Hardware & Software Asset Management: 3 Surprise Discoveries

By Gary Wainwright

Like any other business assets, an organisation’s software and hardware assets need to be well-managed to ensure they deliver maximum return on investment. Logging details on a bulging spread-sheet – no matter how detailed – just can’t offer the level of detail required to deliver an effective asset management strategy.

A recent study by KPMG International revealed that 74% of the companies polled used a manual license tracking process, often fraught with human error.  The involvement of multiple departments, multiple authors and multiple lists wasted valuable time – often resulting in fragmented and incomplete reporting, which incurred steep fines for out-of-date licences.

Unfortunately, it’s only after a surprise discovery that has an impact on an organisation’s bottom line that CIOs choose to make hardware and software asset management a strategy. A few of the surprises I see most often in larger organisations involve the following:

Application downloads: During an asset management evaluation for a large mining client, original estimates reported that only 15 applications were used throughout the organisation, so only these would require migration to a new platform. However, the final count revealed more than 300 applications in use, many tied to a specific task in the mining industry, demonstrating the scale of “application creep” throughout the organisation.

Security risks: Unauthorised software can be a significant security risk. As tech-savvy staff members discover applications to assist with workflow, they often download viruses, security cracks or cookies that could present a genuine security issue for the organisation.

Soaring IT support costs: As multiple versions of popular software are released, demands on the IT team for supporting those versions escalate. For example, although staff may believe they are on the latest version of Adobe, this may not be the case. Extrapolate this scenario across the many different packages and applications being used within your organisation and you can see how IT support costs will soar.

Are you managing your organisation’s assets to avoid surprise discoveries?

During a Software Asset Management project, you’ll likely discover unused equipment, multiple gaps in information-sharing and multiple versions of the same software throughout your organisation.  Incomplete information could impede critical decision-making and escalate unnecessary costs.

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About Gary Wainwright

With more than 15 years of experience in the IT industry, Gary Wainwright specialises in providing technology solutions that result in high dollar savings and increased agility for a broad range of large clients. In 2010, Gary joined Datacom Systems to focus on achieving growth in the integrator market.  As the General Manager of Professional Services for Datacom in Western Australia, he leads a team of solution architects who work on a variety of projects, including helping organisations better understand their infrastructure and better manage their hardware and software assets.

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