Technology Inventory at 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 value of $5,000 or more. 

• Computers, laptops, tablets, hard drives, servers and anything that stores data valued over $5,000. 

• Cell phones. 

• Anything deemed by the department to pose a theft risk that 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? 

• Here is an example template of what technology inventory could look like for you. 

• 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. 

• Also, take advantage of our no-cost Computer and Software Consultation service.  ITS can provide some helpful best practices and methodologies to jumpstart the process.