IT Asset Management – It’s Not Just for IT Asset Managers Any More Lynne M. Weiss VP of Marketing International Association of Information Technology Asset.

IT Asset Management – It’s Not Just for IT Asset Managers Any More

Lynne M. WeissLynne M. WeissVP of MarketingVP of Marketing

International Association of Information International Association of Information Technology Asset Managers, Inc. (IAITAM)Technology Asset Managers, Inc. (IAITAM)

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What is an ITAM Program?IT Asset Management (ITAM) is defined as the set of business practices that join financial, contractual and inventory functions to support lifecycle management and strategic decision making for the IT environment in support of the organization’s overall business objectives.

Why do IT Asset Management?Manage IT Assets so that maximum value is gained from the use of the assets across the lifecycle and beyond

Value is:• Financial accountability• Risk reduction such as through proper disposition of waste• Efficiency, performance• Customer satisfaction• Control, long-term manageability

Key Process Areas that Make Up a Mature ITAM Program

Acquisition Management Disposal Management Policy Management

Asset Identification Documentation Management

Program Management

Compliance Management Financial Management Project Management

Communication and Education Management

Legislation Management Vendor Management

What is an IT Asset?• What is an IT asset?

– Hardware (PCs, servers, printers, displays)– Software– Mobile (pads, tablets, smart phones)

• Scope described in terms of:– Environment (distributed, data centers)– Life cycle (request through disposal)– Relates to EVERY department

• Bridge between IT and organization/department through goals and business perspective

Have Your Assets Gone Into Hiding?

• Can you identify all your IT hardware and software locations?

• How about your mobile assets? Do they just walk out the door?

• What happens with your retired or disposed of assets?• Are you managing the business side of Asset

Management to maximize the assets you own?Is Asset Management a

game of hide and seek at your organization?

Asset Management: The Elevator Pitch• Policy driven• Centralized• Savings opportunities• Process intense• Tools supplement process• Important• Career-making!

Centralized IT Asset Management Program

• Define Asset Management Policies – encompassing the complete lifecycle

• Can enforce standards and the exception rules to standards

• Start to collect asset information in an organized manner early in the life cycle.

• Process makes trend analysis possible

To Manage or Not to Manage• Cost of asset• Volume in the environment• Life expectancy• Risk factors if not managed

– Security risks– Loss of productivity– Sarbanes Oxley & other legislation

• Redeployment • Leased• Mobility of asset• Cost of building the IT asset management processes

©2008 - International Association of Information Technology Asset Managers, Inc. (“IAITAM”) 9

Commonly Managed Assets• Software – Licensing compliance risk – high cost and audits• Mainframes – high cost• Laptops – mobility, cost, risk factors• Desktops – redeployment candidate, often leased• PAD/BYOD devices – risk factors• Telecom – division of ownership• Servers – cost, risk to business continuity

Should we Manage?• Printers• Monitors• Hub, routers, firewalls

IT Asset Management Policies• Policies govern behaviors within the organization. The

purpose of asset management policies are to have assets that are:– Trackable– Maintainable– Cost effective– Used for the good of the organization

• Topics are many times buried in policies with other names such as Security, Acceptable use, Disaster Recovery, Expenses, etc.

Policy Topics for Asset Management• Privacy – no expectation of privacy• Prohibited use – limitations on use of equipment and or software• Personal use – rules for use non-business• Use of non-corporate assets on the network – BYOD devices and software

allowed? Dialing in from home?• Physical security of the equipment – loss and theft prevention, usually in the

Security policy• Commitment to energy conservation – Energy Star program, monitor sleep

settings• Environmental Self Audit – policy for disclosure, escalation methods

Managing the Life of the AssetYou need help - Infrastructure, Help Desk

coordination, Inventory and ToolsAssets are:

• In constant motion (IMAC)• Change is frequent, with adds, deletes• Users change• Need rules to govern all of the movement and

organizational buy-in

Managing the Inventory

• Where is it?• Who is using it?• What is the configuration?• What assets are being used with it (software,

components)?• What is the condition of the asset?

Asset Management Tools2 Primary tools are:•Discovery Tool for Inventory:

– A discovery tool scans all equipment connected to the network and uncovers details of the hardware configuration (including DMI) and the software that is installed on the hardware.

•Ownership Repository Tool:– A business application for IT, this tool focuses on the creation of a

repository of financial, contractual and inventory information about the assets of the organization.

•And there are others….

End of Lifecycle

• Redeployment • Retirement• Re-use

Legislation & Environmental Issues

Who is Responsible?• The company that bought the asset is primarily

responsible– Sale to another can transfer responsibility– Equipment as garbage remains the owner’s issue

• Some laws are making the manufacturers responsible too when it concerns disposal practices

Where Are We?• Everyone has the same goals

– Increase accountability– Uncover savings– Reduce risk– Gain control– Improve performance

• Each company at a different maturity point, different weak spots and strengths

Strategies for Success:• Give yourself time • Put the right people on the team across all functional business

units• Educate to promote buy-in and understanding• Set financial and measurable goals for the program and

individual projects• Don’t try to “eat the elephant in one bite”• Stay on track and report successes

No more Hide and Seek

IAITAM Services and ResourcesProfessional Certifications: *

Certified Software Asset Manager CSAMCertified Hardware Asset Manager CHAMPCertified IT Asset Manager CITAM

Information Products:

ITAK Magazine *Web Events *IAITAM Weekly NewsGray Papers (IAITAM exclusive)IAITAM Monthly Member DigestIMUGs (Networking and Webinars with IAITAM Members)

Services and Resources: *

IAITAM Best Practice Library ITAM 360TM

Certification courses, recert pathsExecutive BriefingsEmployee Awareness ProgramBest Practice Blue PrintAdvanced Training CoursesWorkshops

IAITAM Annual Conference and Exhibition *

* Available to the Public

Thank You!International Association of Information

Technology Asset Managers, Inc. - IAITAM