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Inventory Auditing Process

For those unfamiliar with the inventory audit project, we have been asked to perform an audit of the FHSS College's devices (laptops and desktops) for finance, and for OIT to transfer the college into a new device tracking software. The silver lining of this project is that with accurate data from an audit, we can provide better service to the college and its employees.

The audit is occurring in a three-phase process. These three phases are being used to gather all the correct information from the sources with the most accurate information, sources like you. Each operating unit has an office manager placed as the project manager of the audit project. They can use the web app to keep track of their operating unit’s progress to ensure all devices are verified in a timely manner.

The three phases are illustrated below, with the subject matter expert of the phase listed above the phase title. The roles of the expert during the phase are listed below the phase title.

Inventory Process 2.jpg

Assign – The office managers will meet with a member of the FHSS Computing Inventory team to receive training on how to use the audit tool. They will then use the audit tool to distribute the verification of devices in their operating units. This assignment distribution is based on who they assume has the most information about each device.

Verify – College employees, including Office Managers, will receive an email informing them that they have been assigned devices to verify. This allows them to confirm or change the information about the device including:

  • Steward (the responsible non-student employee over the device)
  • Location (BLDG + Room #)
  • Operating Unit
  • Lab device (whether the device is from a lab and what the labs use is)

This information will be used to inform the physical audit in a web application.

Audit – The FHSS Computing team will gather all the necessary information by visiting each device and recording the correct information. The information submitted by College Employees will help the IT workers to complete their job. To audit laptops, College Employees and IT workers will work together to schedule a time that the IT worker can assess the laptop.

This is what YOU need to do:

  1. Save all of your work and log out of your device. There is a chance your device will be shut down and restarted, so saving your progress is important. 
  2. You do not have to be present when the audit team comes. If you are present, allow the auditors to access your device for about 5 minutes. 

This is what the auditors will do:

  1. Confirm that the information about the device matches the information that is in their system, and that the device is connecting to BYU’s servers properly. 
  2. Fix any errors that might be present, and restart the device once all errors are fixed.