Voted Best Answer
Jul 31, 2017 - 06:20 AM
Hope you are doing good!
I worked for a global client for HAM and SAM, they has around 30,000 physical assets. In HAM we have different phases like planning, procuring, deploying, maintaining and disposing.
to answer about the breadth of hardware records, we used to compare our hardware inventory database with the discovery tool (here our client has Microsoft SCCM) hardware data, we regularly get in touch in IT team of each entity who is managing the assets. But the risk here is discovery tool may not discover all the devices as some devices may not connect to network frequently or if connected as well, there may be client issue on the device. For this the IT team used to do physical inventory of all the devices in their entity (may be a site, region, area or building) every 180 days or yearly once. This way all physical devices desktop, laptop, phone, network devices, servers etc can be tracked. There may be limitation for doing this physical check but it gave us good results.
Accuracy about the physical asset information we can check from the discovery tool information like the computer name, the location, the RAM(we dont care much about RAM), the end user using the asset(for desktop, laptop, Virtual machines)
Coming to the financial aspects, our client is more focused on i) the costs we are spending to buy the new physical assets, ii)taking care about the warranty issues and iii) returning the leased machines on time to avoid penalties for keeping them beyond the lease period
There are many key process that we defined to control our spends and handling our owned and leased assets, like frequent conciliation with lease data and procurement data, comparing with the discovery tool data, checking the stock levels, etc. We made our process very strict that if any new user wants a physical device or even a virtual machine all requests should be processed through our team
Maintaining the stock: We are centralized and global team so we will check the inventory level depends on the need and once the count of assets is less we will raise our hand to buy for the stock. Stock will be kept at one location for each region (like for NA one location, EU one location, APAC one location).
The main challenges that we faced are i) the asset will be showing as in our inventory means that asset is in inventory since 6 months or so but it is reporting and showing as being used by some user very recently in our discovery tool; coming to the Virtual machines these were deleted long back but showing as active in our inventory; assets are missing in shipping, warranty issues and so on many challenges ( these are some challenges that came to my mind while writing here :) )
Some of the asset fields that are important are the
Location of the asset
Status (whether it is deployed or in inventory or disposed etc)
End user responsible
Leased or Owned
Lease start date and end date in case of leased machines
Purchased date in case of Owned machines
In warranty or not
And some other…
Hope this helps! Happy to speak with you further. Thank you.