IT Asset Management – It’s Not Just for IT Asset Managers Any More

1. - IT Asset Management – It’s Not Just for IT Asset Managers Any More Lynne M. Weiss VP of Marketing International Association of Information Technology Asset Managers, Inc. (IAITAM)

2. What is an ITAM Program? IT Asset Management (ITAM) is defined as the set of business practices that join financial, contractual and inventory functions to support lifecycle management and strategic decision making for the IT environment in support of the organization’s overall business objectives.

3. Why do IT Asset Management? Manage IT Assets so that maximum value is gained from the use of the assets across the lifecycle and beyond Value is: Financial accountability Risk reduction such as through proper disposition of waste Efficiency, performance Customer satisfaction Control, long-term manageability

4. Key Process Areas that Make Up a Mature ITAM Program

5. What is an IT Asset? • What is an IT asset? • Hardware (PCs, servers, printers, displays) • Software • Mobile (pads, tablets, smart phones) • Scope described in terms of: • Environment (distributed, data centers) • Life cycle (request through disposal) • Relates to EVERY department • Bridge between IT and organization/department through goals and business perspective

6. Have Your Assets Gone Into Hiding? • Can you identify all your IT hardware and software locations? • How about your mobile assets? Do they just walk out the door? • What happens with your retired or disposed of assets? • Are you managing the business side of Asset Management to maximize the assets you own? Is Asset Management a game of hide and seek at your organization?

7. Asset Management: The Elevator Pitch • Policy driven • Centralized • Savings opportunities • Process intense • Tools supplement process • Important • Career-making!

8. Centralized IT Asset Management Program • Define Asset Management Policies – encompassing the complete lifecycle • Can enforce standards and the exception rules to standards • Start to collect asset information in an organized manner early in the life cycle. • Process makes trend analysis possible

9. ©2008 - International Association of Information Technology Asset Managers, Inc. (“IAITAM”) 9 To Manage or Not to Manage • Cost of asset • Volume in the environment • Life expectancy • Risk factors if not managed • Security risks • Loss of productivity • Sarbanes Oxley & other legislation • Redeployment • Leased • Mobility of asset • Cost of building the IT asset management processes

10. Commonly Managed Assets • Software – Licensing compliance risk – high cost and audits • Mainframes – high cost • Laptops – mobility, cost, risk factors • Desktops – redeployment candidate, often leased • PAD/BYOD devices – risk factors • Telecom – division of ownership • Servers – cost, risk to business continuity Should we Manage? • Printers • Monitors • Hub, routers, firewalls

11. IT Asset Management Policies • Policies govern behaviors within the organization. The purpose of asset management policies are to have assets that are: • Trackable • Maintainable • Cost effective • Used for the good of the organization • Topics are many times buried in policies with other names such as Security, Acceptable use, Disaster Recovery, Expenses, etc.

12. Policy Topics for Asset Management • Privacy – no expectation of privacy • Prohibited use – limitations on use of equipment and or software • Personal use – rules for use non-business • Use of non-corporate assets on the network – BYOD devices and software allowed? Dialing in from home? • Physical security of the equipment – loss and theft prevention, usually in the Security policy • Commitment to energy conservation – Energy Star program, monitor sleep settings • Environmental Self Audit – policy for disclosure, escalation methods

13. Managing the Life of the Asset You need help - Infrastructure, Help Desk coordination, Inventory and Tools Assets are: In constant motion (IMAC) Change is frequent, with adds, deletes Users change Need rules to govern all of the movement and organizational buy-in

14. Managing the Inventory • Where is it? • Who is using it? • What is the configuration? • What assets are being used with it (software, components)? • What is the condition of the asset?

15. Asset Management Tools 2 Primary tools are: • Discovery Tool for Inventory: • A discovery tool scans all equipment connected to the network and uncovers details of the hardware configuration (including DMI) and the software that is installed on the hardware. • Ownership Repository Tool: • A business application for IT, this tool focuses on the creation of a repository of financial, contractual and inventory information about the assets of the organization. • And there are others….

16. End of Lifecycle • Redeployment • Retirement • Re-use

17. Legislation & Environmental Issues Computer Fraud and Abuse Act U.S. National Environmental Policy Act Toxic Substances Control Act Community Environmental Response Facilitation Act Federal Information Security Management Act FACT Act Identity Theft Prevention Act The Digital Millennium Copyright Act Fair Credit Reporting Act Notification of Risk to Personal Data Act Stored Communications Act The Federal Hazardous and Solid Waste Amendments Comprehensive Environmental Response, Compensation and Liability Act U.S. Patriot Act Payment Card Industry Data Security Standard Sarbanes-Oxley Gramm-Leach-Bliley Act Resource Conservation and Recovery Act US Trade Agreements Superfund Amendments and Reauthorization Act Data Accountability and Trust Act Fair and Accurate Credit Transactions Act

18. Who is Responsible? • The company that bought the asset is primarily responsible • Sale to another can transfer responsibility • Equipment as garbage remains the owner’s issue • Some laws are making the manufacturers responsible too when it concerns disposal practices

19. Where Are We? • Everyone has the same goals • Increase accountability • Uncover savings • Reduce risk • Gain control • Improve performance • Each company at a different maturity point, different weak spots and strengths

20. Strategies for Success: • Give yourself time • Put the right people on the team across all functional business units • Educate to promote buy-in and understanding • Set financial and measurable goals for the program and individual projects • Don’t try to “eat the elephant in one bite” • Stay on track and report successes No more Hide and Seek

21. IAITAM Services and Resources Professional Certifications: * Certified Software Asset Manager CSAM Certified Hardware Asset Manager CHAMP Certified IT Asset Manager CITAM Information Products: ITAK Magazine * Web Events * IAITAM Weekly News Gray Papers (IAITAM exclusive) IAITAM Monthly Member Digest IMUGs (Networking and Webinars with IAITAM Members) Services and Resources: * IAITAM Best Practice Library ITAM 360TM Certification courses, recert paths Executive Briefings Employee Awareness Program Best Practice Blue Print Advanced Training Courses Workshops IAITAM Annual Conference and Exhibition * * Available to the Public

22. Thank You!International Association of Information Technology Asset Managers, Inc. - IAITAM Contact: USA - World Headquarters 4848 Munson St. NW Canton, Ohio 44718 USA Telephone: +1.330.628.3012 Toll-free: +1.866.942.4826 Facsimile: +1.330.628.3289 Las Vegas Office Spanish Vista Professional Center 4955 S. Durango Drive, Suite 111 Las Vegas, Nevada 89113-1053 USA Europe London Office Telephone: + 44(0)1865.522.123 Email: john.lovelock@iaitam.org Web: www.iaitam.org Japan Tokyo Office Telephone: +81.050.5806.3345 Email: takeshi.takeuchi@iaitam.org Web: www.iaitam.jp