Sheridan Technology Asset Management

Program(SherTAM)

1

2010

Technology Asset Management Issues

Effectively managing Sheridan’s technology assets is an institution-wide responsibility

To manage efficiently however we must address a number of short-comings, including:

• asset data resides in multiple locations and exists in varying formats making it difficult to track assets throughout the entire management lifecycle

• asset management processes are predominantly manual increasing instances of incorrect and incomplete information

• technology assets are often relocated making them difficult to find as leases expire

2

Program Goals• Gain and maintain control of institution-wide inventory

3

• Increase accountability

• Enhance budget planning, life cycle management, and preparedness for institutional and government audits

• Improve the process and support for strategic decision making

• Reduce risk to the institution - proper documentation, loss detection

4

IP-addressableSheridan Technology Assets

DiscoverySystem

Automated“Discovered” Asset AttributeGathering

New technologyLease or Purchase

documentation

Finance

ITAM Business Analyst &Purchasing

ESS

Lease/purchaseinfo

Confirmdata

Batch load

Peoplesoft FinancialAsset ManagementSystem

IT Asset ManagementReconciliation System

Asset Reconciliation

Exception Report

CRM Support/IT Asset Tracking System

ITAMBusinessAnalyst

Sheridantechnologyasset data forreconciliation

Asset data from lease & purchase documentsReconciliation updates

Asset data from lease &purchase documents forreconciliation purposes

ITSC/SheridanHelp Desk(Traf/Davis)

Asset attributeupdates

Laptopattributeupdates

Assetattributeinformation

Assetlease/purchaseinformation

Assetreporting

Technologyend-user

TechnologyIssues, returnedtechnology

New technologyLease or Purchase

documentation

NewTechnologyassets

New technologyasset attributes

ITAMBusinessAnalyst

Information re technologyassets coming off lease(60-day lead time)

End-user toldlease expired

Sheridan Technology AssetManagement System (SherTAM) - preliminary view -Phase I Phase II Phase III

Asset reporting

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SherTAM Phased Approach

• Phase I• Introduce Discovery application (automated capture of networked

assets attributes)• Develop centralized asset database using existing Peoplesoft system• Manually reconcile “what is” (Discovery data) with “what should be”

(asset database) • Phase II

• Introduce automated reconciliation of asset database and Discovery data• Phase III

• Re-design and automate (as much as is feasible) currently manual asset management processes

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What Discovery will be tracking:

• ONLY Sheridan owned or leased computers

• Hardware information (e.g. make, model, serial #, user-id, disk capacity, mac address, memory capacity, IP address)

• Software information (e.g. applications, version numbers, patch information,

application access frequency (never, occasionally, monthly, weekly, daily).

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What Discovery is NOT tracking:

• Non-Sheridan owned/leased technology

• File names, file contents

• Personal information, application userids, passwords

• Computer use tracking

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What Discovery data will be used for:

• Locating assets

• Inventorying and managing assets

• Supporting audits

• Supporting OS and application upgrades

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Thank-you

If you have any questions, please contact:

Help Desk(2150)or

(helpdesk@sheridanc.on.ca)