This documentation supports the 9.1 version of Asset Management.

To view the latest version, select the version from the Product version menu.

Purchasing a laptop for a new employee

Calbro Services ensures that new employees are fully functional on their first day of employment. Purchasing a laptop for a new employee is therefore a common task for the purchasing agent at Calbro Services. He must create a purchase requisition and place a purchase order (PO). When the PO is received, BMC Asset Management automatically generates a new CI and a change request.

The change coordinator can also create a "new employee" change request in which one of the tasks is providing a fully configured laptop to new employees on their first day at Calbro Services.

BMC Asset Management and BMC Change Management must be installed to follow this user scenario. If you cannot find the correct CIs in the Calbro sample data, you must create a laptop CI and add it to the inventory to follow this user scenario. For more information about managing CI inventory, especially if you are adding bulk items, see Creating bulk inventory CIs.

The following table describes the typical steps involved in this user scenario:


Purchasing a laptop for a new employee

Role

Actions

Explanation

Configuration administrator

From the Purchasing console, the configuration administrator creates a purchase requisition.

The configuration administrator enters the required details. The configuration administrator indicates that installation is needed, and chooses the Configure New Computer change template.

To make sure there is enough inventory, the configuration administrator selects the standard configuration, and checks whether the computer system is in inventory.

The configuration administrator adds the item to the requisition and submits the requisition for approval.

When the configuration administrator creates the purchase requisition, Allen Allbrook, the manager of the requester, is the default approver of this purchase requisition.

Using a change template automatically creates a change request when the ordered laptop is received.

Requester's manager

On Approval Central, the requester's manager selects the purchase requisition and approves it.

The requester's manager must approve the purchase requisition.

Note: If no manager is assigned to the requester, you should assign a manager in the People form. For more information, see Configuring people information .

Purchasing agent

The purchasing agent creates the purchase order:

On the Purchasing console, the purchasing agent searches for orders to place.

The purchasing agent views and then places the order.

After the purchase requisition is approved, a purchase order is automatically created and is ready to be placed with the vendor.

Configuration administrator

The configuration administrator receives the item on the purchase order:

On the Receiving console, the configuration administrator searches for the purchase order and receives a quantity of one.

This action automatically creates a new CI. If your system is properly configured, a new change request is also created.

Purchasing agent

The purchasing agent views the new CI:

On the Asset Management console, the purchasing agent searches for all computers with a status of Received.

The purchasing agent finds the laptop CI and views the details, including the financial details.

The original purchase requisition is automatically related to this CI.

Note: If the purchasing agent does not have access to the Asset Management console, a configuration administrator can view the CI.

Change coordinator

The change coordinator views the change request:

On the Change Management console, the change coordinator searches for all open changes. The change coordinator views the change request for the new laptop.

Mary Mann is the change coordinator for Calbro Services. She views all open Change Requests in the Manager Console view.

For more information, see Change Management console functional areas .

Change coordinator

The change coordinator views dates for the change request and performs risk assessment:

On the Change form, the change coordinator views the calendar.

The change coordinator defines the risk level of the change request.

Mary opens the Change Calendar to see if there are any conflicting change requests or business events.

Although the Risk Level had a predefined value, she can perform Risk Assessment to formalize the Risk Level.

This type of change request is pre-approved and does not require any formal approvals.

Change coordinator

The change coordinator creates a task and schedules the change request:

On the Change form, the change coordinator moves the change request to the Plan & Schedule stage.

The change coordinator relates the change request to the Install Laptop task template. The change coordinator assigns the task to the task implementer who is part of Calbro's Backoffice Support Staff.

The change manger moves the change request to the Scheduled for Review stage.

The change coordinator specifies the scheduled dates and moves the change request to the Implement stage.

Mary creates a task to install or configure the laptop and assigns the task to the task implementer.

When the change request reaches the Implement stage, the task moves to Assigned status and the task implementer can start working on the task.

Task implementer

After performing each task, the task implementer closes the tasks:

From the Change Management Support console, the task implementer searches for assigned tasks.

After performing the task, the task implementer records information about performing the task and changes the status to Closed.

Ian Plyment, the task implementer, completes the task.

Change coordinator

The change coordinator completes the change request:

The change coordinator moves the change request to the Closed stage.

The change coordinator enters the performance rating and the actual dates of the change.

Mary Mann completes and closes the change request. She enters a performance rating and start and end dates.


Was this page helpful? Yes No Submitting... Thank you

Comments