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IT Asset Management Program moves forward in 2023

In July 2022 a new program was launched to create an IT Asset Management (ITAM) program at WashU. IT asset management (ITAM) provides an accurate account of technology asset lifecycle costs, risks, and performance to maximize the benefits from our technology investments.

The Asset Management program will provide proficient, enterprise class IT Asset Management as a foundational practice that supports key University initiatives across the university. This three-year program will consist of multiple phases and cover three main areas of IT Asset Management:  

  • Hardware Asset Management (HAM), which involves processes, tools, and strategies of managing the physical components of computers and related systems, and will utilize ServiceNow to apply best practices for managing hardware asset data throughout its entire lifecycle include: end user computers, servers, network infrastructure, and medical devices. Other hardware asset classes may be included.
  • Software Asset Management (SAM) which tracks, evaluates, and manages software licenses, compliance, and optimization, and will utilize ServiceNow to apply best practices for managing software asset data and software licenses. SAM will utilize ServiceNow to apply best practices for managing software asset data and software licenses. Software categories include, at a minimum, software installed on in-scope hardware assets and prioritized SaaS products, which are yet to be determined. Other software categories may be included as time and budget allow. 
  • Service Mapping will create a list of critical IT services and map the associated configuration items (CIs) to them, enabling improved change controls, faster incident response, and proactive service outage assessments. A CI is any component that needs to be managed in order to deliver an IT Service. 

The program’s foremost goal is to create an accurate and complete centralized asset inventory in ServiceNow, and improve and automate ServiceNow capabilities related to hardware and software asset management. The program will also implement the ServiceNow IT Operations Management (ITOM) module. ITOM is the IT management and strategic approach to planning, building, and operating digital services, as well as technology, components, and application requirements in organizations.

A centralized inventorywill embody a full life cycle approach, meaning both hardware and software assets will be tracked from procurement, to maintenance, to disposal and/or retirement. This approach not only provides a complete picture of IT assets across the University, but also ensures IT assets are in optimal condition, improving customer service and support.

Additionally, proper IT asset management allows for smoother financial planning, as there is a clear map of what assets will need to be replaced and when. This allows us to avoid overspending, underspending, or a sudden, unexpected budget need. Planned campus and departmental asset reports will also be used to plan technology refreshes and annual budgets.

Finally, ensuring all our hardware and software assets are up-to-date and monitored is an important aspect of information security and risk managementpractices. Outdated equipment and expired licenses leave gaps and vulnerabilities. Real-time analytics will be available to measure and track asset health and performance, ensuring we meet security and compliance requirements.   

“I am very encouraged by how the program is taking shape, particularly the level of active engagement by our key stakeholders on the program,” said Russell Sharp. “We are starting to see the value it will provide as a foundation for our Cybersecurity program, but equally the capabilities for the WashU community at large”

Above is the current IT Asset Management Program roadmap. Please note that the roadmap is fluid and may be subject to updates and changes.

As the program continues to develop and expand, the Asset Management Program’s core team will continue to provide updates and new information about what to expect from the program, major achievements, pertinent changes, planned Q&A sessions, and collaborative opportunities. The team has also just launched, a new website dedicated to the program, which serves as a central hub for the program’s current and future projects, FAQs, stakeholder resources, and more.  

Any questions about the program can be sent to