Pink 2015 - Breakout session - How to design end-to-end asset management

1. Jon Ryman
Senior Solution Consultant
HOW TO DESIGN
END-TO-END
ASSET MANAGEMENT

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. LIFECYCLE CHALLENGES

10. MANAGING THE WHOLE LIFECYCLE
PINK 15 – How to Design End-To-End Asset Management

11. OFTEN IT STARTS WITH REQUEST
But what happens next is the key…..
PINK 15 – How to Design End-To-End Asset Management

12. 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

13. 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

14. ASSET DATA SOURCE CHALLENGES

15. 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

16. SOFTWARE LICENSE COMPLIANCE
 OEM
 FPP
 Volume
 SaaS
 ASP
 CAL
 Contracts
 Endorsements
 PO
Purchased
Installed
 User
 Equipment
 Dual
 Processor
 Instance
Counter rights
consumed
(accessible+installed)
Counter rights
acquired
Compliance
Level
PINK 15 – How to Design End-To-End Asset Management

17. 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

18. WHAT HAPPENS IN THE END?

19. 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

20. 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

21. WRAP-UP AND Q&A

22. 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

24. @jonnyrizz
https://www.linkedin.com/in/jonrymans
jryman@easyvista.com
Jon Ryman