IT Asset Management Guide: Key Fields for VARs, IT Resellers and Third Party Maintenance Organizations.
In the realm of IT asset management (ITAM), the devil is truly in the details.
Managing a vast array of assets, contracts, and serialized numbers demands a meticulous approach, with an emphasis on several critical data fields that form a backbone of effective asset management strategies.
But not many people talk ATAM for VARs, MSPs, TPMs, or OEMs.
It seems like 90% of the content out there is for the end user.
What’s important to an end user, is a bit different for reseller or maintenance company.
While end users care about compliance, risk, and overages, resellers typically track assets and contracts to enable them to deliver great service, renewals, and IT lifecycle management.
Breakdown Of Key Fields And Tools For Managing Complex Information.
Critical Fields in IT Asset Management
1. Make and Model: Knowing the make and model of an asset provides a foundation for understanding it’s capabilities, compatibility, and service needs. This information is crucial for lifecycle management and planning for replacements or upgrades.
2. Serial Number: The unique identifier for each asset. Tracking the serial number is essential for warranty claims, service history, and in the event of a recall. It also helps in preventing theft and ensuring accurate inventory records.
3. Asset Location: The physical or virtual location of an asset. Location tracking is vital for managing asset location, performing physical audits, and planning for logistics in case of relocation or service.
4. Asset Type: Classifying assets by type (e.g., server, software, networking) aids in organizing inventory determining service strategies, and allocating resources efficiently.
5. Contract Number: Ties the asset to its corresponding service or purchase agreement. This information is key to managing vendor relationships, renewals, warranty claims, and understanding the financial commitments tied to each asset.
6. Start date and End Date: The duration contract associated with an asset. Tracking these dates is critical for renewals, budget planning, and ensuring continuous coverage or support.
7. Current Support Level: Knowing the level of support each asset is entitled to allows IT departments to manage expectations, plan maintenance schedules, and make informed decisions regarding upgrades or replacements.
8. Asset Owner: Identifying the individual or department responsible for an asset ensures accountability, facilitates communication for service or support, and aids in asset recovery efforts during offboarding processes.
9. Backline provider: The entity responsible for technical support and maintenance of an asset during problems. Ensures asset functionality and reliability.
10. Parent and Child Items: Identifies renewable SKUs linked to an asset, including main items and associated components like networking cards or disk chassis that may have separate maintenance costs.
11. EOL & EOSL data: Essential for planning IT lifecycles; it inform when customers when products will no longer be supported or updated.
Tracking Solutions: From Spreadsheets to Specialized Tools
There are several ways to track these critical fields, each with its own set of advantages and challenges:
Spreadsheets: Many organizations start with spreadsheets due to their accessibility and simplicity. However, as the asset inventory grows, spreadsheets can become unwieldy, error-prone, and difficult to keep up-to-date.
IT Asset Management Systems: Specialized ITAM software offers robust features for tracking and managing all critical fields of IT assets. These systems often include automation capabilities, real-time tracking, and reporting tools, making them a scalable and efficient option for larger organizations.
Other Tools:Various inventory management and CMDB (Configuration Management Database) tools can also track IT assets and associated data. These tools may offer integration capabilities with other IT management systems, providing a holistic view of IT resources.
Owlytica: Revolutionizing IT Asset, Contract, and Serialized Number Management
Enter Owlytica, software designed to streamline the management of IT assets, renewal contracts, and serialized numbers.
Forget about those “Oh no, it expired!” moments.
With Owlytica, you’re always a step ahead, getting heads-ups on renewals and updates.
Tailored specifically for Value-Added Resellers (VARs), Managed Service Providers (MSPs), and Third-Party Maintainers (TPMs), Owlytica offers a comprehensive platform that addresses the complexities of IT asset management for resellers. To learn more about IT lifecycle management for resellers or schedule a demo to discuss your requirements for IT asset management for your business.
3 Ways to Engage with Owlytica
1. Schedule a Call: Running a VAR is tough—ramping new reps, managing margins, and scaling operations. Let’s talk about what’s working, what’s not, and get to the root cause. You'll speak directly with our founder, Reid—an ex-enterprise AE at a VAR who built and sold an IT services firm. Our goal is to listen, strategize, and provide practical insights to help you grow.
2. Schedule a Demo: Hit a sales wall? Renewals a mess? Owlytica helps solution providers turn renewals, assets, and lifecycle data into predictable, high-margin recurring revenue. See exactly how it works—so you can stop leaving money on the table and start scaling smarter.
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