Hello and welcome to lecture four of how to start an ITSM department a practical course for busy executives, please give me a couple of seconds to switch on the camera. Good. Let's start Hello and welcome to lecture four of how to start an IT department. A Practical course for busy executives I am degeneracy inverse lecture for populating the database was the required asset tracking tool is ready. You must start populating it with every IP asset owned or leased by the organization. How to populate the database populating the database can be done in various ways, both manual and electronic data entry.

Here are some suggestions for populating the database First, let us count staff and asset quantities of the organization. Let us assume the ABC Corp has the following 10,000 employees including contractors 11,000 computers consisting of 7000 laptops, 3000 desktops and thousand high end engineering workstations, 50 printers, 20 scanners, 10,500, desk phones 60 servers and other data center equipment 30 it vendors who provide hardware and software several thousand software license of various types, layout and identification numbers of the two buildings, other departments specific information and assets. Now, we need to collect the purchase orders of all the assets. The asset and finance team must first collect the purchase orders of all IT assets. For example, those 7000 laptops in circulation maybe from 40 different purchase orders. Similarly, other assets will have their own purchase orders Next, each of the above 7000 assets or laptops must first be given a unique asset ID and a finance city, then the data must be accurately fed into the database either manually or by preparing correct spreadsheets and importing them.

Details of all it vendors contracts and their contract details must also be entered. If necessary, you can take help from various vendors to provide a list of equipment they have supplied in an Excel format that can be imported into the database. This can help you speed up the database entry. Next, high clarity and quality stickers have several sizes suitable for various equipment containing the asset and finance ID must be printed. Then they must be pasted on each and every asset in the organization. This asset tag should contain the asset and finance IDs simultaneously a marathon exercise of this nature can show the asset team and the management how well the assets are being used or misused.

For example, you may notice 50 laptops are untraceable with no one taking accountability. Next, all IT equipment that is laying unused must be recovered and stored in a secure place. Proof of issue the portable IT assets like laptops and phones that are being used by various staff can be formally assigned to them through a company letter as proof of issue. Next, implement security checks. employees should show this letter to security when demanded to prove that they're carrying only the laptop issued to them and not somebody else's laptop. In the exercise, assets mixed up from multiple purchase orders can be corrected.

For example if someone has removed the monitor from a desk Stop have one purchase order and connected it to a desktop of another purchase order, then you can restore it back. Next handling arguments an exercise of this nature in a large organization can result in friction non cooperation and heated arguments by staff. For examples, employees may not be willing to give up their additional laptops or desktops that they may be using. However, the asset team and the senior management must be firm to ensure that all assets are tracked and the material usage discipline enforced. Ideally a ratio of one is to one must be enforced unless justification is provided. When I say a ratio of one is to one It means one employee one computer.

A single employee cannot have multiple computers unless there is a technical or business justification for it. What next, once you have the tracking software populated, you will need documents like an IT asset policy and a service catalog to agree and finalize the service boundaries of the asset team. Now what is a service catalog? The asset management service catalog is a descriptive list of all IT services the item department is accountable and responsible for the purpose of a catalog is similar to a restaurant menu or a shopping catalog. It answers the basic question what services does this department provide? How can all employees avail those services?

It also defined service boundaries to manage employee experience and also attempts to formally reject requests that fall outside the range of their defined services. For example, the contents of a service catalog can look like this. You can say audience this catalog should be applicable to all employees including contractors services provided here you can mention their high level names like below. That means this team is responsible for it asset management. It procurement ID vendor management software licensing IT budget and any other activities continued. Next mention all the individual services provided in a manner that users can understand.

For example, you can have a small table like this a service ID a unique numeric identifier for each service. For example, let us use h w 01. What is this service? A short name for this service? This can be worded as a question usually asked by an employee, an employee may say I need a laptop, so you can use the same kind of words that employees use. Now describe this service.

This elaborates the service further for example, standard laptop provided will be a Dell Latitude 630 model with a GB memory 256 gb disk windows seven or 10, mouse and back. And what are the prerequisites to get this ID the forms to be filled the approvals required whom the request should be sent and so on. Next give timeframes to fulfill requests like three to five Business these and also costs for the request any any other details or any other paperwork that is necessary. In a similar way, you can list on all the service names with their unique IDs like example h w 02, I need a desktop sw 03, I need to move my desktop from one seat to another sw 04. I need two monitors for my system, and so on. This way users will understand what they can expect from this department.

And you can continue Asli upgrade the service catalog to add more and more services depending on how the management decides to proceed. Now what is an IoT asset policy? The purpose of an IoT asset policy document is to manage control, protect and maintain accurate records of your company physical and virtual assets. This document should establish compliance with government regulations, legal requirements and accurate reporting. All types of IDs it's not. The ITSM team should prepare this policy by consulting finance, legal audit, HR and management for the inputs, they should not do a policy on their own.

Now the contents of this policy, I'll just give you a few pages of contents. For example, it can be worded like this. All right, assets purchased or leased will be recorded in the asset tracking tool by the asset team. All mandatory technical financial, commercial user and facility location information shall be entered and maintained in the tool and maintained even after the retirement and disposal of the asset. All employees will be provided a standard Dell laptop or desktop henceforth called a system for their use, but not both. Employees are responsible for safeguarding the all assets under their custody.

The duration of usage of the system shall be three years employees may be issued with a functional redeployed system instead of a new system. It is a team will maintain accountability for fulfilling requisitions procurement vendor licensing for hardware and software support and final disposal of the systems. It asset is also responsible for ensuring that all licensed software is managed. employees should not remove any itss from company premises. This does not apply to laptops, tablets and smartphones formerly provided to the employee for business use it teleworking or work from outside when required. Systems issued authorized employees will be configured by the Technical Services team to access company emails only.

Personnel, email software downloads and social media websites are disabled. All non standard settings and features will be disabled for security reasons. Users must not attempt disabling or modifying any features or settings on their system. When employees resent the organization or proceed on long leave employees must surrender the system to the assets. The insurance arrange by the company shall cover physical damage and hurt any deliberate damage or loss to the company may result in disciplinary action, and so on. You can make the document more and more mature as you get more and more examples of how the equipment gets used in the organization.

Now, this concludes lecture four. I hope you enjoyed it. Thanks for watching.