New Procedures and Processes for Designated Non-Capital Assets (DNCAs)

Subject: Designated Non-Capital Asset Procedures and Job Aids

Colleagues,

In October, I sent out a message with an update about the project that the Division of Information Technology is leading in collaboration with the VP of Finance and the VP of Administration to create an improved UMD-wide process to manage the receiving, tagging, tracking, and disposal of Designated Non-Capital Assets (DNCAs). As a reminder, DNCAs are defined as laptops, desktops, servers, tablets, and cell phones with a purchase price of less than $5,000.

We are pleased to announce that the DNCA Procedures and the accompanying Purchasing and Receiving and Inventory Management job aids have been completed. You can find them, and a Frequently Asked Questions document, on the Finance website. The new procedures will go into effect on January 17, 2023. These procedures will ensure that devices are properly accounted for to meet our fiscal and cybersecurity obligations.

While every effort has been made to ensure the procedures and associated documents are easy to follow and understand, we recognize that whenever procedures change, questions often arise. To help answer these questions, we will be holding both group Zoom webinars and individual virtual office hours.

Question and Answer Webinars

• Purpose: These Zoom webinars will include a short overview of the project and key changes and allow participants to ask questions. Please review all documentation before joining.

• How to sign up: Please click on one of the links below to register for a Q&A session. (After you register, you’ll get a confirmation with a Zoom link, please add that to your calendar as you will not receive a separate invite.)

  • January 10, 2022, 10 a.m.

  • January 12, 2022, 2 p.m.

  • January 25, 2022, 10 a.m.

Individual Office Hours

• Purpose: Members of the campus community can sign up for a 15-minute one-on-one appointment in January and February with a member of the project team to answer specific questions. Please review all documentation before joining.

• How to sign up: Please click on the link below to sign up for a Zoom appointment slot that works for you. (Note: Only one person can sign up for an appointment, if you’d like others to be included, send names and emails to dncacompliance@umd.edu after you sign up.)

  • DNCA Office Hours

These new procedures are a significant step in this project, but several important steps remain:

1. DIT will release a new service offering to provide a centralized data sanitization and destruction service for devices.

2. DIT will deploy a web-based tracking system, using ServiceNow’s Hardware Asset Management (HAM) Pro module, to provide a single campus database to track DNCAs.

We will continue to update the UMD community with progress as we work together to ensure prudent lifecycle management of our computers, phones, and other technology devices. If you have any questions or concerns, please direct them to dncacompliance@umd.edu.

Please feel free to pass this message on to individuals in your organization who should be aware of this effort.

Thank you,

Jeffrey K. Hollingsworth

Professor, Vice President & Chief Information Officer

He/Him/His

Carlo Colella

Vice President & Chief Administrative Officer

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Greg Oler

Vice President & Chief Financial Officer

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