Lecture no 23: Asset management
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Lecture no 23: Asset management. TDT4285 Planlegging og drift av IT-systemer Spring 2010 Anders Christensen, IDI. 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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Lecture no 23: Asset management

TDT4285 Planlegging og drift av IT-systemer

Spring 2010

Anders Christensen, IDI

TDT4285 Planl&drift IT-syst

Given an invoice
Given an invoice ...

  • Revision – how was the money spent?

  • Documentation – show that the equipment is your own.








TDT4285 Planl&drift IT-syst


  • 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
Lifetime cycle for equipment










Phase out

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Means to maintain overview
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
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


Paper, ink, etc

HW upgrades

SW upgrades

Network costs

Server costs

Power and A/C


Adm overhead

Ergonomic costs

Building costs

Total cost of ownership (TCO)

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Examples of tco
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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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?








What happens if one

of this goes broke?



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Decommissioning of equipment
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
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

  • Don’t let a spare part storage become a repacement for warranties.

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Information wrt to purchaces
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


Extra costs


Sales tax (!)

Environment tax

Billing costs

Your reference no

Technical keypoints



Paper, ink etc



Empty media

Maint. agreements

... Do not forget ...

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Salesmen and other strange animals
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

Trip wires: INCO-terms

Where? Insurance? Transport? Responsibility?

Ownership? Risk?

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Models for pc purchase
Models for PC purchase

Workst. / servers


Select one/two models

Select a product series

Whatever the user wants

Select a vendor that has a world-wide support

  • Subscribe to equipment from one producer

  • Buy prebuilt PCs with standard third part components.

  • Buy parts and build the PCs yourself

  • Buy PCs from whomever is the cheapest

  • Out-source

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How to make pricing impenetrable
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 you’ll never take advantage of anyway

  • Peculiar ways of paying

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  • Have a clear understanding of the conditions from the start

  • Have order in your papers

  • Demand proper support

  • If you send in or hand over anything … get a receipt

  • Time them and log it!

  • Know which equipment that is out-of-house (i.e. being serviced)

  • Escalate systematic faults

TDT4285 Planl&drift IT-syst