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I work for Anoka-Hennepin Schools and am wondering if anyone would be willing to share how your district handles recycling of devices and/or  transferring devices between sites. We have a fairly cumbersome process that we are hoping we can streamline a bit with Incident IQ. We use SCCM, Jamf, Google Admin console and Destiny. We coordinate pickup and transfer of devices as well as movement between OUs/Sites in the management stations. An outline of our process is below.


Site Tech

  1. Opens an iiQ ticket
  2. Fills out a Recycle/Transfer spreadsheet (include all devices being recycled or transfered - it includes SN, Destiny barcode, device name, model, type)
  3. Links the spreadsheet to ticket
  4. Fills out a warehouse transfer form which is attached to the device/s -  This also schedules the warehouse to pick up the devices

District Team

  1. Receives the iiQ ticket
  2. Removes or moves the devices in our device management systems (SCCM, Jamf, Google Admin console) - Depending on the request (recycle vs transfer) we may need to remove devices from Apple School Manager as well

Media Services Team

  1. Receives the spreadsheet
  2. Moves the Devices to the proper site or removes them from their Destiny (Library Management System)

CSS Team

  1. Updates the ticket
  2. Resolves the ticket

Hi Sandra – We were on those exact systems up until July/August. We moved from JAMF to Intune and from Destiny to IIQ. Our windows devices are currently co-managed between SCCM and Intune while we finish our migration to full Intune. All of our IT assets are in IIQ and we are 100% off using Destiny Resource Manager to track those assets.  We also use IIQ as the source of truth and it updates Google Admin.  All together, this makes our system a lot less complicated than it was previously.

We have two ways equipment is moved around the district. One is by a Tech Van that runs every Tuesday and Thursday.  That is mainly picking up all our repairs and delivering replacements and other tech equipment that needs to be sent to a building.  The second is via a trucking request.  This is used when a school has a large quantity of equipment to move or a large piece of equipment.  Our warehouse team handles all the trucking requests.

Anything that is picked up by the tech van requires an IIQ ticket.  The ticket will be assigned to the Tech Van team and they pull a report to determine what needs to be picked up from where.  That all comes into a central receiving area and those techs will re-assign the tickets as needed and place the equipment in designated areas for the other teams to retrieve.  This includes repairs, return to inventory and recycle items. For the most part, each of those teams would be responsible for updating the asset in IIQ and resolving the ticket.

The items returned via trucking request currently do not need an IIQ ticket.  Though a lot are created for awareness.  Our truck drivers are pretty good at knowing what tech stuff is and will put all that in a central area.  We do have a person who watches over that area and will receive and process the equipment that is sent back and put in that area.  And as I mentioned, most do have IIQ tickets with information about what is being sent back and why. It is just that the IIQ ticket is not what schedules the trucking request.

Our overall process is like the way yours is structured but with more reliance on IIQ in place of a linked spreadsheet.

stevea

Thank you!

​@STiffany 140a147 ahschools Thank you for submitting your question to our community! 😄 Love this question and thread. ​@DAdmin 89323bd district279 Thank you for your expertise and for sharing it! 

Thank you both for sharing your workflows! In my previous district, each tech handled their own repairs & recycling - so we didn’t have much of a process. I think we had a Google Doc that listed the step(s) for reference.

In iiQ, we had a custom asset status of “Recycled” that we used to indicate a device was being recycled. Our network admin would then delete the assets from iiQ and any backend management (Intune, SCCM, etc). Building techs did have access to the Google Workspace Admin Console, so we could do our device moves/deprovisioning ourselves as needed.

When an iPad/Mac was being recycled, we notified the network admin right away so he could take care of the Apple School Manager/Jamf portion of things. Other assets didn’t require advance notice.

IIQ is our complete Asset system. So, when an item is to be recycled there will normally already be a ticket as part of a repair or as part of the regular replacement cycle. We have rules in IIQ, so that when an asset is moved to a Recycle status, its location is updated to out of district and the room, owner and other fields are cleared using rules. We can then filter on status for what is going to recycling and update to final status when the equipment leaves our premises.

Thank you ​@AMeyer Greendale Schools and ​@GFranseth 400b11b butlertech for your feedback on this thread 😄

IIQ is our complete Asset system. So, when an item is to be recycled there will normally already be a ticket as part of a repair or as part of the regular replacement cycle. We have rules in IIQ, so that when an asset is moved to a Recycle status, its location is updated to out of district and the room, owner and other fields are cleared using rules. We can then filter on status for what is going to recycling and update to final status when the equipment leaves our premises.

I tried to do something similar and could not get it to work.  Any chance you want to share the rule that you are using for this?  Thanks  

Ugh, I realize I said room, when in fact it is location. Sirry about that, we were not able to clear the room.

So, for the asset rule, we have:

Retired Asset

 Triggers on 'Updated'

 When

Statuses = Retired

 Perform

'Assign Location' Out of District

then 'Unassign owner'

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