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IBM Solutions Connect 2013 - Increase Efficiency by Automating IT Asset & Service Management


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More than investing, managing and controlling IT assets is critical in an organisation. Companies have a lot to gain by maintaining control of IT assets. They can avoid massive unplanned expenses, increase productivity and provide easy access to information for decision making. When designing an IT asset management (ITAM) program, organisations need to keep the above in mind so as to make the most of their investments. Go through the presentation to find out more how IBM SmartCloud suite of solutions can help you achieve the above.

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IBM Solutions Connect 2013 - Increase Efficiency by Automating IT Asset & Service Management

  1. 1. Lewis Troke Consultant IBM Software Increase Efficiency by Automating IT Asset & Service Management (A self-funded approach to optimizing your IT Assets)
  2. 2. Datacenter Distributed Servers & Servers Virtual Servers
  3. 3. Call the ‘Help Desk’ Single point of contact Usually the ‘Face’ of IT if not the Company … and they start to ask Questions….? Make Model Serial Number Patch Level A/V SW Entitlements . . .
  4. 4. Maybe there is a better way? Let me introduce a Customer Accelerating IT to the Speed of Business
  5. 5. Are you ready for a software license audit? Are you still using labor and time-intensive spreadsheets to inventory what software is installed? Is the data usually inaccurate by the time that inventory is completed? Can you measure how software is used or not-used?
  6. 6. Self Funded Approach to Optimizing IT Asset Management 1. Pass immediate Software audits and reclaim licenses to reduce license spend 2. Extend ROI to servers, without adding infrastructure or staff 3. Extend ROI to manage ALL IT assets from procurement through retirement
  7. 7. Why Clients Adopt Automated IT Asset Management • Downgrade from superfluous suites: Client identified that, of 20K Office Professional users, only 400 used Access. Successfully downgraded 19,600 to Office Standard to save $30 each • Reclaim licenses: Client reclaimed 800 licenses of Microsoft Visio where it wasn’t being used and replaced it with free Visio reader. • Identify previously unseen assets: Client’s previous inventory reports showed 2,000 laptops but, using IBM Endpoint Manager, found 2,600 laptops • Streamline processes: Client compressed quarterly software license reporting cycle from ten days down to one hour. • Optimize license spend: Using Endpoint Manager, client was able to stop purchase of 1000 unnecessary copies of $150/seat terminal emulation software by reclaiming unused licenses. • Mitigate audit fines and true ups: Client used Endpoint Manager to provide more accurate deployment information than ‘other’ tools. Consequently avoided a $7M true-up • Ensure continuous compliance with operational policy: Client increased compliance with corporate policy by locating and removing all p2p file sharing applications on their 120,000 computers on 20 minutes
  8. 8. Phase 1: Pass Software audits and reduce spend  Achieve real-time visibility into what software is installed and how it’s used  Identify under-used applications to reduce software spend  Monitor usage and related growth to accurately plan for future needs  Pass more audits with better compliance reports than Real Time Visibility:       Machine Discovery HW Inventory SW Discovery SW Inventory SW Usage metering Simple License Compliance 5000+ Software publishers most vendors  Leverage payback in months to fund investment in solution 100,000+ Application signatures out of the box
  9. 9. Phase 2: Extend asset management to servers •Manage assets on Microsoft Windows, UNIX and Linux servers •Collect inventory and deployed software capacity data in multiple distributed physical and virtual environments, including VMWare •Calculate number of Processor Value Units (PVUs) including supported virtualized servers that are available to installed Passport Advantage PVU-based software Datacenter Distributed Servers & Servers Virtual Servers
  10. 10. Phase 3: Manage all assets from procurement through retirement Integration SmartCloud Control Desk Authorized Entitlements • Authorized assets and licenses are the inventory of record - populated via the procurement process and other business processes • Assets/Software may or may not be deployed and are central to managing purchases, leases, warrantees, service agreements, stockrooms and more. Out of the Box Reconciliation  Linkage based on unique attributes, like serial number  Identification of ‘authorized’ Assets missing in Deployed Asset Inventory  Identification of Deployed Assets missing in ‘authorized’ Asset Inventory  Comparison of attributes /specifications
  11. 11. IBM SmartCloud Control Desk A market-leading IT Asset and Service Management solution that works across the entire enterprise IBM SmartCloud Control Desk is a comprehensive IT Service Management solution that helps reduce cost and minimize service disruptions through automated service request handling, efficient change management, optimized asset lifecycle management across IT and enterprise domains IT Staff Service Desk Mobile workers Users Adaptive User Interface Service Desk & Catalog IT Asset Management Change, Config, Release Common Runtime & Services Workflow, Notification, Security, etc. Data about virtual & physical resources IT assets Virtualized assets Cloud Services Smart Assets Analytics and Reporting •Minimize outages related to changes within IT Operations by up to 70% •Increase Process Speed and Efficiency by up to 40%; service quality and responsiveness by up to 60% •Lower cost and mitigate license compliance risk •Improve utilization rate and reduce unnecessary purchases •Adaptive, role-based simplified UI •Access from anywhere at anytime (mobile support) •Reduce total cost of ownership
  12. 12. Service Desk, Configuration & Asset Management SmartCloud Control Desk supports ITIL v3 Service Management processes Manage a customized, searchable list of all Services (internal or external) available to Customers. It includes information about deliverables, prices, contact points, ordering and request Processes Handle requests from a User for information, or advice, or for a Standard Change or for Access to an IT Service Service Catalog Mgmt Request Fulfillment Service Asset and Configuration Management Inventory, financial, and contractual functions to support life cycle management and strategic decision making for the IT environment. Management and traceability of every aspect of a configuration from beginning to end IBM Smartcloud Control Desk Procurement Management Restore normal service operation as quickly as possible and minimize the adverse effects on business operations Resolve the root causes of incidents to minimize impact on enterprise and prevent recurrence Incident Management Single Product Single Install Single Maintenance Stream Simplified License Model Asset/CI Linkages Asset/CI Conversions Asset/CI Lifecycle Merge Holistic Service Management Quicker Time to Value Multiple Delivery Models Simplified Pricing Model Lower Cost of Ownership License Management Problem Management Ensure that standardized methods and procedures are used for efficient handling of all changes Change Management Release Management Knowledge Management Verifies the availability of licensed, tested, and version-certified software and hardware, which functions as intended when introduced into existing infrastructure 13 Creation, routing and management of requests, purchase orders, contracts and terms and conditions Auditable, reportable lifecycle of various license types and terms. Gather, analyze, store and share knowledge and information within the organization.
  13. 13. Client Story • Overview Career Education Corporation (CEC) offers doctoral, master’s, bachelor’s and associate degrees as well as diploma and certificate programs to more than 75,000 students across the world online, through its campuses and in a hybrid environment • Business need: Career Education Corporation (CEC) used a fragmented endpoint management system to track thousands of endpoints at 80 campuses and 10 offices. It needed to centrally manage software and hardware assets • Solution: CEC selected IBM® Endpoint Manager software as its software asset management tool and extended it to hardware asset management, patching, antivirus updating and laptop encryption • Benefits: By replacing manual patching, testing, deploying and remediating processes for more than 20,000 endpoints, CEC gained the visibility and control necessary to ensure software and security compliance "While software audits initially drove our search for a new solution, we discovered that we needed endpoint management consistency throughout the entire enterprise. IBM Endpoint Manager software provided all that in a single tool." 14 - Jeff Lemke, Director of IT site operations
  14. 14. Companies have a lot to gain by maintaining control ofmassive unplanned expenses, increase productivity and provide IT assets. They can avoid easy access to information for decision making. When designing an IT asset management (ITAM) program, keep these tips in mind: 1. Someone has to be responsible. Every successful project starts with people, then process, then technology and ITAM touches every part of a business. 1. Circle of life. Like most things in life, assets follow a lifecycle: plan, procure, deploy, manage and retire 2. One source of truth. To be successful, it is important to agree on a common asset repository to be your organization's one source of truth. 3. Visibility through metrics and reporting. You can't manage what you can't measure and you can't measure what you can't see. 4. Automation is your friend. Apply modern technology to automate these manual, error-prone processes 5. Provide self-service options. Provide a clear, concise and easy to use portal for people to find and request items. Automate as much of the fulfillment as possible to speed up delivery. 6. Money is the language of business. Every asset has a cost, and money is the language of business. Integrate ITAM with IT financial management to earn more respect from the rest of your business. 7. Reduce the pain of software audits. Anyone who has experienced a software audit knows that poor software asset management can be a significant expense to the company, not to mention a compliance risk. 8. Don't forget about consumables. While these items may not meet traditional price thresholds to be considered assets by finance, they do follow a lifecycle that could benefit from being tracked in an ITAM system. 9. Cloud. Non-physical items like virtualized and cloud-based resources can be assets as well. To avoid sprawling resources and unplanned expenses, these must also be treated as assets that require lifecycle tracking and financial management.
  15. 15. Need to Scale? Don’t have the Infrastructure resources to hand?
  16. 16. In Summary • Integrating an Automating your IT Asset Management and Service Desk saves: • Time • Money • Reputation • Open Standards Based • ITIL out of the Box • Ready for Cloud • For Scale • For ease of deployment • Lower Cost
  17. 17. Lewis Troke Consultant IBM Software Increase Efficiency by Automating IT Asset & Service Management (A self-funded approach to optimizing your IT Assets)
  18. 18. US Foods Symantec Altiris IBM Endpoint Manager Deployment to 15,000 desktops, laptops, Macs and servers Over a year 30 days Endpoint Agents 5-10 1 (<2% CPU; 10-15MB RAM Collect and assimilate software installation and licensing 10 hrs/week for six months 1 day Dedicated servers and databases 67 1 FTEs 6 1 Patch all endpoints, on and off network 7-10 business days 1 day with 98-99% first-pass success Annual compliance fines $1M+ <$7K Collect asset data from newly acquired companies; before they’re on the USF network 20 days 1 day "Out of the box, IBM Endpoint Manager software dramatically streamlined our patch deployment processes…, increased confidence in our software usage data and enhanced our lifecycle management and power management processes significantly." Dan Corcoran, Director of Client Technology, US Foods Published Use Case
  19. 19. Success Story • Overview US Foods is a leading distributor of more than 350,000 products to over 250,000 customers, including independent and multiunit restaurants, healthcare and hospitality entities, and government and educational institutions • Business need: US Foods needed an automated, centralized endpoint management solution to replace cumbersome software compliance monitoring and application deployment processes across 15,000 endpoints. • Solution: The company selected IBM® Endpoint Manager software for lifecycle management, software usage analysis, power management, and security and compliance. • Benefits: IBM Endpoint Manager software helped US Foods reduce patch deployment times by 80 percent, saving USD$500,000 on software licenses and avoiding more than USD1 million in license noncompliance fines. "Out of the box, IBM Endpoint Manager software dramatically streamlined our patch deployment processes…, increased confidence in our software usage data and enhanced our lifecycle management and power management processes significantly." - Dan Corcoran, Director of client technology 21