Page Comparison

A mandatory two- to four-character code representing the major unit that owns the device.

If the primary unit is a large one this segment is used to define the subdivision of the larger unit. The subdivision is optional and is separated from the rest of the CI name by a hyphen.

A mandatory code indicating the type of device. See Device Type Codes, below for a list of device type codes.

A three-digit sequence number beginning at 001. The sequence number has no relation to the device's IP address. Occasionally, sequence numbers may be reissued as devices are retired but the same sequence number will not be issued to more than one device within a particular division, subdivision, and type combination.

D

Windows Desktop

MD

Mac OS Desktop

L

Windows Laptop

ML

Mac OS Laptops

V

Virtual Machines

TC

Thin Clients

PRSN

DEDICATED Presentation Systems, including projectors, interactive whiteboards, digital AV systems, etc.

K

Kiosks

OIT-WSG-D-001

The first desktop workstation deployed in the Windows Service Group within OIT.

OR-ORA-L-023

The 23rd laptop installed in the Office of Research Administration department within the overall Office of Research.

Phase 1: Device Requested & Approved
During this phase, a need for the device is determined and a decision is made to acquire new equipment. Specifications are determined, quotes are obtained, approvals are collected from appropriate stakeholders, and a supplier is selected. In some cases, the "supplier" may be internal if, for example, an existing device can be repurposed or one is located in another department. This phase ends when all internal documentation is complete and a PO (or transfer documentation) is being prepared.

No CI required. A CI does not need to be added to the CMDB until the device is acquired (or developed) and work is ready to beginIf ServiceNow will be used to track incidents, changes, or task assignments during the initial steps then a CI will be required. Otherwise, a CI is not required until the device is ready to be ordered.

A Configuration Item Management Form is submitted by a member of the team supporting the device and the new CI will be added to the CMDB by the CMDB Administration Team. The Status field should be set to On Order or Installed, depending on the physical status of the device.

Phase 3: Device Installed & Tested
The device must be compared to the original specifications and acquisition documents to confirm that it matches the original requirements. Any required assembly and configuration is done during this phase. This includes network connections, security rules, disaster recovery, and any other arrangements required for the specific device. When all configuration steps are complete, a final system test is performed on the device in place to ensure it meets all client requirements. This phase ends when the device is ready to be used for its intended purpose.

Once the device is installed, the Status field should be set to Installed. This should be the status throughout the configuration and testing phase.

Phase 4: Device in Service & Maintained
This phase represents the useful production life of the device. Throughout this phase, the device will undergo periodic maintenance, upgrades, failures, and fixes. At some point, its usefulness will come to an end and plans need to be made to take it out of service. This phase ends when the device is deactivated, is no longer being used, and is ready to be deinstalled.

The Ongoing adjustments to the Status, State, and other fields are maintained by the asset owner throughout the service life of the in the CI record are made as needed by a member of the team supporting the device.

Phase 5: Device Retired
When the device is no longer needed, either because it is being replaced by something newer or it no longer serves any useful function, it is retired.

The Status and State are updated by a member of the team supporting the device owner to reflect the fact that the device it is no longer operational and has been retired. At the same time, the application name in the CI is modified to include a prefix of RETIRED to make it obvious in listings and searches that it is no longer in use. Under no circumstances should a CI ever be deleted from the CMDB. Deleting a CI record will make it impossible to trace the history of the device software and any activity documented by incidents and change requests. When there is no longer a need for the device, the device name in the CI is modified to include a prefix of RETIRED to make it obvious in listings and searches that the device is no longer in use.