Consolidate IT Asset Management

Enterprise-wide decisions require a centralized view into enterprise-wide assets.

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Your Challenge

  • Without a centralized view into assets, including a single IT asset management (ITAM) tool, organizations can’t track assets and their movement across locations or where money is being spent to identify areas for cost savings.
  • Audits are conducted globally, but if asset management is done locally there is no way to provide the data and information needed to achieve compliance and get through the audit successfully and without penalties.
  • Multiple contracts and licenses in different locations lead to duplication of effort and wasted resources.

Our Advice

Critical Insight

  • You can’t realize the full benefits of asset management through a decentralized model. Even with good asset management practices in place, without a centralized oversight into those processes, you will fail to realize the benefits of the effort put into managing equipment lifecycles.
  • Consolidating asset management doesn’t simply mean moving your data into one ITAM tool. There must be a focus on standardizing and consolidating processes at the same time or the data in the centralized tool will be meaningless.

Impact and Result

  • Moving to a single system of record and standardized processes will provide a clear view of hardware and software assets, contracts, and lifecycles across the organization to make more informed decisions.
  • Improved visibility can inform software and hardware rationalization and uncover opportunities for redeployment, leading to cost savings and reduced total cost of ownership.
  • A single ITAM tool or database ensures accurate and up-to-date inventory and improved capabilities for data integration.

Consolidate IT Asset Management

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should build a plan to consolidate IT asset management, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.


1

Assess current ITAM programs and data

Initiate the project by assembling a project team and identifying key stakeholders, and then conduct a comprehensive assessment of current ITAM practices and major assets in each location.

2

Plan consolidated ITAM

Evaluate needs and requirements, compare ITAM processes, policies, software, and hardware across locations, and then use this information to design the consolidated ITAM program.

Onsite Workshop

Book Your Workshop

Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Gather Relevant Data

The Purpose

  • Interview stakeholders to assess needs and requirements.
  • Assess current ITAM practice and major assets in each location.

Key Benefits Achieved

  • A comprehensive assessment of ITAM processes and policies as well as major software and hardware assets in each location.
  • Identification of needs, requirements, questions, and concerns of key stakeholders in each location to incorporate into the strategy.

Activities:
Outputs

1.1

Send ITAM Assessment Tool to each location to have them assess their ITAM process, policies, software, and hardware.

  • ITAM Assessment Tool

1.2

Interview stakeholders in each location to assess needs and requirements.

  • ITAM Stakeholder Interview Guide

Module 2: Initiate the Project

The Purpose

  • Identify and engage key stakeholders.
  • Develop a project charter to guide the initiative and ensure it will meet objectives.

Key Benefits Achieved

  • Identification of key stakeholders across the organization with a plan to engage them at every step of the consolidation.
  • Defined objectives, metrics, and project charter to guide and evaluate the consolidation.

Activities:
Outputs

2.1

Identify key stakeholders and develop an engagement plan.

2.2

Assemble project team and assign roles and responsibilities.

2.3

Define drivers, objectives, anticipated benefits, objectives, and metrics for project.

2.4

Complete a project charter to guide the consolidation.

  • ITAM Consolidation Project Charter

2.5

Review data collected from the Assessment Tool to ensure completeness and add to Scorecard Tool.

  • ITAM Assessment Tool
  • ITAM Assessment Scorecard Tool

Module 3: Assess Data and Requirements

The Purpose

  • Assess needs and requirements for the ITAM program and tool.
  • Compare the strength and weakness of ITAM processes and policies in each location.
  • Evaluate major software and hardware assets and contracts in each location.

Key Benefits Achieved

  • Identification of requirements in each location to ensure the consolidated ITAM program will meet needs and be adopted.
  • Identification of best practices and areas of weakness in each location to inform target state.

Activities:
Outputs

3.1

Review stakeholder interview results to evaluate needs in each location.

  • ITAM Stakeholder Interview Guide

3.2

Build a requirements list for an ITAM tool.

3.3

Use the Scorecard Tool to compare ITAM processes, policies, software, and hardware across locations.

  • ITAM Assessment Scorecard Tool

3.4

Identify best practices and areas of weakness.

Module 4: Design Consolidated ITAM Program

The Purpose

  • Use information gathered through assessments to review existing ITAM processes and policies, extend or consolidate where applicable, or design new processes.
  • Design the staffing of the ITAM office.
  • Assess tool requirements to create an ITAM tool shortlist.

Key Benefits Achieved

  • Identification of ITAM processes and policies to extend, consolidate, review, or define.
  • An SOP and policy templates to document ITAM processes.
  • ITAM job description templates and defined roles and responsibilities to staff the ITAM office.
  • An ITAM tool shortlist based on requirements.

Activities:
Outputs

4.1

Identify ITAM processes and policies to extend, review and revise, or create, and assign responsibility.

4.2

Define and document ITAM policies and procedures in SOP.

  • ITAM SOP
  • ITAM Policies

4.3

Develop ITAM staffing roles and responsibilities.

  • ITAM Job Descriptions

4.4

Develop an ITAM tool shortlist and RFP.

  • ITAM Vendor Shortlist Tool
  • ITAM Consolidation RFP Template

Module 5: Plan the Transition and Communications

The Purpose

  • Develop a consolidation plan with prioritized initiatives to reach the target state.
  • Develop a communications plan to get stakeholders on board with the change.

Key Benefits Achieved

  • Clearly defined and prioritized initiatives and timeline to achieve the consolidation.
  • Detailed communications plan to communicate the change and gather feedback from all stakeholders.

Activities:
Outputs

5.1

Build a plan to achieve the consolidation.

  • ITAM Consolidation Plan

5.2

Identify initiatives needed to reach target state and prioritize them in a roadmap.

5.3

Decide whether to hire professional services to assist with the consolidation.

  • RFP for Professional Services (if applicable)

5.4

Develop a communications plan.

  • ITAM Consolidation Project Communications Plan

5.5

Develop a plan for project evaluation, next steps, and continual improvement.