May 2014 – Policy Creation: Understanding the Why


IAITAM 2014 Fall ACE update:

Registration is underway for the IAITAM 2014 Fall ACE at Kalahari Resorts in Sandusky Ohio, USA.  The theme is “Tame your ITAM Jungle” for the event, and from what we’ve heard the past months, it is a jungle out there – between balancing the needs of the organization and fitting the program into organizational goals to the overwhelming issues of license compliance and mobility, the IAITAM ACE puts you together with industry experts and your peers that have cut a path through a similar ITAM jungle.

For questions or additional information on this or any IAITAM ACE event, reach out to your IAITAM Member Service representative today at or call +1.330.628.3012.

Also – consider free entrance to the ACE.  Have you considered speaking at the ACE?  How is your ITAM program doing?  What have been the highlights or the stumbling blocks from your program implementation that other practitioners might find useful?  Consider discussing your ideas with IAITAM by first completing a Speaker proposal, or give IAITAM a call to discuss your thoughts with one of our in-house experts.

Watch the IAITAM website for Spring 2015 ACE news in San Diego as well!

Member IMUG’s
The IAITAM ACE IMUG session will be held for all those in attendance in Las Vegas and not broadcast live anywhere else.  Join all your fellow IAITAM Members for the following events and speakers in the months to come:

Futures &Trends – 2nd Tuesday Building & Expanding – 3rd Tuesday Automation – 4th Tuesday
June IAITAM Interactive Workshop – SW Licensing Steve O’Halloran – AssetLabs Sherry Irwin – TAMTechnology Escrow
July Paul Baum/Marie Molina – PlanITROIDisposition Legislation and the MAR Program Sherry Irwin – TAMInvoice Reconciliation IAITAM Interactive Workshop – Mobile

IAITAM Members can register for one or all and participate in none or all monthly.  For questions or to suggest a speaker or topic for the IMUGs, please email

IMUG Monthly Article: Policy Creation – Understanding the “Why”


Policies have a widespread impact on an organization, documenting the rules for employees and reflecting the culture of the organization.  Functional areas have a responsibility to incorporate policy language into execution of the responsibilities within their departments.  Management in each of these areas is also responsible for identifying inaccurate or missing policy languages.  Depending on the organization, management may develop policy language and deliver it to those responsible for policy in HR and Legal for acceptance and publication.  This process can take quite some time to complete.
With the broad scope of responsibilities that are part of IT Asset Management, IT Asset Managers rely on policies to create a common set of behaviors across the organization.  IT Asset Managers use policies to control behavior, provide guidance as the organization changes and as a means of building cooperation or compliance.  Grabbing the attention of employees can be difficult and lead to varying degrees of awareness and cooperation.  In addition to that problem, organizational policies are often missing language important to ITAM that has to be created and adopted before the ITAM program can achieve goals to the fullest extent possible.
As a first step to implementing policy education and developing new policies, examine why policies are needed and the goals behind policy creation.
Why do we need a specific policy?
IT Asset Managers must identify why they need a policy within an organization and what the intended purpose is for that policy.  Some of the most common needs for a policy are:
– Internal control
– Risk mitigation
– “Find a need, Fill a need”
To prevent a chaotic and costly IT environment, controls need to be put in place.  IT Asset Managers need to develop the controls surrounding IT assets and influence the behavior of employees across the organization.  Without this control, organizations lose cost avoidance and savings opportunities because of the decisions made without the full scope of the organization in mind and without a global understanding of the impact an asset choice has on the organization.  Policies properly implemented and enforced within an organization give IT Asset Managers the global influence that they need to generate those savings and other benefits from IT Asset Management.
Mitigating risks is another role for policies and policies that support the legal use of IT assets are essential to the organization.  This language helps prevent costly audit and review situations when the software inventory is out of compliance.  Also, by maintaining hardware and software inventories, the organization has the foundation for successful governance on a broad spectrum of legal responsibilities such as accountability, data privacy and reporting required in a specific industry.
Policy development is never done.  New policies come out of necessity and IT Asset Managers may encounter situations where a policy is needed to improve the control over the outcome.  Examples of these situations include specific procedures such as disposal location security, acquisition or IMAC (Install, Move, Add, Change).  Organizational change and technology shifts can also create these situations.  Current examples include the mobile industry (such as BYOD) and cloud computing (such as Software as a Service).
Policies are only effective if the language is clear and current and rules enforced.  Keep that in mind when tempted to clutter policies with procedural details that belong in an unenforced document since procedures are frequently multi-threaded.  Overall success with policies comes from knowing what needs to be accomplished and why.  Quality over quantity in this situation cannot be overstated.
This Month’s Featured Sponsors:

American Appraisal: American Appraisal IT and Fixed Asset Inventory services provide turnkey as well as ongoing inventory data strategies, collection and consulting support to the corporate business community. Since 1994, American Appraisal has utilized Symbol bar-coding and scanning inventory technology to support and automate the inventory data collection and database reconciliation business practices. Our Inventory Management Project Management Office is PMP and ISO 9001:2008 certified and is core competent in inventory collection and asset database data management. Our Inventory Management organization has visited over 5,000 global locations in assisting our client’s project based outcomes. In 2012 we will surpass over 20 million assets registered in support of our client’s Inventory and Asset Management initiatives. The types of Inventory, Survey and Discovery projects supported include: Baseline IT and Fixed Asset Inventories; SOX Compliance Audits; M&A Services; ERP Database Reconciliations; Cycle and Cyclical Audits; RFID Implementations; Digital Photo Asset Mapping and Cost Valuation Services

CDW:  CDW is a Fortune 500 company and a leading provider of integrated information technology (IT) solutions in the U.S. and Canada. We help our customer base of more than 250,000 small, medium and large business, government, education and healthcare customers by delivering critical solutions to their increasingly complex IT needs. Our broad array of offerings range from discrete hardware and software products to integrated IT solutions such as mobility, security, data center optimization, cloud computing, virtualization and collaboration. We are technology “agnostic,” with a product portfolio that includes more than 100,000 products from more than 1,000 brands. We provide our products and solutions through our sales force and service delivery teams consisting of more than 4,300 coworkers, including over 1,700 field sellers, highly skilled technology specialists and advanced service delivery engineers.

Dell, Inc.:

Express Metrix LLC:  Express Metrix, a veteran in the IT asset management space for over a decade, focuses on helping organizations achieve software audit-readiness and avoid wasteful license spending. Express Metrix’s flagship product, Express Software Manager, integrates a broad range of software license management capabilities including software inventory, application metering, and entitlement management. Comprehensive IT and executive-level reports provide information needed to stay compliant with license agreements, eliminate spending on unused licenses, track and report on IT purchases, and make well-informed purchasing decisions.

Fruition Partners:  Fruition Partners is a technology-enabled services firm focused on elevating service management to the cloud. The company combines practical experience with technology-enabled tools and services to help organizations attain sustainable success throughout the entire ITSM process. With more than 300 ServiceNow implementations to its credit, Fruition is regarded as a premier partner of the leading enterprise IT cloud company. Fruition’s depth of experience and team of 150 cloud-integration experts accelerate service management to the cloud and ensure clients experience the cost and performance benefits quickly and easily. The company is a trusted partner to some of the world’s most respected organizations including Coca-Cola, General Electric (GE), Delphi, Fox, Target, Tiffany & Company, Viacom and Yale University.

Hewlett-Packard Company:  HP is a leading global provider of products, technologies, software, solutions and services to individual consumers, small- and medium-sized businesses (‘‘SMBs’’) and large enterprises, including customers in the government, health and education sectors. Our offerings span: • personal computing and other access devices; • multi-vendor customer services, including infrastructure technology and business process outsourcing, technology support and maintenance, application development and support services and consulting and integration services; • imaging and printing-related products and services; and • enterprise information technology infrastructure, including enterprise storage and server technology, networking products and solutions, IT management software, information management solutions and security intelligence/risk management solutions. HP software provides inventory discovery and asset management solutions. HP Asset Manager is a mature and complete solution allowing our customers to progress from asset tracking, through hardware and software asset management, contract management to financial management of IT assets and services, including private and public cloud offerings.

IBM Corporation:  IBM Tivoli IT & Software Asset Management products provide customers with the information required to track, manage, and service IT assets efficiently through their entire life cycle by combining the inventory, financial and contract management of IT hardware and software assets. These end-to-end cross-platform IT asset management solutions provide the comprehensive view you need to optimize your IT hardware and software asset management processes, maximize your return, improve staff productivity, and reduce compliance risks.

License Dashboard Ltd.:  License Dashboard combines unrivalled SAM and software licensing expertise with professionally-developed software solutions designed to help both large and fast-growing organizations manage their software expenditure, minimize costs, optimize utilization and streamline the entire software lifecycle. From point-in-time Effective Licensing Position (ELP) programs, through to ongoing license compliance and Software Asset Management initiatives, License Dashboard’s advanced portfolio of solutions and professional services will help you establish, understand, optimize and manage your software licenses. All of which can lead to savings of up to 30% in your overall IT expenditure. License Dashboard solutions and approved services are available through many of the world’s most respected SAM and licensing providers, offering both on-premise and hosted or managed service options. To learn more about partnership opportunities, or to locate an expert partner in your area, contact License Dashboard today.

Miro Consulting, Inc.:  Miro Consulting ( is an IT/software asset management consultancy focused on lowering the total cost of ownership through hardware and software optimization. Miro specializes in Oracle, Microsoft, and Adobe licensing management & Oracle hardware assets. Services include, but are not limited to Microsoft and Oracle license assessments; contract negotiations; technology evaluations; hardware management programs; and virtualization consulting. Since 2000, Miro has helped 550+ clients optimize their total cost of ownership and has overseen over $1.5 billion in Oracle and Microsoft transactions.

Symantec Ltd.:  Symantec Corporation (NASDAQ: SYMC) is an information protection expert that helps people, businesses and governments seeking the freedom to unlock the opportunities technology brings – anytime, anywhere. Founded in April 1982, Symantec, a Fortune 500 company, operating one of the largest global data-intelligence networks, has provided leading security, backup and availability solutions for where vital information is stored, accessed and shared. The company’s more than 20,000 employees reside in more than 50 countries. Ninety-nine percent of Fortune 500 companies are Symantec customers. In fiscal 2013, it recorded revenues of $6.9 billion. To learn more go to connect with Symantec at:


The International Association of IT Asset Managers (IAITAM) is the largest organization providing education, certification and thought leadership to the management of IT as a business. IT Asset Management is the management of hardware, software, mobile and other technology to maximize the value to the organization.