Process - Purchasing MSU-owned Assets for Personal Use - Internal Only

Objective

This process enables an individual to purchase an MSU-owned asset while ensuring that all MSU-owned software and information is securely removed and the IT Access Management (ITAM) Repository is updated accordingly.

Roles

  • Department Requesting the Purchase
    • Intended recipient of the asset to be purchased or other person as delegated (Requester)
    • Department Dean/Chairperson (Authorizer)
  • MSU Surplus
    • Surplus IT Admin (Surplus)
  • MSU IT
    • IT Asset Manager
    • Workstation and Mobility Services Analyst (WMS)

The Process

  1. Requester fills out this Qualtrics survey and submits it.
  2. Surplus receives the survey and:
    1. reviews the specs,
    2. assesses the value of the asset,
    3. submits the information, and
    4. provides the invoice to the Authorizer via email.
  3. Authorizer decides whether to purchase the device:
    • No - If they decide not to purchase the asset, Authorizer replies to the email from Surplus with their decision.
      • Surplus notifies the IT Asset Manager the purchase is denied.
      • IT Asset Manager creates ticket for WMS to retire/return/dispose of the asset.
      • Process ends, no further action needed.
    • Yes - If they decide to purchase the asset, Authorizer fills out the Qualtrics survey linked in the email from Surplus and submits it.
      • Surplus receives the response and notifies IT Asset Manager the purchase is approved.
      • IT Asset Manager creates ticket for WMS to retrieve the asset and prepare it for purchase and delivery.
      • Process continues as outlined below.
  4. WMS retrieves the asset and validates it is ok to destroy its data.
  5. Once validated, WMS destroys the data on the asset:
    • Platter-based Disks must be wiped according to DoD and NIST standards (PDF).
    • Solid State Drives must use a Secure Erase. You can get the Secure Erase feature using Parted Magic (please note there is a small fee for this software).
    • If the asset has a Windows or Apple OS license, it can be reinstalled after the device is wiped. Otherwise Requester will need to purchase and install an OS.
  6. WMS delivers the asset to the Requester and updates the asset as disposed in the ITAM Repository.
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Related Services / Offerings (5)

Asset Data Validation
Asset Data Validation is a step in the process for Repair, Re-Imaging or Wiping of Assets
Asset Lifecycle Management
Asset Lifecycle Management is the process of tracking IT assets across the whole life cycle, from the point of procurement through disposal. Asset Lifecycle Management is available for use to track IT assets by request.
Asset Management
Asset Management is the process of tracking IT assets across the whole life cycle, from the point of procurement through disposal. MSU IT has identified that this process will include desktops, laptops, and tablets for participating departments. Asset Management is available for use to track other IT assets by request.
Asset Management Onboarding
MSU IT provides IT Asset Management (ITAM) options to MSU departments to track inventory and focus on the financial aspect of a physical IT component throughout its entire lifecycle.
Hardware Support
Workstation Management Services (WMS) offers Hardware Support to academic, administrative, clinical, and research units. WMS partners with each unit to find the right level of support based on different environments and needs. WMS provides front line in-person and remote support to keep MSU-owned