Page 27 - VYSNOVA PROGRAM MANAGEMENT GUIDE 2020

Information Technology (IT)

warranty status, life cycle (when it is no longer eligible for vendor support), responsible individual,
current condition, and any other information considered relevant for the inventory records. If items are
acquired by the IT Department, the IT Department will send the PM a report via email that includes this
information to be added to the Project Office’s Inventory Table of Equipment. If the IT equipment is
procured locally by the project team, the PM will be responsible for obtaining this information.

The PM will conduct a biannual physical inventory of all equipment to verify the accuracy of the Inventory
Table of Equipment. This process will help reveal inconsistencies in the records and updates to the
condition and location of the items, among other necessary information.
Upon completion of the physical inventory, the updated Inventory Table of Equipment will be submitted
by the PM to the IT Help Desk by the last day of the quarter along with the Software license deactivation
requests. Copies of these inventory reports will be filed in the inventory records for auditing purposes
and to inform the final disposition of field office goods upon contract completion or office closing.

Project Closeout
The IT Department will advise Project staff on appropriate methods of archiving data and properly
erasing sensitive information from IT equipment before it is removed from the office at project close-out
and whenever staff is terminated.
Three months before the end of a project, as part of the Project Closeout Kickoff, the PM will discuss
with the IT Department to determine how to handle the project IT equipment, whether they will be
returned to the Home Office to be reused, refurbished, or donated. IT will advise on proper procedures
for each of these options at the Project Closeout Kickoff and any subsequent closeout meetings with IT.
Depending of the type of equipment, it may be shipped back to the IT Department by DHL or Federal
Express. If the cost of shipment back to U.S. is high compare to the value of the equipment, it can be
donated to a non-profit entity. Before the disposal of the equipment, a backup will be coordinated with
the IT Department. This backup will be made of the documents folders including and even the ShareSync
of all the information of the user and will be retained at least for five years. After the backup, the IT
Department personnel will proceed to erase the HD of the computer. All software medias and licenses
must be return to the IT Department. All access of the users to the system this includes the email, access
to folders and the accounts will be closed at the office closing date or by the instruction of the PM in
charge of the field office.

The PM should complete the Project User Close-out Form (Template available in Vysnova Standard PgM
Docs ShareSync folder, see Annex E) at least two weeks before the end of the project POP to inform the
IT Department of all licenses, accounts, and accesses that need to be deleted or deactivated at the end
of a project, as well as any equipment that will need to be returned to the IT Department.

Copyright 2020 Vysnova Partners Inc. All rights reserved.

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