BOCES IT Lifecycle Management Support

Overview

Districts that participate in the appropriate base service(s) will have their district capitalized IT assets, licenses, hardware/software contracts and other technology-related purchases tracked to help manage the lifecycle of your technology systems for BT BOCES IT purchases. This enables your school district to make business decisions based on accurate and meaningful information. Below you will find examples of each of the reports that will be provided. 

Sample Process for Receiving Goods for BT BOCES Purchased Assets 

*This sample is saved in our Center Support Microsoft Office OneDrive folder. Each user has 'View Only' rights to this sample. To view the descriptions in the spreadsheet, you will need to download a copy of the documentation and open the spreadsheet in the desktop application. Go to File -> Save As -> then click 'Download a Copy'. 

The sample Receiving Reports showcases the breakdown of the receiving process and what the report consists of. This report is provided to our districts to ensure the things you’ve ordered have been successfully delivered and that invoices are paid on time. We will work with you and the vendors to resolve issues and problems related to partial deliveries, returns, incorrect products, etc. We will also verify, process and pay vendor invoices. Depending on the base service your district participates in, these report samples will include your RIC-D and IT-D budget purchases.

Receiving Reports are done on a bi-weekly basis for all non-MITS districts. The dates your district receives those reports are tentative, based upon each District Budget Coordinator's schedule. Receiving information is available in ServiceNow for MITS districts. If you have any questions or concerns, please reach out to your District Budget Coordinator. 

Sample Process for Tagging Goods for BT BOCES Purchased Assets 

*This presentation is saved in our Center Support Microsoft Office OneDrive folder. Each user has 'View Only' rights to this sample. To view the PowerPoint, you will need to download a copy of the documentation and open the presentation in the desktop application. Go to File -> Save As -> then click 'Download a Copy'. Once in the desktop application, put the PowerPoint in Presentation mode and follow the step-by-step process. If you have trouble viewing or downloading the presentation, click here to see the PDF version. 

This is a sample process for tagging BT BOCES purchased assets. When your district purchases a technology asset through BT BOCES, we have to tag and record it in our asset tracking system. The technology assets that we record in our inventory are items over $1.00, purchased out of your RIC-D or IT-D budget, and connect to the network (i.e. laptops, printers, document cameras, servers). Your District Budget Coordinator will determine if an item will need to be tagged and send you the proper documentation based on the process. 

Please note that the process looks slightly different for MITS Districts and Non-MITS Districts. Tagging information for MITS districts is available in ServiceNow. Please check with your MITS Coordinator to see what assets are inventoried for your districts.

Sample Disposal Process and Forms for BT BOCES Purchased Assets 

*To download your own version of these documents, click on the Download icon in the upper right-hand corner. The file will appear at the bottom of your browser.

If your district purchased an asset, and it is no longer in use or needs to be disposed of, please fill out a Disposal form. We will process the necessary documents to ensure that all BT BOCES purchased IT assets are no longer in use are properly disposed of and recorded accordingly. We have provided a sample of our disposal process and disposal form below.

BT BOCES/Center Support Disposal Process

BT BOCES Disposal Form Template

Sample Capitalized Asset Report  

*To download your own version of the document, click on the Download icon in the upper right hand corner. The file will appear at the bottom of your browser.

Upon request, we will provide reports of capitalized assets purchased through our services for verification by the key contact in the district. We have provided a sample of what this report contains. Please see the document link for more information.