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IT Asset Management Process Description

This document describes an IT asset management system built using a BPM platform. It consists of 3 interconnected workflows: 1) Asset registration to track assets from registration to assignment or retirement. 2) Receipt confirmation for assigning assets and having employees confirm receipt. 3) Return confirmation for formally returning assets. Each workflow uses forms to capture asset details and status changes at each step. The system aims to provide a flexible way to manage asset data and status updates through a semi-automated workflow-based process.

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lozinio
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43 views8 pages

IT Asset Management Process Description

This document describes an IT asset management system built using a BPM platform. It consists of 3 interconnected workflows: 1) Asset registration to track assets from registration to assignment or retirement. 2) Receipt confirmation for assigning assets and having employees confirm receipt. 3) Return confirmation for formally returning assets. Each workflow uses forms to capture asset details and status changes at each step. The system aims to provide a flexible way to manage asset data and status updates through a semi-automated workflow-based process.

Uploaded by

lozinio
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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IT Asset management

Functional and technical


description of the process
1. Introduction .............................................................................................................. 1
2. Workflows ................................................................................................................. 2
2.1. First workflow - Asset registration ......................................................................................... 2
2.1.1. Asset registration – form overview: ....................................................................................... 3
2.2. Second workflow: Receipt confirmation ................................................................................ 5
2.2.1. Form overview: ....................................................................................................................... 5
2.3. Return confirmation.............................................................................................................. 6
3. Additional materials .................................................................................................. 7

1. Introduction
We believe every organization and every IT department has its own unique way to organize and manage
their assets. Data describing range of office equipment (PCs, servers, laptops, cell phones, etc.) has to be
kept somewhere. Whether it’s an official paper ledger, Excel file or ERP system – the information is there.
However most commonly used methods don’t allow for any semi-automated interaction between
employees and whatever kind of system is used to store data about assets.
This is where a true BPM platform comes in handy. WEBCON BPS, which you’re about to or already have
installed, gives you an opportunity to build basically any business application you need. To prove how
flexible the platform is, we present you with this ready-to-use IT asset management application based on
workflows and forms created in our system.
No strings attached. Use it as you like. Change it however you like.

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2. Workflows
The whole process consist of three workflows that are interconnected with one another to ensure a smooth
flow of information.
Here’s how they work:

2.1. First workflow - Asset registration


The role of this workflow is to keep track of your owned IT assets. Filling in a form is used to
define the basic parameters of the registered piece of equipment.
The workflow consist of four steps:
 Asset registration – A user provides information about a particular asset which will be
used to identify it later on
 Asset available – Workflow element in this step represent an asset that is registered and
ready to be assigned (and given) to one of organization’s employees
 Asset inn use – Indicates that particular asset has been assigned (handed-over) to one
of the employees and is currently in their care.
 Out of use – Indicates that a particular asset has been retired and withdrawn from use
From the end-user perspective each step of the workflow also defines the status of particular
asset.
The diagram showing the business logic of this workflow is presented below:

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2.1.1. Asset registration – form overview:

2.1.1.1. Step: Asset registration

1) Filling out the form begins with entering a serial number of a particular piece of the equipment.
Serial number is treated as individual distinguisher of a particular asset.
2) Choose an Asset type and Manufacturer from the list
3) The Name field will be filled automatically based on choices in previous fields: Serial number,
Asset type and Manufacturer
4) Proceed with entering data in the remaining fields
5) Once all required information has been provided, you may choose one of two transition paths:
a. Save & continue – simply saves the form, but the workflow status is still set to „Asset
registration”
b. Register and make available – registers the asset and moves the workflow to the
next step (Asset available). The step name is used as a status name of particular
workflow element (in this case a single registered asset).

2.1.1.2. Step: Asset available

1) At this point two actions (on the menu bar) are available:
a. Clone asset – allows you to clone particular asset creating a new one with the same basic
parameters (excluding the serial number which has to be unique)

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b. Assign this asset to user – allows to start a different workflow where the particular asset
that has been registered has to be assigned to one of the employees. In such case some
information will be already available in the second workflow

2) While you’re in Edit mode, two transition paths are available for this step:
a. Update information –moves workflow element back to the Asset registration step, where
the data describing the asset can be modified
b. Deactivate asset – The workflow will transition workflow element to the “Asset out of
use” step, which means this assets has been withdrawn from use and cannot be assigned
anymore

2.1.1.3. Step: Asset in use

1) This steps indicates that particular asset is registered, assigned to one of the employees
2) Section “Assignment” specifies who uses specified asset and where is it physically located

3) It is possible to initiate return procedure from there by clicking “Return the asset” button on the
menu bar:

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2.1.1.4. Step: Out of use

1) All assets that are permanently withdrawn from use reside in this step
2) No actions are available here – this step acts as an archive for all unused assets

2.2. Second workflow: Receipt confirmation


The goal of this workflow is to assign already registered assets to employees, then have those
employees confirm that they physically received the asset. The workflow diagram is shown below:

2.2.1. Form overview:

2.2.1.1. Step: Asset assignment registration

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1) In this step, an asset is being assigned to an employee. To do so, specify the asset in the Asset
name field (if it’s not specified already)
2) Select an employee to which asset is to be assigned to in the Asset user field in the Assignment
section

2.2.1.2. Step: Receipt confirmation


1) In this step, the employee assigned to the asset is asked to confirm receiving particular piece of
equipment.
2) The employee (user) may choose one of two options:
a. Confirm receiving this asset – The employee confirms that he or she has physically
received the asset. The workflow moves this element to the „Received” step.
Simultaneously, the corresponding workflow element from „Asset registry” workflow is
moved to the „In use” step.
b. Refuse receiving this asset – the employee does not agree to receive this asset. A reason
for this rejection has to be entered into the „Comment” field.

2.2.1.3. Step: Received


1) This is an archival step that keeps evidence of the fact that the asset has been assigned. No
actions are available. In order to return the asset back into circulation, the user must make use of
the Return confirmation workflow.

2.3. Return confirmation


The aim of this workflow is to formally return an asset and receive confirmation that the piece
of equipment has indeed been returned, and the user is no longer responsible for it. The
workflow can be initiated both by the IT department as well as the employee to whom the
particular asset is assigned. The diagram of the workflow is shown below:

2.3.1.1. Step: Registration


1) Choose the asset that is to be returned

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2) Data about the asset as well as the currently assigned person and IT Owner (a person responsible
for particular category of assets) is materialized automatically
3) A reason for returning an asset must always be specified

2.3.1.2. Step: Return confirmation


1) In this step, the task is assigned to the IT Owner. She or he has to confirm that the asset has been
physically returned
2) IT Owner has to specify a new location for the asset. An additional comment describing the asset
may be also added

2.3.1.3. Step: Asset Returned


Archival step, providing the evidence the asset has been returned. No actions available.

3. Additional materials
1) A video showing how the IT asset management applications works can be found here:
https://www.youtube.com/watch?v=SfI_1jpyJxw

2) Ideas on how to modify the application and add more features can be found at:
http://starter.webcon.com/

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