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College of Liberal Arts and Sciences University of Florida

IT Inventory Procedures

Physical Asset Inventory

CLAS IT employs a network access control system (Infoblox/MAB) to restrict the wired network to only registered devices. CLAS IT utilizes UF MyAssets system for formal tracking of CLAS IT Assets (computers) and all assets have a UF decal. In addition to MyAssets, real-time asset information is captured in SCCM, JAMF, and DfE and fully inventories at a minimum: Manufacturer, Model number, Serial number, IP Address, MAC address, User. In Spring 2026, UFIT will begin onboarding CLAS to the new UF management system for Windows computers, InTune.

Procedures:

  • Automation:
    • Windows/Mac devices are currently enrolled in SCCM or Jamf, respectively. This provides an escrow of Bitlocker and FileVault keys as well as other data. In Spring 2026, new Windows devices will be enrolled in InTune, which provides similar functionality.
  • Roles and responsibilities:
    • Unit IT Technicians (any individual performing front line desktop support): Updates MyAssets with relevant information about assets when deployed, modified, or moved. To accomplish this, technicians scan asset tags every time they work on an end user device.
    • IT Asset Liaison (any individual responsible for inventory management of computing devices, typically a departmental IT manager or their designee): Requests new Attractive asset decals, provides known information about IT devices purchased; maintains computer information; regularly audits assets with other IT systems.
    • Departmental Admin Staff (Property Custodian and Department Contact, frequently an office manager or their designee): Responsible for Capital assets and generating/requesting off-site certification letters and compliance.
  • Reconciliation:
    • Attractive assets are reconciled annually via RAC processes.
    • Assets are also reconciled when a technician works on a device, such as when moving computers, reassignment to a different user, or installing new software for an end user.
  • Asset disposal:

Software and External Asset Inventory

CLAS IT actively manages and reconciles software inventory against purchase records. Systems are scanned to detect un-inventoried software at least once every month. SCCM, JAMF, and DfE are used to provide real-time inventory of software; in Spring 2026 InTune will replace SCCM.

Reporting on demand can be accomplished manually (i.e. Software 06A – Search for installed software in SCCM) and can capture data from each device that includes Product Name, Publisher, Version, Family Name, Product Category, Count of Software, Collection ID.

Archer maintains risk assessment ID information, including for external systems.

Installation of software requires administrative privileges. Unit Users (faculty, staff, graduate students) lack administrative privileges in accordance with the CLAS Administrative Access Policy (https://it.clas.ufl.edu/policies/administrative-access/). Some exceptions exist, they are recorded by the CLAS MOU for Administrative Access which must be signed by the faculty member, unit department head, and the CLAS IT Director. Due to limitations with the MacOS operating system, Mac users may have local access that elevates their privileges to allow them to accomplish basic functionality, such as joining the Eduroam wireless network, without an MOU.

Procedures:

  • Installation of Management Agents
    • Unit IT Technicians are responsible for ensuring successful installation of SSCM/JAMF/DfE agents on ALL computing devices prior to deployment.
  • Unit Users (faculty, staff, graduate students) are responsible for contacting IT to submit risk assessments, in compliance with UF Policies.
  • Software Management
    • Software License Services, Unit IT Managers, and Departmental Admin Staff are responsible for maintaining licensing information.
    • Unit IT Manager reviews installed software monthly using SCCM, JAMF, and DfE reports; a record will be maintained. Upon discovery of unauthorized software, the IT Manager contacts the device owner for mitigation. Prohibited technologies/software discovered are uninstalled by IT immediately, either by Unit IT or through automated services applied at the Institution level.  Prohibited technologies can be found at Information Technology – University of Florida (ufl.edu)
  • Reporting
    • SCCM Reports:
      • Software 06A – Search for installed software: Product Name, Publisher, Version, Family Name, Product Category, Count of Software
      • Computers with a specific Product: Computer Name, User Name, Product, Company, Version
      • Devices: Name, Client, Last Activity, MAC address, Recently Logged on User, Serial Number
    • JAMF reporting:
      • Saved Search: Asset Tag, Computer Name, Serial Number, Last Check-in, Mac Address, Operating System, Room, Filevault 2 Status, IP Address, Asset Tag, Warranty Expiration, Model, Username
      • Patch Management – Patch Report: Devices and versions for specific software
    • DfE reporting:
      • Assets > Devices: Columns Name, IP, MAC address, Device Type, Domain, OS Platform, OS Version, Onboarding Status, Last Device Update
      • Vulnerability Management > Inventories: Software – Name, OS Platform, Vendor, Weaknesses, Threats, Exposed Devices, Impact

Last Updated: December 18, 2025