We will show you how the IT manager identified the critical element and how we helped him overcome this challenge by enhancing the IT assets in terms of utilisation and cost.
The Province of Frosinone is an autonomous local authority that has the task of looking after the interests and promoting the development of the provincial community, also through the provision of public services to the citizens living in the province.
AVOID WORKING THROUGH
THE AGGREGATION OF EXCEL SHEETS.
To enable staff to support citizens, the IT team of Provincia di Frosinone had to track, organise and coordinate IT assets during their life cycle, from purchase to disposal. To do this, it relied on linked Excel sheets that were in charge of different people, depending on the type of asset managed.
But with a fleet of 500 nodes and multiple types of assets under management, updating and linking information, warranties and contracts to schedule assignments and interventions was time-consuming and risky.
The data in the different Excel files had to be standardised and revised constantly. Added to this were the management challenges related to mobile working, which made monitoring more difficult. The lack of control risked leading to unwanted costs and utilisation: the most salient case was related to the management of renewals where silent consent applied. Not having visibility of the expiry dates of each asset led to the activation of contracts that were not always wanted.
«We happened to have difficulty identifying to whom a particular machine, especially in the case of mobile devices,""because the Excel file had not been updated and the field was empty. After time spent in research, we learnt through a phone call, just to give an example, that the missing asset was in the possession of a retired employee».
CENTRALISATION OF ASSET LIFECYCLE INFORMATION.
Since the exponential growth of the managed perimeter would make it increasingly difficult to control the assets under management, Provincia di Frosinone wanted to run for cover by finding a more effective solution. To do this, it was looking for a partner with experience in IT Asset Management. The choice fell on WEGG, whose reliability and expertise it had already tested thanks to an ongoing multi-year partnership for unified endpoint management.
After learning the details of the situation, the WEGG team proposed to centralise and standardise the available information in a single repository, identified in Easyvista's ITAM technology for its advanced capabilities to support different data sources.
Having centralised asset management in a single tool has made it easier to follow the machines on their journey.
«We can manage them at every stage,» Sau comments, «from purchase to exit, but also when moving from one user to another. It is very useful for us because we never lose track of them. We feel we are in a safe place».
The evolution of the project, with the integration of contracts and invoices into the tool, will lead to comprehensive asset management. This information will help the IT team of Provincia di Frosinone in budget planning. «From the purchase date on the contract we can easily determine the age of a machine,» Sau explains, «for example, we start having 40 machines that are six years old. Bringing the expiry date to the end of the year for all of them allows us to manage the decommissioning and replacement with new purchases in a massive and optimised way. Something that would not be possible with Excel sheets».
ONE VIEW
TO KEEP EVERYTHING UNDER CONTROL.
Monitor the asset life cycle from a single platform allows automate workflows managing. The tool's service asset and CMDB have the advantage of rule-based wizards to guide all phases of the asset's life cycle in a simple and intuitive way.
The possibility of setting alerts in relation to the expiry dates of each asset helps the IT team to manage contract renewals, plan budgets and schedule more effectively maintenance work and divestments.
«The timely service feedback and cooperation of WEGG's technical staff,» explains Sau, «ensures that any configuration problems that arise are always resolved quickly.»
RESULTS & BENEFITS.
TIME SAVINGS
Improved operability
RISK REDUCTION
Increased safety
ASSISTANCE
Support in the use of products
«This type of project is useful for all those realities that deal with IT asset management on an extemporary basis. Gathering information in Excel sheets is certainly economical, but when it comes to keeping a fleet of more than 500 nodes under control, it lacks the dynamism needed to monitor the path of the assets, which is indispensable to effectively support IT in its work. We started from Excel files to arrive at complete IT asset management : we have seen that to enhance our IT assets, using the right technology is essential! We have changed the way we work for the better».
Would you like to optimise the lifecycle management of IT assets?
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