Pre-Con Ed: Taking the "Hard" out of Hardware Asset Management

World®
’16
Pre-Con Ed: Taking the "Hard" out
of Hardware Asset Management
Kim Rasmussen
Sr. Principal Engineering Services Architect – CA Technologies
AMX26E
AGILE MANAGEMENT

2 © 2016 CA. ALL RIGHTS RESERVED.@CAWORLD #CAWORLD
© 2016 CA. All rights reserved. All trademarks referenced herein belong to their respective companies.
The content provided in this CA World 2016 presentation is intended for informational purposes only and does not form any type of
warranty. The information provided by a CA partner and/or CA customer has not been reviewed for accuracy by CA.
For Informational Purposes Only
Terms of this Presentation

Abstract
With so much attention on software compliance, is the
art of managing hardware assets taking a backseat? This
session takes a deep look into how to best leverage CA IT
Asset Manager - CA Asset Portfolio Management to more
effectively manage your hardware assets. You will not
only learn about how to better use the core features, but
you'll also get into the nitty gritty of how to employ some
of the more obscure capabilities that could provide
significant return on your efforts.
CA Technologies -
Sr. Principal
Engineering Services
Architect
Kim
Rasmussen

Agenda
IT ASSET MANAGEMENT CHALLENGES
CA IT ASSET MANAGER
BEING SUCCESSFUL WITH ASSET MANAGEMENT
USE CASE : RECEIVE ASSET
USE CASE : RELOCATE ASSET
USE CASE : RETIRE ASSET
1
2
3
4
5
6

IT Asset Management Challenges
How do you figure out what
software and hardware you have?
How do I get the assets where I
need them so I don’t buy more?
Can I reduce the number of assets
I support, the number of vendors?
Can I reduce the costs and risks of
license audits?
Business Objectives Business Challenges
Know what IT
assets we have
Unaware of available
assets and software
licenses
IDENTIFY
Manage IT assets
effectively
Organization over
purchased IT assets
OPTIMIZE
Proactively manage
vendors
Exposed to risks from
license audits and auto-
renewals
RESPOND

Hardware Asset Management
Goals
MEET INCREASING EXPECTATIONS AUTOMATE THE DAY-TO-DAY
OPTIMIZE THE ASSET BASE
IMPROVE OPERATIONAL AND
FINANCIAL MANAGEMENT
§ Redeploy available assets
§ Avoid unnecessary purchases
§ Identifying Missing and Unauthorized
assets
§ Hardware refresh every two
to four years…ongoing and often in
large batches
§ Migration to new OS’s
(Windows 7/8/10)
From request through procurement to
retirement and disposal
Customers expect client management
systems
to support large
scale deployments

§ Optimize your IT spending
§ All IT spending should support a business
§ All IT spending should have a business purpose
§ Ensure we own what we use
§ Ensure we use what we own
Hardware asset management is the foundation – Why ?

§ Data Quality is key
– You have to trust the input to trust the output
§ Process = better data quality
§ Automation = better and consistent data quality
§ User engagement = better data quality
Data Quality is key

§ Look at the industry
– IAITAM (http://iaitam.org/)
§ Offers Certifications
§ Industry leaders
– ITAM Review - 12 Box meth (https://www.itassetmanagement.net/)
§ 12 Box method - Free at the moment
§ Will have Certifications later
– ITIL
§ Configuration management
§ Asset management as a discipline
Implementing Processes
ITIL is a trademark of AXELOS LTD

§ CA Services – Content Pack for ITIL best practices *
§ Build your own
– More work
– Use the above processes as base
§ You should implement it in phases
§ Make the process work before you start loading old data
– Else you will get a “blind spot” between the load and process control
Implementing Processes
* http://www.ca.com/us/collateral/service-offering/ca-it-asset-manager-implementation-services.html

@CAWORLD #CAWORLD © 2016 CA. All RIGHTS RESERVED.11 @CAWORLD #CAWORLD
Pre-Con Ed: Taking the "Hard" out of
CA IT Asset Manager (CA ITAM)

CA IT Asset Manager
IT Asset Management
(ITAM) is the management
and reconciliation of the
physical, financial and
contractual life-cycle
attributes of IT assets
(hardware and software) to
enable the delivery of cost-
efficient, timely business
knowledge to better
manage and control the
business and operational
aspects of IT.

CA IT Asset Manager
§ Comprehensive hardware & software
asset lifecycle management
§ Maximize the value of your IT assets
§ Manage vendors better
§ Increase software compliance
§ Physical and virtual assets

CA IT Asset Manager
§ You can not do good Software asset management without good Hardware
asset management
§ You can do good Hardware asset management without doing Software
asset management
§ Savings in both Hardware and Software asset management
§ Highest Risk in compliances is in Software
Hardware asset management is the foundation

CA IT Asset Manager
§ Hardware asset management provides
business context
– Assets
§ Cost center
§ Location
§ Default / owned assets
– Users
§ Cost center
§ Location
§ Default / owned assets
– Organization
Hardware asset management is the foundation
Region
Country
Location
All
Division
Company
Cost Center
Group

CA IT Asset Manager
§ Optimize your IT spending
§ All spending should support a main business purpose
§ Ensure we own what we use
§ Ensure we use what we own
Hardware asset management is the foundation – Why ?

CA IT Asset Manager
Reference Data
Source
(E.g. Cost Centers)
Hardware
Reconciliation
And Enrichment
Reference/Ownership Data
Owned Data Source
(E.g. Hardware Assets)
Owned Data Source
(E.g. Software Licenses)
Owned Data
Source
(E.g. Software
Contracts)
CA ITAM
– Asset
Portfolio
Management
CA ITAM – Software Asset Management
Discovered Data Source
(E.g. DDMi)
(E.g. CA Client
Automation)
(E.g. SCCM)
Reference Data – Organizational Structure
Reference Data – Geographical Structure
Owned Data – Contacts
Discovered Data – Hardware Devices
Enriched Hardware Assets
- Contact
- Location
- Cost center

Data integration
CA Client Automation (Servers)
CA ITAM - CA Asset Portfolio
Management 12.8
SCCM (WS)
SCCM (WS)
Trailblazer CA ITAM –
Software Asset
Management
Software Asset
Management
Connectors
Data Coordination Service
Enriched device data
Hardware
Reconciliations
Data Coordination Service
Base discovery data
MDB

Use case #1 : Receive Asset

Receiving Assets

Sample order process
YES
NO
Request
Delivered & Invoiced Change order created AvailableFulfill from Inventory
Ordered
Check Availability
Pending
Fulfillment
Approved
Pending Approval
Received
Create asset ?

Receiving Assets
§ When do we create the Asset record ?
– When ordering the asset at the vendor
– Vendor order confirmation
– Vendor shipping confirmation
– On receipt of asset
– On first inventory
– Combination ?
Create asset record

Receiving Assets
§ Order time / Order confirmation
– PRO
§ Follow the Asset right form the order time
– CON
§ Changes may occur after order
– What if the model is slightly different
– What is the delivery is a different quantity
Create asset record – cont.

Receiving Assets
§ Vendor Shipping Confirmation
– PRO
§ You know what the vendor has sent
§ Can be automated with advance shipping notice (ASN)
§ Use Receive process to validate the vendor shipment
§ Data is entered once - at the vendor site
– CON
§ Cannot follow asset from the order time
§ ASN has no standard format and might miss crucial data
§ Might be missing company specific attributes Asset Name, Host name, User etc.
– Recommend combining this with a Pre-stage process at the vendor

Receiving Assets
§ Receive time
– PRO
§ Only register what you receive
– CON
§ Requires more training for the receive people
§ Extended Write access to the Core asset attributes
§ Will not catch things that were delivered, but not received
– Typically you are charged what was sent to you

Receiving Assets
§ First Inventory time
– PRO
§ Easy creation
§ No problem having the right Reconciliation data matching
§ Built in feature of CA ITAM
– CON
§ Does not catch purchases that are not inventoried (in use)
§ Will be missing business context
– Should be flagged for further data creation (e.g. using the Asset Status or the
Asset Class)

Receiving Assets
§ Use ASN
– Ensures the data creates at the source
– Basis for automation
– Require a Vendor involvement both for staging the pc
and for data captured
§ Barcode, Serial number, host name etc.
§ Receive process should only be validation
– preferable just a Barcode scan, mobile look up to confirm data and
receive
– Remember to put location and status a warehoused for allocation later
Create asset record – CA recommendations

Receiving Assets
§ Order number should “just” be an attribute on the
assed or a Attachment on the asset
– Delivery can change after order is given
§ If you choose to create Assets at Inventory time
– Ensure process to add business context
§ Flag the Asset as New or Discovery data only
– Weekly reports on Assets missing data (need attention)
Create asset record – CA recommendations – cont.

Receiving Assets
Implementation tips
1. ASN Import
2. Scaled down Receive
WEB view
3. Create from
Reconciliation
4. Reporting on
Reconciliation data

Receiving Assets
§ Only take the hardware assets (laptops)
1) ASN – Import

Receiving Assets
1) ASN – Import cont.

Receiving Assets

Receiving Assets
§ Daily import

Receiving Assets
2) Scaled down Web UI

Receiving Assets
2) Scaled down Web UI – Cont.

Receiving Assets
3) Create from Reconciliation

Receiving Assets
3) Create from Reconciliation cont.

Receiving Assets
4) Reporting on Reconciliation Data

Use case #2: Relocate an Asset

Relocate an asset

Relocate an asset
§ The IMAC process
– Install - Move - Add - Change
– When the asset is “in production”
– Main purpose is to keep an accurate asset register
§ Location
§ Organization
§ Status
§ User
The IMAC process

Relocate an asset
§ IMAC is engaged every time an asset takes on a new role
– Received -> Warehouse
§ Might be part of Receive, but the IMAC process applies
– Warehouse -> User
– Re-image
– Disposal
– To and from Repair
The IMAC process - cont.

Relocate an asset
§ Can be self service or an IT Technician
– Need a process to ensure data quality
§ Encouragement
§ End-user needs correct data (e.g. Only shipping address for the user is the Asset Location)
– Needs to be a natural and easy process
§ Needs to be intuitive and foolproof
§ 98% do not type wrong
– Triggered by inventory change (e.g. IP changes -> Survey of where the asset
has been moved to)
§ Could be Service Desk-based
– Share most data
The IMAC process

Receiving Assets
Implementation tips
1. Service Desk integration
2. “Mobile interface” -
Scaled view
3. Email to user
4. Event handling and
automation

Relocate an Asset
§ Service desk
– Change order
The IMAC process

Relocate an Asset
The IMAC process

Relocate an Asset
“Mobile interface”

Relocate an Asset
Notify User on move

Use Case #3: Retire Asset

Retire Asset

Retire Asset
§ Why should I not delete the asset record?
– Proof that you had the asset
– Retain history on Asset
– Record “proper disposal”
§ Destroy company data
§ Uninstall software
§ Remove all company labels !!!
§ Before handing it over
– Document who now has ownership
– Ensure traceability
– To prevent negative repercussions
§ Damage to company reputation
§ Fines for alleged wrong disposal
When the asset no longer has business value

Retire Asset
Implementation tips
1. Unlinking automation
2. Report on reappearing
Assets

Retire Asset – ITIL Pack

Retire Asset
§ When a Asset is set to “Disposed of”
– Set inactive
– Unlink Discovery data (Discovery record should be deleted)

Retire Asset
2) Reporting on re-appearing assets

Being Successful with Asset Management

§ Show off
– Many times we forget to show the great results we achieve
– Prove your worth
– Build an easy overview with progress
– Show bounties
§ We just saved $$$ on changing the process for Request
§ We avoided bad brand recognition by ensuring correct Oracle licensing
– Visibility => more/easier funding
§ Make everything about the Business!

§ Find the right Project Sponsor
– Funding is key
– C-level support is needed
– Typically in the CFO, not CTO organization
– Use results to secure further funding
– If you do your job –> they will support you in everything
§ Be proud of your work
– Showing you care builds credibility and trust
– Ownership enforces will to deliver quality data

§ Be critical of your work
– Quality of data is key
– Always use common sense as part of data validation
– If you do not trust the data, you can not shine
§ Understand your data
– In order to check the quality you need to know:
§ How the data is collected
§ How the data is processed
§ How the data is used and by whom
§ WHY you collect the data!

§ Share your work
– Many other operations could benefit from your data
– Make Asset Management the “data cornerstone”
§ Makes it sticky
– The more the data is used, the higher the interest in managing data
§ QUALITY OF DATA!
– Best use of business resources
§ Money, staff, equipment

Hardware Asset Management is not as boring as you think.
If you make it your mission to provide good data based on the business, people
will understand the importance of the data and they will support the mission.
Asset management data is valuable information for business strategy and
decision-making.
Make it easy to understand, easy to use, and automate as much as you can.
Make the tools support your needs, not the other way around.
Summary

Recommended Sessions
SESSION # TITLE DATE/TIME
AMX23E CA Software Asset Management - Key Customer Topics 11/15/2016 at 3:30 pm
AMX21S
Case Study: Create Time out of Thin Air - Automate and
Stop Manual Software License Compliance
11/16/2016 at 3:00 pm
AMX122S
Case Study: Taking IT Asset Management to the Next
Level With Process Automation
11/17/2016 at 3:45 pm

Must See Demos
Service Desk
and Support
Analyst xFlow
Experience
Software and
Hardware Asset
Management
Request
Management
and Self-service
Management
Insights –
Reporting and
Dashboards

Questions?

Thank you.
Stay connected at communities.ca.com

Pre-Con Ed: Taking the "Hard" out of Hardware Asset Management

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