Whether you're replacing an old IT asset management system, spreadsheet, or starting clean, onboarding ITAM software is something that should be done carefully. If rushed, the process can lead to additional hassle and data issues.
Here are our six tips for onboarding new IT asset management software and avoiding common pitfalls.
Step 1: Start by defining your goals
During onboarding, you are aligning data, people, and processes. Before touching any software, think and define what you want from your new ITAM. For example what devices do you want to include, what features and integrations do you need and who will use it. This might sound like a no-brainer, but too many cases end up messy simply because goals and needs were unclear from the start. This is also the stage where you make sure that everyone involved is ready and knows that this change is coming.
It is also good to set clear checkpoints and a timeline for your onboarding process. You can split the onboarding into different phases. For example, first bring only laptops and phones into the new system. After those devices are in, you can expand to include other devices such as monitors or headphones.
Step 2: Map your existing asset data and processes
In most situations, organizations already have some form of asset tracking in place. Whether your existing asset data lives in procurement records, spreadsheets, or endpoint tools, your next step is to start collecting this data.
During this step, you should think about these questions:
- Where is the data now?
- What information is missing or needed in the future?
- What kind of processes do you currently have regarding ITAM?
- Who should have access to the data (IT, HR, procurement, finance)?
- What would you like to automate?
This helps you to spot gaps and issues that should be addressed during onboarding. It’s also a valuable chance to re-evaluate and improve your overall IT asset management practices.
Step 3: Import your data
Data migration can be fairly straightforward, as most modern platforms support multiple import formats. During the import, it is important to ensure that you also clean the data.
For example, with IDR you can take advantage of various built-in tools that simplify the process. You can import data points into the system and then use features such as the inventory tool or Intune’s “last logged on user” check (e.g. whether a user has logged in within the past year) to filter and refine the data. Performing cleanup during data migration helps prevent issues in later phases.
Step 4: Integrate with your existing systems and processes
You will get the real value of your new ITAM software only if it's connected to the rest of your IT ecosystem. A disconnected tool won't be that much different from some legacy systems or Excel.
During onboarding, consider integrating:
- Identity and access management tools (e.g. Azure AD, Okta)
- Endpoint management platforms (e.g. Intune, Jamf, SCCM)
- ITSM systems (e.g. ServiceNow, Jira Service Management)
- Procurement, finance, and EOL partners
Even a few well-chosen integrations can dramatically improve automation, reduce manual entry, and help keep your data up-to-date.
Step 5: Define user roles and data access
Define user roles and permissions with the end-users and their needs in mind. This ensures that people get most out of the new solution.
Examples of roles and permissions:
- All employees: can view and manage their own devices. If the selected ITAM tool includes procurement features, it can also enable employees to order new devices directly.
- Team Leaders / Managers: can view devices and activity of their team members, manage permissions within the team, and access reporting tools.
- IT Admins: have full access for system administration, onboarding/offboarding, security enforcement, and overall environment management.
Step 6: Build automations
We believe that a good ITAM system should be able to automate a lot. From smooth inventory to different reminders and EOL. The earlier you start building these into your workflows, the faster you'll see value.
If you want to read more about automations, check our other blog: Automating IT Asset Management – Why, How and When?
Good onboarding is the foundation of successful ITAM
Onboarding a new platform is not only a technical project. It also provides a good place to improve processes and automate the boring things.
A modern IT asset management tool won't just help you to track assets; it will ensure you have fewer lost or unreturned assets, better procurement, faster audits, and smooth EOL processes.
If you are looking for a powerful yet simple ITAM tool, you can book a short demo with us.