SmartSuite for the IT Asset Manager
The IT Asset Manager owns the lifecycle of hardware, software and cloud assets: procurement, deployment, licensing, maintenance, refresh and disposal, and the configuration data that ties assets to services. They control cost and license compliance and keep the CMDB trustworthy.
What you own
The IT Asset Manager owns the lifecycle of hardware, software and cloud assets: procurement, deployment, licensing, maintenance, refresh and disposal, and the configuration data that ties assets to services.
- Maintain the asset register across hardware, software and cloud
- Manage procurement, deployment, refresh and disposal lifecycles
- Track licenses, entitlements and compliance
- Own configuration management and CMDB data quality
- Report total cost of ownership and optimization opportunities
- Support audits, security and continuity with accurate asset data
Reporting lines
Who this role reports to, who reports to them, and the peers they work with most.
Reports to
Direct reports
Works closely with
How SmartSuite supports this role
Lead
Asset config. Tracks every asset from request to disposal with ownership, location, cost and license entitlement, and maps assets to services in the CMDB.
Request. Handles asset requests, assignments and returns through the service desk workflow.
Security. Supplies asset and configuration data to vulnerability and risk programs.
Reporting. Reports license compliance, refresh schedules and total cost of ownership to finance and IT leadership.
Products this role uses most
Industry reference
ITIL 4's IT asset management and service configuration management practices and the ISO/IEC 19770 series (software asset management) define the discipline; ISO/IEC 20000-1 requires configuration information to be maintained. Asset inventories are required controls under NIST CSF 2.0 (Identify), ISO/IEC 27001:2022 Annex A 5.9, CIS Control 1 and 2, PCI DSS v4.0.1 Requirement 12.5 and HIPAA's device and media controls; FFIEC guidance and DORA expect financial entities to maintain complete asset and ICT third-party records. ISO/IEC 19770-1 is the certifiable IT asset management system standard, and the register this role keeps is the evidence each of those controls asks for.
Related roles
Explore Further
Guides and definitions from the GRC Knowledge Center and the What-is glossary, chosen for this role.
Frequently asked questions
What is the IT Asset Manager accountable for?
The IT Asset Manager owns the lifecycle of hardware, software and cloud assets: the asset register, procurement, deployment, refresh and disposal, licenses, entitlements and compliance, and the configuration management data that ties assets to services in the CMDB. They report total cost of ownership and optimization opportunities, and supply the accurate asset data that audits, security and continuity rely on. Cost control and license compliance are the measures they are judged by.
How does SmartSuite help an IT Asset Manager track assets from request to disposal?
IT Asset Management tracks every asset from request to disposal with ownership, location, cost and license entitlement, so each item has a record of who holds it, where it is, what it cost and what license it consumes. Configuration Management (CMDB) maps assets to the services they support, which is what keeps the CMDB trustworthy, and Purchase Orders & Procurement covers the acquisition step so a new asset enters the register when it is bought, not when someone remembers.
How are asset requests, assignments and returns handled?
SmartSuite handles asset requests, assignments and returns through the service desk workflow, so a request for a laptop or a license is raised, approved and fulfilled in the same way as any other service request, and the assignment is recorded against the asset. The Service Desk Analyst processes the request while the register updates with the new holder, and a return at offboarding closes the loop so the asset is available again or marked for disposal.
How does asset data reach the security and risk programs?
Asset and configuration data is supplied to vulnerability and risk programs, so the IT Risk Manager and Vulnerability Management work from the same asset list the IT Asset Manager maintains rather than a separate scan inventory. A vulnerability on a system can be traced to the asset, its owner and the service it supports. That is the asset inventory control that NIST CSF 2.0, ISO 27001 Annex A 5.9 and CIS Controls 1 and 2 require.
How does this role report license compliance and total cost of ownership?
SmartSuite reports license compliance, refresh schedules and total cost of ownership to finance and IT leadership from the asset register itself. The IT Asset Manager can show the Chief Information Officer and FP&A Manager where entitlements are exceeded or unused, which assets are due for refresh and what each service costs in assets, with the Procurement Manager seeing the same data for renewals. The report is a view of the register, not a quarterly audit.
What does an IT team need to get started with asset management?
An IT team needs its current asset list, however it is held, with owners and locations where known, and its license agreements. New customers can start with SmartSuite Onboarding, a guided four-week program around one or two priority workflows; for this role the first workflow is the asset register. Service mappings in the CMDB are built as services are reviewed, and the Systems Administrator keeps configuration data current from the same record. Gaps in the existing data show up as the register fills, which is itself the first clean-up list.
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