Device Loan Process

Manage IT device loans from request through return

Objective

Efficiently manage the loan of IT devices to employees while tracking assets and ensuring timely returns

Participants (5 roles)

requestor: Requestor
procurementTeam: Procurement Team
itTeam: IT Team
adminTeam: Admin Team
itSupport: IT Support

Input

Device loan request from employee

Output

Loaned device successfully returned and documented

Process Flow

100%
flowchart LR
    node0["Receive Request"]
    node1["Check Inventory"]
    node2["Order Stock (if needed)"]
    node3["Prepare Items"]
    node4["Issue Loan Note"]
    node5["Deliver Item"]
    node6["Items In Loan"]
    node7["Item Returned"]

    node0 --> node1
    node1 --> node2
    node2 --> node3
    node3 --> node4
    node4 --> node5
    node5 --> node6
    node6 --> node7

    classDef default fill:#1e293b,stroke:#3b82f6,stroke-width:2px,color:#e0e7ff,padding:10px

Performance Metrics

2-5 days

Avg. Completion Time

50-100 loans

monthlyVolume

85%

onTimeReturnRate

75%

deviceUtilizationRate

Stages Overview

100%
PROPERTIES
STAGE 1
Receive Request
STAGE 2
Check Inventory
STAGE 3
Order Stock (if needed)
STAGE 4
Prepare Items
STAGE 5
Issue Loan Note
STAGE 6
Deliver Item
STAGE 7
Items In Loan
STAGE 8
Item Returned
Stage Owners
Requestor
IT Team
Procurement Team
IT Team
Admin Team
IT Support
Admin Team
IT Team
Stage Workers
IT Team
Admin Team
IT Team
-
IT Team
Requestor
IT Team
Admin Team
Duration
2-4 hours
1-2 hours
3-5 days
2-4 hours
30 minutes
1-2 hours
Variable
1-2 hours
Output Fields
• Device Type*
• Loan Purpose*
• Expected Loan Duration*
• Inventory Status*
• Device Serial Number
• Order Number*
• Expected Delivery Date*
• Order Status*
• Device Prepared*
• Configuration Notes
• Asset Tag*
• Loan Note Number*
• Loan Agreement Signed*
• Return Date*
• Delivery Confirmed*
• Delivery Notes
• User Acknowledgment*
• Loan Status*
• Extension Requested
• Return Condition*
• Return Notes
• Return Processed*
To-dos
• Log device loan request with details
• Verify requestor authorization
• Check device availability in inventory
• Reserve device if available
• Create purchase requisition
• Track order delivery status
• Configure device with standard software
• Perform security checks and updates
• Generate loan agreement document
• Record loan details in asset management system
• Deliver device to user location
• Provide basic setup assistance
• Monitor loan period
• Send return reminders if needed
• Inspect returned device condition
• Update asset management system

Automation Rules

Automation 1: Field Value Alert

If Loan Status equals, Then send notification to Requestor with message: "Your device loan is overdue. Please return the device immediately."

high

Automation 2: Custom Automation

If stage_overdue, Then escalate to procurementManager with message: "Device order delayed - loan request pending"

Workflow Summary

Total Stages

8

Total To-dos

16

Output Fields

22

Automations

2