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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:
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.
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