1678439492912.jpg&w=3840&q=75 "How to use a hardware asset management application in ServiceNow?")
Hello everyone, as humans, we need to remember lots of data to get precise about retrieving the information. We remember having landline phones in our early years and sending written messages through postcards, greeting cards and letters. The phone numbers were often memorised or noted in diaries. Written documents were kept in a much safer place to revive those memories later.
Professionally, data is the collection of raw facts and figures (the numbers we memorised or the letters we kept for future reference).
Information is when we process the data (the corresponding number is picked and dialled).
Knowledge is when the information is processed (the person is connected when a number is dialled / the content of the letter is summarised and helps to build a happy gesture)
Here comes in picture the Hardware Asset Management System
Usually, for every organisation in the service industry, government ventures, outsourcing disciplines or education industry, we have digital or electrical device assets. These are required to synchronise the basic industry needs in terms of data. The devices used can be a router, database servers, mainframe machines, middleware, desktops, laptops, printers etc.
Also, read about the Purpose of Hardware Asset Management
The IT department is required to have a few checks on these machines, such as:
1.) What will its physical location be?
2.) Who owns this machine, if the machine is assigned to a department or an individual?
3.) Whether it is movable or fixed inside an organisation?
4.) Would there be a need for a replacement for this machine?
5.) What is its life cycle?
6.) Do we have any problems associated with a device?
7.) Is there a need for a transfer of the machine?
8.) Can we place a new purchase request for these assets?
Now the process of dealing with or controlling these assets in terms of purchasing, assigning, replacing, stocking, and maintaining comes under the hardware asset management system.
In short, a hardware asset management system provides an organisation to accelerate in a positive direction.
Now, it seems like a club of requisites to be followed to control the assets.
Well, inMorphis eases the controlling and managing these assets in the best possible manner. It always requires both technical and professional skills to manage the inventory.
inMorphis make a clear justification about:
a.) Who are the people that use HAM applications?
b.) How to work on these applications?
c.) Can we automate the process as per specific requirements?
d.) What will be the data, facts and figures associated with HAM?
The question that strikes one's mind is, can we manage assets via a hand-held device such as a mobile phone?
We at inMorphis say yes! You can do this.
We train you in how to manage these assets via your mobile device.
Learn more about HAM with ServiceNow Hardware Asset Management
Two hardware assets management apps to download on mobile phones:
1.) Now Mobile App
The now mobile app can be used by typing in the user's credentials. Once logged in, the now mobile app gives this view where we have 3 modules aligned to the user; these modules are as follows:
a.) My Tasks
b.) My Requests and
c.) My Assets
App designed by ServiceNow to support the end users with easy tracking.
a.) Assigned Requests
After clicking on “My Requests”, all the Open Requests will be shown.
It can show request categories as
- Plan and execute the refresh of aged hardware assets
- Asset transfer request
b.) Assigned Tasks
All the assigned tasks, if they existed, will be shown on the "My Tasks" option on the home screen.
c.) Assigned Assets
The list of all assigned hardware and software to the logged-in person will be in the "My Assets" option.
When we click on any assigned asset, it will show all the associated details. The 'report issue' button can report any associated problems at the bottom of the screen.
2.) Now Agent App
This is an agent app designed by ServiceNow where agents can easily
1.) Accept the purchase order upon receiving
2.) Create a purchase order line
3.) Order the asset added via the purchase order line
Steps to be taken via a mobile device are as follows:
a.) Open the procurement tab. It will show the POs raised in 30 days.
b.) Click on the purchase order number
c.) From the related list click on the PO line items
d.) Here it will display the ordered quantity and the received quantity
e.) From the top right of the mobile screen, click on the 3 dots and then on the bottom, we have a receive option.
f.) Scan the asset and then click on review.
g.) All the assets reviewed will be shown here on this screen. To accept the receiving process, click on submit.
Once it is received via mobile device, it is shown as received.
Asset disposal flow contains the following task which are shown below: 
Out of these tasks, ‘Verify Assets’ and ‘Asset Departure’ we can compile through mobile devices by scanning the respective asset tags:
i.) Create a hardware disposal order and click on submit.
ii) Add the assets to dispose of by clicking on planned assets.
The asset verification can be done using a mobile phone while scanning the asset bar code. The steps to be taken are as follows:
i.) Click on More
ii.) Choose Asset
iii.) Now select Asset Disposal
iv) And choose the Hardware Disposal Order
v) Now on the selected hardware order, we can see the number of assets expected for disposal
vi) Next is to scan the assets available in the stockroom
vii) Once all the assets are scanned, now click on review and the submit
viii) When we submit the assets, all the assets with their serial number will be visible on the screen
Now click on complete, and then it will display the next task's scheduled date for the assets of the stockroom.
i) The next task is to schedule the pickup. On the closure of this task, ‘asset departure’ task will be created.
As the asset disposal task can be compiled by mobile phone by scanning the asset tags, the disposal order will now be shifted to the ‘departures’ tab.
a) Click on the 'departures' tab to display the result
b.) Scan the assets to depart, click on review, and then submit
c.) On submission of the assets, the departure message will be displayed
d.) Now on completion of asset departure, it will initiate the vendor confirmation task
The agent can complete the asset disposal task by submitting the vendor confirmation and the certificate of disposal.
Note: For the disposal of an asset, one can track it for validations with a mobile phone device:
i.) Verify an asset (1st level validation for asset disposal before scheduling them to dispose of) and
ii.) The departure of an asset (2nd level validation for asset departure before vendor confirmation)
Assets can be audited based on
i.) Stockroom
ii.) Location
From the filter navigator, click on asset audit and then click new.
Steps to complete the audit through a mobile device:
Step 1: Open the agent login and click on more
Step2: Now open the asset tab
Step3: Select the stockroom/location for the audit
Step4: The new page will allow you to scan the assets
Step5: Scan the assets
Step6: Review the asset (the duplicate assets need to be deleted / the system can automatically remove the redundancy). Click on submit
Step7: Once you click submit, it will show the report with four criteria. In that, 'scanned and not expected' will show the assets in use.
Step8. Click on the 3 dots from the top right and then complete.
You can check the audit status from the native view.
Assets in the stockroom will be shown on the 'expected assets' list. All the scanned assets will be shown in the ‘scanned assets’ list.
The state and substate for in-use assets will be changed to in-stock and available, respectively.
On refresh, the substate will be reflected as available or no substate.
Note: The location audit is also similar to what we have done for the stockroom audit
Creation of asset
Creation of consumable can be eased by scanning of a serial number of an asset tag
The creation of consumables can be eased by scanning a serial number of an asset tag.
Step1: Open the agent app and click on 'asset'.
Step2: Click on 'create asset' and enter the serial number.
Or Click on the 3 dots in the right-hand corner and then click 'create asset'.
Step3: Enter all the mandatory fields, if any
Step4: Once all the mandatory fields are set, it will enable the submit button.
Finally, we can check the created asset in the stockroom.
Assets can be looked up for updating or incident creation in the inventory
Step 1: Click on asset lookup.
Step 2: Scan the asset for which the incident is to be created or updation is to be done.
Step 3: When we click on the scanned asset’s tag or serial number, it will display the corresponding details.
Step 4: To open the details again, click on the asset name to retrieve more information on the asset.
Step 5: Click on the 3 dots in the top right corner; it will allow you to either report an asset by creating an incident or allow for updating the asset.
Step 6: On updating, one can change the state and substate as required.
Step 7: On completing the task, it will display the state and substate after the update.
Step 8: To create an incident, look up the asset. It will allow for setting the urgency and a short description of the incident.
Step 9: On setting the details from the right-side corner, click the arrow key to submit the incident.
Step 10: On submission of the incident, it will display the message for successful submission.
To check the incident status, we can go to the Native View.
