Manage a Loaner Device

Overview

The Enterprise Service Management (ESM) system makes it fairly straight forward to manage, and keep track of equipment loaned out to students, staff, or faculty. While variations in campus, or department, equipment loaner policies and procedures are beyond the scope of this article, general recommended best practices are documented.

In this article:

• Check Existing Equipment Loaned to Person
• Check-out Equipment
• Check-in Equipment

What materials do I need?

• Internet connectivity
• A web browser
• Privileges within the UA ESM system to the Asset/CIs module

How do I use this technology?

Check Existing Equipment Loaned to Person

1. In the UA ESM website.
2. Click View Applications.
3. Click People.
4. Click the Search Text field.
5. Enter the UA Username of the person you want to review.
   
6. Click Search.
7. From the search results, click the Name of the account you want to review.
   
8. In the side panel that opens, click the Assets tab.
   
9. Review the asset list.
   

Check-out Equipment

1. Click View Applications.
2. Click the Assets/CIs.
3. Locate the existing asset record.
   • See the KB article Search for an Asset for tips and suggestions on searching the asset database.
   • Alternatively, scan the Asset QR code if so equipped. If the Asset QR code is scanned, skip to step 4.
4. Click the Asset ID, Serial Number, or Name of the record you will be loaning out.
   
   A side panel window will open with the asset details.
5. Click the Update button in the side panel of the asset.
   
6. Update the New Status field to In Use.
7. Scroll down to Location field.
   • On-campus loaner for faculty, and staff:
     1. Change the building in the Location field to reflect the location where the equipment will be located.
     2. Set the Location Room value to reflect the room where the equipment will be located.
   • Off-campus loaner for student, faculty, and staff:
     1. Change the value of the Location field to the appropriate "Off Campus - [Name]" where [Name] represents the physical town/city where the equipment was checked out from.
8. Scroll down to the Owner field.
   
9. Click the Owner field.
   1. Click the search box, and enter the UA Username of the person that asset will be checked out to.
      
   2. Click the desired person from the results.
10. At the top of the window, click the Save button.
    
11. The asset record will refresh displaying the person it was loaned to.
    
12. Click Close button to exit the side panel.
    

Check-in Equipment

1. Click View Applications.
2. Click the Assets/CIs.
3. Locate the existing asset record.
   • See the KB article Search for an Asset for tips and suggestions on searching the asset database.
   • Alternatively, scan the Asset QR code if so equipped. If the Asset QR code is scanned, skip to step 4.
4. Click the Asset ID, Serial Number, or Name of the record you will be checking in.
   
   A side panel window will open with the asset details.
5. Click the Update button in the asset side panel.
   
6. In the New Status field select On-hand Inventory.
7. Scroll down to Location field.
   1. Update the Location field to reflect the location of the department's storage location.
8. Scroll down to the Owner field.
   1. Click the Clear button.
      
      • Leave the checkbox selected next to Remove the previous owner from the asset's user field.
        
9. At the top of the window, click the Save button.
   
10. The asset record will refresh without an owner, indicating that the loaner equipment has been returned.
    
11. Click Close button to exit the side panel.
    

Need additional help or have issues

For support, requests may be submitted anytime by Requesting Support for the Enterprise Service Management service. Support Requests are worked by Priority based on the Impact and Urgency of need as well as the order they are received by the IT Employees with the knowledge and permissions to assist with the request.

For immediate assistance please review the Contact Us page for ways to contact the appropriate support group.