Phase Two: Process Improvement
With phase one of the auditor’s recommendation completed, the University moved on to phase two of the project. As part of the second phase, Curtin University deployed the Provance IT Asset Management Pack, Provance Data Management Pack and Provance Bar Code in September of 2013. In addition to software, Provance provided Curtin with a best practice framework, which assisted the University in launching its new combined IT Service Management and IT Asset Management solution. “The ultimate goal was smarter and simpler management of IT assets through the life cycle,” said Wittwer. “We had a very immature level of asset management processes in place. Having a Provance consultant come in and bring a level of knowledge with respect to the ITAM discipline to show us how things should be approached and how they should be done was extremely valuable. The Provance consultant helped us establish best practices in an intensive one week engagement. The results were phenomenal and the quality of the work even more so. Pictures alone though don’t make an IT Asset Management program. Having those workflows embedded in the product was and is the difference maker.”
Using the Provance software in conjunction with process guidance and services, Curtin University was able to quickly develop and implement an effective lease management program. It begins with shipping notices from Dell containing Configuration Item (CI) information, which allows IT staff to know what to expect. Using the Provance Data Management Pack with PowerShell scripts they were able to easily automate the import of this data into Microsoft System Center and the Provance IT Asset Management Pack. Once received, the asset was scanned using the Provance Bar Code, assigned to users with a location and delivered to them. The result was the ability to track an asset from birth to end-of-lease, while eliminating human error and increasing service management efficiency. The University had achieved and conquered the most challenging part of phase two.
Curtin University further benefited from the Provance solution to assist with the implementation of other recommended “pillars.” Information from the Provance IT Asset Management Pack allows the University to take more informed IT decisions and make “better use of technology.” For example, the University was able to better understand the life cycle of its monitors and revise their leasing policy from three years to 5 years for these devices, resulting in even further cost savings.