IT professionals often face difficulty in tracking hardware assets, leading to lost devices, wasted resources, and compliance gaps. These issues complicate maintaining an organized inventory and increase both costs and security risks.
ServiceNow Hardware Asset Management (HAM) centralizes asset information, making tracking and management straightforward. By automating processes such as deployment, monitoring, and retiring assets, it reduces manual effort and errors. This system ensures consistent compliance, minimizes loss, and optimizes resource utilization.
This article will guide you through the key features and benefits of ServiceNow HAM, demonstrating how it can transform your hardware asset management. Whether you’re an IT professional aiming to simplify operations or a business executive looking to reduce costs, this guide offers valuable insights.
Hardware Asset Management on ServiceNow
Hardware Asset Management on ServiceNow transforms the way you handle your hardware inventory, tackling specific daily challenges that many face. Traditional methods often struggle with accuracy and real-time updates, making asset management a tedious and error-prone task.
ServiceNow uses a unified platform, integrating smoothly with other IT management tools. This system allows for real-time asset tracking, automated workflows, and comprehensive reporting. Asset lifecycle management becomes intuitive, covering every stage from acquisition to disposal. Imagine not needing to manually update spreadsheets or spend hours reconciling asset discrepancies. ServiceNow ensures that you have all the information you need at your fingertips, saving time and reducing errors.
How ServiceNow Makes Your Job Easier:
Centralized Management: All your hardware data in one place, eliminating the need for multiple spreadsheets and systems. No more searching across different platforms for asset information.
Automated Workflows: Routine tasks like updating inventory and scheduling maintenance happen automatically, freeing up your time for more critical work. Think of the time saved not having to manually log every new piece of hardware.
Real-Time Insights: Immediate access to current data means you can address issues promptly and plan effectively. For instance, you can instantly see which assets need servicing, avoiding unexpected downtime.
Enhanced Compliance: Automatic tracking and reporting ensure you stay compliant with regulations without the manual hassle. This means no more last-minute scrambles to prepare compliance reports.
Tracking Lost or Stolen Equipment: ServiceNow’s real-time tracking helps quickly locate missing assets, reducing loss and improving accountability.
Reducing Manual Errors: Automation minimizes the risk of human error in asset entry and updates, ensuring data integrity.
Managing Asset Lifecycle: From procurement to retirement, ServiceNow handles all stages, reducing the complexity of managing asset lifecycles manually.
Improving Maintenance Scheduling: Automatic scheduling based on real-time data prevents overlooked maintenance, prolonging asset life and reliability.
Differentiation between Traditional HAM and ServiceNow HAM
Traditional Hardware Asset Management (HAM) often relies on manual processes, spreadsheets, and disconnected tools. These methods result in data inaccuracies, lack of real-time visibility, and a higher risk of asset loss. Manual tracking can lead to delays in updates and inconsistencies, impacting decision-making and operational efficiency.
ServiceNow HAM provides an integrated platform that automates asset tracking and management. With real-time dashboards and centralized data, users gain instant access to asset status, location, and ownership. For instance, ServiceNow’s Asset Management Dashboard shows all assets in one place, allowing you to track asset movement, monitor usage patterns, and manage inventory levels in real-time.
Traditional HAM struggles with maintaining asset lifecycle stages, often missing critical updates. In contrast, ServiceNow HAM automates these stages using workflows. For example, when a new asset is procured, ServiceNow automatically updates the asset registry, schedules maintenance, and sets reminders for renewals. This automation ensures that assets are maintained on schedule and compliance requirements are met without manual intervention.
ServiceNow HAM also integrates seamlessly with other IT systems, such as IT Service Management (ITSM). This integration allows for a holistic view of asset management. For example, if an IT incident involves a specific hardware asset, ServiceNow links the incident to the asset record, providing complete visibility into the asset’s history, maintenance records, and current status.
Types and Components of Hardware Assets
End-user Devices and Peripherals
Managing end-user devices like laptops, desktops, and mobile phones, along with peripherals such as printers and monitors, plays a crucial role in hardware asset management. ServiceNow provides a detailed tracking system that logs each device’s purchase date, warranty status, and current user.
With ServiceNow’s Asset Management module, businesses can automatically assign devices to employees during onboarding, track usage history, and receive alerts when devices are due for maintenance or replacement. This automated process reduces manual effort and ensures that every device is accounted for, helping to prevent loss and improve overall user satisfaction.
Network/Telecom Hardware and Data-center Equipment
Network and telecom hardware, including routers, switches, and servers, along with data-center equipment, form the backbone of IT infrastructure. ServiceNow’s Configuration Management Database (CMDB) allows businesses to maintain a real-time inventory of all network and data-center equipment.
It provides detailed records of each asset’s configuration, location, and connection to other network components. ServiceNow also facilitates scheduled maintenance by generating automated reminders and tracking service logs, which helps in preventing network outages and extending the lifespan of critical hardware.
Managing Hardware Models, Configuration Items, and Vendors
Detailed management of hardware models and configuration items ensures that all asset types are correctly cataloged and monitored. ServiceNow’s CMDB includes fields for model specifications, serial numbers, and purchase details, which helps in maintaining a consistent inventory.
Businesses can utilize the Vendor Management feature to track vendor performance, manage service contracts, and monitor warranty claims. ServiceNow also offers a centralized repository where businesses can store all vendor-related documents, such as service level agreements and contract terms, ensuring easy access and better control over vendor relationships.
Benefits and Value Proposition of Using ServiceNow for HAM
Key Benefits of Hardware Asset Management Improved loss prevention
ServiceNow’s HAM uses real-time tracking and geo-location tagging for all hardware assets. By scanning barcodes or using RFID tags, the system updates the asset’s location immediately, reducing the risk of loss or theft. Alerts can be set up to notify IT staff if assets move outside designated areas.
Enhanced productivity
Automated workflows in ServiceNow replace manual processes for asset requests, approvals, and assignments. For example, when a new employee joins, the system automatically initiates an asset request, routes it for approval, assigns available hardware, and updates the inventory. This reduces the time IT staff spend on repetitive tasks.
Optimized usage
ServiceNow tracks the full lifecycle of each asset, from procurement to disposal. The system monitors usage patterns and maintenance schedules, ensuring assets are utilized to their maximum potential. For instance, it can notify IT when a laptop’s usage drops below a certain threshold, suggesting it might be reallocated to another employee.
Increased security and compliance
ServiceNow maintains detailed records of all hardware assets, including serial numbers, purchase dates, warranty information, and software installed. This comprehensive record helps in audits and compliance checks. The system also enforces security policies, such as ensuring all devices have up-to-date antivirus software and encrypting sensitive data.
How HAM Helps Cut Costs Cost-saving aspects of effective HAM
ServiceNow’s HAM identifies underutilized assets, allowing organizations to reallocate them instead of purchasing new ones. For example, if several monitors are in storage for more than 30 days, the system flags them for reassignment, reducing unnecessary procurement costs.
Detailed examples and data visualizations
ServiceNow provides dashboards that visualize asset data, such as total cost of ownership, depreciation, and maintenance costs. These dashboards help in budget planning and highlight areas where costs can be reduced.
For instance, a dashboard might show that extending the refresh cycle of certain hardware could save thousands annually.
ServiceNow’s Value Proposition Unique benefits of using ServiceNow for HAM
ServiceNow offers a unified platform that connects HAM with IT Service Management (ITSM), Configuration Management Database (CMDB), and IT Operations Management (ITOM).
This integration means that any change in asset status automatically updates in all related systems. For example, when an asset is retired, it is removed from the CMDB, avoiding discrepancies.
ServiceNow Hardware Asset Management (HAM) vs. HAM Pro
ServiceNow Hardware Asset Management (HAM) focuses on tracking and managing hardware assets throughout their lifecycle. This includes end-user devices, network/telecom hardware, and data-center equipment. Key features include asset discovery, hardware inventory management, and lifecycle tracking from procurement to disposal. HAM aids in maintaining accurate asset records, reducing redundant hardware, and improving asset utilization.
ServiceNow Hardware Asset Management Pro (HAM Pro) builds on the core functionalities of HAM, adding capabilities for more advanced asset management. HAM Pro includes automated workflows, vendor management, and comprehensive contract management. The Pro version enables real-time asset tracking and integrates with other IT management tools for a seamless experience. Enhanced reporting and analytics provide deeper insights into asset performance and lifecycle costs.
1. Define Objectives and Scope
HAM: Basic asset tracking, inventory management, lifecycle tracking.
HAM Pro: Includes all HAM features plus automated workflows, vendor and contract management, real-time tracking, and advanced reporting.
Why Choose HAM Pro? For businesses needing robust asset management capabilities, HAM Pro offers greater control, automation, and insights, making it a valuable investment.
Implementing ServiceNow HAM: A Step-by-Step Guide
Implementing ServiceNow Hardware Asset Management (HAM) involves a structured approach to ensure smooth integration and optimal performance.
1. Preparation
Assess Your Needs:
Evaluate your organization’s asset management requirements. Identify key assets, stakeholders, and processes involved in asset management. For instance, if your organization manages a large number of laptops, servers, and networking equipment, note these down along with their respective departments and users.
Data Collection:
Gather detailed information about your existing hardware assets. This includes asset types, serial numbers, purchase dates, warranty information, and current status. If you manage multiple offices, ensure each location’s data is clean, complete, and standardized for consistency.
2. Configuration
ServiceNow Setup:
Install and configure the ServiceNow HAM module. Set up necessary permissions, workflows, and user roles to align with your organizational policies. For example, configure workflows for asset approval processes and assign roles to IT staff for asset tracking and management. Consider consulting ServiceNow experts to assist in this setup and avoid potential pitfalls.
Asset Categories and Models:
Define and organize asset categories and models within ServiceNow. Create a taxonomy that includes categories like laptops, servers, and network devices. For example, categorize laptops by brand and model to make tracking and reporting easier. Proper categorization helps in maintaining a structured inventory, making it easier to track and manage assets.
3. Integration
Connect Systems:
Integrate ServiceNow with other IT systems such as procurement, finance, and support systems. This seamless integration ensures that data flows smoothly between different platforms. For example, linking ServiceNow with your procurement system can automatically update asset records when new equipment is purchased, reducing manual data entry and errors.
ServiceNow Consulting Support:
Engage with ServiceNow consultants to streamline the integration process. Consultants can provide tailored solutions and best practices. For example, they can help set up automated workflows that ensure consistent data updates across systems.
4. Deployment
Asset Entry:
Enter all hardware asset data into ServiceNow. Use bulk upload features to import large datasets efficiently. For example, upload a CSV file containing all your hardware asset details. Verify the accuracy of the data entered to avoid discrepancies.
Assign Ownership:
Allocate assets to appropriate departments or individuals. This step promotes accountability. For instance, assign each laptop to an employee and track who is responsible for each piece of equipment. Proper ownership assignment helps in tracking usage and identifying issues promptly.
Consulting Assistance:
ServiceNow consultants can assist in setting up efficient workflows and processes for asset entry and ownership assignment, ensuring best practices are followed.
5. Monitoring and Maintenance
Regular Audits:
Conduct periodic audits to verify asset records. Regular checks help in maintaining up-to-date information. For example, schedule quarterly audits to reconcile physical inventory with ServiceNow records, identifying discrepancies and ensuring that all assets are accounted for. Audits also help in uncovering unauthorized usage or missing assets.
Automated Alerts:
Set up automated alerts for maintenance schedules, warranty expirations, and other critical events. These alerts ensure timely actions. For instance, configure alerts to notify the IT team when a server’s warranty is about to expire, prompting them to renew the warranty or plan for replacement, thereby extending the life of your assets and reducing downtime.
6. Reporting and Analysis
Custom Reports:
Generate custom reports to gain insights into asset utilization, performance, and lifecycle status. Use ServiceNow’s reporting tools to create dashboards that visualize data trends and metrics. For example, generate a report showing asset depreciation to help plan future purchases. Informed decisions stem from accurate reporting, helping you optimize asset usage and plan future purchases.
Expert Guidance:
Utilize ServiceNow consulting services to create tailored reports and dashboards. Consultants can help in identifying key metrics and setting up reports that provide valuable insights. For example, they can assist in setting up a dashboard that tracks asset performance metrics, helping you identify underutilized or overused assets.
Conclusion
Implementing Hardware Asset Management with ServiceNow transforms your IT operations by automating and centralizing asset tracking and maintenance. With ServiceNow, you gain real-time visibility into your hardware assets, from procurement to retirement. This means automated inventory updates, seamless integration with procurement systems, and alerts for maintenance schedules.
Start leveraging ServiceNow’s automated workflows to reduce manual errors and ensure compliance. For tailored guidance, consult with our expert team who can assist in customizing these workflows to fit your business needs. This will help you achieve precise budgeting, enhanced security, and improved asset utilization. Start now, and witness the impact on your organization’s productivity and cost management.
