The document discusses Atlassian's implementation of asset management using JIRA. Atlassian needed a way to track its growing number of assets across multiple offices. It implemented JIRA to catalog its IT assets, including laptops, desktops, and software. This allowed Atlassian to know the value, location, and condition of all assets. The process involved creating asset tags, building a JIRA project to define asset types and statuses, and capturing asset data. This provided easy access to asset information and improved management. Going forward, Atlassian aims to expand tagging and integrate additional tools like Casper and JIRA Service Desk for enhanced asset oversight.

1. #atlassian

2. JIRA for Asset Management
DAN HORSFALL • WORKPLACE PRODUCTIVITY ANALYST • ATLASSIAN

3. WHAT IS ASSET MANAGEMENT?
ASSET MANAGEMENT AT ATLASSIAN
IMPLEMENTATION
REVIEW & FUTURE

4. What is
asset management?

5. How to define an asset?

6. How to define an asset?
An item of property owned by a person or
company, regarded as having value and
available to meet debts, commitments, or
legacies. ” - Oxford English Dictionary
“

7. Asset management

8. Asset management
• Is the process of ensuring that a
company's assets are accounted for.

9. Asset management
• Is the process of ensuring that a
company's assets are accounted for.
• That they are maintained

10. Asset management
• Is the process of ensuring that a
company's assets are accounted for.
• That they are maintained
• Maximise the effectiveness of the asset

11. What is an asset?

12. Before asset
management at
Atlassian

13. Atlassian Staff by year

14. Atlassian Staff by year
1200
900
600
300
0
2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Today
Staff
1100
889
620
370
265
160 206
48 89 2 6 9 20
~

15. Atlassian Staff by year
1200
900
600
300
0
2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Today
Staff
1100
889
620
370
265
160 206
48 89 2 6 9 20
Insert asset management
~

16. Questions
“How much are our assets worth?”
“What assets do we have?”
“Where are they?”
“Who is in control of them?”
“What condition are they in?”

17. Asset management in 2008
(Confluence Wiki Markup table)

18. Stakeholders
FINANCE

19. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

20. Initial rollout over 3 offices:
AMS
SYD
SF
Estimated 2,500 assets
~700 Users

21. $
for all hardware and software.

22. 5,000
$
for all hardware and software.

23. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

24. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

25. Implementation

26. What is an asset tag?

27. What is an asset tag?
• QR Code (or Barcode / RFID)
• Unique identifier
• Usually say “Property of …”
• Ideally hard to remove,
• Discourage theft.

28. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

29. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

30. Building the JIRA Project
Determined the fixed assets to be tracked, and
decide which of them need distinct categories.
Analyse each of the fixed assets, and decide which
of their characteristics need to be recorded in JIRA.
Consider the workflow for an IT Fixed asset, and all
the statuses it could possibly exist in.

31. Building the JIRA Project
Determined the fixed assets to be tracked, and
decide which of them need distinct categories.
Analyse each of the fixed assets, and decide which
of their characteristics need to be recorded in JIRA.
Consider the workflow for an IT Fixed asset, and all
the statuses it could possibly exist in.

32. Building the JIRA Project
Determined the fixed assets to be tracked, and
decide which of them need distinct categories.
Analyse each of the fixed assets, and decide which
of their characteristics need to be recorded in JIRA.
Consider the workflow for an IT Fixed asset, and all
the statuses it could possibly exist in.

33. Building the JIRA Project
Determined the fixed assets to be tracked, and
decide which of them need distinct categories.
Analyse each of the fixed assets, and decide which
of their characteristics need to be recorded in JIRA.
Consider the workflow for an IT Fixed asset, and all
the statuses it could possibly exist in.

34. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

35. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

36. Workflow

37. Workflow

38. Workflow

39. Workflow

40. Workflow

41. Workflow

42. Workflow

43. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

44. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

46. Simplified Workflow for asset capture

47. Simplified Workflow for asset capture

48. Simplified Workflow for asset capture

49. Simplified Workflow for asset capture

50. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

51. Requirements
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

52. Preparation + Communication
Before the asset capture
On the day
Followup

53. On the day

54. Post Implementation

55. Easy Answers

56. Easy Answers
“How much are our assets worth?”
“What assets do we have?”
“Where are they?”
“Who is in control of them?”
“What condition are they in?”

57. Easy Answers
“How much are our assets worth?”
“What assets do we have?”
“What assets do we have in stock?”
“Where are they?”
“How many Anti-Virus
licenses do we need?”
“Who is in control of them?”
“What percentage are laptops?”
“What condition are they in?”
“How many are over 3 years old?”
“What would it cost to replace all of
our existing desktops with laptops?”
“Should we buy AppleCare?”

58. Over $ 3.2 Million
of laptop / desktop computers tracked in
this project.

59. Effective asset management

60. Effective asset management

61. Effective asset management

62. Summary
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

63. Summary
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

64. Summary
Low Cost
Identify each capitalised asset, and track its location
Integrate with fixed asset accounting system
Flexible enough to handle all IT assets
Identify incoming and outgoing assets
Lightweight process, rapid input for existing assets
Deliver fantastic user experience

65. Effective asset management
Where Are We Going In The Future?
• Outsourced imaging and tagging pilot
currently underway in Sydney
!
• Casper Integration
!
• Use of JIRA Service Desk

66. More information at blogs.atlassian.com

67. Thank you!
DAN HORSFALL • WORKPLACE PRODUCTIVITY • ATLASSIAN