IT Asset Management Program

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Overview – Objectives – Roadmap – Stakeholders – Core Team

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In July 2022, the launch of WashU’s IT Asset Management (ITAM)  program ushered in a new way of capturing an accurate account of technology asset lifecycle costs and risks. This move allows us to maximize the business value of our technology strategy and architecture, as well as informs our contractual and sourcing decisions.

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Program Overview

The Asset Management Program is designed to provide proficient, enterprise class IT Asset Management as a foundational practice that supports key business initiatives across the University. This 3-year program consists of multiple phases and covers 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 and its life cycle. Types (Classes) of hardware assets 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. 

Program Objectives

The program’s foremost goal is to create an accurate and complete centralized asset inventory in ServiceNow, and improve ServiceNow functionality within HAM, SAM, and IT Operations Management (ITOM). 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 inventory will 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.
• 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.
• Ensuring all our hardware and software assets are up-to-date and monitored is an important aspect of information security and risk management practices. 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.  

Roadmap

Stakeholders

Our program stakeholders are a key element in the successful creation of an IT asset taxonomy. The system allows for tracking these assets, and continuing to manage them after the end of the project’s active lifetime. Please note, that the stakeholder list is subject to change and will be updated during the course of the Program as we continue to pull in more collaborators and leaders across the University. If you feel your department should be part of our stakeholder team, or your team’s information requires updating, please contact the Program Team. A list of current stakeholder departments can be found below. To view a more detailed list, please click the red button above.

Additionally, a collaborative Microsoft Team for stakeholders was specifically designed for the program to share important updates, and to offer stakeholders a direct, two-way line of connection with the Program Team. The space will be used now, and in the future, as a medium for discussion and place to ask questions, as well as to post polls, conduct Q&A sessions, and host virtual meetings. Stakeholders are highly encouraged to engage in the Team to stay abreast to the latest Program updates. The Team can be accessed by clicking the red button above.

Arts & Sciences	Shared Infrastructure Platform Engineering	WUSM Neuroscience
Desktop Engineering	Technology & Customer Service Operations	WUSM Public Safety
EUS	University Procurement	WUSM Radiology
EUS – Service Desk	WashU IT
Information Security	WashU IT – Enterprise Applications
IT Finance and Administration	WashU IT – Student Tech Services (STS)
McKelvey School of Engineering	WashU IT PPMO & SMO
Olin Business School	WUSM Biochemistry and Molecular Biology
Pathology	WUSM Cell Biology and Physiology
Radiation Oncology	WUSM Developmental Biology
Research Infrastructure Services	WUSM Genetics
Shared Infrastructure – CMS Owner	WUSM ITSS
Shared Infrastructure – Network Engineering Services (NOC)	WUSM Molecular Microbiology

Program Core Team