Background

A multinational enterprise faced significant challenges in tracking and optimizing its vast array of assets across global operations. Different teams—Asset Managers, Service Desk Managers, Security Officers, and IT Directors—had specific questions that existing systems couldn’t answer efficiently. The lack of a comprehensive asset management solution led to operational inefficiencies, compliance risks, and increased costs.

Challenges

• Asset Utilization Uncertainty about the number of purchased assets not in use but covered by vendor support contracts led to unnecessary expenses.

• Lifecycle Management Ineffective tracking of assets approaching End of Support (EOS) and End of Life (EOL) risked operational disruptions due to expired equipment.

• Global Asset Distribution Service Desk Managers lacked insights into where assets were located worldwide, complicating resource allocation and support.

• Security Compliance Security Officers couldn’t easily identify assets not meeting security standards, increasing vulnerability to security breaches.

• Policy Compliance IT Managers needed an overview of assets complying with lifecycle policies to mitigate risks and avoid non-compliance costs.

Solution

We developed a tailored Asset Management Application, addressing the specific needs of each role within the organization:

For Asset Managers:

• Unused Asset Identification Implemented a Venn diagram visualization displaying assets purchased, covered by vendor support, and not in use. This enabled quick identification and repurposing of idle assets.

• EOS/EOL Tracking Created bar charts with threshold values highlighting assets approaching EOS and EOL within 30, 60, and 90 days, facilitating proactive renewals.

  
  

For Service Desk Managers:

• Global Asset Spread Developed an interactive world map showing asset distribution, helping in strategic planning and resource allocation.

• Network Activity Monitoring Provided real-time updates on daily activities within the environment to promptly mitigate issues.

  
  

For Security Officers:

• Security Risk Assessment Designed dashboards to identify assets not meeting security standards and list open advisories, prioritizing actions based on risk levels.

• Policy Compliance Overview Offered insights into assets covered under security policies versus those that weren’t, aiding in compliance efforts.

  
  

For IT Managers/Directors:

• Lifecycle Policy Compliance Provided a bird’s-eye view of all assets in relation to lifecycle policies, enabling swift rectification of non-compliant assets.

• Tender Compliance List Included information on onboarded vendors that complied with company policies, assisting in procurement decisions.

Outcome

• Optimized Asset Utilization Identified and repurposed unused assets, leading to cost savings of 15% in asset expenditures.

• Reduced Operational Risks Timely tracking of EOS/EOL dates ensured renewals happened before expiration, avoiding potential downtime and saving an estimated $1 million in operational costs.

• Enhanced Security Posture Addressing non-compliant assets and open advisories reduced security vulnerabilities by 25%, strengthening overall cybersecurity.

• Improved Decision-Making Visual tools and dashboards provided clear insights, helping managers make informed decisions quickly, improving efficiency by 30%.

• Policy Compliance Ensured that assets and tenders met the company’s policies, reducing compliance risks and potential fines by 20%.
  

Conclusion

The custom Asset Management Application transformed the enterprise’s approach to asset management. By delivering tailored solutions for various roles, it enhanced operational efficiency, reduced costs, and strengthened compliance. The application’s intuitive design and actionable insights empowered teams to act promptly, optimize resources, and support strategic objectives. This case exemplifies how technology solutions can address complex organizational challenges effectively.