IT Asset Management

Imagine a world where...

you no longer need pages and pages of spreadsheets to track IT hardware assets and manual labor-intensive processes to determine costs and refresh cycles are a thing of the past. Replaced with a single modern system where you can easily generate a report for your agency or for an audit requirement. The new IT Asset Management Program will let us keep track of what we have which lets us better plan for what we need in the future.

Establish an IT Asset Management Program Project

The project's first phase will focus on IT asset and IT business management, beginning with the implementation of ServiceNow, a cloud-based workflow automation tool.

Project Goals

  • Implement ServiceNow to reduce the manual process activities required for agencies to track and create visibility across their physical and software assets.

  • Automate the labor-intensive annual data collection and reporting of asset inventory required by Senate Bill 14-169 which details and forecasts IT expenditures and refresh cycles for 17 departments.

  • Automate the generation of annual reports by department including: number of assets, identified refresh cycles for assets, current operating costs for each asset per department.

  • Enable automated functionality to support and/or automate updates and plan for software expirations and retirement of end-of-life hardware assets.

Project Timeline

ITSM_Infographic-v1.png

Project Team

  • Anthony Vigil - Project Lead

  • Kelly Davis

  • Libby Dollar - Finance System Integrations

  • Tom Genella

  • Bruno Silva - APMS

  • Service owners and process leads

Agency Partners

  • Amelia Larsen - HCPF

  • Chris Horton, Bridget Clawson - CDHS

  • Lynne Steketee - DNR

  • Raphael Wait - CDPHE

  • Tanya Chaffee, Josh Bastian, Kyle Schlenker, Lei Zhu, Richard Brough - DPA

Change Champions

  • Eric Lowe - Gov's Office

  • Amelia Larsen, Natasha Myers - HCPF

  • Nolan Green - CDHS

  • Corey Wong, Galen Chock, Matthew Bidwell, Othmane Mikou, Sharon Roberts, Walker Herrick - CDLE

  • Kirk Teklits - DNR

  • Andrew Putnam, Ben Eby, Raphael Wait, Sara Parsons, Noah Begley, Levin Worker - CDPHE

Resources

Frequently Asked Questions

General

What is an IT Asset Management (ITAM) solution?

Our new ITAM solution will allow OIT to discover hardware assets that are connected to the state of Colorado networks. It will allow us to automate the creation and maintenance of a Configuration Management Database (CMDB) which will simplify planning, troubleshooting, application management and application support. ITAM will improve visibility of hardware assets and will provide a single source or truth eliminating silos of information and improving the accuracy of the information we have available on our IT infrastructure. The ITAM solution will also allow us to track software assets. That functionality is being planned for next year.

What will be the ITAM application's availability and uptime?

The new ITAM application is cloud based and is available every day at anytime. The uptime is at least 99.8% , excluding planned downtimes.

Will the new ITAM have consistent forms, views and navigation?

Yes, the new ITAM application has a standardized layout that blends numerous modules.

Inventory

Will peripherals such as keyboards, mice, printers and monitors be tracked through ITAM?

This will be possible as a future enhancement. The initial release will focus on primary components and building a framework for to allow future tracking of peripherals and consumables.

What if my agency has assets that cross domains? Will it be easy to see what each agency owns?

Yes, there will be a couple of different methods to identify your assets.

Will there be storage areas identified in ITAM?

Yes, they will be called stockrooms in the system.

Will ITAM allow us to see what is out of warranty?

Yes, pulling reports on warranty data is a staple of the application.

How will we find out what we currently have to import initial data into ITAM?

We will be utilizing a multi pronged approach to gather asset information. Purchasing details, audits and the discovery tool will play an important role.

Will the ITAM application help me track what is where, who is using what and what is assigned?

These are primary functions within and will be available from the first day you are able to access the application.

Will ITAM sync up with OIT's Deskside Support so we can get rid of the current duplication of lists and spreadsheets?

Yes, The ITAM project team is working with OIT's Deskside Support so that the new applications becomes the single source of truth.

Much of the state's inventory is now located in home offices. How will it be tracked?

We are using an endpoint detection solution that will be integrated with the ITAM application in order to locate laptops and desktops that are being used for remote work.

Will ITAM show what assets have been decommissioned?

Yes, you will be able to see what has been decommissioned.

Does the ITAM solution offer relationship mapping?

Yes, we will be implementing a configuration management database (CMDB) for deeper insight into both hardware and software inventory.

Will the IT asset management application allow us to automate surplus and asset status?

Yes, the ITAM application does leverage workflow and and allows assets to be in several status states and substates. In use, in transit and retired are just a few of the available status options.

Can inventory be classified based on hierarchy?

Yes, stockroom inventory prioritization is available.

Will asset tags be different in the new ITAM application?

For the most part, the high level process will be the same since the asset record contains both asset tag and serial number as two distinct variables.

Will the ITAM application allow us to view server utilization information?

Yes, but most data points will not be available in phase one because of system dependencies. It is expected this insight will be available in future phases.

Is there a way to separate division duties so application users can only see their division information?

Yes, data and reports can be segmented by groups.

Can we get risk information without having to track every micro action?

Yes, you will be offered multiple reports to try to identify areas of risk and non-compliance.

Process

Will we still need to work in spreadsheets?

No, this is one of the primary benefits of our ITAM solution. It brings great value to anyone responsible for this task by creating a single source of truth for asset information. As an added value it will utilize network discovery as part of auditing and data reconciliation.

Will the ITAM application make it easier to get the asset management information I need to put into Service Desk?

In a future phase ITAM will be seamlessly tied to the OIT Service Desk and tickets so individual ITAM application users can have all this information in one location.

Will identity management be part of the implementation of asset management?

The Identity Manager solution is critical to the entire ITSM application. It has been implemented as part of the system's core configuration which will be an important part of onboarding and offboarding state staff in the future.

Will the ITAM application add more work to the personnel onboarding and offboard process?

The new ITAM application will actually lower the workload because we will be leveraging workflow, automation and technical change management. This will occur in a future phase.


Security

Will ITAM have auditing and control processes in place?

Yes, ITAM does have record auditing so you will be able to see who modified a record and when they made the change.

The ITAM solution is a product from ServiceNow. Can you tell me about ServiceNow's security and compliance?

The new IT Asset Management application is rigorously audited by independent third party companies and government bodies to prove that it complies with various global and regional standards including ISO, SOC 1 & 2, FedRamp, BSI, etc.



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