Technology Purchases and Computer Inventory in STABLE

As we begin the new academic year, we are transitioning several IT processes to the STABLE environment. These processes include computer inventory, technology purchasing, computer orders, and warehouse management.

Computer Inventory

In early August, Faculty and staff will see a new icon on their STABLE home screen called My Computers. This will display all SMU computers to which they are the assigned owner. It will also list the eligibility dates for replacement.

We are implementing several other improvements to our computer inventory system to provide better reporting by major divisions. We have also built a computer health dashboard that will allow our desktop consultants to quickly identify computers that need attention. This allows us to proactively address issues before they escalate and impact your work!

Technology Purchasing and Orders

Technology Orders will continue to use the website to submit requests. These requests will generate a work order in STABLE instead of the current IT Help Desk system. We are implementing a number of tools for the individuals responsible for ordering, receiving, installing and billing to support this process. While these changes are behind the scenes, they allow us to process the orders and manage our warehouse more efficiently.

The associated charges for technology orders will be processed within STABLE through an integration with Financials.SMU. Each charge will list the associated work order in the Q drive report. Individuals reviewing the Q drive report could then easily lookup that work order from the “Order lookup” gadget in STABLE to review the details of the request.

Future IT Components

In August and September, a plan will be compiled to outline the next implementation phase for the IT ticketing components. Additional information will be shared once that plan is complete.

Asset Management

The asset management module in STABLE will be used to capture existing and new equipment, building or technology assets. This process will track asset data as well as warranty and repair information.  This could be parts of an HVAC system in a building or the overhead projector installed in a classroom.  Assets can be varying sizes and serve a range of purposes but they all affect the performance of the campus.

Tracking the warranty information in the same system with the assets and work orders will enable each department to know when a work order is submitted on the equipment if it should be fixed by our team or submitted to the vendor holding the warranty.  Optimizing repairs with warranties can save a considerable amount of money for the university.

In addition to repairs, the asset management module will allow us to forecast expenses based on replacement lifecycles.  For example, there are rules in place determine the lifecycle of a computer, classroom equipment, and other tools.  We will be able to forecast upcoming replacement costs and better plan for the replacement of critical systems before they reach end of life.

The asset management tool also allows us to assign preventive maintenance schedules to each asset.  These preventive maintenance schedules prompt our teams to check the equipment at the industry standard frequency to ensure they are performing optimally.  All of these components of asset management combine to maximize our use and the longevity of equipment on SMU’s campus.