LOS ANGELES UNIFIED SCHOOL DISTRICT MEMORANDUM

MEM-4170.1 Information Technology Page 1 of 3 August 18, 2008

TITLE: Site Computer Inventory

NUMBER: MEM-4170.1

ISSUER: Anthony D. Tortorice Chief Information Officer

DATE: August 18, 2008

ROUTING Local District Supt Local District

Support Directors

Division Leaders Office Managers Principals All Schools and Offices

PURPOSE: The purpose of this memorandum is to provide instructions for maintaining site and school level inventories of personal computers in a new District-wide computer inventory system.

MAJOR CHANGES:

This revision replaces MEM-4170 of the same title issued on March 14, 2008. • The content has been updated to reflect the change in the instructions

for updating the site computer inventory. • The collection of information regarding instructional computers is

included for state reporting, which is due annually in October. This replaces the Technology Survey, Form 9. Please refer to Memorandum No. MEM-4322.1 “Approved Surveys/Reports, 2008-09,” dated July 21, 2008, for more information.

POLICY: INSTRUCTIONS:

The Board of Education, has asked the Information Technology Division to develop a strategic plan for the cost-effective acquisition and management of computers to ensure that students and staff have up-to-date instructional computing facilities. Since these assets are managed by each site, the assistance of site-level administrators is requested to collect computer asset information and enter it into a District-wide computer inventory system. Currently, schools are required to maintain inventories in various formats per the following policies or regulations:

• Education Code 35168 – Inventory of Equipment • Board Rule 1703 – Responsibility of Principals for School Property • BUL-953.0 - Control of Site Equipment, June 2, 2004 • BUL-3508.1 - Inventory for Equipment Purchased Through

Categorical Programs, February 4, 2008 • REF-2633.1 - Inventory of Student Body Owned Equipment, Oct.10,

2007 ITD has developed an online database and entry form to provide schools and offices a convenient means to maintain their computer inventory. The database for your site has been compiled with previous inventories and the

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database of purchases made since 2004. The form has been modified as a result of feed back received from schools and offices that have used the form to update their inventories. Please update your site’s computer inventory by going to http://site-computer-inventory.noc.lausd.net/ and following the instructions provided on the website. The information required when updating is the following:

1. Name of person responsible for the inventory including title, phone number and E-mail address.

2. Each computer’s location, type, manufacturer, model, operating

system, asset tag if available, serial number, purchase date and status.

Computer status: • Assigned To This Location Code – Choose this status for

computers assigned to your site, in use, checked out to staff, in your storage area, or awaiting salvage pickup.

• Salvaged – Choose this status for computers that were already picked up for salvage. Please refer to Bulletin No. DB-16 “Transportation Order for Equipment to be transferred to Salvage Warehouse or Another District Location,” dated August 2, 1999, for more information on disposing non-functional or obsolete computers.

• Stolen – Choose this status for computers that were stolen. A police report should be filed with School Police.

• Transferred To Another Location Code – Choose this status for

computers that were transferred to another site.

• Unaccounted For – Choose this status for computers that are unaccounted for or you do not know the disposition.

3. Identify the computers that are used for instructional purposes

(includes computers that are owned or leased by the school that are used for direct instruction, curriculum development, classroom management, preparation of instructional materials, etc.).

The Site Computer Inventory will be automatically updated monthly, with any new computers purchased and installed through the District integrator.

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ASSISTANCE:

This process was developed for site administrators to more effectively manage site computer inventories. The inventories will be used by ITD to develop a District-wide strategy for the cost-effective acquisition and financial management practices to help improve access to up-to-date instructional computing facilities for students and staff. Please complete the online site computer inventory form no later than October 1, 2008. Your site will be responsible for updating the form anytime there are changes to the inventory. The data will be used annually for required reporting and must be up to date by October 1 of each year. If you have any questions or concerns please contact Helen Aguilar, at (213) 241-1316.