Sheridan Technology Asset Management Program (SherTAM)

1. Sheridan Technology Asset Management Program(SherTAM) 2010

2. Technology Asset Management Issues • Effectively managing Sheridan’s technology assets is an institution-wide responsibility • To manage efficiently however we must address a number of short-comings, including: • asset data resides in multiple locations and exists in varying formats making it difficult to track assets throughout the entire management lifecycle • asset management processes are predominantly manual increasing instances of incorrect and incomplete information • technology assets are often relocated making them difficult to find as leases expire

3. Program Goals • Gain and maintain control of institution-wide inventory • Increase accountability • Enhance budget planning, life cycle management, and preparedness for institutional and government audits • Reduce risk to the institution - proper documentation, loss detection • Improve the process and support for strategic decision making

4. IP-addressable Sheridan Technology Assets New technology asset attributes ITAM Business Analyst CRM Support/IT Asset Tracking System Automated “Discovered” Asset Attribute Gathering End-user told lease expired Discovery System Information re technology assets coming off lease (60-day lead time) Technology Issues, returned technology Technology end-user New Technology assets New technology Lease or Purchase documentation New technology Lease or Purchase documentation Asset reporting Laptop attribute updates ITSC/Sheridan Help Desk (Traf/Davis) Asset attribute information Asset attribute updates Peoplesoft Financial Asset Management System Asset reporting Sheridan technology asset data for reconciliation ITAM Business Analyst Reconciliation updates Asset data from lease & purchase documents Asset lease/purchase information Asset Reconciliation Exception Report Batch load Asset data from lease & purchase documents for reconciliation purposes IT Asset Management Reconciliation System Finance ESS Lease/ purchase info Sheridan Technology Asset Management System (SherTAM) - preliminary view - Confirm data ITAM Business Analyst & Purchasing Phase I Phase II Phase III

5. SherTAM Phased Approach • Phase I • Introduce Discovery application (automated capture of networked • assets attributes) • Develop centralized asset database using existing Peoplesoft system • Manually reconcile “what is” (Discovery data) with “what should be” • (asset database) • Phase II • Introduce automated reconciliation of asset database and Discovery data • Phase III • Re-design and automate (as much as is feasible) currently manual • asset management processes

6. What Discovery will be tracking: • ONLY Sheridan owned or leased computers • Hardware information (e.g. make, model, serial #, user-id, disk capacity, • mac address, memory capacity, IP address) • Software information (e.g. applications, version numbers, patch information, • application access frequency (never, occasionally, monthly, weekly, daily).

7. What Discovery is NOT tracking: • Non-Sheridan owned/leased technology • File names, file contents • Personal information, application userids, passwords • Computer use tracking

8. What Discovery data will be used for: • Locating assets • Inventorying and managing assets • Supporting audits • Supporting OS and application upgrades

9. Thank-youIf you have any questions, please contact: Help Desk(2150) or (helpdesk@sheridanc.on.ca)