Increase Efficiency by Automating IT Asset & Service Management

(A self-funded approach to optimizing your IT Assets)

Lewis TrokeConsultantIBM Software

Datacenter Servers & Virtual Servers

Distributed Servers

Call the ‘Help Desk’

Single point of contact

Usually the ‘Face’ of IT if not the Company

… and they start to ask Questions….?

Make ModelSerial NumberPatch LevelA/VSW Entitlements...

Maybe there is a better way?Let me introduce a Customer

Accelerating IT to theSpeed of Business

Are you ready for a software license audit?

Are you still using labor and time-intensive spreadsheets to inventory what software is installed?

Is the data usually inaccurate by the time that inventory is completed?

Can you measure how software is used or not-used?

Self Funded Approach to Optimizing IT Asset Management

1. Pass immediate Software audits and reclaim licenses to reduce license spend

2. Extend ROI to servers, without adding infrastructure or staff

3. Extend ROI to manage ALL IT assets from procurement through retirement

Why Clients Adopt Automated IT Asset Management• Downgrade from superfluous suites: Client identified that, of 20K Office Professional

users, only 400 used Access. Successfully downgraded 19,600 to Office Standard to save $30 each

• Reclaim licenses: Client reclaimed 800 licenses of Microsoft Visio where it wasn’t being used and replaced it with free Visio reader.

• Identify previously unseen assets: Client’s previous inventory reports showed 2,000 laptops but, using IBM Endpoint Manager, found 2,600 laptops

• Streamline processes: Client compressed quarterly software license reporting cycle from ten days down to one hour.

• Optimize license spend: Using Endpoint Manager, client was able to stop purchase of 1000 unnecessary copies of $150/seat terminal emulation software by reclaiming unused licenses.

• Mitigate audit fines and true ups: Client used Endpoint Manager to provide more accurate deployment information than ‘other’ tools. Consequently avoided a $7M true-up

• Ensure continuous compliance with operational policy: Client increased compliance with corporate policy by locating and removing all p2p file sharing applications on their 120,000 computers on 20 minutes

Phase 1: Pass Software audits and reduce spend

Software publishers

5000+

Application signatures out of the box

100,000+

Achieve real-time visibility into what software is installed and how it’s used

Identify under-used applications to reduce software spend

Monitor usage and related growth to accurately plan for future needs

Pass more audits with better compliance reports than most vendors

Leverage payback in months to fund investment in solution

Machine Discovery HW Inventory SW Discovery SW Inventory SW Usage metering Simple License

Compliance

Real Time Visibility:

Phase 2: Extend asset management to servers

•Manage assets on Microsoft Windows, UNIX and Linux servers

•Collect inventory and deployed software capacity data in multiple distributed physical and virtual environments, including VMWare

•Calculate number of Processor Value Units (PVUs) including supported virtualized servers that are available to installed Passport Advantage PVU-based software

Datacenter Servers & Virtual Servers

Distributed Servers

Phase 3: Manage all assets from procurement through retirement

Authorized Entitlements

• Authorized assets and licenses are the inventory of record - populated via the procurement process and other business processes

• Assets/Software may or may not be deployed and are central to managing purchases, leases, warrantees, service agreements, stockrooms and more.

Out of the Box Reconciliation Linkage based on unique attributes, like serial

number Identification of ‘authorized’ Assets missing in

Deployed Asset Inventory Identification of Deployed Assets missing in

‘authorized’ Asset Inventory Comparison of attributes /specifications

Inte

grati

on

SmartCloud Control Desk

• Minimize outages related to changes within IT Operations by up to 70%

• Increase Process Speed and Efficiency by up to 40%; service quality and responsiveness by up to 60%

• Lower cost and mitigate license compliance risk

• Improve utilization rate and reduce unnecessary purchases

• Adaptive, role-based simplified UI• Access from anywhere at anytime (mobile

support)• Reduce total cost of ownership

IBM SmartCloud Control Desk A market-leading IT Asset and Service Management solution that works across the entire enterprise IBM SmartCloud Control Desk is a comprehensive IT Service Management solution that helps reduce cost and minimize service disruptions through automated service request handling, efficient change management, optimized asset lifecycle management across IT and enterprise domains

Workflow, Notification, Security, etc.

Adaptive User Interface

Data about virtual & physical resources

An

aly

tics

an

d R

ep

ortin

g

IT assets

ServiceDesk &

Catalog

IT Asset Management

Change, Config,Release

Common Runtime & Services

Cloud Services Smart

Assets

Virtualized assets

Service Desk

UsersMobile workersIT Staff

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ServiceCatalog Mgmt

Incident Management

Problem Management

Change Management

Release Management

Service Asset and Configuration Management

Restore normal service operation as quickly as possible and minimize the adverse effects on business operations

Resolve the root causes of incidents to minimize impact on enterprise and prevent recurrence

Ensure that standardized methods and procedures are used for efficient handling of all changes

Verifies the availability of licensed, tested, and version-certified software and hardware, which

functions as intended when introduced into existing infrastructure

Inventory, financial, and contractual functions to support life cycle management and strategic decision making for the IT environment. Management and traceability of every aspect of a configuration from beginning to end

IBM Smartcloud Control Desk

License Management

Procurement Management

Auditable, reportable lifecycle of various license types and terms.

Creation, routing and management of requests, purchase orders, contracts and terms and conditionsAsset/CI Lifecycle Merge

Holistic Service ManagementQuicker Time to ValueMultiple Delivery ModelsSimplified Pricing ModelLower Cost of Ownership

Single ProductSingle InstallSingle Maintenance StreamSimplified License ModelAsset/CI LinkagesAsset/CI Conversions

Knowledge Management

Gather, analyze, store and share knowledge and information within the organization.

Manage a customized, searchable list of all Services (internal or external) available to Customers. It includes information about deliverables, prices, contact points, ordering and request Processes

Request Fulfillment

Handle requests from a User for information, or advice, or for a Standard Change or for Access to an IT Service

Service Desk, Configuration & Asset ManagementSmartCloud Control Desk supports ITIL v3 Service Management processes

Client Story• Overview

Career Education Corporation (CEC) offers doctoral, master’s, bachelor’s and associate degrees as well as diploma and certificate programs to more than 75,000 students across the world online, through its campuses and in a hybrid environment

• Business need:Career Education Corporation (CEC) used a fragmented endpoint management system to track thousands of endpoints at 80 campuses and 10 offices. It needed

to centrally manage software and hardware assets

• Solution:CEC selected IBM® Endpoint Manager software as its software asset management tool and extended it to hardware asset management, patching, antivirus updating and laptop encryption

• Benefits:By replacing manual patching, testing, deploying and remediating processes for more than 20,000 endpoints, CEC gained the visibility and control necessary to ensure software and security compliance

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"While software audits initially drove our search for a new solution, we discovered that we needed endpoint management consistency throughout the entire enterprise. IBM Endpoint Manager software provided all that in a single tool."

- Jeff Lemke, Director of IT site operations

Companies have a lot to gain by maintaining control of IT assets. They can avoid massive unplanned expenses, increase productivity and provide easy access to information for decision making. When designing an IT asset management (ITAM) program, keep these tips in mind:1. Someone has to be responsible. Every successful project starts with people, then process, then technology and ITAM touches

every part of a business.

2. Circle of life. Like most things in life, assets follow a lifecycle: plan, procure, deploy, manage and retire

3. One source of truth. To be successful, it is important to agree on a common asset repository to be your organization's one source of truth.

4. Visibility through metrics and reporting. You can't manage what you can't measure and you can't measure what you can't see.

5. Automation is your friend. Apply modern technology to automate these manual, error-prone processes

6. Provide self-service options. Provide a clear, concise and easy to use portal for people to find and request items. Automate as much of the fulfillment as possible to speed up delivery.

7. Money is the language of business. Every asset has a cost, and money is the language of business. Integrate ITAM with IT financial management to earn more respect from the rest of your business.

8. Reduce the pain of software audits. Anyone who has experienced a software audit knows that poor software asset management can be a significant expense to the company, not to mention a compliance risk.

9. Don't forget about consumables. While these items may not meet traditional price thresholds to be considered assets by finance, they do follow a lifecycle that could benefit from being tracked in an ITAM system.

10. Cloud. Non-physical items like virtualized and cloud-based resources can be assets as well. To avoid sprawling resources and unplanned expenses, these must also be treated as assets that require lifecycle tracking and financial management.

Need to Scale?Don’t have the Infrastructure resources to hand?

In Summary• Integrating an Automating your IT Asset

Management and Service Desk saves:• Time• Money• Reputation

• Open Standards Based• ITIL out of the Box

• Ready for Cloud• For Scale• For ease of deployment• Lower Cost

Increase Efficiency by Automating IT Asset & Service Management

(A self-funded approach to optimizing your IT Assets)

Lewis TrokeConsultantIBM Software

US FoodsDeployment to 15,000 desktops, laptops, Macs and servers

Over a year 30 days

Endpoint Agents 5-10 1 (<2% CPU; 10-15MB RAM

Collect and assimilate software installation and licensing

10 hrs/week for six months

1 day

Dedicated servers and databases 67 1

FTEs 6 1

Patch all endpoints, on and off network 7-10 business days1 day with 98-99% first-pass success

Annual compliance fines $1M+ <$7K

Collect asset data from newly acquired companies; before they’re on the USF network

20 days 1 day

"Out of the box, IBM Endpoint Manager software dramatically streamlined our patch deployment processes…, increased confidence in our software usage data and enhanced our lifecycle management and power management processes significantly."

Dan Corcoran, Director of Client Technology, US Foods

Symantec Altiris IBM Endpoint Manager

Published Use Case

Success Story• Overview

US Foods is a leading distributor of more than 350,000 products to over 250,000 customers, including independent and multiunit restaurants, healthcare and hospitality entities, and government and educational institutions

• Business need:US Foods needed an automated, centralized endpoint management solution to replace cumbersome software compliance monitoring and application deployment processes across 15,000 endpoints.

• Solution:The company selected IBM® Endpoint Manager software for lifecycle management, software usage analysis, power management, and security and compliance.

• Benefits:IBM Endpoint Manager software helped US Foods reduce patch deployment times by 80 percent, saving USD$500,000 on software licenses and avoiding more than USD1 million in license noncompliance fines.

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- Dan Corcoran, Director of client technology

"Out of the box, IBM Endpoint Manager software dramatically streamlined our patch deployment processes…, increased confidence in our software usage data and enhanced our lifecycle management and power management processes significantly."