Three cities one IT asset management

With Asset.Desk inventories the municipal bit
the entire hardware and software of three cities
Erlangen - Fuerth - Schwabach

Founded

2010

Municipal operation for information technology (AöR)
Sector: IT services
Employees: 80
Users: > 5.000
Fuerth, Germany
Website >

search for one comprehensive IT asset management solution to simplify the procurement process, software license management and mobile inventory for all affiliated local authorities (in particular the cities of Erlangen, Fürth and Schwabach)

objectives

Unification of the IT management of all customers

Inventory of IT resources in own stock and all customers

Takeover of all inventory processes with little consulting effort

Conversion of the goods receipt process - new stocks should be recorded via desktop or mobile

Introduction of software license management for own stock and all customers

Results

escorted test position

Stock-taking and inventory all IT resources

Introduction of mobile processes for the asset life cycle

Simplification of the procurement process through the purchasing module

Hardware and software orders as well as service orders via Asset.Desk

Introduction of a license management for Ensuring compliance

ensuring the Quarterly and annual planning by the Asset.Desk Contract Management

More Transparency and creation of the Prerequisite for the service billing to the customers

objectives

Unification of the IT management of all customers

Inventory of IT resources in own stock and all customers

Takeover of all inventory processes with little consulting effort

Conversion of the goods receipt process - new stocks should be recorded via desktop or mobile

Introduction of software license management for own stock and all customers

Results

escorted test position

Stock-taking and inventory all IT resources

Introduction of mobile processes for the asset life cycle

Simplification of the procurement process through the purchasing module

Hardware and software orders as well as service orders via Asset.Desk

Introduction of a license management for Ensuring compliance

ensuring the Quarterly and annual planning by the Asset.Desk Contract Management

More Transparency and creation of the Prerequisite for the service billing to the customers

“After the test phase, the project group for Asset.Desk decided. In addition to the scope of services, economic considerations were also decisive. Because we have to answer questions from our three clients about the estimated budget framework and the use of the allocated funds.”

Thomas Freymuller
Project manager of the Kommunalbit AöR

“After the test phase, the project group for Asset.Desk decided. In addition to the scope of services, economic considerations were also decisive. Because we have to answer questions from our three clients about the estimated budget framework and the use of the allocated funds.”

Thomas Freymuller
Project manager of the Kommunalbit AöR

Challenge

The Kommunalbit AöR was founded on January 01.01.2010st, XNUMX by outsourcing the IT departments of the three cities of Erlangen, Fürth and Schwabach as an institution under public law. Since then, the cities have been supplied with all the ITC services they need.

Therefore, Kommunalbit was looking for a strategically comprehensive, high-performance software solution. In 2011, the responsible group therefore decided to expand the existing partnership with FCS. The cities of Schwabach and Fürth were already there Asset.Desk worked. While in Schwabach Asset.Desk was already in full use, Fürth only used the asset scanner to supply an individually developed third-party solution with hardware and software configuration data. Erlangen, the largest partner, has been using Quadriga-IT to date.

Gain

Erlangen is a Franconian city in the administrative district of Middle Franconia in the Free State of Bavaria. The independent city is a university city, seat of the Erlangen-Höchstadt district and, with 112.385 inhabitants, the smallest of the eight major cities in Bavaria.

Fuerth

Fürth is an independent city in the Bavarian administrative region of Middle Franconia. Together with Nuremberg and Erlangen, it forms a city triangle, the core area of ​​the Nuremberg conurbation, which also includes Schwabach.

Schwabach

Schwabach is an independent town in the Bavarian administrative region of Middle Franconia. Together with Nuremberg, Fürth and Erlangen, Schwabach forms one of the three metropolises in Bavaria. Together with their surroundings, these cities form the European metropolitan region of Nuremberg.

Solution & project success

The first crucial step forward in the project was the inventory of all IT resources of the three cities. All external locations - from the kindergarten to the cemetery - had to be considered in the concept.

Together with the manufacturer, all legacy data was in Asset.Desk taken over and consolidated. An automatic scanning of the devices was then carried out and the hardware and software data were updated through time-controlled supplementary scans. Today, the scanning agent works on every computer in Erlangen, Fürth and Schwabach and supplies the IT asset management solution with data for the configuration of the computers on a daily basis. A physical inventory was also carried out in all departments in order to document the actual allocation of assets and their whereabouts.

After the pilot in Erlangen, the other departments were able to use the mobile component of without much support from the employees themselves Asset.Deskthe Asset.Desk Mobile+ app, inventoried and labeled.

As early as the introductory phase, Kommunalbit decided to map new stocks in the tool when goods are received.

The purchasing module was introduced to simplify the procurement process. Today, hardware and software orders as well as service orders are triggered via the software. New stock is recorded when it is delivered using the desktop or mobile+ app and stored in the until it is disposed of Asset.Desk-Database documented.

By entering the purchased software licenses, Kommualbit also laid the foundation for software license management.

All software evidence is managed according to the licensed metrics and compared to the actual inventory from the software scan. Products that are not stored in the registry are also tracked down and taken into account

In addition to the software licenses, all other IT contracts, from purchase and leasing contracts with rental certificates to maintenance contracts, have been maintained in the software for more than a year.

A copy of the original documents belonging to a contract is automatically created in a central data directory. Since then, a resubmission function and a dashboard have enabled quarterly and annual planning in contracts.

Last but not least, at that time Kommunalbit also created the prerequisites for future cost allocation by means of Asset.Desk. With the aim of greater transparency, the cost center structure was mapped for each client and a service catalog was set up.


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