IT Asset Management Best Practices Using RFID

Stephen Schwartz

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Agenda

•  IAITAM Functional Areas •  ITAM Best Practice Areas for RFID •  Asset Life Cycle Process •  Understanding Your Policies & Processes •  Suggested Areas for Improvement •  Considerations

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12 Functional Areas of ITAM

•  Acquisition Management*

•  Asset ID Management* •  Compliance

Management* •  Communication

Management •  Disposal Management* •  Document Management

•  Educa*on  Management  •  Financial  Management*  •  Legisla*on  Management  •  Policy  Management*  •  Vendor  Management  

Source:    IAITAM    

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ITAM – 8 Best Practice Areas for RFID

1.  Receiving 2.  Identification Tagging 3.  Installs 4.  Moves 5.  Adds & Changes 6.  Inventory Management 7.  Discovery Tool Integration 8.  Finance Integration

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Inventory and Audit Assets (DC)

Stakeholder   Goals   Solu/on  Approach  

Metrics  

Audit  Team  Member  

Accurately  audit  required  assets  and  inspec*on  criteria  in  efficient  manner    

Visi-­‐Trac  Audit  Cart;  Visi-­‐Trac  Mobile  

#  of  correctly  inspected  DC  assets  per  hour  

Audit  Team  Manager  

Effec*vely  plan  audits  and  manage  mul*ple  audit  teams  

Visi-­‐Trac  Web  App  (Planning,  Repor*ng,  Aler*ng);  Visi-­‐Trac  Audit  Cart  (Supervising)  

Days  to  complete  Audit;  #  of  audit  team  members  required;  accurately  report  on  HW  &  SW  compliance  metrics  

DC  Manager   Collaborate  with  and  monitor  the  status  of  audit  managers  and  teams.      Inspect  asset  /  soZware  compliance  policies  

Visi-­‐Trac  Web  (Repor*ng,  Aler*ng);  VT  Mobile  (Inspec*ng)  

Report  on  compliance  metrics;  Adherence  to  asset  /  soZware  compliance  policies.  

Ac/vi/es:      Compliance  inspec*ons;  physical  count  of  assets  by  loca*on    

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Installs, Moves, Adds & Changes Ac/vi/es:    SoZware  and  hardware  upkeep;  correc*ng  deficiencies  or  mistakes  

Stakeholder   Goals   Solu/on  Approach  

Metrics  

DC  IT  Staff   Accurately  and  efficiently  maintain  hardware  and  soZware  assets  

Visi-­‐Trac  Audit  Cart,  Visi-­‐Trac  Web  

#  of  correctly  completed  IMAC  tasks  per  hour  

IMAC  /  Project  Workers  

Complete  required  remedia*on  tasks  accurately  and  efficiently.      

Visi-­‐Trac  Audit  Cart;  Visi-­‐Trac  Web  

#  of  correctly  completed  IMAC  ac*ons  per  hour;  Accurately  report  and  advance  follow-­‐up  requirements  (EOL,  Repair,  Replacement)  

DC  Manager  

Manager  remedia*on  ac*vi*es  accurately  and  efficiently.      Manage  staff  to  perform  rou*ne  lifecycle  management  func*ons.  

Visi-­‐Trac  Web  (Repor*ng,  Aler*ng);  VT  Mobile  (Inspec*ng)  

Report  on  compliance  metrics;  Adherence  to  asset  /  soZware  compliance  policies.  

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Understanding Your Policies & Processes

Shelving  

Project  Room  

STORAGE  

Check-­‐In/Out  Inspec;on  

Area  

RECEIVING  &  SHIPPING  

Staging  Area  

Entry  Control  Entry  

Control  BUILD  ROOM  Configure  &  Test  

DATA  HALL  

MDF  Data  Removal  &  Disposal   ADMIN  

Shelving

 Project  Room  

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Suggested Areas for Improvement Contractual  Financial  

§  Invoice Verification and Reconciliation

§  Cost Center Analysis

§  Budgeting §  Chargeback §  Refresh Planning §  Fixed Asset

Reporting §  Finance

Reporting

§  SoHware  License  Management  

§  Lease  Management  §  Warranty  

Management  

§  Maintenance  Evalua/on  

 

Inventory  

§  Workflow  

§  Coordina/on  of  Installs,  Moves,  Adds,  Changes  (IMAC)  

§  Asset  Loss  Detec/on  and  Preven/on  

§  Physical  Inventories  /  Compliance  Audits  

§  Redeployment  

§  Return  of  Lease  

§  Disposal  

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Considerations Iden/fy  Areas  of  Concern    

 

§  What  outcome  from  an  RFID  implementa*on  would  have  the  greatest  impact  on  your  success?  

§  What  areas  within  your  asset  life  cycle  could  yield  the  highest  ROI?  

§  How  could  an  RFID  ini*a*ve  *e  into  your  company’s  strategic  priori*es?    

 

   

Priori/ze  Your  Benefits  

Define  your    ROI  metrics  

 

§  Reduce  capital  expenditures?  

§  Audit  or  SOX  compliance  issues?    

§  Save  *me  and  cut  inventory  costs?  

§  Excessive  shrink  ?    §  Installs,  moves,  

adds  and  changes  costly  /  inefficient?  

§  Inventory  /  Audit  Costs  §  %  of  Assets  with  

Discrepancies  §  Incorrect  Rack  

placement  §  Wrong  Serial  Number  §  Inaccurate  Host  Name  

§  Costs  of  missing  or  lost  assets  

§  Time  required  to  locate  and  deploy  assets  for  key  ini*a*ves  

 

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