Background

The United States Air Force was launching a program to consolidate information technology assets at a large base. The program included desktop hardware and IT infrastructure for more than 20 Air Base Group units and approximately 4,000 IT assets.

Method

With the IT infrastructure on the Air Force base spanning numerous physical locations, the movement of assets and changing personnel created significant challenges for tracking physical equipment and any equipment-related tasks. Working closely with the Air Force Deputy Chief Information Office, and through evaluation and understanding of our customers’ needs, the SMS team planned, designed, and implemented a custom database application that would manage the thousands of IT assets. The features of the database included: integration of data loads from the Defense Property Accountability System (DPAS), automated workflows through email notifications, near real-time visibility of asset locations, status, user login information, automated hand receipts, active directory, network device data integration, transaction history, and a list of installed software.

The Asset Management task has now become transparent to the former Air Base Group custodians. They are able to act as points of contract and notify the team of any changes in personnel or unique requirements. The program has also provided flexibility for organizations within the Air Base Group who wish to retain control of specialized pieces of equipment. They have full access to the Equipment Custodian Asset Management (ECAM) database to assist them in managing their assets – as do any other base organizations not part of the IT Asset Management as a Service program.

Benefit

Prior to adopting a custom database application, military and government civilian IT property custodians provided day-to-day management of IT assets using paper forms and spreadsheets. With SMS’s integration and management of the custom database, process improvements have been made that allow for a single, full-time asset specialist to handle the tracking and management of IT assets. Due to these efficiencies, more than 30 military and government civilian IT property custodians have been able to return full-time focus to their primary duties. SMS’s first consolidated annual inventory was completed with no missing assets. This asset management model was performed through an SMS Air Force task order and was realized with no additional SMS contract costs.