. Each job role performs distinct tasks supporting Disposition process requirements. Click to expand the below job role titles for further information.

 

 

Job Role:  Disposition Specialist   {showhide title="See More ..." changetitle="Hide ..."}

The Disposition Specialist role processes surplus pick up requests from start to finish. Key tasks include:
  • Contact customers
  • Pick up equipment
  • Remove disks from equipment
  • Route equipment to the proper  disposition path  (Resale, Reuse, Donation, Scrap)

 

General responsibilities include:

  1. Pick up surplus equipment or provide customers with shipping information.
  2. Receive equipment at disposition centers.
  3. Remove hard drives and other storage media or labels, and route the items for legal hold or destruction.
  4. Determine the appropriate disposition path (Reuse, Scrap, Donation or Resale).
  5. Properly package and label equipment that leaves Intel.

Daily Tasks

A Disposition Specialist executes requests for surplus or computing equipment which are no longer needed. Depending on the Disposition Path (Resale, Reuse, Donation, Scrap) of the computing equipment associated with the fulfillment request, some or all of the tasks below may be required. These tasks are performed on a regular basis and it can be role specific.

 

Submit Surplus Pick Up

Step Action
1 Surplus Pick Up Request is a request to pick up or remote ship a computing equipment that is no longer needed or End-of-Life (EOL) by the owner.
2

There are 2 types of Surplus Pick Up Requests in the Integrated Service Management Platform Tool (ISMP):

  • Intel Site Surplus Pick Up
  • Off-Site Surplus Pick Up
3 They are dependent on where the location of the physical computing equipment. Therefore it is driven by 2 different request submission procedures. Please click the demo below for how-to.
Click to view a demonstration how to Submit Surplus Pick Up. Demo


Create a New Lot

Step Action
1 The Disposition Specialist will create a new (Resale, Donation or Scrap) Lot for the Disposition Center.
2 Configuration Items (CIs) can be received directly into the Lot once a new Lot is created.
3 Select the consignee for Resale and Scrap Lots.
4 Donation Lots require the Donation Recipient prior to creation.
Click to view a demonstration how to Create a New Lot. Demo


Schedule & Assign Pick Up Tasks

Step Action
1 After the Surplus Pick Up request has been submitted, the Disposition Specialist will need to contact the requestor.
2

For Local Site Surplus Pick Up & Disposition:

  • All physical computing equipment must be scheduled for pick up.
  • The Disposition specialist needs to engage with the Surplus Pick Up requester to identify and agree upon a pick up date, time and contact method.
3
For Remote Site disposition: 
  • No physical Pick Up is required.
  • The Disposition Specialist is responsible for advising the Requestor on the necessary shipping instructions.
4 The Surplus Pick Up Service Level Agreement (SLA) is 10 business days from when the Surplus Pick Up request is submitted.
5

The Disposition SLA is 15 business days from the date the computing equipment was picked up.
Click to view a demonstration how to Schedule & Assign Pick Up Tasks. Demo


Receive Items at Disposition Center

Method Action
  There are three methods to Receive Item(s) at a Disposition Center:
1 Manual Receive:
  • Utilized when the computing equipment is dropped off at an IT Disposition Center.  
  • The identity of the individual may or may not be known to the Disposition Specialist or have any corresponding Surplus Pick Up request.
2 Pick Up Receive:
  • Utilized when a Surplus Pick Up request has been submitted at an Intel location where direct pick up can occur.
3 Remote Ship Receive:
  • Utilized when a Surplus Pick Up request has been submitted at an Offsite location where direct pick up cannot occur. 
Click to view a demonstration how to Receive Items at the Disposition Center. Demo


Process Ship To Legal Tasks

Step Action
1

Whenever a Configuration Item (CI) is received into a disposition center, the system automatically checks the CI to determine if it meets certain criteria that will result in the automatic generation of a Ship to Legal (STL) Task.

 

Important Note: All CI tasks must be closed before a Lot can be Released for Approval.
2 There are four catagories that require Ship to Legal action:

3 Ship To Legal tasks Must be closed in order to proceed with the subsequent Asset Disposition activities (i.e.. Scrap) and should be closed as soon as the computing equipment is accepted into a Disposition Center.
Click to view a demonstration how to Process Ship to Legal Tasks. Demo


Releasing a Lot

An email notification is automatically generated to the appropriate approver upon release of Resale, Donation or Scrap Lot.

  • Scrap lots only need the Disposition Center Owner approval.
  • Resale lots will need both the Resale and the Disposition Center Owner approvals.
  • Donation lots will need both the Donation and the Disposition Center Owner approvals.

 

Click to view a demonstration how to Release a Lot. Demo


Lot Management

1.Remove rejected Configuration Item (CI) tasks
  • These tasks are generated when a Lot type approver rejects single CI’s from a Lot.
  • The task is auto-assigned to the disposition specialist who released the Lot for approval.
2.Ship Lot tasks
  • These tasks are used to add the shipping number to the Lot.
  • The Lot Status Must be Ready Ship and the Shipping Number must be populated before the Lot Shipped button can be displayed.
  • Clicking on the Lot Shipped button will change the Lot Status from Ready Ship to Shipped, which retires all CI records contained in the Lot, and Close Task Complete.


Important Note: The CI record will not be retired unless a Shipping Number is recorded against the Lot.

 

Click to view a demonstration how to Perform Lot Management. Demo


Reuse

Step Action
1

The Reuse path is only used for Laptops and Desktops that an employee has returned to a Service Center.  These Configuration Item’s (CI) will be put back into the 'In Stock' status.

Note: 'Verify Sanitized Storage Media Tasks' is commonly known as 'Reuse'.
2 When CIs are Disposition to the Reuse path, a Verify Sanitized Storage Media task is generated.
3 Intel does not want any CIs being redeployed back into the environment that may contain data from a previous owner. 
4 Closing a Verify Sanitized Storage Media task indicates that any storage media associated with the device has been wiped per Security DSR 40.D4 - Data Sanitization Requirements for Intel Classified Information section.
5 The Close Task Complete action will update the CI record to In Stock Status and the Not available Substatus.
6 CIs can be received into a Disposition Center with no “path”, the Substatus will show Processing.  If it is determined that a CI with a Substatus of Processing is a candidate for Reuse, the Disposition Specialist should use the Set Asset Disposition form to move the CI to Reuse.
Click to view a demonstration how to Perform Reuse Tasks. Demo

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Job Role:  Disposition Center Owner   {showhide title="See More ..." changetitle="Hide ..."}

The Disposition Center Owner role is fully accountable for the surplus pick up and disposition process being executed from his/her stockroom. Key tasks include:
  • Ensure compliance to all relevant process guidelines.
  • Perform approval requests.
  • Route all surplus equipment appropriately.
  • Adhere to Intel information security policy for handling classified information

 

General responsibilities include:

  1. Validate that computing equipment (including laptops) leaving Intel to be sold, donated or scrapped are physically on the pallet.
  2. Manage the disposition process for their site stockroom according to process guidelines.

Daily Tasks

The Center Owner is the only role that can perform the following tasks:

 

Inspect, Approve and Reject a Lot

  1. When a Scrap Lot is released for Approval by a Disposition Specialist, or a Lot is approved by a Resale/Donation Approver, an email notification is sent to you notifying a new Lot requiring Inspection.
  2. You are responsible to inspect the contents of the Lot, ensure compliance to all process guidelines, validate the equipment is being routed appropriately, and indicate the Lot is ready to be shipped by Approving the Lot.
  3. Sometimes, you may want to reject an entire Lot. Rejecting an entire lot means that none of the Hardware Configuration Item (CI) records will be shipped as part of the current existing Lot.

 

Click to view a demonstration how to Inspect / Approve / Reject a Lot. Demo


Change the Pick Up Location of a Surplus Pick Up Task

Surplus pick up tasks may be created with incorrect or missing Pick Up Location information. These tasks will not be routed to the appropriate Disposition Center. As a Disposition Center Owner, you have the ability to reroute pick up tasks.

 

Click to view a demonstration how to Change the Pick Up Location of a Surplus Pick Up Task. Demo

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Job Role:  Disposition Donation Approver   {showhide title="See More ..." changetitle="Hide ..."}

The Disposition Donation Approver role is a member of Intel’s Corporate Affairs organization that reviews computing equipment requests from within Intel as well as external companies. Once an endorsement is complete, the Disposition Donation Approver can then approve the donation of specific computing equipment to the appropriate recipients.

 

General responsibilities include:

  1. Approve or reject the processing of computing equipment assigned the disposition path of donation.
  2. Store legal documents for each donation.
  3. Research the receive company's background to ensure they are eligible for donations.
  4. Ensure the receiving company is fully aware and agrees to what they will be receiving. Computing equipment does not come equipped with hard drives nor an installed operating system.

Daily Tasks

The Disposition Donation Approver inspects a Donation Lot. As part of inspecting a lot, the role has the ability to reject one or more Configuration Items (CI) prior to approving the lot, or to reject the entire donation lot.

 

Inspecting and Approving Donation Lots

Step Action
1 When a Donation Lot is released for approval by a Disposition Specialist, an email notification will be sent to all Disposition Donation Approvers for the region the Lot is located in, notifying them of a new Lot is requiring Approval
2

The approval notification emails are sent Tuesdays and Thursdays
3 Verify the assets listed in the Lot are appropriate for Donation
4 Verify the Donation Recipient value is correct
5 Approve the Lot for Donation.
Click to view a demonstration how to Inspect and Approve Donation Lots. Demo


Rejecting an Entire Lot

  • Rejecting an entire Lot means that none of the Hardware CI records will be shipped as part of the current, existing Lot.

 

Click to view a demonstration how to Reject the Entire Donation Lot. Demo

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Job Role:  Disposition Resale Approver   {showhide title="See More ..." changetitle="Hide ..."}

The Disposition Resale Approver role is a member of Intel’s Corporate Affairs organization that owns identifying the types of equipment eligible for resale and approves the sale of the equipment in bundles (also referred to as ‘lots’).

 

General responsibilities include:

  1. Approve or reject the computing equipment proposed to be sold to a specific buyer.
  2. Create the Intel Resale Corporation (IRC) Contract Number and associate it to the appropriate computing equipment.
  3. Store the legal documents of each sale.

Daily Tasks

The Disposition Resale Approver inspects a Resale Lot. As part of inspecting a lot, the role has the ability to reject one or more Configuration Items (CI) prior to approving the lot, or to reject the entire resale lot.

 

Inspecting and Approving Resale Lots

  • When a Resale Lot is released for approval by a Disposition Specialist, an email notification will be sent to all Disposition Resale Approvers notifying them of a new Lot requiring approval. Follow the step action table for the next course of action:

 

Step Action
1 Inspecting the contents of the Lot.
2

Verifying the Consignee value is correct.
3 Entering a valid value in the IRC Contract number field.
4 Indicating the Lot is ready to be shipped by Approving the Lot.
Click to view a demonstration how to Inspect and Approve Resale Lots. Demo


Reject an Entire Lot

  • As a Disposition Resale Approver, you may wish to reject an entire Lot. 
  • Rejecting an entire Lot means that none of the Hardware Configuration Items (CI) record will be shipped as part of the current existing Lot.

 

Click to view a demonstration how to Reject the Entire Resale Lot. Demo
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