Sheridan
Technology Asset Management
Program
(SherTAM)
2010
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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
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Program Goals
• Gain and maintain control of institution-wide inventory
• Increase accountability
• Enhance budget planning, life cycle management, and
preparedness for institutional and government audits
• Reduce risk to the institution - proper documentation, loss
detection
• Improve the process and support for strategic decision
making
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New technology
Lease or Purchase
documentation
IP-addressable
Sheridan Technology
Assets
New technology
asset attributes
ITAM
Business
Analyst
CRM Support/IT Asset Tracking System
Automated
“Discovered”
Asset Attribute
Gathering
End-user told
lease expired
Discovery
System
Information re technology
assets coming off lease
(60-day lead time)
Technology
Issues, returned
technology
Technology
end-user
Peoplesoft Financial
Asset Management
System
Asset attribute
updates
New
Technology
assets
ITSC/Sheridan
Help Desk
(Traf/Davis)
Asset
reporting
Laptop
attribute
updates
Asset reporting
Asset
attribute
information
Reconciliation updates
Asset data from lease & purchase documents
Asset
lease/purchase
information
Batch load
Finance
Lease/
purchase
info
New technology
Lease or Purchase
documentation
Asset data from lease &
purchase documents for
reconciliation purposes
ITAM
Business
Analyst
Asset
Reconciliation
Exception
Report
Sheridan
technology
asset data for
reconciliation
IT Asset Management
Reconciliation System
ESS
Confirm
data
ITAM Business Analyst &
Purchasing
Sheridan Technology Asset
Management System (SherTAM)
Phase I
Phase II Phase III
- preliminary view -
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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
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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).
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What Discovery is NOT tracking:
• Non-Sheridan owned/leased technology
• File names, file contents
• Personal information, application userids, passwords
• Computer use tracking
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What Discovery data will be
used for:
• Locating assets
• Inventorying and managing assets
• Supporting audits
• Supporting OS and application upgrades
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Thank-you
If you have any questions, please contact:
Help Desk(2150)
or
([email protected])
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