Technology Inventory @ Cal Poly

Technology is integral to every workspace at Cal Poly. Each department is responsible for purchasing, state tagging, surplus, as well as managing its own technology inventory.

Under CSU State Compliance, each department must tag and track the following –

Equipment having a value of $5,000 or more.
Computers, laptops, tablets, hard drives, servers, and anything that stores data valued at over $5,000.
Cell phones.
Anything deemed by the department to pose a theft risk would be reported.

For more information, please visit:
https://afd.calpoly.edu/accounting-reporting/property-accounting

Managing Inventory

Work with your department to identify which technology to inventory.

Some of the more common hardware to consider can include but is not limited to computers, digital signage, and TVs.

Keeping an accurate inventory can better prepare your team for budget planning and fiscal strategy, while also helping to keep workstations secure with minimal downtime.

Best Practices Include:

Understanding and planning for the Computer Lifecycle
Ordering from the Recommended Computer Models
Using the Computer and Peripheral Ordering Guidelines
Managing technology inventory on a regular cadence (weekly/monthly/quarterly)
Using the Computer and Peripheral Ordering Guidelines for secure and easy disposal

Not sure where to begin or how to get started?

View an Example…
Here is an example template of what a technology inventory could look like for you.

Inquire about Software…
If you’d like to use a SaaS (software as a service) solution to manage inventory, please submit an ICT and Project Request before making any purchases.

Book a Consultation…
Also, take advantage of our no-cost Technology Consultation service. ITS can provide some helpful best practices and methodologies to jumpstart the process.

Inventory Consultation

At no cost to campus, ITS offers Inventory Consultations to provide best practices, answer questions, and set any department up for inventory success.

ITS can provide inventory guidance on:

Recommended models based on department needs
Deployment strategy
Supplemental reporting to support department-led inventory auditing
Estimates of computer lifecycles
Implementing a loaner strategy

Prior to the consultation, please have available:

Staff list (Full-time and Part-time)
Existing deployment strategy and timeline
Existing inventory reporting
Technology budget estimates
Technology gaps

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