jira for asset management - dan horsfall

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According to Gartner, mastering the discipline of effective asset management is a huge cost savings for companies. In this presentation, we will share how Atlassian uses JIRA for asset tracking. We will cover inventory setup, workflow, reporting, and how we physically implemented the system using tags and scanning devices.

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Page 1: JIRA for Asset Management - Dan Horsfall

#atlassian

Page 2: JIRA for Asset Management - Dan Horsfall

DAN HORSFALL • WORKPLACE PRODUCTIVITY ANALYST • ATLASSIAN

JIRA for Asset Management

Page 3: JIRA for Asset Management - Dan Horsfall

I M P L E M E N TAT I O N

R E V I E W & F U T U R E

A S S E T M A N A G E M E N T AT AT L A S S I A N

W H AT I S A S S E T M A N A G E M E N T ?

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What is asset management?

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How to define an asset?

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How to define an asset?

An item of property owned by a person or company, regarded as having value and available to meet debts, commitments, or legacies. - Oxford English Dictionary”

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Asset management

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Asset management

• Is the process of ensuring that a company's assets are accounted for.

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Asset management

• Is the process of ensuring that a company's assets are accounted for.

• That they are maintained

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Asset management

• Is the process of ensuring that a company's assets are accounted for.

• That they are maintained

• Maximise the effectiveness of the asset

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What is an asset?

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Before asset management at

Atlassian

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Atlassian Staff by year

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Atlassian Staff by year

0

300

600

900

1200

2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Today

Staff

1100

889

620

370265

206160894820962

~

Page 15: JIRA for Asset Management - Dan Horsfall

Atlassian Staff by year

0

300

600

900

1200

2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Today

Staff

1100

889

620

370265

206160894820962

Insert asset management

~

Page 16: JIRA for Asset Management - Dan Horsfall

Questions

“How much are our assets worth?”

“Where are they?”

“Who is in control of them?”

“What condition are they in?”

“What assets do we have?”

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Asset management in 2008 (Confluence Wiki Markup table)

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Stakeholders

FINANCE

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Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

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Initial rollout over 3 offices:

AMS

SYD

SF

Estimated 2,500 assets ~700 Users

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for all hardware and software.

$

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5,000for all hardware and software.

$

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Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 24: JIRA for Asset Management - Dan Horsfall

Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

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Implementation

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What is an asset tag?

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What is an asset tag?

• QR Code (or Barcode / RFID)• Unique identifier• Usually say “Property of …”• Ideally hard to remove, • Discourage theft.

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Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 29: JIRA for Asset Management - Dan Horsfall

Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 30: JIRA for Asset Management - Dan Horsfall

Building the JIRA Project

Determined the fixed assets to be tracked, and decide which of them need distinct categories.

Analyse each of the fixed assets, and decide which of their characteristics need to be recorded in JIRA.

Consider the workflow for an IT Fixed asset, and all the statuses it could possibly exist in.

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Building the JIRA Project

Determined the fixed assets to be tracked, and decide which of them need distinct categories.

Analyse each of the fixed assets, and decide which of their characteristics need to be recorded in JIRA.

Consider the workflow for an IT Fixed asset, and all the statuses it could possibly exist in.

Page 32: JIRA for Asset Management - Dan Horsfall

Building the JIRA Project

Determined the fixed assets to be tracked, and decide which of them need distinct categories.

Analyse each of the fixed assets, and decide which of their characteristics need to be recorded in JIRA.

Consider the workflow for an IT Fixed asset, and all the statuses it could possibly exist in.

Page 33: JIRA for Asset Management - Dan Horsfall

Building the JIRA Project

Determined the fixed assets to be tracked, and decide which of them need distinct categories.

Analyse each of the fixed assets, and decide which of their characteristics need to be recorded in JIRA.

Consider the workflow for an IT Fixed asset, and all the statuses it could possibly exist in.

Page 34: JIRA for Asset Management - Dan Horsfall

Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 35: JIRA for Asset Management - Dan Horsfall

Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 36: JIRA for Asset Management - Dan Horsfall

Workflow

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Workflow

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Workflow

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Workflow

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Workflow

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Workflow

Page 42: JIRA for Asset Management - Dan Horsfall

Workflow

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Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 44: JIRA for Asset Management - Dan Horsfall

Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 45: JIRA for Asset Management - Dan Horsfall
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Simplified Workflow for asset capture

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Simplified Workflow for asset capture

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Simplified Workflow for asset capture

Page 49: JIRA for Asset Management - Dan Horsfall

Simplified Workflow for asset capture

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Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

Page 51: JIRA for Asset Management - Dan Horsfall

Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Requirements

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Preparation + Communication

Before the asset capture

On the day

Followup

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On the day

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Post Implementation

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Easy Answers

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Easy Answers

“How much are our assets worth?”

“Where are they?”

“Who is in control of them?”“What condition are they in?”

“What assets do we have?”

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Easy Answers

“How much are our assets worth?”

“Where are they?”

“Who is in control of them?”“What condition are they in?”

“What assets do we have?”

“What assets do we have in stock?”

“What percentage are laptops?”

“How many are over 3 years old?”

“What would it cost to replace all ofour existing desktops with laptops?”

“How many Anti-Virus licenses do we need?”

“Should we buy AppleCare?”

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Over

$ 3.2 Millionof laptop / desktop computers tracked in

this project.

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Effective asset management

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Effective asset management

Page 61: JIRA for Asset Management - Dan Horsfall

Effective asset management

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Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Summary

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Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Summary

Page 64: JIRA for Asset Management - Dan Horsfall

Low Cost

Identify each capitalised asset, and track its location

Integrate with fixed asset accounting system

Flexible enough to handle all IT assets

Identify incoming and outgoing assets

Lightweight process, rapid input for existing assets

Deliver fantastic user experience

Summary

Page 65: JIRA for Asset Management - Dan Horsfall

Effective asset management

• Outsourced imaging and tagging pilot currently underway in Sydney!

• Casper Integration!

• Use of JIRA Service Desk

Where Are We Going In The Future?

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More information at blogs.atlassian.com

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DAN HORSFALL • WORKPLACE PRODUCTIVITY • ATLASSIAN

Thank you!