ServiceNow Case Study

AQL Technologies Helped an Education Client Overcome ITAM Implementation Challenges

AQL Technologies Helped an Education Client Overcome ITAM Implementation Challenges

The Company

The client is a reputable educational institution offering a wide range of academic programs. They faced specific IT asset management (ITAM) challenges due to budget constraints, the need for efficient asset distribution and tracking, and software compatibility concerns. To address these challenges, they collaborated with AQL Technologies, a ServiceNow premier partner specializing in ITAM solutions.

The Challenge

The client was facing following challenges: 

1. Budget Constraints: The client operated within limited IT budgets, requiring them to optimize asset usage and reduce software license costs. Maximizing the lifespan of IT assets was crucial to make the most of their limited resources. They needed a solution that could help them track asset usage, identify underutilized assets, and manage software licenses effectively to minimize unnecessary spending. 

2. Asset Distribution and Tracking: The educational institution regularly provided laptops, tablets, and other devices to students and staff members. Tracking these assets, ensuring timely returns, and managing software licenses for shared devices posed significant challenges. The client needed a comprehensive solution that could streamline asset distribution processes, automate tracking, and simplify license management for shared devices. 

3. Software Compatibility: As an educational institution, the client used various software applications across different departments. Ensuring compatibility between software versions, managing updates, and maintaining license compliance became complex. The client sought a solution that could streamline software management, automate updates, and provide visibility into license compliance to avoid any potential issues with software compatibility.

The Solution

AQL Technologies devised a tailored ITAM solution built on the ServiceNow platform to address the specific challenges faced by the education client. The solution encompassed the following key elements: 

1. Budget Optimization: We implemented an asset usage tracking system within the ITAM solution. The solution enabled the client to monitor asset utilization, identify underutilized assets, and make informed decisions regarding asset allocation and retirement. Additionally, the solution provided insights into software license usage to optimize licensing costs and avoid unnecessary expenses. 

2. Asset Distribution and Tracking: We implemented an asset tracking system that automated the asset distribution process. The solution utilized barcode or RFID technology to track asset movements, record borrower information, and set reminders for asset returns. It also included a self-service portal for students and staff to request assets and simplified software license management for shared devices. 

3. Software Compatibility Management: We implemented a software management module within the ITAM solution. The solution provided a centralized repository for software versions, compatibility information, and license details. It automated software updates, ensured license compliance, and provided alerts for expiring licenses or outdated software versions. This streamlined software compatibility management across departments.

The Results

The implementation of ITAM solution delivered significant benefits to the education client: 

1. Budget Optimization: The client achieved better asset utilization and reduced unnecessary spending. By tracking asset usage and optimizing software licenses, they made informed decisions that resulted in cost savings and maximized their IT budget. 

2. Streamlined Asset Distribution and Tracking: The solution facilitated efficient asset distribution, automated tracking processes, and simplified software license management for shared devices. This reduced administrative burdens, ensured timely returns of assets, and enhanced visibility into asset availability. 

3. Improved Software Compatibility: The implemented software management module enabled the client to maintain software compatibility across departments. It streamlined software updates, ensured license compliance, and reduced compatibility issues, resulting in improved productivity and smoother operations.