Centralize intake, custody, provisioning, shipment, and audit of all equipment that passes through the Poway office in SharePoint Lists. Replace the legacy Excel workbook with list‑backed records, per‑asset histories, and automation hooks for ticketing, shipping, billing, and reporting.

Provisioning Department / Service Desk, Accounting & Billing, vITM / vCIO, Project Team, Design Desk.

• Design Desk: Intake vendor deliveries ordered by centrexIT. Create item records, label hardware, stage on shelves.

• Provisioning: Intake client‑sent gear. Update asset attributes during work. Maintain status, locations, tickets, and shipment data.

• Projects: View and check items out of inventory for deployment.

• Accounting/Billing: Read inventory and audit histories. Reconcile invoices to assets and shipment logs.

• vITM / vCIO: Visibility to project hardware states and custody.

Every physical piece of equipment that enters the Poway facility becomes a single, unique record in our SharePoint Lists. The Serial Number serves as the immutable identifier that anchors each asset throughout its entire lifecycle with centrexIT.

Think of each list item as a digital twin of the physical asset – every field is simply an attribute describing that asset’s current state, history, or relationship to our business processes.

Microsoft 365 Lists transforms SharePoint into a powerful inventory management platform by providing:

• Versioned History: Every field change is tracked, creating an audit trail for each asset from intake to disposal

• Structured Data: Required fields and choice dropdowns enforce data consistency across thousands of assets

• Views & Filtering: Custom views instantly surface actionable data (e.g., “Items awaiting QC”, “Assets at client for >30 days”)

• Concurrent Access: Multiple team members can update different assets simultaneously without file locks

This approach eliminates Excel’s limitations (version conflicts, lack of automation, no audit trail) while maintaining the familiar spreadsheet-like interface teams already understand. Each asset’s journey – from receiving dock to client deployment – is captured as field updates on a single, persistent record that serves as the source of truth for provisioning, billing, and compliance.

SharePoint site Poway Inventory with these lists:

• Provisioning Inventory

• Projects Inventory

• Low‑Voltage Inventory

• CIT Computers

• CIT Swag

Each physical asset is one item with immutable ID and versioned history. Required attributes enforce data quality.

Exact SharePoint field names for the Provisioning Inventory as an example.

Provisioning is the Inventory with the most unique fields, and the baseline for field naming that each subsequent inventory follows.

Asterisk in UI = required.

Field	Type	Required	Notes
1. Serial number	Single line text	Yes	Device serial - primary unique identifier, immutable once created
2. Client	Choice/Lookup	Yes	Client owner of the asset
3. Make/Model	Single line text	Yes	Manufacturer + model (e.g., “Dell OptiPlex 7090”)
4. Procured By	Choice	Yes	See options below
5. Status	Choice	Yes	See lifecycle and options below
6. Provisioning TK	Single line text	No	Halo ticket number for provisioning work
7. Prov TK QC’d?	Yes/No	No	Provisioning ticket quality control completed
8. From	Single line text	No	Sender/vendor/client shipping the item
9. Date Received	Date	No	Intake date when item arrives at Poway
10. Inbound Tracking #	Single line text	No	Carrier tracking for inbound shipment
11. Sent To	Person or text	No	Recipient name or destination
12. Date Outgoing	Date	No	Date item leaves Poway facility
13. Outbound Tracking	Single line text	No	Carrier tracking for outbound shipment
14. PO #	Single line text	No	Purchase order or reference number
15. Quantity	Number	No	Number of items (defaults to 1)
16. Pzzl/CW Updated	Yes/No	No	Ticket system (Halo/ConnectWise) updated
17. Asset Location	Choice	No	See location options below
18. Note	Multiline text	No	Freeform context, exceptions, special instructions
19. Invoice	Single line text	No	Invoice number for billing/financial reconciliation

• Status: Received, In-Progress, Stored in Inventory, Shipped, Picked Up, In Repair, E-Wasted

• Procured By: Client Procured, CentrexIT Procured, Reprovisioning

• Asset Location: Rack A, Rack B, Rack C, Rack D, Provisioning Bench

• Stored in Inventory → Recieved in Poway, stored in inventory pending provisioing or deployment. Use Asset Location when known.

• In-Progress → work started. Optional: Provisioning TK, Pzzl/CW Updated = Yes.

• In Repair → temporarily out for RMA/repair. Keep custody chain in notes.

• Picked Up → client took possession. Set Date Outgoing and, if applicable, Provisioning TK note.

• Shipped → shipped via carrier. Set Date Outgoing and Outbound Tracking.

• E-Wasted → disposed via approved process. Attach certificate if available.

Rules: transitions validate required fields for the target status. Tracking and Date Outgoing required when moving to Shipped. Serial number remains immutable. Version history records all edits.

Each vITm has a color associated with their clients to help visiaully unfiy viTM and client relationships.

• Cory Walton: Purple

• Ernest Cano: Blue

• Francisco benetiz: Green

• Heather Hernandex: Orange

• Shawn Lindell: Red

• Alex Paul: Deep Green

• Marshall Carr: Turquoise

1. CIT rocurement is respobile for logging CIT‑Procured vs Provisioing is responsible for logging Reprovisions sent by the client on arrival.
2. Create item in the appropriate list. Set Status = Received. Print and append label with SerialSerial and CLient name
3. Place hardware on the labeled shelves. Set Asset Location.

1. When work begins, set Status = In Progress.
2. Create or link the Provisioning ticket, set Provisioning TK.

1. Execute provisioning steps. Update attributes if models or serials differ.
2. Run QC checklist. Set Prov TK QC’d = Yes when complete.
3. Set Status = Stored in Inventory or Shipped when ready to leave bench.

• Deployed/Picked Up: Update Status and Date Outgoing. Add delivery note in ticket.

• Shipped: Generate label. Store Outbound Tracking, Date Outgoing within the Inventory and Provisioning Ticket.

A record is Complete when:

• All required attributes for its current status are populated.

• Ticket linkage is present and updated (Provisioning TK filled, Prov TK Qc’d=Yes).

• Outgoing details captured when custody ends (Date Outgoing, Outbound Tracking if shipped).

• SharePoint site: centrexIT - Poway Inventory

• Lists: as enumerated above. Use standard views: All Items,

• vITM Views: Each vITM has a dedicated view attached to their clients inventory filters.

• Optional Documents: Labels, packing slips, invoices, and QC exports live in each item’s attachments.

• Provisioning Editors: Provisioning Engineer, Procurement, DOO, Service Desk Manager, Field Engineers

• Projects Editors: Projects Engineers, Projects Managers and Directors, Procurement

• CIT Swag Editors: Controller, President, & HR

• Site Owners: Automation Team, centrexIT IT Manager

• Visitors: Virtual IT Managers

• Provisioning Editors Access, Read/Write: Provisioning Inventory, CIT Computers

• Projects Editors Access, Read/Write: Projects Inventory, Low Voltage Inventory

• CIT Swag Editors Access, Read/Write: CIT Swag Inventory

• Visitors Access, View Only: All inventories

• Site Owners, Full Access: All Inventories

• Intake logging within same business day of arrival.

• Received → In Progress within 2 business days for standard provisions.

• Stored in Inventory → Shipped/Pickup within 2 business days unless client defers.

• Invoice field populated within 1 business day of shipping for CentrexIT procured items.

---

• EXTERNAL only – i.e., industry best practices, CIS18, this is not for cIT internal references

---

1. Link to process map.

Note: Please add KB relationships to core process, process. SOPs or other WIs on the right.