This project is aimed at providing an efficient and user friendly tool to the management of the organisation for asset management of the organisation. It was observed by the management that in the absence of such a centralised system, many software and hardware assets lay wasted while newer ones with similar configurations were unnecessarily purchased. This not only added to the project cost but also increased the turnaround time of the projects.
The above stated reasons lead to the commissioning of this project to manage the assets of the organisation efficiently.
Scope of this Document
The Scope of this project is to capture all the hardware, software licenses procured for the various projects, the details of number of licenses, expiry, renewal, Annual Maintenance Contracts (AMCs) of various assets deployed on various Projects across different verticals in the organization.
The following are the stakeholders in this project as have been identified by the development team:-
a) Project Managers â€œ They will be able to update the status of various assets as deployed on their respective projects. This includes putting up requests for deployment of new assets on projects and release of assets from their projects. They may also raise requests for procurement of newer assets as also disposal of outdated/expired assets.
b) Higher Management â€œ They will be able to view the status of all assets regarding their usage and history. They may also deploy or release assets for various projects. It will help them in taking decisions regarding asset costs and utilization.
c) Asset Management Team â€œ They may add newer assets to the database as and when procured upon the request raised by project managers as also decommision existing assets upon their license expiration or outdating.
d) Other Employees â€œ They may access an overview of all assets present across various verticals in the organisation.
Business Requirements Elaboration
This functionality will attempt to create a central repository of all software licenses owned by the organisation and which are used by projects or available to be used. This will enable to centralize the process of software license management and help in quick review and search of software resource usage and availability to take faster and prudent decisions regarding allocation of these resources to projects.
This functionality will attempt to create a central repository of information regarding all hardware devices which are used on projects or available for use on projects. This will enable to centralize the process of hardware management and help in quick review and search of hardware usage and availability to take faster and prudent decisions regarding allocation of these resources to projects.
This functionality will create a central repository of information regarding all non IT assets which are used on projects or available for use on projects. his will enable to centralize the process of non IT asset management and help in quick review and search of asset usage and availability to take faster and prudent decisions regarding allocation of these resources to projects.
Notifications regarding license and AMC expiry
This functionality will keep track of the expired licenses and outdated hardware. It will also send alerts to project managers about imminent expiry of licenses of softwares used on their projects as also about outdating of their hardware devices so that necessary steps towards procurement of newer softwares and hardware devices may be taken well in time.
Update asset usage record
This functionality will provide an update template to managers so as to update asset records associated with their respective projects. Updation includes
Procurement of new assets for a project
Deployment of pre-existing assets on projects
Release of assets from projects
Writing off assets from the Asset Register when they are outdated or their licenses expire.
Redeployment of assets
This functionality will allow available software licenses and hardware resources to be assigned to newer projects as the need arises. This will help in effiecient usage of the organization's resources. Earlier, without information related to resources available, project managers often had to procure new resources which added to the project cost and ultimately increased expenses. The functionality will thus help in reducing unnecessary costs and make projects more viable.
Usage history of assets
This functionality will maintain and update asset usage history. This will help provide transparency and accountability to asset procurement and utilisation.
This is expected to be the most frequently used functionality by all the users of this tool. It will provide a robust search engine to search for available assets based on various criteria.