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IT Lease Start and End Processes for Massey University

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Purpose:

The purpose of this document is to outline the start and end lease process for Massey University IT equipment. This document further describes the procedure for the supply and disposal of lease equipment and is intended to act as a point of reference.

Distribution: Massey University: Information Technology Services; Regional IT Managers, Customer Services, Chief Information Officer, Procurement and Insurance Manager; Purchasing Officers, Departmental Budget Controllers.

Contents:

1. Lease Flow Diagram

2. The Lease Start Process

3. During the lease process 3.1 Stolen Equipment 3.2 Technology Enhancement Option

4. IT Lease End Processes

4.1 End of the lease process 4.2 Return of Equipment 4.3 Like with like substitution 4.4 Outsourcing of asset returns 4.5 Data Transfer Procedures 4.6 De-registration of Network Equipment from the Massey Network Administration System (NAS) 4.7 Extension of Lease 4.8 Purchase of Leased Equipment 4.9 Computer Collection Process - Returning Leased Equipment 4.10 Collection Day Procedures

5. Glossary of Terms

6. Appendix

1. Lease Flow Diagram

Cart raised via Mass-e-Mall

Cart approved by Purchasing Officer

Account number determines if lease

or purchase

Mass-e-Mall Order Sent to Vendor

Vendor invoices lease company

Budget Centre approves lease certificate and

returns to Finance

Finance Ops authorises certificate & returns to Alleasing

START OF LIFE END OF LIFE

Lease company notifies Massey 150

days lease remaining

Finance Ops provides a

minimum of 90 days notice to

lease company

Finance Ops advises disposal

vendor to collect the equipment

Account controller advises if lease end,

renewal or purchase

Replacement sourced

Finance Op’s notifies ITS to

remove equipment from network

Disposal vendor removes

equipment and destroys data

Disposal vendor notifies lease

company ready for collection

Lease company notified of decision

Config form sent to Purchasing Officer

Lease company sends lease

certificate to Finance Ops

Finance Ops copies lease

certificate to dept account controller

for checking

Finance Ops break down lease

certificate to the budget centres

Purchase requested. Lease

company will provide a quote.

Lease extension requested must be for a minimum of 1 quarter (90 days)

Finance Ops advised of decision within 100 days of lease expiry

Budget Centre wishes to end lease

Finance Ops notifies budget centres with

120 days lease remaining

Mass-e-mall order is voided as item will

be leased

approval required from RIT Manager

OptionalData Transfer

Procedure

Finance Op’s sends a 30 day reminder to budget centre to

procure replacements

Finance Op’s sends a final 15 day reminder of

lease end to budget centre and requests

collection details

Disposal Vendor notifies Fin Op’s of completed work

and sends invoice

Fin Op’s bills the budget centre’s

lease account for disposal costs

Order is shipped to Massey

Vendor is paid.

Lease Company collects and confirms lease terminated to

Finance Ops

ITS Helpdesk logs job for removal of

network interface from NAS

Contact ITS Helpdesk x5200 to request data

backup

Lease company notified of decision

Finance Ops advised of decision within 100 days of lease expiry

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2. The Lease Start Process:

2.1 Login to the Mass-e-Mall http://www.mass-e-mall.co.nz/, generate a cart and send to a Purchasing Officer

2.2 Fill out the Massey University IT Equipment Configuration form (http://www.mass-e-mall.co.nz/images/IT_config_form.doc). Note: on this form indicate where prompted that you wish to lease. Note: The GL/PR/RM account typically used for leases will have a 1128 suffix – see appendix 6.1 for an example.

2.3 Send your completed IT Equipment Configuration Form to the Purchasing Officer authorising your cart. The Purchasing Officers are: Terry Hammond – T.Hammond@massey.ac.nz x5360 Grant Storrier – G.D.Storrier@massey.ac.nz x8931

2.4 Once a Purchasing Officer receives your cart and completed Configuration Form they will generate the purchase order and immediately void the purchase order within Mass-e-Mall. This is because the item will be leased and therefore standard billing will not occur. Instead, Finance Operations will advise the vendor to Invoice Alleasing for payment.

2.5 The vendor will ship the assets as per normal so there is no delay caused by the lease process. 2.6 Alleasing receives the invoice/s from the hardware supplier and creates a Lease Acceptance

Certificate for Massey University. 2.7 Alleasing sends the Lease Acceptance Certificate to Finance Operations. The Lease Acceptance

Certificate details: • Hardware supplier • Invoice no. • Massey Purchase Order No. • Acquisition cost of equipment • The quarterly lease • The term that the equipment will be leased under, i.e. 12 Quarters (3 years) • Lease commencement date • Initial term commencement date

Note: "Quarterly" relates to the following specific periods of three calendar months in any year, i.e.: 1 January to 31 March, 1 April to 30 June, 1 July to 30 September, 1 October to 31 December

2.8 The Acceptance Certificate is then received by Finance Operations. This Certificate is a unique identifier given to the differing lease contracts – see appendix 6.2 for an example.

2.9 Finance Operations will then send copies of the Acceptance Certificates to the relevant budget centre’s account controller. The account controller then verifies that all equipment on the lease certificate has been received (and checks IT No. and Serial No. on Annexure A sheet is correct) as per the order and signs off on the certificate returning it to Finance Operations. Note: If the account controller has any issues with the lease certificate, e.g. differing quantity, incorrect specification, etc., then they must raise this with Finance Operations prior to signing the lease certificate.

2.10 The original lease certificate is signed by the Procurement and Insurance Manager and then returned to Alleasing. This completed Acceptance Certificate advises Alleasing that Massey University has agreed that the equipment has arrived in working order as per specification and that the University accepts that the equipment is now under lease agreement.

2.11 The executed Acceptance Certificate is then processed through for payment to the Vendor. There are approximately three payment dates each week. The vendor's invoice will not be processed for payment until the signed Acceptance Certificate has been returned by Massey University.

2.12 Finance Operations will then organise billing to occur on a quarterly basis to the relevant budget centres 1128 lease account.

2.13 Finance Operations will finally create lease certificate stickers for the department and send them to the budget controller to label their leased assets. These stickers will bear the University logo and also refer to the Acceptance Certificate number and the lease expiry date. The stickers should be placed as near as possible to the IT#. These stickers will help departments to identify and manage their leased assets and are intended for the department’s benefit. See example in appendix 6.3.

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3. During the lease process The following are scenarios that may occur during the lease process for reference:

3.1 Stolen (or lost) Equipment

(a) Must be reported to NZ Police as soon as possible.

(b) Must be reported to Finance Operations for insurance purposes – contact Grant Storrier g.d.storrier@massey.ac.nz x 8931

(c) Must be reported to Massey Security. (if stolen on campus)

(d) Must be reported to ITS x5200 to ensure that the equipment can no longer access the Massey University network

Options available to the budget centre where equipment has been stolen, damaged (fire) or lost are:

3.1.1 Replace the asset under the University's insurance policy if appropriate – please contact the Insurance Officer to discuss. Quarterly rents remain the same. The replaced asset or a substitute is then returned as ‘like with like’ to Alleasing at the end of the lease. The relevant budget centre is to advise Finance Operations of the details of the substituted asset and its serial number prior to return.

3.1.2 Source equipment with the same Tier and Configuration or higher, usually from within the same budget centre, to replace the asset. Quarterly lease remain the same. The replaced asset is then returned to Alleasing at the end of the lease. The affected budget centre is to advise Finance Operations of the details of the substituted asset and its serial number before return of the asset.

3.1.3 In the event that the asset is not replaced, quarterly rents will continue and at the end of the lease, Alleasing will charge market value for the asset(s) that cannot be returned. The budget centre will receive an invoice from Alleasing via Finance Operations for the purchase of the missing asset(s).

3.2 Technology Enhancement Option

During the term of the lease Massey University may elect to upgrade leased equipment and further opt to extend a current acceptance certificate provided that one quarter prior written notice is advised to Alleasing. If hardware is upgraded during the term then the increased cost will be factored into the remainder of the lease term. Alternatively, purchased components can be removed and substituted for original specification prior to returning to Alleasing.

4. At the end of the lease process 

4.1.1 Alleasing will provide a summary plus an asset list to Massey University’s Finance Operations at least 5 months prior to the expiry date of the lease certificate. This information will be provided as an excel spreadsheet (See appendix 6.5) which will be emailed to Finance Operations. Each spreadsheet will refer to the Acceptance Certificate and will contain the following details for each item of leased equipment:

• Acceptance Certificate • Term start date and end date • Description of assets (manufacturer and model) • IT No. and Serial number, where available (not for minor peripherals such as mice and

keyboards). • Asset Purchase Price • Supplier Name • Invoice No. • Order Number (Mass-e-Mall reference)

4.1.2 Finance Operations will collate this information and disseminate it to the relevant affected Budget

Centres within 120 days of lease expiry. This advice will be in the form of an excel spreadsheet accompanied with a return checklist (see appendix 6.4 for an example).

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4.1.3 The budget centre must integrity check the spreadsheet against all lease equipment scheduled for return. The checklist must be completed by the budget centre and returned to Finance Operations within 100 days of the lease expiry. Finance Operations will advise the deadline.

4.1.4 In conjunction with the relevant Budget Centre Account Controller, Finance Operations will update the spreadsheet by selecting one OR more of the following three options: i. Return the equipment to Alleasing ii. Extend the lease for a minimum further quarter or longer iii. Purchase the equipment at market value at the end of the lease

4.1.5 Massey University via Finance Operations will then provide Alleasing at least 90 days written notice of the Universities intentions towards the leased equipment e.g. Return, Extend Lease or Purchase

4.1.6 For lease items to be returned Finance Operations will send a 30 day reminder to the budget centre advising that replacements need to be procured ASAP. This reminder is a courtesy as each budget centre is responsible for their assets.

4.1.7 A final reminder from Finance Operations to the budget centre will be sent 15 days prior to lease expiry. This reminder also serves to request the collection details for the end of lease items. Ideally, all end of lease items will be together at one pick up point.

Note: if the lease is to be terminated then a formal termination notice must be provided by Finance Operations to Alleasing. If either an extension or purchase is sought then it will require the approval of an RIT manager see section 4.7 of this document. 4.2 Return of Equipment

Note: Please ensure that you have procured replacements for your end of lease items at least one month prior to lease expiry in order to allow for an adequate change over period.

The Account Controller for the Budget Centre will nominate all items of equipment to be returned at the Lease Termination Date and forward a completed spreadsheet to Finance Operations as detailed above.

Leased equipment must be returned in good working order, with fair wear and tear considered, five working days prior to the Lease Termination Date.

Equipment with leases that terminate in the last quarter of the year may utilise an additional 10 working days after 31 December of that year. This extension of time is to accommodate the shutdown over the Christmas/New Year period.

Note: that Alleasing may allow a grace period after the lease expiry date for the physical return of the equipment. Any charges incurred for late returns will be borne by the relevant Budget Centre. Late returns outside this grace period may incur an additional lease extension penalty. Failure to return the equipment will result in the relevant budget centre being invoiced for the missing equipment at fair market value.

4.3 Outsourcing of Equipment Returns

Massey University have outsourced the return of ALL leased IT equipment, regardless of the vendor who originally supplied the equipment, to Advantage Computers. This is not an optional service. Massey University is required to ensure that all end of lease assets leaving the University are unable to be identified as previously belonging to Massey and furthermore that all data has been verifiably destroyed. Advantage Computers will be engaged by Finance Operations who will send a copy of the completed spreadsheet from the budget centres which advises all assets that are to be returned. Once the budget centre has all end of lease equipment ready for collection and has advised Finance Operations then Advantage Computers will complete the following:

i. De-commissioning of the old computer (setup of a new computer in parallel, if applicable) ii. Checking & repackaging of all ex-lease equipment (including the computer, mouse, keyboard and

monitor & cables). Ensuring the installation location is left in a tidy state iii. Labelling the assets with budget centre, department name and lease certificate number iv. Arranging a suitable secure storage location for the ex-lease computers prior to shipment to the lease

company and removing the asset(s) to the assigned storage location. v. Retaining the computer in a complete state in the assigned storage. vi. Removing BIOS password and all data including the operating system. This will include a complete format

of the drive and a minimum of 3 write passes over the disk to ensure no data recovery is possible. vii. Removal of all Massey University identifiers e.g. IT # sticker, workshop stickers, personal labels

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viii. Facilitating the return of all ex-lease equipment including required paperwork in coordination with Alleasing’s and their carrier within at least 5 working days past the lease termination date.

ix. Quote for the work done and provide a completed spreadsheet of said work to Finance Operations who will organise payment against the appropriate budget centre

Note: See appendix 6.6 for a workflow of the Advantage End of Lease Return Process

Charging: As at 1 January 2009 the compulsory charges for this service are $60 per computer (including monitor, base unit, keyboard and mouse) and $30 for any individual asset e.g. Monitor, Printer, Scanner. This charge will be made via Finance Operations to the budget centres leasing account (suffix 1128) upon return of the leased assets. Please note that pricing for this service is subject to review to ensure that the charge reflects an appropriate fee for cost recovery.

4.4 Like with like substitution

Please note that Massey University does not have to return the exact same serial numbered equipment that was originally leased. Equipment can be substituted but must be of the same Tier, Machine Type, and Configuration. The budget centre is required to advise Finance Operations of the details of the substituted equipment including serial numbers upon or before return. Finance Operations will then in turn advise the Lease Company by email. Finance Operations will notify the Lease Company Asset Manager (see 4.9.3) with a spreadsheet of the previous asset description and serial numbers with the newly substituted asset details.

4.5 Data Transfer Procedure

In instances where an end user has concerns over data loss it is possible that an image of the leased asset be taken prior to end of lease. Ideally, all data would normally be transferred to the new replacement machine prior to lease end but, there may be instances where the new machine cannot be fully configured in time. In such instances, a software image of the end of lease machine can be requested by contacting the ITS Helpdesk prior to the end of lease. A job will need to be logged with the ITS helpdesk for a User Support Analyst to assist. Please clearly state the deadline and level of urgency. This particular procedure is made available to facilitate the return of leased assets by their deadline only. If there are genuine reasons for the inability to return that asset without an image e.g. hardware dependency for existing software, volume of data exceeds new hardware, complexity of situation then this should be discussed as soon as possible with ITS and Finance Operations. Any delays caused by the department failing to act in a timely manner may require a further quarter’s lease extension.

Note: It is intended that the data transfer procedure service will be improved when new software and hardware facilities become available within ITS.

4.6 De-registration of network equipment from the Massey Network Administration System (NAS)

All network capable equipment registered to work on the Massey network should be removed from Massey’s NAS system at the end of their lease. Finance Operations will copy the lease return spreadsheets from Advantage Computers post decommission work to the ITS helpdesk. The ITS helpdesk will in turn log a job for Infrastructure to remove the asset’s network interface(s) from NAS.

4.7 Extension of Lease

Should the Account Controller for the Budget Centre have a requirement to extend the lease of assets on an existing lease certificate, they must nominate those assets to be extended and the required term of the extension (minimum 1 quarter), and forward a completed spreadsheet to Finance Operations.

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Should the Account Controller wish to extend assets on a lease certificate elsewhere within Massey University e.g. another budget centre, then again they must nominate those items of equipment to be extended, the term of each extension, the Budget Centre that the assets are moving to, and then forward the completed spreadsheet to Finance Operations. Alleasing will then provide to the relevant Massey University budget centre extension Invoices.

Note: Lease extension requires a brief business case to be submitted to the Regional IT Manager of the respective campus for approval. It would be prudent to present this case to the RIT Manager at least 120 days prior to lease end as that is when budget centres also need to specify their intentions for return, purchase or extension of the assets.

The RIT Managers are:

Albany – Barbie Yerkovich B.Yerkovich@massey.ac.nz x9476 Palmerston North – Bobby Newby R.D.Newby@massey.ac.nz x7980 Wellington – Karen Mann K.R.Mann@massey.ac.nz x62054

Note: A lease extension if approved does not generally require a new lease document to be signed. Extensions for 1-3 quarters can simply be managed by an e-mail from Finance Operations to the lease company. In turn charging for the budget centre can be extended under the same automatic payment with a $5 surcharge for administration payable to Finance Operations. As a guide only, short term extensions are charged as a percentage of the existing cost e.g. 1 month extension is charged at 100% of existing rate, 3 months at 85%, 6 months at 70% and 12 months at 50%.

4.8 Purchase of Leased Equipment

Should any Budget Centre have a requirement to purchase assets on a lease certificate, they must nominate all items of equipment to be purchased and then forward their completed spreadsheet to Finance Operations.

Finance Operations will then contact Alleasing to obtain a quote for Massey University and then forward that quote to the budget centre for consideration.

Note: Such a scenario will require a brief business case to be submitted to the Regional IT Manager for the prospective campus for approval – see section 4.7 above.

If the purchase has been approved by the relevant Regional IT Manager then Finance Operations should contact Alleasing to request final Purchase Invoices upon termination of the lease. The budget centre can then use the Mass-e-Mall to create a purchase order for Alleasing (shown in the Mass-e-Mall as ALLF NZ Ltd) for that value and forward their purchase order through to Alleasing directly – see section 4.9.3 for Alleasing contact information.

Please note: Should an individual person wish to make a private purchase then this shall not proceed through Massey University channels. All ex-lease equipment not extended or purchased internally must go through the end of lease process. The individual concerned may contact Alleasing directly to facilitate any purchase but not under the auspices of Massey University - see section 4.9.3 for Alleasing contact information.

4.9 Computer Collection Process - Returning Leased Equipment

Finance Operations will send a final reminder e-mail to the budget centre within 15 working of the lease expiry reminding the account controller to ensure that they have replacement computers in place or on order and that the equipment will need to be ready for pickup by Advantage Computers 5 days before the lease expiry.

4.9.1 Background Information

Alleasing will provide a carrier service to collect computer equipment from Advantage Computers and transport it for cleaning, clearing and remarketing. Alleasing’s carrier service is provided by Divers Group.

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The relevant University Budget Centre returning the lease equipment will have specific responsibilities during the return which are described below. These responsibilities include ensuring the equipment is complete as per the details in the lease certificate and in good working order, fair wear and tear accepted, and that the equipment is provided to Advantage computers 5 days before the lease expiry date.

4.9.2 Insurance and Responsibility

Once the equipment has been cleared by Advantage Computers and physically handed over to Divers Group and the "Computer Collection Receipt" has been signed by both the despatch person at Advantage Computers and the driver of the Carriers' vehicle, the responsibility for the equipment then transfers to Alleasing.

4.9.3 Failed Pick-Ups Due to the University Budget Centre

Where the equipment is not ready for collection 5 days prior to lease expiry, or is not or only partially available at the scheduled date and/or time of pick-up, or where the appointed despatch person is not available, then an additional collection cost may be charged to the relevant University Budget Centre. If this delay causes the subsequent late return of assets 5 days past the lease expiry, then any additional charges made by Alleasing will be at the Budget Centres expense.

4.9.4 Freight Charges

There will be no other charge to the budget centre for collection costs. All costs, other than those arising from delays caused by the budget centre will be borne by Alleasing.

4.9.5 Advice to Alleasing by Computer Collection Receipt

Advantage Computers on behalf of the University will advise Alleasing by email of lease equipment due for pickup by completing a “computer collection receipt” form (see appendix 6.7). This must be submitted to Alleasing at least 2 days after the lease termination date and must contain the following information:

• Name of Dept that leased the equipment • Collection location

Precise pick up location Date and time units are ready for collection

• Contact Information Appointed contact person Phone Number Mobile Number

• The lease acceptance certificate number • Equipment Details

Description Quantity

At the time that Advantage Computers provides Alleasing with the “Computer Collection Receipt form”, they will also email a spreadsheet detailing the assets including the serial numbers that are returning on that delivery. If the Serial No. is not exactly matching to the asset, then Advantage is to insert a column indicating that the asset being returned in its place is “like for like”. This will aid in Alleasing’s reconciliation of returned/non-returned assets and will assist in eliminating discrepancies. 4.9.6 Preparation for Returns - Packaging & Instructions

The Carrier will collect the items of equipment and will ensure the goods are adequately packaged for transportation by road. The Carrier will have available a supply of appropriate packaging material when they call to collect the returning equipment. 

Every carton, pallet or unit (i.e. desktop and monitor individually) must have an “asset return label” attached to it – see appendix 6.8 for an example.

The label should be placed on the side of the carton or pallet or unit where it is clearly visible.

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The label should simply be an A4 white piece of paper with the following information on it:

Transporting To: From: Alleasing Massey University Level 7, 182 Broadway Budget Centre: Newmarket Contact Name: Auckland Contact Ph No: Lease Acceptance Certificate No. 4.10 Collection Day Procedures

Alleasing should already have received the completed email of the "Computer Collection Receipt"" form from Advantage Computers along with a list of returning assets and their serial numbers as detailed in section 4.9.5.

The Carrier will phone the contact person responsible for despatch of the equipment to confirm the collection date, time and location of pick-up.

4.10.1 On Pick-Up

On pick-up, the person responsible for the despatch of the lease equipment will print off and sign two copies of the "Computer Collection Receipt" form accepting that the correct quantity of units has been collected. The Carrier driver will also sign these two forms - one copy will be retained by Advantage Computers and the other copy will accompany the equipment returning to Alleasing.

The despatch person for Advantage is to also provide a hard copy of the Asset List from 4.8.5 to the Carrier Driver to be taken to Alleasing along with a copy of the Computer Collection Receipt Form.

4.10.2 On Delivery

A staff member of Alleasing will collect and also sign the "Computer Collection Receipt" form accompanied with the Carriers driver (along with the goods). The detailed Asset List will also be given to Alleasing.

Once the items are unpacked and tested by Alleasing, the lease acceptance certificate will then be compared with the items on the asset list provided as well as with the spreadsheet that was emailed through to Alleasing by Finance Operations on behalf of the budget centre. If the equipment list correlates then the lease company will confirm with Finance Operations that the lease has been fulfilled or will otherwise contact Finance Operations if there is an issue.

4.10.3 Collection Day Contact Information

Collection Day Contact Information AIIeasing NZ Limited Tanaz Naoroji Asset Manager Email: tanaz.naoroji@alleasing.co.nz Chris Fawkner Account Manager E-mail: chris.fawkner@alleasing.co.nz AIIeasing NZ Limited PO Box 1535 Auckland OR Level 7, 182 Broadway Newmarket Auckland Phone: (09) 524 3477 Fax: (09) 970-4831

Carrier: note: Alleasing is the primary contact for any queries Divers Group Jiang Man Divers Group, Auckland

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59 Richard Pearce Drive Auckland Airport Phone: (09) 275 0431 Email: returns@divers.co.nz Note: Divers Group will coordinate collection requests across all campuses 5. Glossary of Terms

“Quarter" relates to the following periods of three calendar months in any year, i.e.: 1 January to 31 March, 1 April to 30 June, 1 July to 30 September, 1 October to 31 December

“Lease Acceptance Certificate” is a unique label given to a lease contract. There are numerous lease certificates throughout the year and there may be several lease certificates within a quarter.

6. Appendix

6.1 Example of IT Config Form

6.2 Example of Acceptance Certificate

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6.3 Example of Asset Sticker

6.4 Example of Finance Operations advice to budget centres for end of lease

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6.5 Example of Alleasing asset list that forms the lease acceptance certificate

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6.6 Advantage Computers Disposal Process

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6.7 Example of the Computer Collection Receipt From: Massey University Budget Centre / Faculty: 9309

Collection Location: ITS Workshop, Riddet Rd Massey University

Palmerston North Date / Time for pickup: January 13th 2009 at 10am Contact: ITS Workshop Contact Phone no. (06)3569099 x2700 Lease Certificate No: DAN01010100 Equipment Type Units Cartons Desktops 12 12 Monitors 12 12 Notebooks 3 1 Servers 0 0 Communications Equipment 0 0 Printers 2 2 Office Equipment & Misc. 0 0

TOTALS 29 27 Massey University dispatch name: Joe Bloggs DRIVER Name: Massey University dispatch Signature:

DRIVER Signature:

DIVERS Group Signature:

6.8 Example of the Asset Return Label

 

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ASSET RETURN LABEL  

DATE 3 July 2008

FROM: CUSTOMERS NAME Massey University

FROM DEPARTMENT OR BUDGET CENTRE ITS

CONTACT NAME Joe Bloggs

LEASE CERTIFICATE NO. DAN01010100

FREIGHT COMPANY Divers Group

SHIPPING REFERENCE (CON Note)

NO OF BOXES/PALLETS 1

TO: AIIeasing NZ Limited

Level 7, 182 Broadway

Newmarket

Auckland

 

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