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Version: 1.3.1

Asset Decommissioning

Decommissioning tasks can be created in two ways – by a user or automatically by the system when the Not found checkbox is selected on the asset from, or when the asset useful life expires.

tip

Roles required:

  • To read – itam_agent.
  • To create – itam_operation_specialist, itam_process_manager.
  • To update – itam_operation_specialist, itam_process_manager.
    Only users with the itam_operation_specialist role can be assigned to the task.

Task control​

UI actionDescription
Start workThe button is available only to the user assigned to the task or to the members of the assigned group. Click it to change the task state to In progress. The Assigned user field is populated automatically with the name of the current user if it has not been filled before.
ApproveClick to submit the task for approval. The task state changes to Pending approval. Approval tickets will be created for the Responsible users of the added assets, for the users specified in the Decommissioning committee field, and the ones specified in the Add approvers modal window.
Add approversClick to add more approvers to the task. The button appears in the Pending approval task state. The list of additional approvers is valid for one approving session only. When you need to process an approval more than once, you may need to re-add the additional approvers or you can run the approval session only with the approvers set by default.
Approve in ITSMClick to approve the task within the ITSM application. In the modal window that appears, specify the related service or change request within which the approval must be processed. The button is available under the following conditions:
  1. The ITAM-ITSM connector is installed on the instance.
  2. The assigned user has the itam_agent role.
CompleteClick the button to complete the task. In the modal window that appears, attach the decommissioning documents if you did not do that on the form earlier. The button is only available to the assigned user. The task state will change to Completed.

When the task is completed, all assets with the Not found checkbox selected enter the Lost state. Other assets enter the Preparing for disposal/transfer state. Then, you can add them to the disposal or transferring task.

Add assetsClick to open a modal window and add assets to the task. The assets available are already filtered and match the current task type. To add them, select them and click Add selected.
Remove the selected assetsClick to remove the assets added to the task. The button appears above the Related Lists area.
Cancel taskFind the button in the burger menu . Click it to cancel the task. The task state changes to Completed with the Canceled closure code. All the assets added to task will be removed and their stage and state restored. The consignment consumptions will be canceled.

Decommissioning Task form fields

FieldMandatoryDescription
SubjectNThe field is populated automatically with Decommissioning and the current date when saving the form for the first time. You can edit the field.
ReasonYSpecify the reason for decommissioning. Possible options:
  • Useful life expired
  • Not found
  • Unfixable
  • Other – when selected, the Work notes field is mandatory.
Decommissioning committeeNSpecify the users to approve the asset decommissioning. When the task state is Pending approval, to add more approvers, click Add approvers on the top right of the page.
DescriptionNAdd the task description that will be available for all users.
PriorityNSpecify the task priority.The default value is Moderate. Available options:
  • Low
  • Moderate
  • High
  • Critical
Decommissioning documentsNSpecify the document related to the task. You can select a document of type Form, subtype Decommissioning form. This field is mandatory to complete the task.
Assigned userYSpecify the user assigned to the task.
Assignment groupNSpecify the group responsible for the task.
Work notesY/NAdd comments to the task. The field is mandatory if Reason is Other.

Related lists

Assets – the list of assets that must be decommissioned. To remove the assets, select them and click Remove the selected assets above the related lists area. To add more assets to the task, click Add assets on the top right of the form.

Approvals – the list contains the approval records created for the task, you can see the task approvers and the approval states. To add more approvers to the task, click Add approvers.

Create a task​

tip

You can decommission the assets with the following attributes:

  • Stage – Storage or In operation.
  • State – Pending decommissioning or Moving out of operation.
  • The Not found checkbox can be selected.
  • The assets are from the same Stock.

  1. Create a task using one of the following locations:

    LocationSteps
    The Decommissioning Tasks (itam_asset_depreciation) table
    1. Navigate to ITAM → Tasks → Asset Decommissioning.
    2. On the page that opens, click New.
    3. Fill in the fields of the new task form and Save it.
    The Assets (itam_assets) table
    1. Navigate to ITAM → AMDB → Assets.
    2. (optional) Select the necessary assets that are in the Pending decommissioning state.
    3. Click Create task.
    4. In the modal window that opens, select Decommissioning and click Create task.
    5. (optional) You can skip step 2 and add assets to the task after it is created.
    The Asset form
    1. Navigate to ITAM → AMDB → Assets.
    2. Open the form of the necessary asset that is in the Pending decommissioning state.
    3. Click Create task.
    4. In the modal window that opens, select Decommissioning and click Create task.
    Automatic task creationThe decommissioning task is created automatically in two cases:
    • if the Not found checkbox is selected on the asset form, the task is created upon the period stated in the itam.days_to_depreciate property. By default, it is 60 days. If the asset is added to a task within this period or the Not found checkbox is cleared on the asset from, the decommissioning task is not created.
    • when Useful life of an asset expires.

  2. To start processing the task, click Start work on the top right of the form. The task state changes to In progress. The user who clicked the button becomes the Assigned user. The button is available to the user stated in the Assigned user field, or the user who is a member of the Assignment group.

  3. (optional) If you need to change the assets in the task, click Add assets on the top right of the form to add more assets to the task. To remove the selected assets, select them in the Assets related list and click Remove the selected assets above the related lists area.

  4. (optional) Specify necessary users in the Decommissioning commission field. They will receive approval tickets for the task in the Pending approval state.

  5. Send the task for approval. To do so, click Send for approval on the top right of the form. When approved successfully, the task state changes to Approved.

  6. (optional) When the task is in the Pending approval state, you can add more approvers to the task. To do so, click Add approvers on the top right of the form and select the users you need. Only users with the itam_admin role can remove them.

  7. Click Complete on the top right of the form to complete the task. In the modal window that opens, add Decommissioning documents if not done earlier, and click Complete.

When the task is completed, all assets with the Not found checkbox selected enter the Lost state. Other assets enter the Preparing for disposal/transfer state. Then, you can add them to the disposal or transferring task.