Veterans Benefits Administration IRM HB 4.04.01.HB2

Department of Veterans Affairs Revised

Washington, DC 20420 Date: May 29, 2001

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| VBA IRM Handbook No. 4.04.01.HB2                                      |
|                                                                       |
| Computer Equipment Receipt and Maintenance Management                 |
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  This handbook contains the procedures that the proponent organization,
  the Office of Information Management (OIM), has developed to implement
  VBA Policy Directive No. 4.04.01. You may direct any questions or
  comments concerning these procedures to the proponent organization.

  To ensure property management accountability, all VBA facilities are
  required to maintain an accurate inventory of VBA authorized computer
  equipment in the VBA Station Equipment Control and Utilization Record
  (SECUR) to be eligible for centralized maintenance support (such as
  repair, replacement or upgrades). VBA authorized computer equipment
  includes PCs, Servers and Printers. The SECUR inventory data base
  should be immediately updated whenever computer equipment is received,
  relocated or excessed. This handbook identifies the procedures to
  follow when receiving VBA authorized computer equipment.
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+----+---------------------+----+-------------------------------------+
|    | [WHO                |    | [ACTION]{.underline}                |
|    | (                   |    |                                     |
|    | Actor)]{.underline} |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | Directors, VA       |    | a\. Designate an individual to act  |
| [] | Regional Offices    |    | as an Equipment Receiving Point of  |
| (m | (VAROs), VA Medical |    | Contact (POC) for your site. The    |
| ed | and Regional Office |    | POC will be identified on all       |
| ia | Centers (VAMROCs),  |    | shipping bills of lading and will   |
| /i | the Records         |    | be responsible for coordinating     |
| ma | Management Center   |    | with all appropriate local          |
| ge | (RMC), Information  |    | personnel to ensure that equipment  |
| 1. | Technology Centers  |    | is received, installed and          |
| wm | (ITCs), Systems     |    | inventoried.                        |
| f) | Development Centers |    |                                     |
|    | (SDCs), and         |    | b\. Forward the name of the         |
|    | Insurance Center    |    | Equipment Receiving POC to the      |
|    |                     |    | Director, Field Operations Liaison  |
|    |                     |    | Staff (20SA) via the                |
|    |                     |    | VAVBAWAS/CO/FLS mailbox for         |
|    |                     |    | inclusion in the Directory of Key   |
|    |                     |    | Information Resource Management     |
|    |                     |    | Personnel in VBA document.          |
+----+---------------------+----+-------------------------------------+

LOCAL REPRODUCTION AUTHORIZED

Please visit our website at http://www.vba-arms.intecwash.navy.mil/ if
you are not currently accessing Veterans Benefits Administration
publications from the Automated Reference Materials System CD.

Date: May 29, 2001 IRM HB 4.04.01.HB2

+----+---------------------+----+-------------------------------------+
|    | [WHO                |    | [ACTION]{.underline}                |
|    | (                   |    |                                     |
|    | Actor)]{.underline} |    |                                     |
+----+---------------------+----+-------------------------------------+
|    | Acquisition,        |    | Prior to the delivery of computer   |
|    | Budget, and         |    | equipment at a site, forward a copy |
|    | Planning Staff      |    | of the purchase order or            |
|    | (20S2)              |    | Combination Requisition and         |
|    |                     |    | Shipping Ticket (VAF 90-134),       |
|    |                     |    | stamped with a shipment receipt     |
|    |                     |    | certification block, to the         |
|    |                     |    | designated Equipment Receiving POC. |
|    |                     |    | Hereafter, VAF 90-134 will be       |
|    |                     |    | referred to as a delivery order.    |
+----+---------------------+----+-------------------------------------+
| !  | Designated          |    | a\. FAX the delivery order, listing |
| [] | Equipment Receiving |    | the equipment, to 20S2, at (202)    |
| (m | POCs at Network     |    | 275-1283.                           |
| ed | Support Centers     |    |                                     |
| ia | (NSCs), VAROs,      |    | b\. Prepare for the receipt of the  |
| /i | VAMROCs, the RMC,   |    | computer equipment:                 |
| ma | ITCs, SDCs, and     |    |                                     |
| ge | Insurance Center    |    | > \(1\) Provide an advance copy of  |
| 2. |                     |    | > the purchase or delivery order to |
| em |                     |    | > the individual(s) at your site    |
| f) |                     |    | > who need the information for      |
|    |                     |    | > receipt coordination, site        |
|    |                     |    | > preparation, installation and     |
|    |                     |    | > inventory management.             |
|    |                     |    | >                                   |
|    |                     |    | > \(2\) Coordinate the receipt of   |
|    |                     |    | > the equipment and preparation of  |
|    |                     |    | > the site.                         |
+----+---------------------+----+-------------------------------------+
|    |                     |    | c\. Upon shipment receipt, verify   |
|    |                     |    | that the computer equipment         |
|    |                     |    | received matches the equipment      |
|    |                     |    | listed on the purchase or delivery  |
|    |                     |    | order. If shipment is complete, go  |
|    |                     |    | to step![](media/image3.emf)e.      |
+----+---------------------+----+-------------------------------------+
|    |                     |    | d\. If the shipment received is not |
|    |                     |    | complete or does not match the      |
|    |                     |    | purchase or delivery order:         |
|    |                     |    |                                     |
|    |                     |    | 1.  Immediately notify the          |
|    |                     |    |     Acquisition, Budget, and        |
|    |                     |    |     Planning Staff (20S2), of the   |
|    |                     |    |     missing or incorrect items.     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | \(2\) Make a copy of the purchase   |
|    |                     |    | or delivery order and put a line    |
|    |                     |    | through the items that were not     |
|    |                     |    | received.                           |
+----+---------------------+----+-------------------------------------+

Date: May 29, 2001 IRM HB 4.04.01.HB2

+----+---------------------+----+-------------------------------------+
|    | [WHO                |    | [ACTION]{.underline}                |
|    | (                   |    |                                     |
|    | Actor)]{.underline} |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | Designated          |    | > \(3\) Initial the items on the    |
| [] | Equipment Receiving |    | > purchase or delivery order that   |
| (m | POCs *(Continued)*  |    | > were received and mark the        |
| ed |                     |    | > document as a \"Partial #1\"      |
| ia |                     |    | > (indicating that it is the first  |
| /i |                     |    | > report of a partial shipment      |
| ma |                     |    | > receipt).                         |
| ge |                     |    |                                     |
| 4. |                     |    |                                     |
| wm |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+

> Note: Repeat steps ![](media/image5.wmf)d. (1-3) for subsequent
> partial shipments until all of the items on that purchase or delivery
> order have been received. Subsequent partial shipment documents should
> be marked, \"Partial #2,\" \"Partial #3,\" etc. The final shipment
> should be marked \"Final Shipment.\"

+----+---------------------+----+-------------------------------------+
|    |                     |    | e\. If the shipment is complete:    |
|    |                     |    |                                     |
|    |                     |    | > \(1\) Sign and date the           |
|    |                     |    | > certification block on the        |
|    |                     |    | > purchase or delivery order and    |
|    |                     |    | > annotate the form with the words, |
|    |                     |    | > \"Shipment is Complete.\" The     |
|    |                     |    | > certified purchase or delivery    |
|    |                     |    | > order is now the receiving        |
|    |                     |    | > report.                           |
+----+---------------------+----+-------------------------------------+
|    |                     |    | > \(2\) Within 3 days of shipment   |
|    |                     |    | > receipt, FAX the receiving report |
|    |                     |    | > to 20S2 at (202) 275-1283.        |
+----+---------------------+----+-------------------------------------+
|    |                     |    | > \(3\) Provide a copy of the       |
|    |                     |    | > receiving report to the           |
|    |                     |    | > individuals at your site who need |
|    |                     |    | > the information for receipt, site |
|    |                     |    | > preparation, installation and     |
|    |                     |    | > inventory management.             |
+----+---------------------+----+-------------------------------------+
| !  | Acquisition,        |    | a\. If notified that a shipment     |
| [] | Budget, and         |    | does not match the purchase or      |
| (m | Planning Staff      |    | delivery order, coordinate with the |
| ed | (20S2)              |    | appropriate Equipment Receiving POC |
| ia |                     |    | and vendors to rectify the          |
| /i |                     |    | situation.                          |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 6. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+

Date: May 29, 2001 IRM HB 4.04.01.HB2

+----+---------------------+----+-------------------------------------+
|    | [WHO                |    | [ACTION]{.underline}                |
|    | (                   |    |                                     |
|    | Actor)]{.underline} |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | b\. Upon receipt of the receiving   |
|    |                     |    | report:                             |
|    |                     |    |                                     |
|    |                     |    | > \(1\) Verify that the receiving   |
|    |                     |    | > report contains a signature by    |
|    |                     |    | > the designated Equipment          |
|    |                     |    | > Receiving POC. If it does not,    |
|    |                     |    | > request the Equipment Receiving   |
|    |                     |    | > POC to resubmit the receiving     |
|    |                     |    | > report with a signature.          |
+----+---------------------+----+-------------------------------------+
|    |                     |    | > \(2\) Forward the receiving       |
|    |                     |    | > report via the IFCAP system.      |
+----+---------------------+----+-------------------------------------+
| !  | Directors, VAROs,   |    | a\. Ensure that complete and        |
| [] | VAMROCs, the RMC,   |    | accurate records of computer        |
| (m | ITCs, SDCs and      |    | equipment inventory are maintained. |
| ed | Insurance Center    |    | SECUR must be updated within 15     |
| ia |                     |    | days of the receipt, relocation, or |
| /i |                     |    | disposal of computer equipment.     |
| ma |                     |    |                                     |
| ge |                     |    | b\. Coordinate with the Network     |
| 7. |                     |    | Support Centers (NSCs), to ensure   |
| em |                     |    | that the information entered in the |
| f) |                     |    | SECUR inventory data base is        |
|    |                     |    | accurate and complete.              |
+----+---------------------+----+-------------------------------------+
| !  | Office of Field     |    | a\. Notify NSCs and Directors,      |
| [] | Operations          |    | VAROs, VAMROCs, the RMC, ITCs, SDCs |
| (m |                     |    | and Insurance Center of computer    |
| ed |                     |    | equipment shipments.                |
| ia |                     |    |                                     |
| /i |                     |    |                                     |
| ma |                     |    |                                     |
| ge |                     |    |                                     |
| 8. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
| !  | NSCs                |    | a\. Monitor the SECUR inventory     |
| [] |                     |    | data base to ensure that it is      |
| (m |                     |    | accurate and updated in a timely    |
| ed |                     |    | manner to reflect the equipment     |
| ia |                     |    | received. If it is not updated,     |
| /i |                     |    | notify the Equipment Receiving POC  |
| ma |                     |    | at the appropriate site.            |
| ge |                     |    |                                     |
| 9. |                     |    |                                     |
| em |                     |    |                                     |
| f) |                     |    |                                     |
+----+---------------------+----+-------------------------------------+
|    |                     |    | b\. Coordinate the preparation of   |
|    |                     |    | computer equipment reports, as      |
|    |                     |    | requested.                          |
+----+---------------------+----+-------------------------------------+

Date: May 29, 2001 IRM HB 4.04.01.HB2

![](media/image10.wmf)

This handbook is approved. It will be used to implement *VBA IRM Policy
Directive No. 4.04.01 of VBA Manual M20-4, Part I*. Place it in *Part
II* of *M20-4* behind Tab 4.0 *Systems Management and Network Support.*

Rescission: VBA IRM Handbook No. 4.04.01.HB2 dated August 12, 1994

> By Direction of the Under Secretary for Benefits
>
> Adair Martinez
>
> Chief Information Officer (OIM)