Landing page for TrackIT documentation. UNDER DEVELOPMENT.

Overview of TrackIT

TrackIT is an online app created for The University of Texas at Austin. TrackIT tracks software licenses and hardware (collectively referred to as assets) and their associated users. A team of developers in Technology Resources (TRecs) built TrackIT and supports it; another team within TRecs, Desktop Support Services (DSS), manages the assets. Computers and other hardware are stored in inventory, issued to users, and collected from users when, for example, they leave a department; software is catalogued for billing, licenses, and subscription renewals. Information recorded by TrackIT includes every user’s EID and name; for hardware, the asset tag information; and for software, unique identification information.

TrackIT is an essential tool for the processes of onboarding—registering users and assets into the system—and offboarding—collecting assets or reassigning them when their assigned user changes jobs or separates from the University. TrackIT is also part of the process of handling surplus assets.

If you have been given the responsibility of administering TrackIT for your department, team, or other unit, when an employee is hired in your unit or when an employee leaves their position, go through the appropriate steps outlined below to onboard or offboard them and their assets from TrackIT.

Onboarding

In advance of the employee’s start date, fill out a TRecs Computer Onboarding Request Form in ServiceNow. Based on the information you specify in the form, DSS staff prepares the assets for the incoming employee and schedules the transfer of equipment.

If you have further questions, submit an email request to TRECS-Help@austin.utexas.edu.

Offboarding

When an employee in your unit leaves their position, go through the following steps to offboard the employee (including removing them from software licenses, user groups, etc.) and their equipment from TrackIT.

Offboarding a User

To offboard a user, follow these steps.

1. Fill out a ServiceNow offboarding request form to initiate the offboarding process. Make sure to include all relevant details about the departing employee.

2. Direct the employee to IT Recommendation when Employee Leaves. That article will guide them through the steps to ensure that all IT-related items are taken care of and that any UT business data is passed along to the employee's department.

To remove the employee’s access to UT and department resources, DSS staff will perform the following operations:

• Remove the employee’s permissions to use network resources. The employee will no longer be able to sign on to their work computer.

• Remove the employee’s access to work email, Microsoft Office, and other online tools.

• Revoke any software licenses assigned to the employee.

• Remove the employee from various online platforms like TrackIT, Adobe, Autodesk, Bluebeam, and Smartsheet.

• Disable the employee’s access to the University's network via VPN.

Asset Hand-In Process

Users or departments can book appointments with the DSS group to submit their assets. Follow these steps:

1. Schedule: Contact DSS to book an appointment.

2. Prepare: Gather all necessary equipment (mouse, keyboard, monitor(s), docking station, etc.)

3. Handoff: Attend the appointment and hand in the equipment.