--- name: it-asset-management description: 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 optimizing IT spend. Triggers on phrases like "IT asset management", "ITAM", "hardware inventory", "software license", "asset tracking", "procurement", "lifecycle management", "asset disposal", "CMDB", "configuration item", "CI", "asset audit", "license compliance", "hardware refresh", "decommission", "dispose", "sn", "serial number", "barcode". --- # 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 ═══════════════════════════════════════ Hardware Assets: ═══════════════════════════════════════ Total hardware assets: 3,245 Category Count Value Age (avg) Status ──────────────────────────────────────────────────────────────────────── 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: ═══════════════════════════════════════ 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/Downsize ``` ### 2. Asset Lifecycle Management ``` ASSET LIFECYCLE ═══════════════════════════════════════ Stages: ═══════════════════════════════════════ Request → Approve → Procure → Receive → Deploy → Maintain → Refresh → Dispose HARDWARE LIFECYCLE: ═══════════════════════════════════════ Laptop Lifecycle (4 years): ═══════════════════════════════════════ 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: ═══════════════════════════════════════ 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: ═══════════════════════════════════════ 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 ═══════════════════════════════════════ AWS Resources: ═══════════════════════════════════════ Resource Type Count Monthly Cost Tag Compliance Status ──────────────────────────────────────────────────────────────────────── 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: ═══════════════════════════════════════ → 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: ═══════════════════════════════════════ 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 MEDIUM ``` ### 4. Asset Audit & Compliance ``` ASSET AUDIT PROCESS ═══════════════════════════════════════ Audit Schedule: ═══════════════════════════════════════ 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: ═══════════════════════════════════════ 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): ═══════════════════════════════════════ 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 ═══════════════════════════════════════ Request → Approve → Quote → PO → Receive → Deploy → Track Approval Matrix: ═══════════════════════════════════════ Amount Approver(s) Lead Time ──────────────────────────────────────────────────────────────── < $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: ═══════════════════════════════════════ 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/A ``` ## Edge 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 ═══════════════════════════════════════ 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) ```