XXXXXXX XXXXXXXXX Asset Management

Presentation

General Asset Management Definition

IT Asset Management: Is the set of business practices that join financial, contractual and inventory functions to support life cycle management and strategic decision making for the IT environment.

• Assets include all elements of software and hardware that are found in the business environment.

Common Business Practices: request and approval process, procurement management, life cycle management, redeployment and disposal management

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General Scope of Asset Management • Desktops

• Laptops

• Servers: physical and virtual (includes data centers and remote locations)

• Network Devices

• Handhelds (PDA, Smart Phone-Blackberry)

• Software

• Contracts related to all asset types

• Mainframe

• Security Certificates

• Telephones/VOIP

• PTC Hardware & Software (Industry required by 2015)

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General Goals of ITAM •Uncover savings through process improvement and

support for strategic decision making

•Gain control of the inventory

• Standardization of devices and applications

• Increase accountability to ensure compliance

•Enhance performance of assets and the life cycle management

•Risk reduction through standardization, proper documentation, loss detection

•Optimize financial and expenditure planning

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ITAM is not software distribution and Patch Management (that is part of Desktop Release Management Process; however, ITAM data are inputs and/or outputs associated with the process)

General Benefits of ITAM Correct asset information reporting More effective contract negotiations Reduces TCO for IT assets Improved forecasting and planning for the replacement of

desktops, laptops, servers, network devices, storage and software

Inventory management accuracy and optimization Reduce costs by avoiding software license under-utilization Improved contract and warranty management Expense reconciliation against budget Billing reconciliation Avoid penalties for software license non-compliance Attestation accuracy

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ITAM

Spreadsheet

Word Doc

Verbal

Database

Verbal

File Cabinet

Verbal

Current Process •ITAM makes rounds to departments

•ITAM gathers information in multiple formats

•ITAM tries to compile info into useable data

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ITAM

Spreadsheet

Word Doc

Verbal

Database

Verbal

File Cabinet

Verbal

“Discussed” Process •Departments build their own processes and send data to ITAM in multiple formats

•ITAM receives data in multiple formats and ways

•ITAM tries to compile useable data

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Some Improvement - I TAM is getting needed information on software licensing

Will the process satisfy an audit?

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Licensed Software

Audit

XXXXXXX XXXXXXXXX is going to owe $$$$$$$$$$$$$$$$$$$$$$$$$$$$$$$

Where do I start?

Hmmm . . .Lots of incomplete records.

The ITAM should be able to answer these questions:

• Was the asset approved for use? • Who approved the asset? • When was the asset purchased? • Who is the asset manufacturer? • Does the asset have a serial number? • Does the asset need to be registered? • Does the asset have to be reported to any agency? • How is the asset used? • Where is the asset now? • Is the asset still viable? • Can the asset be upgraded? • Does the asset need to be sunset or discontinued? Why and When? • Do we get a discount for ordering more of the assets? • What are the contractual obligations from the manufacturer or supplier?

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The asset management solution should provide these inputs/outputs.

Rep

ort

ing

and

Go

vern

ance

Budget Planning And Requisitions

Cost Allocations and Control

Management Reporting

Vendor Management

Contract Management

Risk Management

Security Management

Life Cycle Asset Management

Financial Planning

ITAM (Asset Management)

CONSIDER BIGGER PICTURE CONSIDER BUILDING A CLEAN INTEGRATED SOLUTION

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Attestation

Will the process satisfy an audit?

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Licensed Software

Audit

Hardware Audit

Rep

ort

ing

and

Go

vern

ance

Budget Planning And Requisitions

Cost Allocations and Control

Management Reporting

Vendor Management

Contract Management

Risk Management

Security Management

Life Cycle Asset Management

Financial Planning

ITAM Asset Management

Desired Outcome

ASSETS

Process that will result in Operational Efficiency

Consolidation and Compliance

Production

Equipment

Transportation

Assets

Facilities

IT Hardware

and Software

Questions we need to answer

• What is the focus/scope? (Departmental/General Office/Enterprise?)

• Is this a project, an initiative or a program? • What will be supported from and expected by upper management? • Is there a budget? • Who will be involved? (Legal, IT, Purchasing) • What are we trying to accomplish? • What are we trying/needing to solve? • Was there an event that triggered this need and what was/is it? • Is the document a straw man/starting point, or are we truly ready

to develop and implement an asset management program at NS? • How does attestation/regulatory compliance/finance, etc. play into

the decisions for asset management.

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