PRIORITIES AND POLICIES FOR IT ASSET MANAGEMENT

Transcription

1 The Define/Align/Approve Reference Series PRIORITIES AND POLICIES FOR IT ASSET MANAGEMENT Value added IT depends on accurate information regarding the use, location and configuration of every asset, from data to device. This takes policy that is fully defined, aligned and approved. THIS IS A DOWNLOAD FROM ITTOOLKIT.COM Copyright 2015 Right Track Associates Inc.

2 Introduction Thank you for downloading Priorities and Policies for IT Asset Management, from ITtoolkit.com. This handy reference guide explores the seven (7) key elements of comprehensive policy for IT asset management, defining each according to use and related evaluation benchmarks. Copyright 2015 Right Track Associates, Inc. All rights reserved. Images provided by freepik.com which retains all rights thereto. No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means electronic, mechanical, photocopying, recording, scanning or otherwise except as permitted under sections 107 or 108 of the United States Copyright Act, without prior written permission of the publisher. Requests to the Publisher should be addressed to Right Track Associates, Inc., P.O. Box 3498, Tampa, FL or online at

3 What is IT Asset Management? It takes multiple types of plans and policies to deliver an effective and productive IT service portfolio. And, in practical reality, each plan and policy depends upon the ability to identify, track and maintain the physical assets that comprise the Technology Asset Portfolio (TAP). For example, you can t plan effectively for disaster recovery if you don t have accurate inventories of all the types of technology in use. You also won t be able to plan effectively for upgrades, conversions and other related projects. That s why asset management capabilities are so valuable and beneficial. Like so many other types of IT management policies, asset management policies are used to protect business assets and interests. Technology devices and software are certainly assets -- and they are certainly expensive, valuable and worthy of "protection" -- from failure, loss, destruction, theft, damage and related harm. Asset management policies are defined by the goals, objectives, procedures and strategies applied to ensure that technology assets are used and maintained effectively. Depending upon individual needs and circumstances, any given TAP can include desktop computers, peripherals, laptops, notebooks, tablets, telephones, mobile devices, servers, network equipment, copiers, fax machines and related devices. While specifics will vary, comprehensive asset management policies must address the following: 1

4 Technology asset procurement and allocation. Physical identification (tagging) and inventory management (location and ownership/assignment) of inservice and out-of-service technology assets. Assigning and tracking software licenses to ensure compliance with licensing agreements. Establishing, applying and tracking configuration standards to facilitate maintenance and support. Managing technology asset moves, adds, and changes (relocations, additions and configuration updates). Specific asset management practices will likely vary according to technical needs and organizational circumstances. Obviously, large enterprise needs will differ greatly from small business needs, but every business operation, regardless of size, will certainly benefit from properly scaled policies for technology asset management. In practical terms, asset management is used to streamline support services, reduce support costs and facilitate project delivery. The key is to develop relevant programs designed to suit individual circumstances, and to maintain alignment with the IT management vision. The Role of Define/Align/Approve Define/Align/Approve is a standardized planning technique used to ensure that all IT related plans, policies and decisions are based on accurate information, developed in a collaborative manner, and are fully relevant to actual needs and capabilities. 2

5 Considering the underlying purpose, the DAA technique is well suited to the goals and objectives of asset management policy. DEFINE To identify all of the varied needs and solutions driving the development of the asset management program, including goals, objectives, business requirements, technical requirements, probable solutions, and related operational priorities. ALIGN To ensure that all asset management needs and solutions are fully aligned with overall business objectives, technology best practices and the established strategic IT management vision. The goal is to ensure that resulting policies deliver all of the intended results. APPROVE To secure documented acceptance and approval for all identified asset management needs and solutions. Related policies will always be more successful when they have the full support and acceptance of all interested stakeholders. Approval must be secured as part of policy planning and development. 2

6 Planning for Policy Priorities What is the value of planning for priorities? It s a way to evaluate and rank needs and solutions in order of value and importance (considering overall asset management objectives and related capabilities). WHEN YOU CAN T DO IT ALL, DO WHAT IS IMPORTANT, POSSIBLE AND PRACTICAL Planning for priorities is particularly important when faced with constrained operational circumstances. Identified asset management priorities make it possible to identify and negotiate all necessary policy related tradeoffs and adjustments. Prioritized policy planning takes place in three (3) key steps: 1. The Constraints. Evaluate policy circumstances to identify existing constraints considering any shortage in time, funding, resources, skills, technical capabilities and related obstacles. 2. The Components. Gather together all required information relating to the top seven (7) functional components of asset management policy (see page 4). 3. The Benchmarks. Determine policy component priorities using pre-defined criteria and calculations to measure value and importance. (starting on page 5). 3

7 (7) Elements of Comprehensive Policy #1 - Current Status Assessment. The current status assessment is used to evaluate existing asset management policies (if any) in order to determine past and current impact, quality and performance. #2 - Policy Goals and Objectives. Asset management policy goals and objectives define the stated purpose, expected results and related benefits to be realized from the resulting asset management policy. #3 - Policy Targets. Asset management policy targets are the physical assets (according to type and/or function) to which policy provisions will apply. #4 -Procedural Scope. Policy procedural scope encompasses the operating procedures (steps, tasks and activities) to be specified and implemented as part of the asset management policy. #5 - Organizational Scope. The extent to which the policy will apply within a given organization, considering the number and type of organizational entities (departments) to be subject to the policy. #6 - Asset Management Costs. Policy implementation costs are the estimated and expected costs associated with the planning, preparation and implementation of the intended asset management policy. #7 - Policy Benefits. Resulting policy benefits are defined by the estimated and expected benefits to be realized from the completion, adoption and implementation of the intended asset management policy. 4

8 1 THE CURRENT STATUS ASSESSMENT Goal: To evaluate current asset management conditions in order to determine the scope and focus of your policy planning effort (to create a new policy or revise existing policy). Subject Matter: All of the existing asset management practices, policies and programs and the results achieved to date. Factors for Evaluation: Accuracy: The degree to which existing inventory records and asset information reflect actual conditions. Highly Accurate Moderately Accurate Minimally Accurate Relevancy: The degree to which existing asset management policies have proven to be relevant to actual service needs. Highly Relevant Moderately Relevant Minimally Relevant Pinpoint problem areas to set related planning priorities. Usability: The degree to which existing asset management policies have proven to be realistic and enforceable. Highly Useable Moderately Useable Minimally Useable 5

9 2 POLICY GOALS AND OBJECTIVES Goal: To define policy purpose (i.e. what the policy will deliver and accomplish) expressed in terms of specific goals and objectives. Stated goals and objectives then form the basis of specific policy terms. Subject Matter: Expected results and benefits for the planned asset management policies. Set goals and objectives that are both relevant and achievable. Factor #1: Value: The estimated value and importance of the specified goal or objective to the implementation, enforcement, and overall success of the subject policy. Highly Valuable & Important Moderately Valuable & Important Minimally Valuable & Important Factor #2: Complexity: The estimated effort and degree of difficulty associated with each stated goal and/or objective of the subject policy. Highly Complex Moderately Complex Minimal Complexity 6

10 3 POLICY TARGETS Goal: To determine the types of technology assets to be covered by the asset management policy being planned. Targets establish the basis for policy procedures and costs. Subject Matter: The existing Technology Asset Portfolio (TAP) considering specific devices, software and related elements. What are our most valuable and important technology assets? Factors for Evaluation: Compare the value and importance of each identified target to the defined current status and policy goals/objectives: Value to Improve Current Status: The policy target is highly valuable and important. The policy target is moderately valuable and important. The policy target is of minimal value and importance. Value to Meet Policy Goals and Objectives: The policy target is highly valuable and important. The policy target is moderately valuable and important. The policy target is of minimal value and importance. 7

11 4 POLICY PROCEDURAL SCOPE Goal: To determine the specific procedures, tasks and activities to be used to manage technology assets. Procedural scope determines how the policy will be implemented and executed. Subject Matter: Asset management procedures, tasks and activities as needed for policy implementation and execution. What are the most important practices to incorporate? Factors for Evaluation: Compare each identified procedure, task and activity to current status and policy goals/objectives: Value to Improve Current Status: The procedure/task/activity is highly valuable and important. The procedure/task/activity is moderately valuable and important. The procedure/task/activity is of minimal value and importance. Value to Meet Policy Goals and Objectives: The procedure/task/activity is highly valuable and important. The procedure/task/activity is moderately valuable and important. The procedure/task/activity is of minimal value and importance. 8

12 5 POLICY ORGANIZATIONAL SCOPE Goal: To determine the extent to which the asset management policy will be implemented and enforced within the organization (considering the departments and end-users involved). Subject Matter: Organizational structure (departments, units and endusers) and their respective needs. Factors for Evaluation: Where should we focus our roll-out and implementation efforts? Consider the value and importance of the asset management policy to each potential policy stakeholder (department, unit and/or end-user): The policy is highly valuable and important to the stated stakeholders. The policy is moderately valuable and important to the stated stakeholders. The policy is of minimal value and importance to the stated stakeholders. 9

13 6 POLICY IMPLEMENTATION COSTS Goal: To determine the probable costs and expenditures associated with the implementation, execution and enforcement of the asset management policy. Subject Matter: Tools, time, labor and work effort required to implement, execute and enforce planned asset management policies. COSTS What will all this cost and how much can we afford to spend? Cost Factors: Material Costs: Expenditures associated with the acquisition of all the tools and devices (hardware, software etc.) needed to implement policy provisions. Implementation Costs: Labor and administrative expenditures required to implement policy provisions. Maintenance Costs: Expenditures required for maintaining and enforcing policy provisions. Miscellaneous Costs: Additional expenditures associated with policy implementation, enforcement and maintenance. 10

14 7 POLICY IMPLEMENTATION BENEFITS Goal: To quantify the expected benefits and advantages associated with the implementation, execution and enforcement of the asset management policy. Subject Matter: Likely benefits of the overall policy effort considering both financial, operational and technical advantages. BENEFITS What is the expected Return on Investment for all this effort? Calculate the Potential Benefits: WHICH ONES ARE WE LIKELY TO REALIZE? Improved IT service quality and value. Lowered asset maintenance costs. Lowered asset acquisition costs. Reduced occurrence of asset loss, theft or damage. Improved software licensing compliance, lessening unwarranted exposure and risk. Improved productivity through a more efficient and effective allocation of technology assets. 11

15 CONTINUE READING For more information on technology asset management and IT policy development, turn to the following articles available at ITtoolkit.com: Protecting Business Interests with IT Asset Management Performing the Asset Management Needs Assessment Creating Standards for End-User Technology Six Keys to Sound Policy in IT Management Managing IT with a Strategic Vision Decision Making and Problem Solving in IT Management 12

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