Part 5 – Disposal/Disposition

In our previous IT Asset Management series, we looked at the various stages like:

1. Account for
2. Deployed
3. Maintained
4. Upgrade
5. Disposal

Today we look at the final stage – Disposal itself. Let’s look at a quick definition of What is Disposal all about. IT Asset Disposal basically means we get rid of an asset that has reached its “useful” life and we are moving it from our ecosystem. In our IT Asset Management series – Part #4, we spoke briefly about the IT life cycle of Asset Management where organizations need to define the so called “useful life” of each of its assets in accordance with the needs, usefulness, and supportability.

So let’s get started on the thought process of disposal/disposition of IT Asset Management itself.

This first step is critical to come up with a list of IT Assets that match physically and documentation alike to ensure we know what those assets are and where are they located. More importantly, the reasons why they are included as part of the disposal listing here.

Typically, selection criteria include:

This typically requires one to check the listing in Item #1 with the Procurement team to validate the previous purchase records. The next one will need to check with the Finance team on the payment records made previously as well. Should the asset fall under the Finance books (i.e., a fixed asset that has been paid via CAPEX previously), we need to ensure full depreciation has been done before allowed to do disposal.

Note: In general, for Fixed Assets, Finance will have a fixed formula of depreciation like 20% each year until the initial purchase value is fully depreciated and left with $1 in the books. If the Fixed Assets have not reached their fully depreciated values and have more than $1 in the books then the Finance team will need to seek further approval from Management in writing off the value down to $1 prior to being able to continue with the disposal process. Please check with your company’s Finance team on your company’s internal process to align and follow the relevant governance process itself.

In preparing to present to the Asset Disposal Committee in Step #4, you may require sourcing for three quotations from local reputable disposal vendors to compare prices, disposal services and others.

Disposal Vendors selection criteria should include the following:

1. Disposal Vendors meeting local and international certification and compliance requirements. Examples of International certification include:
   • ISO/IEC 14001:2015 (Environmental Management),
   • OHSAS 18001 (Occupational Health and Safety).
   • Waste Electrical and Electronics Equipment (WEEE) directive in European Union.
   • Restriction of Hazardous Substance (RoHS)
2. Guarantee Destruction of Residual Data on Asset. Options should be included:
   • Erasure of Data with certificate and insurance coverage.
   • Degaussing
   • Physical Destruction / Shredding
3. Individual Asset Disposal documentation and Clear method of Disposal.
4. Reputable Reference Customers.

In every organization there should be an Asset Disposal Committee as part of good governance to ensure that proper due diligence is carried out in compliance with their respective Asset Disposal process. At the Asset Disposal Committee, they will review the Asset Disposal listing with supporting documentation done on previous steps and deliberate to either approve or reject the submission.

Please ensure the governance process is adhered to here and auditability is applied for each asset that is disposed of. Make those records available for audit purposes as required.

Some organizations write off the amount of money collected here and put it into an Employee Event/Sports Club fund which benefits the employees’ events/sports club. Others will contribute to the local community and charity organizations which is part of the Corporate Social Responsibility program as well. Either way, proper documentation and oversight on governance is a must.

Alternatively, instead of disposal of assets some organizations opt to carry out disposition.  Typically, organizations offer these assets to internal stakeholders at a minimal price.  It is important to note that the disposal governance process still applies here, so instead of sourcing for disposal vendors, the organization needs to establish a process that is “fair” for all internal stakeholders who are interested in getting their hands on those disposition assets properly.

This would typically involve sharing the list of assets that are made available for disposition.  Next internal stakeholders would need to register their interest on those assets itself.  Following with a first come, first serve basis or other “fair” and transparent allocation method must be employed.  After a process of collecting and accounting for the nominal price of the item paid and addressed in the Finance books for disposition of the said assets.  Do note that since all those disposition assets are without any warranty, support, and end of life; internal stakeholders will have to accept the assets as it is and cannot expect anything from the organization nor the principal vendors once taken custody of the assets.

Whether your organization chooses to do asset disposal or asset disposition would depend on your company’s governance policy and what is right for you only.

Interested to know more about how you can better handle the disposal/disposition of your Assets?  Do visit our consulting page here or reach out to Cybiant’s consultants by dropping a quick e-mail at info@cybiant.com to us.

In today’s technology-driven world, effective management of IT assets and services is crucial for organizations to operate efficiently and achieve their goals. Two key disciplines that play vital roles in this regard are IT Asset Management (ITAM) and IT Service Management (ITSM). While both focus on optimizing IT operations, they have distinct objectives and approaches. In this comprehensive article, we will delve into the similarities and differences between ITAM and ITSM, providing you with a thorough understanding of each discipline and their unique contributions to organizational success. By exploring their core principles, processes, and outcomes, we can gain insights into how ITAM and ITSM complement each other in the broader IT management landscape.

IT Asset Management (ITAM) is the discipline and practice of effectively managing an organization’s IT assets throughout their lifecycle. IT assets refer to any technology-related resources, including hardware devices, software applications, licenses, peripherals, network equipment, and data.

The primary goals of IT Asset Management are as follows:

1. Asset Inventory and Tracking: The first goal of ITAM is to establish a comprehensive inventory of IT assets within an organization. This involves identifying and documenting all assets, including their specifications, locations, ownership, and relationships. By maintaining an accurate inventory, ITAM enables better asset visibility and tracking throughout their lifecycle.
2. Cost Control and Optimization: ITAM aims to optimize IT spending by effectively managing the costs associated with IT assets. It involves activities such as procurement, contract management, and vendor relationship management to negotiate favorable terms and ensure cost-effective asset acquisition. Additionally, ITAM helps identify underutilized or unnecessary assets, enabling organizations to make informed decisions on their optimization or retirement.
3. Compliance and Risk Management: ITAM plays a critical role in ensuring compliance with software licensing agreements, regulatory requirements, and security policies. By tracking licenses, usage, and entitlements, ITAM helps organizations remain compliant and avoid penalties associated with non-compliance. Furthermore, ITAM helps mitigate risks by ensuring proper security controls, software patching, and maintaining an updated inventory to address vulnerabilities and potential security threats.
4. Asset Lifecycle Management: ITAM focuses on managing assets throughout their entire lifecycle, from acquisition to disposal. This includes activities such as asset deployment, maintenance, upgrades, and retirement. By effectively managing the lifecycle, ITAM ensures optimal asset utilization, reduces downtime, minimizes disruptions, and maximizes the return on investment (ROI) for IT assets.
5. Decision-Making and Planning: ITAM provides organizations with accurate and reliable data on IT assets, enabling informed decision-making and strategic planning. With a clear understanding of asset inventory, usage patterns, and costs, organizations can make data-driven decisions regarding asset investments, upgrades, and technology roadmap planning.

The primary goals of IT Asset Management are to establish an accurate inventory, control and optimize costs, ensure compliance and mitigate risks, manage the entire asset lifecycle, and enable informed decision-making and planning. By achieving these goals, organizations can enhance operational efficiency, reduce costs, minimize risks, and maximize the value derived from their IT assets.

IT Asset Management (ITAM) is composed of various processes that collectively form a systematic approach to managing IT assets throughout their lifecycle. These processes provide a structured framework for organizations to acquire, track, maintain, optimize, and retire IT assets effectively.

The most fundamental processes involved in ITAM include:

These fundamental processes form the backbone of IT Asset Management and enable organizations to effectively manage their IT assets from acquisition to disposal. By implementing these processes, organizations can optimize asset utilization, control costs, ensure compliance, and minimize risks associated with their IT assets.

ITAM offers numerous benefits to organizations of all sizes. ITAM provides a comprehensive understanding of an organization’s IT assets, including hardware, software, and digital resources. By implementing ITAM practices, businesses gain better visibility into their asset inventory, enabling them to effectively track, manage, and optimize their IT investments. This leads to improved cost control as redundant or underutilized assets can be identified and retired, reducing unnecessary expenditures.

Additionally, ITAM enhances security and compliance within an organization. By maintaining accurate records of IT assets and their configurations, organizations can ensure that all software licenses are up to date and properly managed, reducing the risk of non-compliance and potential legal issues. ITAM also enables proactive identification and mitigation of security vulnerabilities by regularly monitoring and patching software and hardware assets. This helps protect sensitive data, maintain regulatory compliance, and strengthen overall cybersecurity posture.

The three main benefits of ITAM are listed in the visualization below:

IT Service Management (ITSM) is a set of practices and processes that focus on delivering and managing high-quality IT services to meet the needs of an organization and its customers. ITSM encompasses a range of activities, including designing, delivering, supporting, and continuously improving IT services to align with business objectives. It provides a structured approach to ensure that IT services are delivered efficiently, effectively, and in line with customer expectations.

The primary objectives of IT Service Management are centered around delivering and supporting IT services to enable organizations to achieve their business goals. The key objectives include:

1. Enhancing Service Availability: One of the primary goals of ITSM is to ensure that IT services are available to users when needed. This involves implementing robust infrastructure, proactive monitoring, incident management processes, and effective problem resolution to minimize service disruptions and downtime. By maximizing service availability, ITSM aims to enhance productivity, user satisfaction, and overall business continuity.
2. Managing Incidents and Changes: ITSM focuses on effectively managing incidents and changes to minimize their impact on IT services and business operations. Incident management processes help restore normal service operation as quickly as possible after an interruption, while change management ensures that changes to IT services and infrastructure are planned, controlled, and implemented smoothly to minimize risks and disruptions. These processes enable organizations to maintain service stability and minimize the negative impact of incidents and changes on business operations.
3. Improving Customer Satisfaction: ITSM places a strong emphasis on customer satisfaction by understanding and meeting the needs of customers. It involves establishing clear communication channels, setting realistic service level agreements (SLAs), providing timely and effective support, and continuously seeking feedback to improve service quality. By focusing on customer satisfaction, ITSM aims to build strong relationships, increase user confidence in IT services, and align IT with the strategic goals of the organization.
4. Continuous Service Improvement: ITSM recognizes the importance of continuous improvement to enhance service quality, efficiency, and effectiveness. It encourages organizations to analyze performance metrics, identify areas for improvement, and implement changes to drive ongoing enhancements in IT service delivery. By embracing a culture of continuous improvement, ITSM enables organizations to adapt to changing business needs, technological advancements, and customer expectations.

IT Service Management is a discipline that focuses on delivering and supporting IT services to meet organizational objectives. Its primary objectives include enhancing service availability, managing incidents and changes, improving customer satisfaction, and driving continuous service improvement. By adopting ITSM principles and best practices, organizations can effectively manage their IT services, align IT with business goals, and deliver value to their customers and stakeholders.

ITSM processes are the set of activities and practices that are designed to effectively manage and deliver IT services to meet the needs of an organization and its customers. These processes provide a structured framework for planning, implementing, controlling, and improving IT services throughout their lifecycle. ITSM processes help ensure that IT services are aligned with business objectives, delivered efficiently, and continuously improved to meet changing requirements and customer expectations.

The most fundamental processes involved in ITSM include:

These are just a few examples of core ITSM processes. Other important processes include Release Management, Knowledge Management, Event Management, and Capacity Management. Each process plays a critical role in ensuring the efficient delivery and management of IT services to meet business requirements and customer expectations.

Implementing effective IT Service Management (ITSM) brings numerous benefits to organizations. Here are key benefits of ITSM:

ITSM offers a range of benefits, including improved service quality, increased efficiency and productivity, effective cost management, enhanced communication and collaboration, risk mitigation and compliance, and a focus on continuous service improvement. By adopting ITSM practices, organizations can align IT services with business needs, deliver value to customers, and drive overall operational excellence.

ITAM focuses on effectively managing an organization’s IT assets throughout their lifecycle. This includes planning, procurement, deployment, maintenance, and disposal of IT assets. ITAM aims to provide organizations with a comprehensive understanding of their IT assets, their value, and their utilization.

ITSM , on the other hand, focuses on delivering and managing IT services to meet business needs and customer expectations. It involves implementing best practices, processes, and tools to ensure efficient service delivery, incident management, problem resolution, and continuous improvement.

The table below showcases how each methodology contributes to alignment with business goals:

Both ITAM and ITSM are essential in supporting business objectives and ensuring IT resources and services align with organizational needs

Both IT Asset Management and IT Service Management emphasize collaboration and integration to maximize their effectiveness and deliver value to the organization. ITAM and ITSM encourage collaboration among various stakeholders within the organization.

ITAM involves working closely with procurement teams, IT staff, finance departments, and end-users to gather accurate asset information, track usage, and make informed decisions about asset management. Collaboration ensures that all relevant parties have the necessary information and input to effectively manage IT assets throughout their lifecycle.

Similarly, ITSM promotes collaboration between IT teams, business units, and customers. It emphasizes the importance of cross-functional collaboration to deliver and support IT services. Through effective communication, collaboration tools, and shared knowledge bases, ITSM encourages collaboration in incident resolution, problem management, change management, and service delivery processes. Collaborative efforts enable faster issue resolution, smoother change implementations, and improved overall service quality.

Integration is key for both ITAM and ITSM to achieve seamless operations and alignment with organizational goals. ITAM requires integration with other IT management processes and systems, such as configuration management, procurement, and financial management. Integration ensures that asset data is accurately reflected in the configuration management database (CMDB), financial records, and other relevant systems. This integration enables better decision-making, optimized asset utilization, and improved cost control.

ITSM also relies on integration to ensure the smooth flow of information and activities across various processes. Integration between incident management, problem management, change management, and other ITSM processes allows for efficient sharing of data, knowledge, and resources. Integration with monitoring tools, service catalogs, and other IT systems enables proactive monitoring, automation, and streamlined service delivery. The integration of ITSM with business processes and objectives ensures that IT services are aligned with the needs of the organization and contribute to its overall success.

Both IT Asset Management and IT Service Management place a strong emphasis on effective information management to support their respective objectives and enhance overall IT operations.

ITAM relies on robust information management practices to maintain accurate and comprehensive asset data throughout the asset lifecycle. It involves collecting and organizing information about IT assets, including hardware, software, licenses, warranties, and configurations. ITAM processes such as asset discovery, inventory management, and configuration management create a centralized repository of asset information, often known as a Configuration Management Database (CMDB) or Asset Repository.

This information serves as a valuable resource for making informed decisions regarding asset procurement, maintenance, and disposal. Effective information management in ITAM ensures that organizations have a complete and up-to-date view of their IT assets, enabling them to optimize asset utilization, track license compliance, manage software deployments, and assess the financial implications of asset-related decisions. ITAM’s focus on information management helps organizations avoid asset-related risks, reduce costs, and align their asset strategy with business needs.

Similarly, ITSM relies on effective information management to support the delivery and management of IT services. ITSM processes such as incident management, problem management, change management, and service level management require accurate and accessible information to operate efficiently. Information management practices in ITSM involve maintaining a knowledge base, documentation, and service catalogs that contain relevant information about services, processes, known issues, resolutions, and user instructions.

The availability of this information enables ITSM teams to provide prompt and accurate support, streamline incident resolution, and facilitate efficient change implementations. Information management in ITSM also contributes to service improvement efforts by capturing and analyzing data on service performance, customer feedback, and historical incident records. This information-driven approach helps identify trends, root causes of problems, and opportunities for service enhancement, leading to continuous service improvement and increased customer satisfaction.

While IT Asset Management and IT Service Management share some common objectives, they have distinct focuses within the IT management landscape. ITAM primarily focuses on the management of IT assets throughout their lifecycle. It involves tracking, optimizing, and controlling IT assets, including hardware, software, licenses, and related information.

ITSM, on the other hand, focuses on the delivery and management of IT services to meet the needs of the organization and its customers. It encompasses processes, tools, and best practices that ensure the effective delivery, support, and continuous improvement of IT services.

While ITAM and ITSM have different areas of focus, they are complementary and work together to support efficient IT operations and align IT resources and services with organizational needs.

While IT Asset Management (ITAM) and IT Service Management (ITSM) have overlapping objectives, they have distinct goals and priorities.

The primary objectives of ITAM are centered around the effective management and optimization of IT assets throughout their lifecycle. The key objectives of ITAM include:

The primary objectives of ITSM revolve around delivering and managing IT services to meet the needs of the organization and its customers. The key objectives of ITSM include:

While both ITAM and ITSM have the common goal of supporting efficient IT operations, their objectives differ. ITAM aims to effectively manage and optimize IT assets throughout their lifecycle, focusing on visibility, cost optimization, and compliance. ITSM, on the other hand, focuses on delivering and managing IT services, with objectives centered around service delivery, incident resolution, problem management, and service improvement. The integration of ITAM and ITSM can help organizations achieve a holistic approach to managing IT resources and services, aligning them with business objectives and ensuring optimal utilization and customer satisfaction.

IT Asset Management and IT Service Management have different sets of processes that are tailored to their respective focuses and objectives. Here’s an explanation of the differences in processes between ITAM and ITSM:

ITAM and ITSM have different sets of processes that align with their specific focuses. ITAM processes center around managing IT assets throughout their lifecycle, while ITSM processes revolve around delivering and supporting IT services. Understanding these differences is crucial for organizations to implement the right processes and frameworks to effectively manage their

The stakeholders involved in IT Asset Management (ITAM) and IT Service Management (ITSM) differ based on their respective areas of focus and objectives.

IT Asset Management Stakeholders:

In ITAM, the stakeholders typically include:

1. IT Asset Manager: The IT Asset Manager is responsible for overseeing the entire ITAM process. They are involved in asset planning, procurement, tracking, maintenance, disposal, and optimization. The Asset Manager ensures that assets are aligned with business needs, tracks asset performance and costs, and manages vendor relationships.
2. Procurement Team: The procurement team is responsible for acquiring IT assets. They collaborate with ITAM to ensure that assets meet organizational requirements, negotiate contracts, evaluate vendors, and manage the procurement process.
3. IT Operations Team: The IT operations team is involved in the day-to-day management and maintenance of IT assets. They work closely with ITAM to track asset usage, perform maintenance activities, and ensure the availability and reliability of assets.
4. Finance Department: The finance department collaborates with ITAM to manage the financial aspects of IT assets. They assist in budgeting, cost optimization, tracking expenses, and managing software licenses and contracts.
5. Legal and Compliance Team: The legal and compliance team plays a role in ensuring that IT assets comply with relevant regulations and licensing agreements. They work with ITAM to conduct audits, manage software license compliance, and mitigate legal and financial risks.

IT Service Management Stakeholders:

In ITSM, the stakeholders typically include:

1. IT Service Desk: The IT service desk acts as a central point of contact for users when they encounter IT issues or require IT services. They handle incidents, service requests, and provide support to end-users. Service desk staff collaborate with ITSM processes to ensure timely incident resolution and service delivery.
2. IT Service Manager: The IT service manager is responsible for overseeing the overall delivery and management of IT services. They collaborate with various stakeholders to define service strategies, establish service levels, manage service portfolios, and drive continuous improvement.
3. IT Operations Team: The IT operations team plays a vital role in delivering IT services and ensuring their operational stability. They are responsible for monitoring, maintaining, and managing the IT infrastructure and systems that support service delivery.
4. Business Users and Customers: Business users and customers are the recipients of IT services. They interact with ITSM processes through the service desk, service catalog, and service level agreements. Their feedback and satisfaction are crucial in evaluating the effectiveness of ITSM and driving service improvements.
5. Change Advisory Board (CAB): The CAB is a group of representatives from different areas of the organization who review and approve proposed changes to IT services and infrastructure. They collaborate with ITSM to assess change impact, ensure risk management, and maintain the stability of IT services.
6. Service Level Agreement (SLA) Owners: SLA owners are responsible for defining and managing SLAs with business users or customers. They collaborate with ITSM to establish service performance targets, negotiate SLAs, monitor service delivery, and address any breaches or improvements needed.

ITAM stakeholders primarily revolve around asset management, procurement, finance, and compliance, while ITSM stakeholders focus on service delivery, incident management, change management, and customer satisfaction. Understanding the different stakeholders helps ensure effective collaboration, communication, and alignment of objectives in both ITAM and ITSM initiatives.

ITAM and ITSM are two essential disciplines within the broader IT management landscape. While both share commonalities in terms of aligning with business goals, collaboration, and data management, they have distinct scopes, objectives, and processes. ITAM is primarily concerned with the lifecycle management and optimization of IT assets, while ITSM focuses on delivering and supporting IT services to meet customer needs. By recognizing the similarities and differences between ITAM and ITSM, organizations can leverage the strengths of each discipline to achieve holistic IT management, enhance operational efficiency, and deliver high-quality IT services that drive business success.