mmk am workflow
TRANSCRIPT
ASSET MANAGEMENTHIGH-LEVEL OVERVIEW
ENTERPRISE
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.
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
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
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
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
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
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
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
SUPPORT INFRASTRUCTURE IS THEFOUNDATION FOR ASSET MANAGEMENT
BUSINESSPROCESS
PROCUREMENT
SUPPORTSTANDARDS
MANGEMENT
RE
CE
IVIN
G
REPORTING
CHANGEMGMT
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!
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!
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
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?
REPORTS=
PROCESS 1
PROCESS 2
PROCESS 3
DATAREQUIREMENTS
DATAREQUIREMENTS
DATAREQUIREMENTS
FUNCTION 1
FUNCTION 2
FUNCTION 3
FTEREQUIREMENT
FTEREQUIREMENT
FTEREQUIREMENT
REVERSE ENGINEERING
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
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
What are the steps for Optimization?
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
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)
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
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.
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
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.
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
QUESTIONS?
OPEN CONVERSATION