Lecture no 24: Asset management

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Lecture no 24 Asset management
TDT4285 Planlegging og drift av
IT-systemer Spring 2009 Anders Christensen, IDI
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Given an invoice ...

• Revision how was the money spent?
• Documentation show that the equipment is your
  own.

Auditor Economy
Invoice
Equipment
Theft Reuse Warranty
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Challenges

• Which equipment is specified on an invoice?
• Where is all the equipment?
• Which equipment has been repaired?
• What is the expected life-time of equipment?
• What is currently lent out/under repair?
• Who is responsible for which equipment?
• Which equipment is not in use?

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Lifetime cycle for equipment
Offer
Transport
Decommission
Order
Repair
De-installation
Delivery
Installation
Usage
Phase out
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Means to maintain overview

• Network card from switches
• Bar codes on all units
• Serial numbers for all components
• Acid/hot iron marks against theft
• Inventory automatically collected
• Databases manually updated
• Electronically from RF etc

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Importent to know

• What is the typically cost for different types of
  equipment (and users)?
• What is the fault rate for types of equipment
• How does this fault rate develop over time?
• Which equipment can be reused?
• How much of the equipment is overkill?
• Do we have the right number of licenses?

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Total cost of ownership (TCO)

• Price over lifetime
• Personnel costs
• Purchase costs
• Overcapacity
• Paper, ink, etc
• HW upgrades
• SW upgrades

• Network costs
• Server costs
• Power and A/C
• Training
• Adm overhead
• Ergonomic costs
• Building costs

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Examples of TCO

• Typical org 7251 pr desktop pr year Kauffman
• Highest 12-15.000 pr year (analysts in finance
  and currency trade) Kauffman
• NTNU NOK 8-12.000 pr year

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Warranty
Length of the warranty period? Only relevant or
all usage? Who decides if it is a
warranty? Warranty vs production error How do
they respond to a report? Who pays for
transport Replacement quipment? On site warranty?
Buyer
Seller
Warranty
Distributor
Warranty
Importer
Warranty
What happens if one of this goes broke?
Producer
Warranty
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Decommissioning of equipment

• Selling equipment can be expensive!
• Responsibility of warranty
• Billing costs
• Announcements
• Computer equipment is special waste
• Most equipment is marked!
• Price X per ton (?)
• May contain sensitive data

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Storage of spare parts

• Everything going in or out must be registered
• Remove all defect parts
• Minimize the size of the storage
• If old parts are put into the storage, they
  should be tested
• Let the storage have a supreme dictator
• Dont let a spare part storage become a
  repacement for warranties.

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Information wrt to purchaces

• All contact with the user
• Offers (perferably several)
• Order (written)
• Order confirmation incl delivery date
• Transport papers
• Packing order verify!
• All serial numbers etc
• Invoice
• Repairs etc when in use.

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... Do not forget ...

• Mercantile keypoints
• Transport
• Extra costs
• Custom
• Sales tax (!)
• Environment tax
• Billing costs
• Your reference no

• Technical keypoints
• Cables
• Batteries
• Paper, ink etc
• Distr.media
• Documentation
• Empty media
• Maint. agreements

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Salesmen and other strange animals

• They will
• Exploit your courtesy
• Make their own cost impenetrable
• Put much energy into closing the sale
• Often represent a long delivery chain
• Always be willing to sell
• Be dangerous if they change employer too often

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Trip wires INCO-terms

• EXW ex works
• FCA free carrier
• FAS free alongside ship
• FOB free on bord
• CFR cost and freight
• CIF cost, insurance and freight
• CPT cost paid to

• CIP cost and insurance paid to
• DAF delivered at frontier
• DES delivered ex ship
• DEQ delivered ex quai
• DDU delivered duty unpaid
• DDP delivered duty paid

Where? Insurance? Transport? Responsibility? Owner
ship? Risk?
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Models for PC purchase

• Subscribe to equipment from one producer,
  whatever that is.
• Buy prebuilt PCs with standard third part
  components.
• Buy parts and build the PCs yourself
• Buy PCs from whomever is the cheapest in town
  that day.
• Out-source the whole problem.

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How to make pricing impenetrable

• Bundling of extra goods, like courses, support,
  training, installation etc
• Extra costs for e.g. transport
• Sales tax included or not?
• Dragging out delivery forever
• Non-existent advantages that youll never take
  advantage of anyway
• Peculiar ways of paying

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Warranties

• Have a clear understanding of the conditions from
  the start
• Have order in your papers
• Demand proper support
• If you send in or hand of anything get a
  receipt
• Time them and log it!
• Know which equipment that out-of-house due to
  warranty
• Escalate systematic faults