Hardware Hide and Seek

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 Managers, Inc. (IAITAM)
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
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
• 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
Savings opportunities
Process intense
Tools supplement process
Centralized IT Asset Management Program
• Define Asset Management Policies – encompassing
the complete lifecycle
• Can enforce standards and the exception rules to
• 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
Mobility of asset
Cost of building the IT asset management processes
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?
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
• Environmental Self Audit – policy for disclosure, escalation methods
Managing the Life of the Asset
You need help - Infrastructure, Help Desk
coordination, Inventory and Tools
Assets 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,
• What is the condition of the asset?
Asset Management Tools
2 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
– 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
• 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 Resources
Professional Certifications: *
Information Products:
Certified Software Asset Manager CSAM
Certified Hardware Asset Manager CHAMP
Certified IT Asset Manager CITAM
ITAK Magazine *
Web Events *
IAITAM Weekly News
Gray Papers (IAITAM exclusive)
IAITAM Monthly Member Digest
IMUGs (Networking and Webinars with
IAITAM Members)
Services and Resources: *
IAITAM Best Practice Library
Certification courses, recert paths
Executive Briefings
Employee Awareness Program
Best Practice Blue Print
Advanced Training Courses
* Available to the Public
IAITAM Annual Conference and
Exhibition *
Thank You!
International Association of Information
Technology Asset Managers, Inc. - IAITAM
USA - World Headquarters
4848 Munson St. NW
Canton, Ohio 44718 USA
Telephone: +1.330.628.3012
Toll-free: +1.866.942.4826
Facsimile: +1.330.628.3289
Las Vegas Office
Spanish Vista Professional Center
4955 S. Durango Drive, Suite 111
Las Vegas, Nevada 89113-1053 USA
London Office
Telephone: + 44(0)1865.522.123
Email: john.lovelock@iaitam.org
Web: www.iaitam.org
Tokyo Office
Telephone: +81.050.5806.3345
Email: takeshi.takeuchi@iaitam.org
Web: www.iaitam.jp