Achieved 95% CMDB Accuracy and 85% Reduction in Audit Preparation Time

Key Challenges:

• Limited Asset Visibility: Only 5.3% of IT assets had complete, accurate records in existing systems
• Manual Discovery Processes: IT teams spent countless hours manually tracking 10,000+ endpoints, 4,000+ servers, 1,000+ network devices, and 2,000+ cloud resources
• Compliance Risks: Lack of centralized license tracking for 500+ software titles created audit vulnerabilities
• Contract Management Gaps: No automated alerts for license renewals, leading to unexpected costs and compliance issues
• Fragmented Data Sources: Asset information scattered across multiple systems with no single source of truth

GOALS:

• Centralize Asset Management: Create a single, automated repository for all IT assets with real-time visibility
• Improve Compliance Posture: Establish automated compliance reporting and license tracking capabilities
• Reduce Manual Effort: Eliminate time-consuming manual discovery and audit preparation processes
• Optimize License Costs: Implement Software Asset Management (SAM) to track usage and optimize licensing spend
• Automate Contract Management: Set up automated renewal alerts and usage tracking for all software contracts

Solution:

• Deployed Automated CMDB Discovery: Implemented daily refresh cycles to automatically discover and update asset information across the entire infrastructure
• Established Centralized Asset Repository: Created a single source of truth with automated audit trails for all IT assets, licensing, and contracts in ServiceNow
• Configured Real-time Compliance Dashboards: Set up automated compliance reporting with real-time visibility into asset status and regulatory requirements
• Implemented Software Asset Management (SAM): Deployed comprehensive license tracking and optimization capabilities across 500+ software titles
• Built Contract Management Workflows: Configured automated renewal alerts and usage tracking for all software contracts and licensing agreements
• Integrated Publisher Data: Connected directly with software publishers for real-time license entitlement and usage data
• Established Automated Audit Processes: Created streamlined workflows that prepare audit-ready reports automatically
• Implemented Multi-location Discovery: Deployed discovery tools across global locations to capture all endpoint, server, network, and cloud assets

Results:

• CMDB Accuracy: Achieved 95% accuracy improvement in Configuration Management Database records
• Audit Efficiency: Reduced audit preparation time by 85%, transforming weeks of manual work into automated processes
• Complete License Visibility: Gained 100% visibility into license renewals and contract obligations across all software titles
• Cost Optimization: Identified and eliminated redundant licenses, reducing software spend through optimized usage tracking