Supported App Asset Form – Field Definitions

Important Asset/CI Fields (Simplified Overview) 

There are required fields and optional fields with in the Asset Form within TeamDynamix. The purpose of this knowledge base is to provide definitions and context around what is found on the Asset Form.  

Common fields that will be updated through the lifespan of the app: 

  • Last Review Date — The last time the asset was reviewed by the Asset Steward.  

  • Status — Current lifecycle stage of the application within the organization.

Required Fields 

These fields cannot be left blank. Fields noted as REQUIRED * must be provided for new assets. 

Field Name Field Description Field Requirement Field Type  Field Options
Application Description  A concise summary of the application's primary purpose and key capabilities.  REQUIRED * Text  
Application Name  The official application name as recognized by the vendor.  REQUIRED * Text  
Application Website  The vendor's official application page.  REQUIRED * Text  
Asset Steward  An OIT employee responsible for keeping designated application asset records accurate, performing reviews, and updating required and optional fields per the standard and review process.

For OIT managed applications this is the Business Owner (Product Manager) unless otherwise delegated.		 REQUIRED * User Search & Select Options limited to users who are OIT Employees and OIT Student Employees
Business Owner "Owner" A decision maker who owns the application’s strategy, budget, lifecycle, and governance. 

For OIT managed applications this is typically the Product Manager.		 REQUIRED * User Search & Select Options include all OHIO staff
Data Classification  Whether the application contains sensitive or secure data and the classification  REQUIRED  Radio Low, Medium, High
Disaster Recovery Tier  Classification of how critical the application is to business operations.  REQUIRED  Radio Tier 0 - Essential IT Services and Infrastructure
Tier 1 - Critical Operational Systems
Tier 2 - Deferrable Systems and Services
Hosting Environment  Where the application infrastructure is located and managed.  REQUIRED  Radio Cloud, On-Premises, Hybrid
Last Review Date  The last time the asset was reviewed by the Asset Steward.  REQUIRED  Date  
Purchase Model  How the organization pays for and licenses the application.  REQUIRED  Drop-down Contract, Custom App, Per-Device, Per-User, Annual Subscription, Usage-Based
Status Current lifecycle stage of the application within the organization.  REQUIRED * Radio In Use, Pending Decommission, Decommissioned
Usage Scope  How broadly the application is used across the organization.  REQUIRED  Radio Enterprise - Used university-wide or by a majority of users  with broad impact across the institution if unavailable.
Departmental - Limited to a specific department(s) with impact only to those departments if unavailable.
Individual - Desktop or single-user tools with impact on the individual user if unavailable.
User Groups  The primary user groups that actively use the application.  REQUIRED  Drop-down Students, Fac/Staff, OHIO IT, External
Vendor  Relational field linking to vendor record  REQUIRED  Record Search & Select Options limited to vendors that exist in TeamDynamix

Optional Fields

These fields may be left blank.

Field Name  Description  Field Requirement  Field Type  Field Options
Functional Administrator  A resource that has administrative rights to manage and configure the application.  OPTIONAL  User Search & Select Options include all university employees
General Support (Support Tier 1)  First-line support contact for basic issues and end user questions.  OPTIONAL  Radio Custom list of options that include resource groups, functional teams, and product teams.
Product  The solution or service that delivers a set of capabilities to end users and that the application best aligns with.   OPTIONAL  Radio Custom list of all OIT products
Purchase Cost  Annual cost for the application (actual or budgeted).  OPTIONAL  Numeric $  
Replaced / Replacing  The application replacing, or being replaced by, this application.   OPTIONAL  Text  
Self-Service Support (Support Tier 0)  Available self-help resources and documentation for end users.  OPTIONAL  Drop-down Vendor, OIT Technology Help Center
Service Level Agreement  Details of additional service level agreement requirements between organization and end users.  OPTIONAL  Text  
Support Documentation  Link to additional support documentation.  OPTIONAL  Text  
Technical Support and Application Administration (Support Tier 2/3)  Advanced technical support contacts for complex or escalated issues. They are often responsible for maintenance, configuration, and user access management.  OPTIONAL  Radio Custom list of options that include resource groups, functional teams, and product teams.
Use Case(s)  Specific business processes or scenarios where the application is utilized  OPTIONAL  Text  
User Access URL  The direct log in or access URL where end users interact with the application.  OPTIONAL  Text  
User Count  Estimated number of users across all user groups.  OPTIONAL  Radio 1-50, 51-250, 251-1,000, 1,001-5,000, 5,001+
Decommission Date  Planned or actual date when the application will be/was retired.  OPTIONAL (REQUIRED if Status = Decommissioned) Date  
Portfolio  The collection of capabilities or enabling technologies that the application best aligns with.   OPTIONAL Radio Custom list of all OIT portfolios

Optional Relationship Linking

The Asset Form includes four tabs where you can link the application to other records in TDX. 

  • Users — Departments or individual users of the application
  • Relationships — How the application relates to other Assets or Configuration Items (CIs)
  • Articles — Knowledge Base articles about, or related to, the application
  • Tickets — Relevant incidents or service requests regarding the application

Two additional tabs, Contracts and Attachments, should not be used.

 

Requesting additional assistance

  • Do you need to create a new asset? 

  • Do you need additional guidance or have additional questions?

    • View all of our asset-related TDX help articles

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