Completing Your Annual Asset Audit

ITS asks each employee to verify the asset tag number for any university device (desktop, laptop, or tablet, including iPad, cell phone, and desk phone) that is assigned to you or that you are responsible for managing (e.g. check-out laptops). This inventory audit does not include classroom or lab machines.

Hardware Asset Audit

ITS conducts an annual asset audit which asks each employee to verify the asset tag number for any university device (desktop, laptop, or tablet, including iPad, cell phone, and desk phone) that is assigned to you or that you are responsible for managing (e.g. check-out laptops). This inventory audit does not include classroom or lab machines.

No device? You must submit the form to confirm you have no device. Four (4) clicks, and you're done!

What you’ll see

• When the audit begins, you will receive an email notification with instructions to an online form and the instructions for completing that form.
• Beginning that day, you will also see a banner message when you are logged into Pioneer Portal, "Complete your Asset Audit. It will only take 3-5 minutes." with a link to the Asset Audit. The message will remain in Portal until the audit is completed.
  
  


• The form will list devices currently assigned to you in our inventory. Your devices will be named based on the type of device. No device? Complete the audit to confirm this.

Device names will begin with the following prefixes:

WKS – Workstation/Desktop Computer
LPT - Laptop
TAB – Windows Tablet
MOB – Mobile Device (iPad/iPhone/Android)
SEP – Desk Phone (Cisco desk phones will have a name which does NOT include the asset tag.)

What if I don’t have any assets?

It is important that all staff submit the form. There is an option to indicate that you do not have any university devices issued to you.

How to prepare

Compile a list of asset tag numbers (orange stickers) for all university-issued devices in your possession, including laptops, desktops, tablets, mobile devices, and desk phones. Have your list handy when you start your audit. The system does not save as you work. If you close the form before you submit, you will need to start again.

What you’ll do in the form

1. Click the Action drop-down and indicate the action to be taken.
2. If updates are needed, update the information which needs to be corrected.
3. Click the "Next" button.
   
   


4. If you have university devices that were not in the list, click the slider to indicate you have missing assets. Otherwise, move on to step 6.
5. Enter the requested information in the fields. If you need help finding the information, contact the help desk.
   
   


6. Click the "Next" button.
7. Enter any comments which you feel will be helpful. Comments are not required but can often help us understand a unique situation.
8. Click the "Next" button.
9. Review all the information. If any information needs to be changed, click the "Back" button and make the necessary changes. When everything looks correct, click the "Submit" button.
10. You're done! Someone from ITS may contact you if any questions arise.

Why are you asking me to do this?

Over the last three years, the University has seen a lot of changes. There was a major reorganization that resulted in shifts of personnel and department affiliations. Buildings were closed, requiring office moves. The Windows 11 conversion has helped us confirm and correct many device assignments; however, it did not include all devices.

By self-reporting/verifying the asset tag information yourself, you are free to complete the form at your convenience any time before the deadline of [DAY, Month #].  No one from ITS will interrupt your day or workflow to gather the information (unless you request assistance, of course!).

The asset tag helps identify your device for quicker service and resolution; it should be included with all work requests to ensure the fastest service possible. The asset tag, combined with our new ticketing system, provides ITS the ability to inventory devices and track their history on campus.

The University is responsible for knowing what and where its assets are. Your assistance will ensure an accurate inventory for your department and the University as a whole. An accurate inventory is important for both purchase planning and insurance purposes and is required by state statute.

Thank you in advance for your assistance with this asset audit. If you need help with the form or have questions regarding the process, please submit the General Inquiry form through our Tech Support client portal.

Need help?

If you have questions, please contact the ITS Help Desk at 608.342.1400 or helpdesk@uwplatt.edu.  You may also visit the Help Desk on the first floor of the Karrmann Library.