Achieved 97% Asset Record Accuracy and 75% Reduction in Asset Onboarding Time
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A multi-location healthcare provider with 800+ IT assets across distributed facilities struggled with decentralized asset management and increasing compliance risks. Managing 500+ endpoints, distributed network equipment, and 100+ cloud assets without standardized processes created HIPAA compliance vulnerabilities and operational inefficiencies. BETSOL implemented a comprehensive IT Asset Lifecycle Management solution using Jira Service Management to ensure compliance and streamline operations.
Key Challenges:
- Decentralized Asset Management: Each healthcare location managing assets independently with no standardized processes or centralized visibility
- HIPAA Compliance Risks: Lack of proper documentation and tracking for assets handling Protected Health Information (PHI) created regulatory vulnerabilities
- Manual Asset Onboarding: Time-consuming manual processes for provisioning and decommissioning assets across multiple healthcare facilities
- Incomplete Asset Documentation: Missing or outdated asset records made compliance audits challenging and increased security risks
- Fragmented Procurement Workflows: No automated approval processes for asset requests, leading to delays and budget overruns
- Limited Cloud Asset Visibility: Inability to track and manage 100+ cloud assets with proper lifecycle controls and compliance documentation
GOALS:
- Standardize Asset Lifecycle Management: Implement consistent processes across all healthcare locations for asset management
- Ensure HIPAA Compliance: Establish proper PHI data handling procedures and documentation for all IT assets
- Automate Asset Onboarding: Streamline provisioning and decommissioning processes to reduce manual effort and errors
- Achieve Complete Asset Documentation: Create comprehensive, audit-ready documentation for all assets and procedures
- Implement Automated Procurement: Set up automated workflows for asset requests, approvals, and lifecycle notifications
- Integrate Cloud Asset Management: Connect cloud platforms for unified asset visibility and lifecycle control
Solution:
- Implemented Jira Service Management with Custom SLAs: Deployed comprehensive asset management platform with healthcare-specific service level agreements and compliance requirements
- Deployed JIRA Asset Management with PHI-Compliant Schemas: Created custom object schemas specifically designed for Protected Health Information (PHI) data handling and HIPAA compliance
- Created Location-Specific Documentation Spaces: Built Confluence spaces for each healthcare location with standardized asset documentation and compliance procedures
- Established Jira Automation for Procurement: Set up automated workflows for asset procurement, approval processes, and lifecycle notifications across all facilities
- Built Cloud Platform Integrations: Developed bi-directional integration between JIRA CMDB and cloud platforms using REST APIs for unified asset management
- Implemented Compliance Tracking: Created automated compliance documentation processes to ensure all assets meet HIPAA requirements throughout their lifecycle
- Configured Multi-Location Asset Tracking: Set up centralized visibility across all healthcare facilities while maintaining location-specific compliance requirements
- Established Automated Reporting: Built comprehensive reporting capabilities for asset utilization, compliance status, and lifecycle management across all locations
Results:
- Asset Record Accuracy: Achieved 97% accuracy in asset records across all healthcare locations with automated validation and compliance checks
- Onboarding Efficiency: Reduced asset onboarding time by 75%, transforming multi-day processes into streamlined, automated workflows
- Complete Compliance Coverage: Attained 100% compliance documentation coverage for all assets handling PHI data across all locations
- Standardized Processes: Successfully implemented consistent asset lifecycle management procedures across all healthcare facilities
97%
Asset record accuracy achieved across all healthcare locations
75%
Reduction in asset onboarding time through automated workflows
100%
Compliance documentation coverage for HIPAA requirements
800+
IT assets now managed with standardized lifecycle processes and PHI compliance
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