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ASSET MANAGEMENT HIGH-LEVEL OVERVIEW ENTERPRISE

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Page 1: MMK AM Workflow

ASSET MANAGEMENTHIGH-LEVEL OVERVIEW

ENTERPRISE

Page 2: MMK AM Workflow

What is Asset Management?

Asset Management is a set of complex stand alone corporate processes integrated together into a single tool set which enables true proactive ROI reporting.

ROI Reporting will reduce costs and increase efficiencies throughout the enterprise.

Page 3: MMK AM Workflow

Why Establish Enterprise Asset Management

Reduce the cost of the enterprise procurement processReduce the cost of the enterprise assets through leveraged buying

Obtain an accurate inventory of corporate assetsRetire old assets off the corporate books for tax reductionsDepreciate the true residual cost of corporate assets

Contract ManagementObtain “On Demand” Return on Investment Reporting (ROI)

Make proactive changes to the environment rather than reactive changesIncrease enterprise process efficiencies

Manage leased assets

Manage software licenses

Improve efficiencies at the Help DeskReduce the cost of supporting the entire enterprise

Page 4: MMK AM Workflow

Where are the Hard Dollar ROI’s?

Process OptimizationPurchasing ProcessesAll Leasing ProcessesAll Help Desk ProcessesAll Desktop Support Processes

Contract Management EffecianciesManage LeasesManage Warranties

Tax ReductionsRetire old assets off the corporate books for tax reductionsDepreciate the true residual cost of corporate assets

ROI ReportingMake proactive changes to the environment rather than reactive changesChange management / Process efficiencies

Managing Software License Costs

Page 5: MMK AM Workflow

Additional ROI’s

Inventory and Discovery• Software inventory and

usage• System and network

inventory• Detailed history of

changes

Asset Reconciliation• Ownership versus usage• Over- and under-utilization• Asset discrepancies

Financial Management• Decision support• Cost management• Budget and forecast• Asset refresh planning• Proactive tax planning

Business Process Integration• Procurement• Accounts payable• Fixed asset• Human resources

IT Asset Deployment• Configure and deploy OS

images• Policy-based software

distribution• Self-service IT catalog and

requisition process

Contract Management• Negotiation support• Corporate history• Lease management• Vendor management

Software License Management• Software compliance• Harvest and reuse• Upgrade and migration planning

Maintenance, Migration, and Disposal• Install, move, add, and change• Configuration management• Application self-healing• OS and application migration• Asset retirement and disposal

Page 6: MMK AM Workflow

Spreadsheet Heaven

Evolution

AssetTracking

IT AssetManagement

Center of Excellence

Asset Management EvolutionE

ffic

ien

cies

Integration of CMDB & Discovery Tools

Automation, Integration, and

Process Driven ITSM

Manual Inventory

Discovery Tools

Page 7: MMK AM Workflow

ASSETMANAGEMENT(Output for HD)(Output for Reporting)

HELPDESK

(Input for AM)(Update for AM)

NEED

VAR

TECHNICALAPPROVAL

FINANCIALAPPROVAL

DESKTOPSUPPORT

(Update for AM)

SHIPPING

IMAC-D(Update for AM)

ST

AN

DA

RD

S

LEASING

ASSET MANAGEMENT WORK FLOW

INTERNAL PROCESSES

EXTERNAL PROCESSES

RE

TIR

EM

EN

T

CATALOG

ROIREPORTING

RE

CE

IVIN

G

CHANGEMANAGEMENT

A/P

PROCUREMENT

USER

Page 8: MMK AM Workflow

ASSETMANAGEMENT(Output for HD)(Output for Reporting)

HELPDESK

(Input for AM)(Update for AM)

DESKTOPSUPPORT

(Update for AM)

IMAC-D(Update for AM)

ST

AN

DA

RD

S

ASSET MANAGEMENT WORK FLOW

INTERNAL PROCESSES

EXTERNAL PROCESSES

RE

TIR

EM

EN

T

PROCUREMENT

HELP DESK

ASSET MANGEMENT ON-SITE SUPPORT

USER BASER

EC

EIV

ING

SENIOR MANAGEMENT

USER

NEED

VAR

TECHNICALAPPROVAL

FINANCIALAPPROVAL

SHIPPING

LEASING

CATALOG

ROIREPORTING

CHANGEMANAGEMENT

A/P

Page 9: MMK AM Workflow

ASSET MANAGEMENT INPUT /OUTPUT

ASSETMANAGEMENT(Output for HD)(Output for Reporting)

ASSETMANAGEMENT

(Output for HD)(Output for Reporting)

HELPDESK

(Input for AM)(Update for AM)

USER NEED

VAR

TECHNICALAPPROVAL

FINANCIALAPPROVAL

DESKTOPSUPPORT

(Update for AM)

SHIPPING

IMAC-D(Update for AM)

ST

AN

DA

RD

S

LEASING

RE

TIR

EM

EN

T

CATALOG

ROIREPORTING

RE

CE

IVIN

G

CHANGEMGMT

Page 10: MMK AM Workflow

SUPPORT INFRASTRUCTURE IS THEFOUNDATION FOR ASSET MANAGEMENT

BUSINESSPROCESS

PROCUREMENT

SUPPORTSTANDARDS

MANGEMENT

RE

CE

IVIN

G

REPORTING

CHANGEMGMT

Page 11: MMK AM Workflow

CENTRALIZED ENTERPRISE ASSET MANAGEMENT

SITE A

SITE B

SITE C

SITE D

SITE …

SUPPORT C HELP DESK

SUPPORT A/B

SUPPORT D

SUPPORT …

PROCUREMENT

RECEIVING

STANDARDS

APPROVALS

RETIREMENT

ENTERPRISE REPORTINGAsset Management

ENTERPRISE REPORTINGSupport

ASSETMANAGEMENT

ROI REPORTINGReduce cost out of environment

CATALOG

HOLY GRAIL

One set of connections to be designed

One set of processes to manage

Standards are the key!

Page 12: MMK AM Workflow

NON-STANDARD DECENTRALIZED ASSET MANAGEMENT

SITE A

SITE B

SITE C

SITE D

SITE …

SUPPORT C HELP DESK B

SUPPORT A/B

SUPPORT D

SUPPORT …

HELP DESK A

HELP DESK C

HELP DESK …

Multiple connections to be made

More information to gather

ENTERPRISE REPORTINGAsset Inventory

ENTERPRISE REPORTINGSupport

ROI REPORTINGReduce cost out of environment

PROCUREMENT * X

RECEIVING * X

STANDARDS

APPROVALS * X

RETIREMENT ?

ASSETMANAGEMENT

CATALOGCATALOGCATALOGCATALOG AWill it be consistent?

?

Exceptions are the rule!

Page 13: MMK AM Workflow

STANDARD DECENTRALIZED ASSET MANAGEMENT

SITE A

SITE B

SITE C

SITE D

SITE …

SUPPORT C HELP DESK B

SUPPORT A/B

SUPPORT D

SUPPORT …

HELP DESK A

HELP DESK C

HELP DESK …

Multiple connections to be madeMore information to gather

ENTERPRISE REPORTINGAsset Management

ENTERPRISE REPORTINGSupport

ROI REPORTINGReduce cost out of environment

PROCUREMENT

RECEIVING

STANDARDS

APPROVALS

RETIREMENT

ASSETMANAGEMENT

CATALOGCorporate Enforcement

Standards are the key NOT Constant Exceptions

Page 14: MMK AM Workflow

Reporting is usually an after thought of a design effort,

But is the primary reason for deploying a system!

REPORTS

Why do deployment efforts go bad?

Page 15: MMK AM Workflow

REPORTS=

PROCESS 1

PROCESS 2

PROCESS 3

DATAREQUIREMENTS

DATAREQUIREMENTS

DATAREQUIREMENTS

FUNCTION 1

FUNCTION 2

FUNCTION 3

FTEREQUIREMENT

FTEREQUIREMENT

FTEREQUIREMENT

REVERSE ENGINEERING

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REPORTS=

PROCESS 1

PROCESS 2

PROCESS 3

DATAREQUIREMENTS

DATAREQUIREMENTS

DATAREQUIREMENTS

FUNCTION 1

FUNCTION 2

FUNCTION 3

FTEREQUIREMENT

FTEREQUIREMENT

FTEREQUIREMENT

REVERSE ENGINEERING

SYSTEM SCRIPTSLook for Areas of Automation

Page 17: MMK AM Workflow

REPORTS=

PROCESS 1

PROCESS 2

PROCESS 3

DATAREQUIREMENTS

DATAREQUIREMENTS

DATAREQUIREMENTS

FUNCTION 1

FUNCTION 2

FUNCTION 3

FTEREQUIREMENT

FTEREQUIREMENT

FTEREQUIREMENT

REVERSE ENGINEERING

SYSTEM SCRIPTS

ASSETMANAGEMENTNotice that the tool is the last piece of the puzzle,

Not the first

Page 18: MMK AM Workflow

What are the steps for Optimization?

Page 19: MMK AM Workflow

1. Document the Un-Optimized “AS IS STATE” (JAD)2. Define final output requirements for the optimized infrastructure (JAD)3. Define the Optimized “TO BE STATE” (JAD)4. Perform a GAP Analysis to define project parameters (GAP)5. Draft a Project Plan to manage the effort

FIRST STEPS OF ASSET MANAGEMENT OPTIMIZATION

Page 20: MMK AM Workflow

FOCUS FOR DEFINING“AS IS STATE”

Process Review User Need Processes Lease Refresh Catalog / Catalog update Processes Technical Approval Processes Financial Approval Processes P.O. Generation Processes

– Contracts Management Receiving Processes Asset Tagging Processes IMAC-D Processes (Desktop Support Processes)

– Install– Move– Add– Change– Delete

Imaging Processes Retirement Processes Accounts Payable Processes Break-Fix / Desktop Support Depreciate Fixed Asset (FA)

Page 21: MMK AM Workflow

Future State ITAM Process Kit

The ITAM Process Kit is composed of:

One high-level ITAM Process Visio

Numerous high-level ITAM Procedures that are Tool Independent

Each procedure contains a high-level Visio flow

Each Procedure contains a high-level Word document

Numerous detail-level ITAM Work Instructions (WI) that are Tool Dependent

One overarching Policy Document

One overarching Guidelines Document

Any required Job Aids or Quick reference Guides

Page 22: MMK AM Workflow

ITAM Process Kit (Who / What / When / How)

The ITAM Process Kit is composed of:

The high-level ITAM Process Visio provides a 20,000 foot view of the entire ITAM process and integration touch points to other strategic and operational services

The high-level ITAM Procedures identifies the “:What” must be done and “Who” by role will do the work

The detail-level ITAM Work Instructions identifies “When” & “How” it must be done”

The overarching Policy Document identifies “Governance” over the activities

The overarching Guidelines Document identifies critical integration touch points or activities that are out of ITAM control, but left unchecked, would negatively impact the ITAM Service

The required Job Aids or Quick reference Guides add to the efficiencies of performing the service.

Page 23: MMK AM Workflow

ITAM Best Practices

Attainment of ROI Benefits from Asset Management are based upon a repeatable consistent ITAM Process >>> Design for repeatable ITAM Standards / Procedures and NOT a series of exceptions! <<<

Discovery data is used to initially populate (Baseline) the CMDB with new asset (CI) records.

After the base lining operation, Discovery Data is ONLY to be utilized to validate CMDB asset records are accurate and to;

Enrich current CMDB Asset records with Discoverable Data

NEVER TO CREATE A NEW ASSET RECORD WITHIN THE CMDB post Go-Live *

Post Go-Live, ALL new Asset Records within the CMDB are created by Process and Validated and Enriched by Discovery

Failure to follow this practice will almost certainly create duplicate Asset records within the Remedy CMDB

Page 24: MMK AM Workflow

ITAM Best Practices (CMDB)

The CMDB may become a federated CMDB made up of various databases (Remedy / ZAM / Ect…) Be specific when using the term CMDB in conversations.

Design the future state with the intent NOT to duplicate a system function or data. Let specialty systems support what they are good at supporting.

Look for methods to share data from one system to another so that we do not have to create process to duplicate the output or function of another system.

Page 25: MMK AM Workflow

ITAM Best Practices (CMDB Update)

The number one Slayer of the ITAM Service is failure to update the CMDB in a timely and accurate fashion after a track-able change has occurred to a governed asset

Resources must be held accountable for performing accurate update information at the point in time within the defined process

Enbridge IT Leadership should consider what we will do if Do’er roles fail to consistently update the CMDB in a timely and accurate manner

Changes to any in-scope Data Center Asset must be captured within Change Management per ITIL methodology

By reason of Technology and to gain efficiencies, we may want to consider documenting “No Impact Changes” for Desktops & Laptops with Incident Management. TBD

Page 26: MMK AM Workflow

QUESTIONS?

OPEN CONVERSATION