Information Technology (IT) Asset Reporting

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Policy Number:
UW-527
Responsible Office:
Division of Information Technology (DoIT)

University Policy

Rationale/​Purpose:

Sound stewardship and data-driven decision-making require comprehensive and accurate information. UW–Madison maintains significant information technology (IT) systems and assets to discharge its mission of teaching, learning, and research. This policy establishes an IT asset reporting program that provides the framework, guidelines, and requirements for reporting accurate IT asset data at UW–Madison. The data can also be used to fulfill security, purchasing, and procurement obligations, and comply with legal, contractual, and regulatory requirements.

An up-to-date IT asset inventory enables the realization of best practices, including:

  • Supporting procurement, maintenance, security, and disposal operations.
  • Identifying IT assets that need to be managed.
  • Providing data for identifying institutional IT spending.
  • Providing data to identify and resolve cybersecurity risks.
  • Supporting efficient and effective technical configuration management.
  • Informing IT strategic planning.
  • Demonstrating that UW–Madison is a responsible steward of the resources entrusted to it.
Definitions:
IT assets
Devices, software, licenses, or services used in accomplishing UW–Madison research, education, outreach, service, and support functions. Some IT assets may be primarily considered as research or educational assets, but for purposes of this policy, they are included as IT assets.


Interpretations and examples of the definition of this policy will be maintained as a standard.

Scope:

This policy applies to all UW–Madison entities with IT assets.

Policy:
  1. The guiding principles for the policy and the reporting of IT assets across the university are:
    1. IT asset inventory activity at UW–Madison must achieve a reasonable balance between the direct and indirect costs of collecting and maintaining the inventory data and the value of that data in accomplishing the purposes of the inventory.
    2. UW–Madison will maintain the privacy of IT asset inventory data to the highest extent possible while using that data for the intended purposes and complying with regulated uses such as open records requests. Access to the data will be managed in accordance with this principle.
    3. The chief information officer and vice provost of information technology will designate an appropriate advisory group to review this policy, related standards and procedures, and interpretations.
  2. The chief information officer and vice provost of information technology, working with key stakeholders and representatives across campus, is responsible for the collaborative development and maintenance of the standards in support of this policy, and for providing the common tools, processes and support.
  3. All UW–Madison IT assets must be traceable and auditable at all stages of the IT asset lifecycle.
  4. The UW–Madison IT Asset Inventory Reporting Standards provide processes and requirements for the reporting of IT assets at UW–Madison. Standards will address appropriate compliance for various use cases and situations.
  5. Divisions are accountable for inventorying and reporting IT assets.
    1. Reports will be submitted as documented in the standards.
    2. Divisions will identify alternate standards for assets that do not fit a campus reporting standard.
    3. Divisions may delegate operations to sub-units or other service providers.
Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:

IT Asset Inventory Reporting Standards (in development)

IT Asset Reporting Implementation Plan

IT Policy Glossary

UW–Madison IT Policies

External References:

Policy Administration

Approval Authority:
Chief Information Officer & Vice Provost for Information Technology
Policy Manager:
Assistant Director, Cybersecurity Program and Business Services
Contact:
IT Policy Writer and Analyst -- Heather Johnston, itpolicy@cio.wisc.edu
Effective Date:
04-08-2021
Date Issued:
04-08-2021
Retrieved:
04-19-2024 20:12:07