Project Charter - Arts

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Nov 18, 2013 (3 years and 10 months ago)

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Project Charter

IT Asset Management

Project



Project Charter


IT Asset
Management




Page |
1


Introduction

Although various IT support units employ local inventory systems to track assets relevant to their
operations, these systems contain different types of information and levels of detail, do not interact
with each other, and are stored in a variety of format
s which do not readily lend themselves to
the
aggregation
of information required to enable effective
IT ov
ersight at the University level.
Such

oversight
would improve
management of IT assets over their useful lives to minimize life cycle costs
while maxi
mizing benefits, leading to better software license compliance and the ability to effectively
forecast and plan for hardware and software replacements and purchases.

In addition to providing more accurate status and financial accounting, IT asset m
anagemen
t
enables

consistent use of best common practices, disaster recovery planning, information security management,
configuration and change management,
service desk management,
and asset life cycle management.

Objectives

The objective of this project is to:



I
n consultation with IT support staff, determine the set of assets to be managed by an
automated system. This may
include physical assets such as servers, network devices,
and desktop computers, as well as
virtual machines, maintenance agreements, and
certa
in software
a
pplications
.



Implement p
olicies and
processes
(as defined in the parent project RT Investigation and
Asset Management)
to ensure
IT assets

are
inventoried and tracked throughout their life
cycle
, including periodic review
to ensure
information

is up to date
.



Recommend and implement
a system

to provide
IT
asset

management i
n all areas of
campus
.


The system
will replace

some

existing i
nventory mechanisms and augment the
functionality of others. Migrate d
ata from existing databases, spreadsh
eets,

and other
systems

to the new system.

Scope

The scope of this project is

implementation of the objectives for

IT asset management

in
all campus
IT
support
units.


Project Charter


IT Asset
Management




Page |
2


Constraints, Assumptions and Risks



Project success depends on buy
-
in from across campus. Invol
vement from as many campus IT
support

units as feasible is desired
at all stages of the project.



Existing inventory systems and systems containing information on assets (such as the campus
IPAM) will need to have their data imported into a common system wi
th no los
s of meaningful
information,
have an interface to the asset management system
, or both
.



IT support staff
may not

be amenable to using, directly or indirectly, a centrally managed IT
asset management database and keeping the information up to date.

A communication plan
and procedural recommendations are advised to encourage participation in the system.

This
may be a task for the parent project.



The asset management system will contain information produced or consumed by other
applications and processes, including IP Address Management, Service Desk,
security incident
tracking,
and annual budget.



Linkages between entities will allow the identification of dependencies. For example, an
application depends on a server but may also depends on a RDBMS, which in turn depends on
storage.



Asset procurement, repurposing, and disposal frequently involve staf
f, systems, and processes
outside campus IT support units. Integration with existing and future infrastructure in these
areas is desirable.

Dependencies

This project is a sub
-
project of ITIL Processes, RT Investigation and Asset Management
.

Budget



Funding
for the deployment and maintenance of the asset management system will be required
at the campus level
.

Timeline

Short list of applications

to be completed by Winter 2013
, in time for budget requests for the 2013
-
2014
financial year
.

System implementation
to be completed by Summer 2014.


Project Charter


IT Asset
Management




Page |
3


Strategy



Discuss

issues and responsibilities related to
IT asset management

at the Computing
Technology and Services
Committee (CTSC).








Resource
Roles and Responsibilities

Project Sponsor

Dave Wallace

Project Leader

Dawn Keenan

Project Team

TBD


Approval

Th
is charter formally authorizes the
IT Asset Management Project
, based on the information outlined in
this

charter. Should any of this information change throughout the duration of the project, it shall be
discussed by [
insert statement according to project’s governance on where changes are discussed
] and
documented under [
insert statement where project’s doc
umented changes are recorded
].

Approved by:

Approval Date:

This approval was discussed by [insert where this approval was discussed] and documented at [
insert
where documentation for approval resides
].

Revision History