Jon RymanSenior Solution Consultant
HOW TO DESIGN END-TO-ENDASSET MANAGEMENT
WHAT IS IT ASSET MANAGEMENT?
“IT Asset Management (ITAM) 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.”
PINK 15 – How to Design End-To-End Asset Management
WHAT IS IT ASSET MANAGEMENT?
• A framework for managing an organization’s IT assets
• The collection, processing and reporting of financial, physical and contractual information of IT assets
• Assist in managing a company’s IT hardware, software and license assets
PINK 15 – How to Design End-To-End Asset Management
OR IN OTHER WORDS….
• What do I own?
• How much did it cost?
• Who supplied it to me?
• Where is it?
• Who is using it?
• What condition is it in?
• What is its remaining useful life?
• What is its residual value?
Can we answer some basic questions?
PINK 15 – How to Design End-To-End Asset Management
WHAT ASSET MANAGEMENT IS NOT
• Asset Register• Asset Inventory• Auto Discovery
Unfortunately these days it’s not as simple as just having:
PINK 15 – How to Design End-To-End Asset Management
WHAT IS AN ‘ASSET’?
PINK 15 – How to Design End-To-End Asset Management
What is an Asset?
• Hardware (PCs, servers, printers, displays)
• Software
• Mobile/BYOD (iPads, tablets, smart phones)
But increasingly it could almost be anything….
• Photocopiers
• Fax machines
• Facilities inventory
• Buildings
• Vehicles
Gain Control
• Know what assets you have and their location• Know who is using them and how• Know what software is being installed
Reduce Risk
• Be prepared for a software compliance audit• Easily audit your IT assets to meet regulatory requirements• Know what IT risks exist in your network
Reduce Costs
• Eliminate unnecessary software licenses• Improved vendor management and negotiations• Track licenses and contracts and their supporting documents
Improve Productivity
• Ensure users are using the authorized technology stac• Detect unproductive software (games, p2p tools, etc)
BENEFITS
PINK 15 – How to Design End-To-End Asset Management
LIFECYCLE CHALLENGES
MANAGING THE WHOLE LIFECYCLE
PINK 15 – How to Design End-To-End Asset Management
OFTEN IT STARTS WITH REQUEST
But what happens next is the key…..
PINK 15 – How to Design End-To-End Asset Management
12
MYTH VS REALITY
Request Fulfillment: Request Management
Asset & Configuration Management
Portfolio & Service Catalog
Change Management
Service Level Management
PINK 15 – How to Design End-To-End Asset Management
SO WHAT DOES HAPPENS NEXT?
PINK 15 – How to Design End-To-End Asset Management
• The key is finding a way to link Request to Asset seamlessly
• When an Asset Request is approved and delivered there should be a link back to the Asset Repository
• Do we have the item in stock?
• Do we need to raise an order?
• The end-game is once successfully assigned the asset should be related to the requestor automatically
ASSET DATA SOURCE CHALLENGES
NORMALIZED DATA SOURCES
Core i7
Core i7 Extreme Edition
Core i7 9x0
Intel Nehalem
…
Intel Core i7
Windows 2008 srv
Win 2008 srv
Win 2008 server
…
Windows 2008 Server
SOFTWARE LICENSE COMPLIANCE
OEM
FPP
Volume
SaaS
ASP
CAL
Contracts
Endorsements
PO
Purchased
Installed
User
Equipment
Dual
Processor
Instance
Counter rightsconsumed
(accessible+installed)
Counter rightsacquired
ComplianceLevel
PINK 15 – How to Design End-To-End Asset Management
Equipment
Application perimeter: department/ location
Software
Contracts
Incidents
Requests
Options
Monthly rental charged back Amount charge back
Monthly rental charged back Amount charge back
Monthly rental charged back Amount charge back
Monthly rental charged back Amount charge back
Monthly rental charged back Amount charge back
Cost Center
Reports / KPIs
Invoicing with or without breakdown by cost center
CHARGE/SHOW BACK ALL IN ONE PLACE
PINK 15 – How to Design End-To-End Asset Management
WHAT HAPPENS IN THE END?
WHAT HAPPENS WHEN SOMEONE LEAVES?
• There must be a process to ‘detach’ assets from the user
• Not just hardware but software too
• Hardware may be re-deployed, returned to stock or disposed
• Software should be put back in the license count
PINK 15 – How to Design End-To-End Asset Management
IF AN ASSET IS TO BE DISPOSED OF….
• Hardware needs to be disposed of responsibly
• Assets may be:
o Scrapped
o Donated
o Recycled
• Need a list of suppliers for scrapping, recycling etc.
• Even though an asset is gone, it is not forgotten!
• Records are usually retained with potential archival after an agreed amount of time
PINK 15 – How to Design End-To-End Asset Management
WRAP-UP AND Q&A
KEY POINTS SUMMARY
Linking Request to Asset Management is all important• Design a ‘Logistics’ step in your process to allocate requested items to the
requestor after approval
Try and find normalized data sources• This enforces the integrity of the data and makes it easier to create
meaningful KPIs and Reports
Having ITSM and ITAM in one place is advantageous• The true cost of an asset may include break/fix etc.
Don’t forget to include end of life in the process• What happens when someone leaves• Managing the disposal process
PINK 15 – How to Design End-To-End Asset Management
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