Security is vital within the IRS. Checks and balances ensure security procedures are followed before any data is entered or updated in ITAMS. This section explains security checks that occur once the data is cleared for entrance into ITAMS. The ITAMS system is a consolidated database used by IRS personnel throughout the country. Therefore, a stringent security system is a must. Records owned by your office are protected within ITAMS. Users in other offices who attempt to make changes to your records will be obstructed by ITAMS security. Conversely, your access to another office’s records is limited as well. Security has two levels of password protection:

ITAMS enforces security through the establishment and use of the Operator Profile. Each ITAMS user must have an Operator Profile established and maintained by the ITAMS Application Administrator before they can access ITAMS. As a user, it is important to know what the profile contains in order to understand your system access rights. Only the ITAMS Application Administrator can make changes to your Operator Profile.

For each user, the ITAMS Application Administrator assigns a unique login and password. The Operator Profile provides access to ITAMS, and defines the user’s Asset Security Level. Fields within the Operator Profile that contain information pertaining directly to the user include their name, location, division, and function.

The Operator Profile also assigns the user’s Authority Level and outlines their capabilities through the use of capabilities that the ITAMS Application Administrator enters for the user profile. When a user accesses an ITAMS function, the system looks at the user profile to determine what functions and type of information that user can access. The Operator Profile:

Access to the ITAMS database will be limited to any IRS personnel with a business need for the information. Users must submit an on-line 5081 for access to the ITAMS database. All designated ITAMS users including SPIF inventory personnel team members will be profiled as one of three available profiles. For a list of the available profiles and their capabilities, see the Information Packet on the Asset Management web-site at: http://eues.web.irs.gov/ESD/itamsresource.aspx.

The Chief Information Officer (CIO) has delegated authority to the Associate Chief Information Officer (ACIO) for the responsibility, ownership, management, and control of all IT equipment in the IRS.

The Chief, Financial Officer has delegated responsibility for maintaining inventory of all IT equipment to the ACIO. In turn, the ACIO has to certify the IT inventory to the Commissioner on an annual basis. This mission is the responsibility of EUES.

The Associate Chief Information Officer (ACIO) of End User Equipment and Services (EUES) has the responsibility of directing the Area Directors to ensure all IT inventory is accurate and accounted for in ITAMS.

The Asset Management Program Office (AMPO) is within the Modernization & Information Technology Services (MITS), End User Equipment and Services (EUES), Planning, Coordination & Asset Management (PCAM) organization. AMPO will provide oversight, coordination, and guidance on the asset management of IT equipment Servicewide.

AMPO provides direction to SPIFs. AMPO also serves as a SPIF-vendor liaison that coordinates activities between the vendors and the territory offices. Although AMPO serves as a high level, coordinating SPIF function, it is organizationally independent from each territory and virtual SPIF inventory personnel.

The Area Director is the principal official responsible for IT asset management assigned to the IRS locations and sites (i.e., Areas, and Territories), including all aspects of its' use and condition. There are three Area Directors in the IRS, one for each of the following areas: Northeast, Southeast and Western. The primary responsibilities for an Area Director:

The Territory manager has overall responsibility for all IT operations within a territory. The Territory manager certifies the inventory for their respective territory to the Area Director, who is the principal official for an area.

The Integrated Equipment Group (IEG) Manager is responsible for inventory activities within their specific territory. This includes ensuring the following:

The primary responsibilities of the IT Specialist/Lead Territory SPIF/CEA:

Designated Computer Assistants will participate in inventory activities as directed by the IEG manager or other field management.

There are three SPIF Area Coordinators, one for each area. The SPIF Area Coordinator reports to the Business Administration Manager, who is a "Direct Report" of the Area Director. When communicating with SPIFs, the SPIF Area Coordinators usually include the IEG manager, and sometimes even the Territory Manager depending on the circumstances. Their primary responsibilities:

Territory SPIFs serve as on-site SPIF units that receive and track assets deployed and maintained on the received site or within the site’s assigned area. Generally they are assigned to the IRS Centers, Territories, and Area offices to maintain the assets within a central geographical location. Territory SPIFs track assets:

Virtual SPIFs are SPIF units such as the Volunteer Income Tax Assistance (VITA), Stakeholder, Partnership, Education, and Communication Volunteer (SPEC VOL) formerly known as AARP, Chief Counsel (CC), Appeals (AP), Criminal Investigation (CI), Refreshment National Hardware Depot or AWSS that receive and track assets outside the IT organization, however, maintained on ITAMS. Managing these assets is sometimes accomplished and completed at remote site(s). Virtual SPIFs track assets:

Memorandum of Understanding (MOU) first issued February 9, 2000, by the CFO, the CIO, and the Chief AWSS. These same officials issued an updated MOU August 23, 2000. The subject of both is Capitalized Property and Equipment Tracking – Office Responsibilities.

Memorandum issued February 18, 2000, by Chief AWSS and the CIO, mandated the use of the Request Tracking System (RTS) and the management and control of IT equipment.

Memorandum issued March 16, 2000, by the Deputy Commissioner Operations, established the accounting for Property and Equipment Purchases.

Memorandum issued June 14, 2000 by the Acting CFO established the systemic link for RTS, AFS, and INOMS. Common data elements that provide links to the procurement, accounting, and asset management systems are Procurement Award Number and Requisition Number.

There are four acquisition processes that trigger the requirement to add assets in ITAMS:

The partnership of two IRS systems:

Produces an interface file that includes the common data elements. The interface is a flat text file [PROCURE.TXT] automatically created from procurement data. It is placed nightly on a procurement server in a designated server path. Previous PROCURE.TXT files are renamed to reflect download dates.

The asset management server executes an import script that downloads PROCURE.TXT to a designated server path. A PROCURE.BAT command imports data to the asset management finance module.

AMPO is responsible for monitoring imported data in ITAMS. This group must build and maintain a rapport with Tier Managers and Vendors. Knowledge of the property that has been purchased and scheduled for delivery must correlate with the review of purchase data imported from Procurement. It is the responsibility of AMPO to:

If the Manufacturer or the Model Name does not exist, AMPO must research before adding the item to the model catalog. Researching the item may require referencing private sector hardware/software publications, manufacturer’s web-sites for detailed information. The model must be verified as being valid, along with associated manufacturers and category designations. After all research is complete, a determination will be made if a new model must be added to the database in order to continue creating template.

AMPO automated the Batch Add process. When IRS barcode labels are affixed to IT equipment by the vendor. The vendor will send AMPO an Asset Management Report (ARM) listing the asset, barcode, serial number, along with other pertinent information via E-mail address to: *MITS EUES AMbatch@irs.gov.

This process adds a group of asset records received directly from vendors in spreadsheet format, the ARM. Validation of the Request and Purchase Order number is done against the procurement interface file, See IRM 2.14.1.9.2.3. When the procedure is complete, SPIF(s) will be able to access a complete asset record.

AMPO will perform the Batch Add and complete the following tasks:

This section gives instructions on the way UPS (uninterrupted power supply) devices are tracked. Any UPS device that has a purchase price of $5,000 or more is a capital asset and therefore must be tracked in ITAMS. However, UPS devices that have a purchase price of less than $5,000 are subject to the following general guidelines.

Large, expensive UPS must be tracked in ITAMS. Generally these UPS:

Small, inexpensive UPS must not be tracked in ITAMS. These UPS usually:

AMPO recognize that SPIFs may encounter gray areas in trying to determine whether a particular UPS should or should not be tracked. If after following the guidelines above you have questions, please contact your manager and/or inventory coordinator.

Each SPIF unit should identify UPS asset records that no longer need to be tracked in ITAMS and mark those records for removal. This can be accomplished by entering 08 in the disposal code field in ITAMS for each asset record for removal, See IRM 2.14.1.9.15.3.1, for Disposal Code 08 instructions.

This section will give you instructions on how to track the way National Print and other large-scale, high volume print equipment will be controlled in ITAMS. A new ITAMS hardware category will be created called, Large Print Systems. This equipment will be treated similar to mainframe computer equipment. All components/modules that are physically connected to the main system/component will be identified with one barcode as one system. This includes component PCs that are enclosed behind panels.

An exception to this general rule would be a computer that is controlling the system and is out in the open such as on a desktop (rather than enclosed in a cabinet). It would be barcoded and tracked separately.

Monitors, keyboards and mice connected to these systems will not be inventoried or barcoded.

Any large video display units such as 3’ X 5’ flat panel displays that emulate the output of the small monitors will be barcoded and tracked separately because of their acquisition cost (they are over the $5,000 limit). They will be tracked in the Video Equipment category. As a general rule, other components that have a separate footprint, even though they may be connected with wiring, will be barcoded separately and entered as a separate component in ITAMS.

AMPO recognize that SPIFs may encounter gray areas in trying to determine whether or not to barcode a particular component. If after following the guidelines above you have questions, please contact your manager and/or SPIF coordinator.

Listed below are examples of what to track in ITAMS:

In order to maintain consistency, the barcodes will be affixed to the upper right-hand corner of the console on the side facing the operator.

Each site will have to work out issues with vendor maintenance and security for transferring components in and out of IRS facilities. The inventory personnel and those working in the print sites will need to keep ITAMS information current when equipment is updated by vendors.

Barcoding and tracking monitors is no longer required.

AMPO will remove (archive) any inventory records for monitors. It is not necessary to obliterate or remove existing barcode labels, although inventory personnel may do so at their option.

After monitors are removed from ITAMS, inventory personnel must annotate disposal documents to indicate these assets are not on ITAMS. This will help to expedite the disposal process.

Any large video display units such as 3’ X 5’ flat panel displays that emulate the output of the small monitors will be barcoded and tracked separately because of their acquisition cost (they are over the $5,000 limit). They will be tracked in the Video Equipment category. Any monitors that are used for Adaptive Technology (Assistive) Display for the visually impaired will be tracked in the - Adaptive Technology (Assistive) Equipment category.

Vehicles (Non-IT) will be controlled by barcode number like all other capital assets. The Device ID field will be used for Tag/License plate number. The Vehicle Identification Number (VIN) will continue to be maintained in the Serial Number field in ITAMS. Valid Barcodes will be assigned to each vehicle. Those barcodes will be tracked in ITAMS in the Barcode field. Non-IT asset management personnel will also maintain a record of assigned barcodes. Because of the relatively quick turnover of some vehicles and possible prohibitions in leasing agreements, it is NOT necessary to actually affix the barcode to the vehicle. Barcode labels may be affixed to or contained in a vehicle’s file instead.

The above method will promote greater data consistency and will ensure that vehicles are controlled by unique identifiers.

For more information regarding Non-IT property policies refer to IRM 1.14.4, Personal Property Management.

Hardware devices such as boards, cards and external print boxes that are used for network printing will not be tracked in ITAMS as Print Servers even though the hardware manufacturers may call them Servers, Print Servers, Comm Servers, Controllers etc. They will be treated as any other tier III component and will not be tracked in ITAMS. See the Examples of what NOT to track section below.

For new records added to ITAMS thorough research is required on all types of Servers and Controllers. This will ensure that these types of devices are not incorrectly inventoried.

Traditional network routers will continue to be tracked in ITAMS, small inexpensive routers used for high-speed internet connectivity will not. These routers typically have four ports, DSL functionality and cost in the neighborhood of $100. They usually fall into the category of Small Office Home Office (SOHO) routers per the manufacturer.

For new records added to ITAMS thorough research is required for router equipment. This will ensure that these types of devices are not inventoried in ITAMS.

Any SPIF units who currently have the routers described above in ITAMS must place the associated records in a Disposal Code 08, See IRM 2.14.1.9.15.3.1.

Currently, all printers are category class A. This requires control and certification every year. These procedures will create two printer categories. One for high-end printers to continue controlling them using procedures and policies for Class A assets. AMPO will determine the classification each new printer when it is purchased for the first time and created in the ITAMS product table. The criteria test to determine high end printers will generally be: a higher cost, serve a critical business function, purchased specifically for network printing, or has an over-riding justification and need for perpetual asset management. The second category is for low-end printers. The criteria test is generally the opposite of high end: a lower value, less critical use and application, stand-alone operation, obsolete but still in use, etc. These are controlled using procedures and policies consistent with class C assets.

IRS currently controls all printers individually, cradle to grave. This change allows IRS to focus management and control toward more critical Class A assets and database accuracy of those assets. The administrative expense and resources to track and certify these each year and maintaining 95% record accuracy is prohibitive. The benefit and ability to track low cost non-critical printers does not justify the cost and expenditure of resources to manage these. IRS will continue to track and control higher cost more critical printers in ITAMS.

Class A printer control will continue as is as specified in the IRM. Class C printers will continue to reside in ITAMS, but will not require verification and certification each year. New acquisitions of Class C printers will build a new inventory record in ITAMS, receipt and acceptance information will update the ITAMS record. When a Class C printer is excess, disposal will occur through AWSS using the IRM disposal process and procedures.

An Addition to the Category Table is the category DEGAUSSER, Classification A, has been added to ITAMS. The large free-standing or table top design Degaussers are considered capital assets, therefore, they will be tracked and barcoded.

This is necessary to be able to control and inventory capital assets. There are currently several brands and types of degaussers. This equipment is necessary to assist in the compliance of IRS and Congressional security policies of cleaning data and media from magnetic storage devices (e.g. hard disk drives, cassettes and tape cartridges).

The Inventory personnel will barcode and track large table-top degaussers. They will be inventoried and certified each year as Class A assets in ITAMS database.

SPIF will locate, barcode, and request these assets to be added to the inventory database.

Any small hand-held degaussers that do not exceed $5,000 in cost are not considered capital assets.

An Addition to the Category Table is the category ADAPTIVE TECHNOLOGY (ASSISTIVE) EQUIPMENT, Classification A, has been added to ITAMS. These assets will be barcoded and added to ITAMS to encompass all adaptive technology (assistive) devices designed to assist persons who must have this equipment to perform their daily work. The types of adaptive technology (assistive) equipment that is included in this category are: video magnifiers, Text typewriters (TTYs), Braille displays, Scanners, Braille printers, and portable note takers and accompanying disk drives.

The purpose is to combine, control and inventory certain adaptive technology assets within one category. There are currently several brands and types of adaptive technology assets in ITAMS. Asset Management Program Office collapse all previous adaptive technology categories into the category, adaptive TECHNOLOGY EQUIPMENT.

Inventory personnel will barcode and track these assets under the category name. They will be inventoried and certified each year as Class A assets in ITAMS database.

SPIF will locate, barcode, and request these assets to be added to the inventory database as the Category Adaptive Equipment.

For procedures on tracking adaptive (assistive) technology equipment in ITAMS, See IRM 2.14.1.7.1, regarding Information Resources Accessibility Program Equipment (IRAP) and also see the Asset Management web-site for detailed instructions at: http://eues.web.irs.gov/ESD/itamsresource.aspx.

An Addition to the Category Table, is the category MEDIA DUPLICATOR, Classification A, has been added to ITAMS. These assets will be barcoded and added to ITAMS. This device is capable of duplicating large volumes of DVDs and/or CDs. High cost and serve a critical business function. These Media Duplicators are capital assets.

The purpose is to control and inventory capital assets. There are currently several brands and types of media duplicators used to create mass copies of DVDs and CDs.

Inventory personnel will barcode and track these assets under the category name. They will be inventoried and certified each year as Class A assets in ITAMS database.

SPIF will locate, barcode, and request these assets to be added to the inventory database as the Category Media Duplicator.