“Purchase, Use, Maintain, Retire”

How to Improve the Asset Lifecycle in Organization

EXECUTIVE SUMMARY

A leading European printing ink provider faced the necessity to improve the IT asset lifecycle management and automate the annual audit and reporting.

Teiva Systems engineers integrated asset management processes with the ServiceNow ITSM processes and set up the warehouse balance management.

SOLUTION

ServiceNow Implementation

At the start of a project, the Teiva Systems team implemented the automated ITSM processes based on ServiceNow. After a roadmap development, the team set technology and data foundations and planned business process migration to the ServiceNow platform.

ServiceNow Integration

Before the start, the client organization kept all IT assets information in a third-part application. All operations in application were manual, including the ticket management by helpdesk team.

Teiva Systems engineers integrated ServiceNow and this asset management application. This integration allows quickly find the information about each gadget a helpdesk team has to maintain or repair.

Automated Reporting

At the end of a business year, the client organization had reviewed and reported the current status of the IT assets lifecycle. This audit helped to schedule the maintenance and retirement for the existing hardware and plan a procurement.

Before the project started, this reporting required several man-days because each device had to be checked manually. After the integration of ServiceNow and the application is completed, ServiceNow requests the current status of each device automatically and creates a dashboard. It takes several hours and saves thousands euro per each involved employee.

Warehouse Management

Before purchasing new IT assets, the cliet of us wanted to retire the outdated models. In particular, all the models with the short warranty expiration (less than a year) had to be retired immediately. The process of manual warranty check continued from several days to weeks. 

The Teiva Systems team contacted the IT assets provider and used their API to add the information about newly purchased computers — model, purchase date, warranty expiration, etc. — to the database automatically. Now it is possible to sort  out the records and see all the computers that should be retired. Again, it saves severa men-days and thousands euro.

Before the project start, a client’s had no systematic warehouse management. Our engineers extended the service to facility management and added all the client’s warehouses to the system. Now it is possible to see the stock at each warehouse separately.

When an employee requests a device, the integration helps to locate the necessary device on the warehouse and deliver it to the workplace quickly.

Besides, the Teiva Systems engineers trained the client’s staff to manage the warehouse stocks. 

In this way Teiva engineers developed the warehouse management system from scratch and implemented a warranty management into the AM processes. 

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Yuliya Nesen, Marketing Manager, Feb 16, 2022