Sheridan Technology Asset Management Program (SherTAM)

Technology Asset Management Issues Effectively managing Sheridan’s technology assets is an institution-wide responsibility To manage efficiently however we must address a number of short-comings, including: asset data resides in multiple locations and exists in varying formats making it difficult to track assets throughout the entire management lifecycle asset management processes are predominantly manual increasing instances of incorrect and incomplete information technology assets are often relocated making them difficult to find as leases expire 2

Program Goals Gain and maintain control of institution-wide inventory 3 Increase accountability Enhance budget planning, life cycle management, and preparedness for institutional and government audits Improve the process and support for strategic decision making Reduce risk to the institution - proper documentation, loss detection

4 IP-addressable Sheridan Technology Assets Discovery System Automated “Discovered” Asset Attribute Gathering New technology Lease or Purchase documentation Finance ITAM Business Analyst & Purchasing ESS Lease/ purchase info Confirm data Batch load Peoplesoft Financial Asset Management System IT Asset Management Reconciliation System Asset Reconciliation Exception Report CRM Support/IT Asset Tracking System ITAM Business Analyst Sheridan technology asset data for reconciliation Asset data from lease & purchase documents Reconciliation updates Asset data from lease & purchase documents for reconciliation purposes ITSC/Sheridan Help Desk (Traf/Davis) Asset attribute updates Laptop attribute updates Asset attribute information Asset lease/purchase information Asset reporting Technology end-user Technology Issues, returned technology New technology Lease or Purchase documentation New Technology assets New technology asset attributes ITAM Business Analyst Information re technology assets coming off lease (60-day lead time) End-user told lease expired Sheridan Technology Asset Management System (SherTAM) - preliminary view - Phase IPhase IIPhase III Asset reporting

5 SherTAM Phased Approach Phase I Introduce Discovery application (automated capture of networked assets attributes) Develop centralized asset database using existing Peoplesoft system Manually reconcile “what is” (Discovery data) with “what should be” (asset database) Phase II Introduce automated reconciliation of asset database and Discovery data Phase III Re-design and automate (as much as is feasible) currently manual asset management processes

6 What Discovery will be tracking: ONLY Sheridan owned or leased computers Hardware information (e.g. make, model, serial #, user-id, disk capacity, mac address, memory capacity, IP address) Software information (e.g. applications, version numbers, patch information, application access frequency (never, occasionally, monthly, weekly, daily).

7 What Discovery is NOT tracking: Non-Sheridan owned/leased technology File names, file contents Personal information, application userids, passwords Computer use tracking

8 What Discovery data will be used for: Locating assets Inventorying and managing assets Supporting audits Supporting OS and application upgrades

9 Thank-you If you have any questions, please contact: Help Desk(2150) or