IT AI Skill
It Asset Management
Manage IT assets including hardware inventory, software licenses, cloud resources, lifecycle management, procurement tracking, and asset disposal. Use when tracking IT assets, managing software licenses, planning hardware refresh, conducting audits, or opti...
IT Asset Management (ITAM)
Manage IT assets including hardware inventory, software licenses, cloud resources, lifecycle management, and asset disposal.
Workflow
1. Asset Inventory
ASSET INVENTORY
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Hardware Assets:
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Total hardware assets: 3,245
Category Count Value Age (avg) Status
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Laptops 850 $425,000 2.1 years Active
Desktops 320 $96,000 3.2 years Active
Servers (physical) 45 $225,000 4.5 years Active
Servers (blade) 24 $192,000 3.8 years Active
Network switches 38 $57,000 5.2 years Active (refresh due)
Network routers 12 $36,000 5.2 years Active (refresh due)
Firewalls 8 $160,000 4.0 years Active
Access points 120 $24,000 3.5 years Active
Monitors 500 $75,000 2.8 years Active
Printers 85 $17,000 3.1 years Active
Mobile devices 450 $135,000 1.5 years Active
Tablets 100 $25,000 2.0 years Active
Storage arrays 6 $300,000 4.2 years Active
Backup appliances 4 $80,000 3.5 years Active
Total hardware value: $1,852,000
Asset Tags:
→ Format: IT-HW-XXXXX (sequential)
→ Barcode/QR: Printed label, affixed to device
→ Location: Office, building, room, desk
→ Custodian: Employee name, department
→ Status: In stock, deployed, in repair, retired
SOFTWARE ASSETS:
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License Type Count Cost/Year Vendor Compliance
────────────────────────────────────────────────────────────────────────────────
Microsoft 365 E3 1,200 $900,000 Microsoft ✓ Compliant
Microsoft 365 E5 300 $450,000 Microsoft ✓ Compliant
Adobe Creative Cloud 80 $14,400 Adobe ✓ Compliant
Slack Business 1,500 $108,000 Slack ✓ Compliant
Jira Software 500 $36,000 Atlassian ✓ Compliant
Figma 200 $24,000 Figma ✓ Compliant
Zoom Business 1,000 $42,000 Zoom ✓ Compliant
CrowdStrike 1,200 $240,000 CrowdStrike ✓ Compliant
Intune 1,500 $90,000 Microsoft ✓ Compliant
Salesforce 200 $120,000 Salesforce ✓ Compliant
Total software spend: $2,124,400/year
Unassigned licenses: 150 (12.5%) — ACTION: Reclaim
Underutilized licenses: 80 — ACTION: Review/Downsize2. Asset Lifecycle Management
ASSET LIFECYCLE
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Stages:
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Request → Approve → Procure → Receive → Deploy → Maintain → Refresh → Dispose
HARDWARE LIFECYCLE:
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Laptop Lifecycle (4 years):
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Year 0: Procure → Image → Deploy → Track
Year 1: Maintain (patches, updates, support)
Year 2: Maintain (battery check, performance review)
Year 3: Evaluate refresh (budget planning, order)
Year 4: Deploy replacement → Secure wipe → Dispose
Refresh Triggers:
→ End of manufacturer warranty
→ Performance below threshold
→ No longer supported (OS, drivers)
→ Budget approved (annual refresh cycle)
→ Employee role change (different device needs)
Refresh Schedule (annual):
→ 25% of fleet refreshed each year
→ Rolling refresh (by department/office)
→ Target: All devices < 4 years old
DECOMMISSIONING PROCESS:
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1. Request: Employee submits return request
2. Retrieve: IT collects device
3. Inventory check: Verify condition, accessories
4. Data wipe: NIST 800-88 sanitization (3-pass)
5. License reclaim: Remove from inventory, reclaim license
6. Decision: Resale, recycle, dispose
7. Documentation: Certificates of destruction
8. Update CMDB: Mark as retired, log disposal
DISPOSAL OPTIONS:
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Option Criteria Process Value Recovery
────────────────────────────────────────────────────────────────────────────
Resale < 3 years, good condition Refurbish → sell 60-70% of original
Donate < 4 years, working Partner NGO Tax deduction
Recycle Any, certified recycler R2 certified $10-50 per unit
Destroy Contains sensitive data Shred/crush $0 (cost incurred)3. Cloud Resource Management
CLOUD RESOURCE INVENTORY
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AWS Resources:
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Resource Type Count Monthly Cost Tag Compliance Status
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EC2 instances 150 $18,000 95% Active
RDS instances 25 $8,500 100% Active
S3 buckets 45 $2,250 98% Active
Lambda functions 120 $1,200 90% Active
EKS clusters 5 $6,000 100% Active
DynamoDB tables 30 $1,500 95% Active
Elasticache 8 $3,200 100% Active
SQS/SNS 25 $250 85% Active
Total AWS: $40,900/month
UNMANAGED/UNTAGGED RESOURCES:
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→ 8 EC2 instances (no tags) — ACTION: Tag or terminate
→ 3 S3 buckets (no owner) — ACTION: Assign owner
→ 5 Lambda functions (no description) — ACTION: Document
→ 2 RDS instances (development, running 24/7) — ACTION: Schedule off-hours
CLOUD COST OPTIMIZATION:
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Opportunity Savings/Month Effort Priority
───────────────────────────────────────────────────────────────────────────────
Right-size EC2 (12 instances) $2,400 Low HIGH
Purchase Reserved Instances $5,000 Medium HIGH
Terminate unused dev instances $1,200 Low HIGH
S3 lifecycle (archive old) $800 Low MEDIUM
Lambda memory optimization $400 Low LOW
Elasticache scaling down $600 Medium MEDIUM4. Asset Audit & Compliance
ASSET AUDIT PROCESS
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Audit Schedule:
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Type Frequency Scope Method
────────────────────────────────────────────────────────────────────────
Full hardware audit Annual All hardware Physical + CMDB
Software audit Semi-annual All licenses Reconciliation
Cloud audit Quarterly All cloud Automated scan
Spot check Monthly Random sample Physical verification
AUDIT PROCEDURES:
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Hardware Audit:
1. Export CMDB inventory
2. Physical scan (barcode/QR)
3. Compare physical vs CMDB
4. Identify discrepancies:
→ In CMDB but not found (missing, stolen, disposed without process)
→ Found but not in CMDB (unrecorded purchase, gift)
→ Incorrect details (wrong model, location, custodian)
5. Reconcile and update CMDB
6. Generate audit report
Software Audit:
1. Export license entitlements (from vendor)
2. Scan installed software (endpoint agent)
3. Reconcile: Entitlements vs installed
4. Identify gaps:
→ Over-licensed (paying for unused)
→ Under-licensed (compliance risk)
→ Unlicensed software (shadow IT)
5. Remediate: Purchase, reclaim, uninstall
AUDIT RESULTS (Last Audit):
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Hardware discrepancies: 23
→ Missing: 8 (2 stolen, 6 disposed without process)
→ Unrecorded: 5 (gift devices, emergency purchases)
→ Incorrect: 10 (location, custodian updates needed)
Software compliance: 96%
→ Over-licensed: 150 licenses ($22,500/year savings opportunity)
→ Under-licensed: 12 instances (purchased additional licenses)
→ Unlicensed: 5 applications (approved or removed)5. Procurement & Vendor Management
PROCUREMENT PROCESS
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Request → Approve → Quote → PO → Receive → Deploy → Track
Approval Matrix:
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Amount Approver(s) Lead Time
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< $500 IT Manager 1 week
$500 - $5,000 IT Director 2 weeks
$5,000 - $25,000 VP Engineering 3 weeks
> $25,000 CIO + Finance 4 weeks
Preferred Vendors:
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Category Vendor Contract Discount Next Renewal
────────────────────────────────────────────────────────────────────────────────
Laptops Dell Enterprise 15% Mar 2025
Desktops Lenovo Enterprise 12% Jun 2025
Servers HPE Enterprise 18% Sep 2025
Network Cisco Enterprise 20% Dec 2025
Software Microsoft EA 25% Jun 2025
Cloud AWS Enterprise Custom Jan 2026
Mobile Apple Education 10% N/AEdge Cases
- Remote workers: Asset delivery, tracking, return
- Contractors: Temporary assets, license management
- BYOD: Corporate vs personal asset boundary
- M&A: Asset inventory merger
- Global: Multi-currency, multi-vendor
Integration Points
- CMDB: ServiceNow, Jira Service Management, Lansweeper
- Discovery: SCCM, Intune, Jamf, Tanium
- Procurement: Coupa, SAP Ariba, Workday
- Cloud: AWS, Azure, GCP (native asset management)
- License management: Snow License Manager, FlexNet
- Disposal: Shred-it, R2-certified recyclers
Output
IT Asset Management Status
ITAM STATUS — Q4 2024
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Hardware assets: 3,245 (tracked: 98%)
Software licenses: 10 managed (compliant: 96%)
Cloud resources: 416 (tagged: 93%)
Total IT asset value: $3,976,400
Annual refresh budget: $400,000
Over-licensed: 150 licenses ($22,500 savings)
Unmanaged resources: 18 (remediating)
Next audit: Q1 2025 (full hardware)