This step does not entail any installation of software in your laptop - it is merely adding an entry in our device list, called Snipe.

SysAdmins can then have visibility and stats of the machines being used by employees i.e.

• Do we have many Macs?
• What's the average amount of RAM or storage for laptops?

Recording a laptop in 'IT Asset List'

1. Send an email to the SysAdmins using Outlook | New Email | Content Chooser | All Staff Email Templates | Select induction-part-2-enable-snipe-user

2. After the SysAdmins have replied to your email and enabled it, go to snipe.ssw.com.au

3. Log into the system using your username only and password

4. On the left, hover the barcode icon 'Assets' | click 'List All'

   

   Figure: Inside Snipe

5. If you have a personal laptop, click on 'Create New' on the right side of the screen.
   If you were given a laptop by SSW, look at the back of its name, and find it using the 'Search' field | Click on it to open the entry.

   

   Figure: Creating or searching for asset

6. Go through each field of the screen and fill what you can, and as accurately as you can.

   ⚠️ Do not click 'Save' once you have filled out all the fields as step 7 requires you to call a SysAdmin to double check your work.

   Tip: If you start typing, most fields will start searching for items in the database already.

   Note: Laptops given to you by SSW will already have most of it filled, and the most important field to change is the "Checked Out To" field.

   Take a look at the example below for guidance:

   • Company: Do not change (leave empty)

   • Asset Tag: Do not change (automatically generated)

   • Serial: Get your laptops' serial number (generally can be found underneath it)

   • Model: Start typing and search for yours.

     If it is not on the list, click 'New' to create a new Model. When you create a new model:

     • Name: Type the Model of your laptop

     • Manufacturer: Search from the possible list of manufacturers

     • Category: Choose "Laptop"

     • Model No: Leave blank

     • Fieldset: Choose "Laptops". When you choose this fieldset, a couple more fields will pop up for you to fill on the previous screen.

       

       Figure: Creating a new model example

   • Status: Choose "Ready to Deploy" if SSW gave you the laptop, or choose "Not Managed by SSW" if it is your personal computer

   • Checkout to: Choose yourself

     Note: When an asset is checked out, it is usually registered under the name of the individual who takes it. This ensures accountability for its use and care. Knowing who has the asset at any given time makes it easier to track its location and condition.

   • Notes: Any important notes the asset may have

   • Default Location: Where the asset comes from. Choose your Office area

   • Requestable: Leave blank

   • Upload Image: If you have a picture of the laptop, upload it here

   • Asset Name: Add the name of your laptop. Make sure it has a unique name, not something like DESKTOP-1A2B3C4. Get your laptop name (and change it if needed):

     • Windows - Start | Settings | System
     • Mac - Apple | System Preferences | Sharing
     • If you want to go with SSW tradition, choose an animal name!

   • Warranty: If given by SSW, leave as it is. If personal, fill it if you remember

   • BYOD: If given by SSW, leave unchecked. If personal, check this box

   • Order Number: If given by SSW, do not change (leave as it is). If personal, fill it if you remember

   • Purchase Date: If given by SSW, do not change (leave as it is). If personal, fill it if you remember the date

   • EOL Date: Leave blank

   • Supplier: Do not change (leave as it is)

   • Purchase Cost: If given by SSW, do not change (leave as it is). If personal, fill it if you remember

7. After you add your asset details, but before saving, read this rule Do you check your contact is free before calling them?, then call a SysAdmin to double check your work. Use this priority order:

   • Rob
   • Chris S
   • Kiki

8. After checked, click 'Save'

Archiving a laptop in 'IT Asset List'

Snipe also keeps track of "archived", broken, or unused devices.

To archive an asset, do the following:

1. On the left, hover the barcode icon 'Assets' | click 'List All'

2. Type the name of the laptop to search and find it. Then open the entry

3. On "Status" select "Archived - Not Managed by SSW". This are what the statuses mean:

   • "Archived - Not Managed by SSW" - For employee-owned devices (Salary Sacrifice) that are not being used for SSW work anymore.
   • "Archived" - For SSW-owned devices that are not used anymore.

   

   Figure: Archiving an asset

4. Before saving, check a SysAdmin is free then call them to double check you are archiving the right thing. Use this priority order:

   • Rob
   • Chris S
   • Kiki

5. After checked, click 'Save'

Laptop Stickers

✅ Stick an SSW Sticker on the top (optional for BYOD laptops)
✅ Stick contact details underneath (e.g. Managers business card) - in case it goes missing (optional for BYOD laptops)

For more info on branding, see the rule Do you brand your assets?

If your laptop is owned by SSW (including Salary Sacrifice computers that have not been fully paid yet), make sure it has a SSW sticker on the back with its name and an image, or one of the SSW or Tina skins on it (preferred):

Figure: Laptop sticker options

Figure: Small stickers for phones

• If it doesn't have the sticker, ask for your Office admin for a sticker or send an email and ask for help to SSWSysAdmins (SSWSysAdmins@ssw.com.au)
• Also make sure to tape your SSW business card (or contact info) below it (or Adam's) in case it is stolen