The Challenge
Asset management is a critical function for many IT teams within larger organisations. We noticed a pattern of clients managing their inventory manually across various platforms, including spreadsheets. This approach is time-consuming, prone to errors, and lacks traceability.
Recognising this pattern and its associated challenges, we devised a solution for integrating asset management into our clients’ existing Atlassian toolset, specifically Jira Service Management.
The Solution
Our Inventory Management solution comprises two key components: a hardware catalogue and itemised inventory. The catalogue stores the hardware types available for assignment and the corresponding inventory count for each type. The inventory includes both assigned and unassigned items. When an asset is assigned, the catalogue’s inventory count decreases by one, and vice versa.
When an inventory item is assigned, the available inventory value in the catalogue is reduced by one using automation.
Using automation rules for low stock on inventory, we create purchase orders when a catalogue item needs to be reordered. For example, if the inventory for a particular model drops below a predefined threshold, an automation triggers a stock replenishment request, which is then routed to the appropriate approver.
On a more detailed level, assets within the Configuration Management Database (CMDB) are filtered and dynamically presented in customer portal forms, enabling users to select only available catalogue items. The inventory items are selected through automation and displayed in the Agent View.
From the agent’s view, inventory items can be updated, and links can be established between other object types, such as the user assigned to the asset. This means assets can be allocated appropriately when an employee onboards or requests a new asset, tracked efficiently through off-boarding, and the whole process is supported by automation to minimise manual intervention.
Additionally, this solution can track warranty expiration dates, e-waste schedules, and inventory by location, among other features. Our solutions are always tailored to alleviate our clients’ specific challenges, address pain points, mitigate risks, and enhance operational efficiency.
The Value
Our Inventory Management solution has significantly optimised our client’s operations by:
- Reducing man-hours; in one particular instance, replacing the effort of two full-time employees.
- Enhancing asset tracking, providing our clients with clear visibility of asset ownership throughout the lifecycle.
- Ensuring assets are reliably returned during the employee off-boarding process.
By minimising manual intervention, reducing ticket volume, and improving data integrity, this solution offers a reliable and effective approach for any organisation facing challenges in asset management.
Success Stories
Services
Solution Design
Implementation & Integration
Atlassian Products
Jira Service Management