2021 May 20 - Follow-Up Report: County of Hawaii Information Technology Asset Management

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Recommendation #3. Redeployment of Assets Status: In Process We recommend that once the IT asset manager position has been established, DIT should implement a process to identify redeployable assets and to establish County-wide formal written redeployment procedures to retrieve computers and software licenses that were installed on computers that were replaced or idle for an extended period of time. The redeployment of computers and software licenses is often cost-effective, minimizes unnecessary purchases, reduces over purchasing of assets and reduces data security risks. Auditee Action: We reviewed 426 equipment transfer records and found DIT partially meets best practices because they: Identify and tag usable hardware and software through department transfers and helpdesk ticket requests. Redeploy local or cloud-based software licenses (Microsoft/Adobe) when computers become inoperable, or user separates from the County. Identify computers and laptops that could be redeployed because of County-wide computer upgrade and replacement initiatives. Track equipment on loan with an In/Out log. To fully meet best practices, DIT should address current redeployment processes including establishing a County-wide formal written redeployment procedures to retrieve computers and software licenses that were installed on computers that were replaced or idle for an extended period of time in DIT Employee Policies. In January 2021, the new DIT Director stated they will redeploy usable IT assets within the three to five-year warranty period. Figure 1 Items tagged for redeployment Photo courtesy Office of the County Auditor IT Asset Management Follow-up Audit Status of Recommendations page 4