It implement-it-asset-management-executive-brief

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Implement IT Asset Management
Create a proactive program that can respond to the dynamic nature of ITAM.

Asset management is like exercise: everyone is aware of the benefits,
but many struggle to get started because the process seems daunting.
Others fail to recognize the integrative potential that asset
management offers once an effective program has been implemented.
A proper asset management program will allow your organization to
cut spending, eliminate wasteful hardware and software, and
improve your organizational security. More data will lead to better
business decisions made across the organization.
As your program matures and your data gathering and utility
improves, other areas of your organization will experience similar
improvements. The true value of asset management comes from the
rising tide of improved IT services built upon the foundation of a
proactive asset management program.
Sandi Conrad,
Senior Research Director, Infrastructure Practice
Info-Tech Research Group
IT asset data impacts the entire organization. It’s time to harness that potential.
ANALYST PERSPECTIVE

This Research is Designed For: This Research Will Help You:This Research Is Designed For: This Research Will Help You:
Who benefits from this research and how?
CIOs and CFOs who want to reduce hardware
and software lifecycle costs.
IT directors who want to mitigate the risks
inherent in licensing audits.
Information security officers who need to
mitigate the risk of sensitive data loss due to
insecure assets.
Asset managers and service desk managers
tasked with developing an asset management
program who do not know where to start.
Draw on Info-Tech’s diagnostics to establish
baseline project metrics.
Develop an IT asset management standard
operating procedure that documents:
• Process roles and responsibilities.
• Data classification scheme.
• Procurement standards, processes, and
workflows for software and hardware.
• Hardware and software deployment policies,
processes, and workflows.
• Processes and workflows for IT asset
security and disposal.
Draft a list of technical requirements for an
ITAM solution to help generate a shortlist.
Develop an asset management
implementation roadmap.
Draft a communication plan for the initiative.

Resolution
Situation
Complication
Info-Tech Insight
Executive summary
• Executives are aware of the numerous benefits asset management
offers, but many organizations lack a defined ITAM program.
• However, efforts to implement ITAM are stalled because organizations
cannot establish a defined asset management process.
• Asset management programs yield a large amount of useful data.
Unfortunately, this data is often underutilized. Departments within IT
become data siloes, preventing effective use of the data.
• Organizations often implement an asset management program and let it
stagnate, but asset management is a dynamic process, not a one-off
project.
• Assess IT’s maturity in order to properly define what assets will be involved in your ITAM program.
• Use ITAM data to make IT proactive. An effective ITAM program makes organizations more agile.
• Pace yourself: it’s tempting to tackle everything at once, but a staged implementation will make your ITAM program a
success.
• Automate as many processes involved in your ITAM program as possible.
• Involve an ITAM team in the process from the beginning; dictating change will cause people to follow the process blindly.
1. ITAM is a cornerstone program.
ITAM’s real value doesn’t emerge from
compliance; it comes from the
strengthening of other IT services.
2. Don’t just wait for the knock on the
door; make sure it rarely happens.
Proactive asset management can
prevent a software audit from
happening.
3. Treat ITAM like a process, not a
project. ITAM is a dynamic process
that must react and adapt to the needs
of the business.

Executives know IT asset management is an important
process and they want it fixed
Info-Tech Research Group’s IT Management and Governance Diagnostic (MGD) program assesses the
importance and effectiveness of core IT processes. Since its inception, the MGD has consistently identified
IT asset management as an area for immediate improvement.
Importance Scores
No Importance: 1.0-6.9
Limited Importance: 7.0-7.9
Significant Importance: 8.0-8.9
Critical Importance: 9.0-10.0
Effectiveness Scores
Not in Place: N/A
Not Effective: 0.0-4.9
Somewhat Ineffective: 5.0-5.9
Somewhat Effective: 6.0-6.9
Very Effective: 7.0-10.0
Source: Info-Tech; N=3,285
6.7
6.1
5.6 5.6
8.4
8.1 7.9
7.6
0.0
2.0
4.0
6.0
8.0
10.0
Frontline Manager Director Executive
MGDScore
Seniority Level
Asset Management - Effectiveness Asset Management - Importance

Risk #1: High cost of undiscovered IT assets
• Needless procurement of new equipment and
software for new hires can be costly.
• Replacement of hardware that could have
performed sufficiently following a new operating
system release can also increase operating costs.
Risk #2: Licensing, liability, and legal violations
• Legal actions and penalties that result from
ineffective ITAM processes can severely impact
an organization’s financial performance and
corporate brand image.
• Failing to secure systems with personal data,
transactions, or account information can violate
federal regulations and lead to severe penalties.
According to IDC,1 organizations that
practice IT asset management had
an average of 15% or lower total
cost of operations (TCO).
Express Metrix found that 53% of
organizations had been audited
within the past two years. Of those,
72% had been audited within the
last 12 months.
The average value of a lost laptop,
according to the Ponemon Institute is
$49,246. Fully 80% of cost when a
laptop is stolen is for cleaning up the
resulting data leakage, leaving 20%
for actual hardware replacement and
other costs. This applies to
organizations regardless of their size.
53%
15%
Risk #3: Compromised security
• Not knowing what hardware and software assets
you have, their location, who is using them and
how, can compromise the security of sensitive
information.
$49,246
Poor IT asset management practices increase costs and risks
1. NetSupport DNA, 2011

Focus on IT asset management essentials
IT Asset Procurement:
• Define procurement standards for hardware and software, and
related warranties and support options.
• Develop processes and workflows for purchasing, and work out
financial implications to inform budgeting later.
IT Asset Intake and Maintenance:
• Define policies, processes, and workflows for hardware and
software receiving, inventory, and tracking practices.
• Develop processes and workflows for managing imaging, change
and moves, harvests and redeployments, service requests, and
large-scale roll-outs.
IT Asset Security and Disposal:
• Manage the employee termination and equipment recovery cycle.
• Develop processes, policies and workflows for asset tracking,
security, and disposal.
IT Contract and Audit Management:
• Develop processes for data collection and validation to prepare for
an audit.
• Define metrics and reporting processes to keep asset
management processes on track.
To help you make quick progress Info-Tech Research Group
parses IT asset management into its essential processes
Implement IT
asset
management
Request
Manage

The business case for ITAM is built on cost and risk avoidance
Compliance
Efficiency
Agility
The Business Benefits of ITAM
• Compliance: Managing audits and meeting legal,
contractual, and regulatory obligations.
• Efficiency: Reducing costs and making the best
use of assets while maintaining service.
• Agility: Anticipate requirements using asset data
for business intelligence and analytics.
You can estimate the return even without tools or data.
Benefit Calculate the return
Compliance
How many audits
did you have in
the past three
years?
How much time
did you spend in
audit response?
Suppose you had two audits each year
for the last three years, each with an
average $250,000 in settlements.
A team of four with an average salary of
$75,000 each took six months to
respond each year, allocating 20% of
their work time to the audit.
You could argue annual audits cost on
average $530,000. Increasing ITAM
maturity stands to reduce that cost
significantly.
Efficiency
How much do you
spend on
software,
hardware, and
maintenance by
supplier?
Suppose you spent $1M on hardware
and $1M on software last year. What if
you could reduce the spend by just
10% through better practices?
ITAM can help reduce the annual spend
by simplifying support, renegotiating
contracts based on asset data,
reducing redundancy, and reducing
spend.

Since 2013, Info-Tech has
surveyed over 20,000
business stakeholders as
part of our CIO Business
Vision program.
Business stakeholders
ranked the following 12 core
IT services in terms of
importance.
Network Infrastructure
Service Desk
Business Applications
Data Quality
Devices
Analytical Capability
Client-Facing Technology
Work Orders
Innovation Leadership
Projects
IT Policies
Requirements Gathering
11
10
12
1
2
4
5
8
9
7
6
3
Top IT Services for
Business Stakeholders
Info-Tech; N=21,367
Learn more about
the CIO Business
Vision program.
An ITAM program implements
contractual and financial
management processes to
support core IT services with:
• Improved software license
compliance.
• Reduced total cost of
ownership.
• More effective contact
management.
• Reduced maintenance
costs.
• More effective reuse of
licensed software and
hardware.
• Improved hardware visibility.
• Business decision support.
• Technology refresh.
• Software license
management.
• Asset tracking.
• Compliance support.
IT asset management will also improve the performance of the
most important IT services

Info-Tech draws on the COBIT framework, which focuses on
consistent delivery of IT services across the organization

Project structure and deliverables
Key deliverables
 An asset management SOP, which
includes policies, processes, and
workflows for:
• Data collection and validation
• Procurement
• Inventory and tracking
• Deployment and maintenance
• Asset security
• Recovery and disposal
• Contract and audit management
 An roadmap and communication plan
to implement the program.
Outcome
 An asset management program that
helps your organization meet its legal,
contractual, and regulatory obligations,
and make the best of assets.

ITAM Standard Operating Procedures (SOP)
IT Asset Management Roadmap A Collection of IT Asset Management Policies
Diagnostic Tools
Info-Tech delivers

Implementing IT asset management is done over two projects
The second is all about technology. Select and
implement an ITAM solution to support the processes you
build. Book a Guided Implementation to have our analysts
walk you through recommended vendors, explain our
method, review your material, and answer your questions.
The first is all about process. Design the procurement,
deployment, disposal, and audit processes that make up
an asset management program. Use the current project
blueprint to design and implement the process part of the
equation. Section 1: Shortlist Assistance and Requirements
Get off to a productive start: Discuss the market space
and how vendors are evaluated. Decide on which
deployment option suits you best and narrow down the
options based on customized requirements.
Section 2: RFP and Budget Review
Interpret and act on RFP results: Review vendor RFPs
and ensure the solution meets your needs. Discuss
average pricing of solutions and what can fit into your
budget.
Section 3: Negotiation and Contract Review
Purchase optimization: Review contracts and discuss
best practices in negotiation tactics to get the best price
for your solution.
Vendor Landscapes: Guided implementations
Info-Tech Research Group is a vendor-neutral organization. We have no financial relationship with vendors we evaluate.

Procurement
Intake and
deployment
Security and
disposal
Contract
and audit
management
The project blueprint illustrates the scope of each phase of the
project with relevant case studies
A major health care provider implemented an automated
ITAM program and recovers 50% of its ROI in one year.
This case study continues throughout the blueprint, and
illustrates the scope of the Intake and Deployment phase.
A large networking company used asset management to
implement a cultural shift to cut hardware spend by 50%.
This case study illustrates the full scope of the project.
A major government department was fined £180,000 for
the loss of sensitive prisoner data.
This case study illustrates the scope of the security and
disposal phase.
A major US financial institution used ITAM and internal
audits and reporting to save nearly $1.5 million.
This case study illustrates the scope of the contract and
audit phase.
The State of California enacted a Green IT asset
management policy that predicts $40M in savings per year.
This case study illustrates the scope of the procurement
phase.

Measure the value of guided implementations (GIs)
Engaging in GIs doesn’t just offer valuable project advice, it also results in
significant cost savings.
GI Measured Value
Phase 1:
Design IT procurement
processes
• Time, value, and resources saved by using Info-Tech’s methodology to define IT assets, and the tools and
templates to define your IT procurement processes.
• For example, 2 FTEs * 5 days * $80,000/year = $6,400
Phase 2:
Design IT asset intake and
maintenance processes
• Time, value, and resources saved by using Info-Tech’s tools and templates to define your IT asset intake and
maintenance processes.
Phase 3:
Design IT asset security and
disposal processes
• Time, value, and resources saved by using Info-Tech’s tools and templates to define your IT asset security
and disposal processes.
Phase 4:
Design IT contract and audit
management processes
• Time, value, and resources saved by using Info-Tech’s tools and templates to define your IT contract and audit
management processes.
Total savings $25,600

Cisco Systems, Inc.
Cisco Systems, Inc. is the largest networking company in the
world. Headquartered in San Jose, California, the company
employees over 70,000 people.
Asset Management
As is typical with technology companies, Cisco boasted a
proactive work environment that encouraged individualism
amongst employees. Unfortunately, this high degree of freedom
combined with the rapid mobilization of PCs and other devices
created numerous headaches for asset tracking. At its peak,
spending on hardware alone exceeded $100 million per year.
Results
Through a comprehensive ITAM implementation, the new asset
management program at Cisco has been a resounding success.
While employees did have to adjust to new rules, the process as a
whole has been streamlined and user-satisfaction levels have
risen. Centralized purchasing and a smaller number of hardware
platforms have allowed Cisco to cut their hardware spend in half,
according to Mark Edmondson, manager of IT services expenses
for Cisco Finance.
CASE STUDY Industry
Source
IT
Cisco Systems, Inc.
Asset Gathering
Asset Distribution
Asset Protection
Asset Data
ITAMProgramMaturity
1
4
3
2
This case study continues in phase 1
Cisco IT reduced costs by upwards of $50 million through
implementing ITAM

Use these icons to help direct you as you navigate this
research
This icon denotes a slide where a supporting Info-Tech tool or template will help you perform
the activity or step associated with the slide. Refer to the supporting tool or template to get
the best results and proceed to the next step of the project.
This icon denotes a slide with an associated activity. The activity can be performed either as
part of your project or with the support of Info-Tech team members, who will come onsite to
facilitate a workshop for your organization.
Use these icons to help guide you through each step of the blueprint and direct you to content related to
the recommended activities.

Consulting
“Our team does not
have the time or the
knowledge to take this
project on. We need
assistance through the
entirety of this project.”
Guided
Implementation
“Our team knows that
we need to fix a
process, but we need
assistance to
determine where to
focus. Some check-ins
along the way would
help keep us on track.”
DIY Toolkit
“Our team has already
made this critical
project a priority, and
we have the time and
capability, but some
guidance along the
way would be helpful.”
Workshop
“We need to hit the
ground running and
get this project kicked
off immediately. Our
team has the ability to
take this over once we
get a framework and
strategy in place.”
Diagnostics and consistent frameworks used throughout all four options
Info-Tech offers various levels of support to best suit your
needs

Best-Practice
Toolkit
Step 1: Define organizational
IT assets.
Step 2: Design IT asset
procurement processes.
receiving and inventory
processes.
deployment and
security processes.
recovery and disposal
processes.
Step 7: Design contract and
audit processes.
Step 8: Develop IT asset
management roadmap.
Guided
Implementations
Define organizational
assets and program goals.
Design IT asset
procurement processes.
Design IT asset receiving
and inventory processes.
Design IT asset
deployment and
Design IT asset security
processes.
Design IT asset recovery
and disposal processes.
Design contract and audit
processes.
Develop IT asset
management roadmap.
Onsite
Workshop
Module 1:
Procurement
Module 2:
Intake and Maintenance
Module 3:
Security and Disposal
Module 4:
Contracts and Audits
Phase 1 Results:
Procurement standards and
workflows for hardware and
software.
Phase 2 Results:
Policies, processes, and
workflows for hardware and
software receiving, inventory,
and tracking.
Phase 3 Results:
Develop processes, policies
and workflows for asset
tracking, security, and
disposal.
Phase 4 Results:
• Develop processes for data
collection and validation to
prepare for an audit.
• Define metrics and
reporting processes to keep
asset management
processes on track.
Scope and
Procurement
Intake and
Maintenance
Security and
Disposal
Contracts and
Audits
Implement Asset Management – Project overview

Contact your account representative or email Workshops@InfoTech.com for more information.
Workshop Day 1 Workshop Day 2 Workshop Day 3 Workshop Day 4
Activities
Define Scope and
Procurement
1.1 Define assets in your
organization.
1.2 Define ITAM roles and
responsibilities.
1.3 Define standards for
hardware procurement.
1.4 Define standards for software
procurement.
Manage Usage Lifecycle
2.1 Draft workflows for hardware
receiving, inventory, and
tracking.
2.2 Draft workflows for software
receiving, inventory, and
tracking.
2.3 Draft workflows for hardware
deployment and
maintenance.
2.4 Drat workflows for software
deployment and
maintenance.
Protect Against Data Loss
3.1 Develop asset security
policy.
3.2 Define policies, processes,
and workflows for hardware
disposal/recovery.
3.3 Define policies, processes,
and workflows for software
retirement/harvest.
Develop the Roadmap
4.1 Define contract management
processes.
4.2 Develop audit management
processes.
4.3 Develop an asset
management roadmap.
4.4 Develop a communications
plan.
Deliverables
1. Reporting requirements
2. Asset management goals
3. RACI chart
4. Hardware procurement
workflow
5. Software procurement
workflow
1. Target state output for
hardware inventory
software inventory
hardware deployment and
maintenance
software deployment and
maintenance
1. Asset security policy
2. Hardware disposal workflow
3. Software disposal workflow
1. Contract management policy
2. Audit defense policy
3. Asset management roadmap
4. ITAM communication plan
Implement Asset Management – Workshop overview

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