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Microservices Journal: Article

Computer Inventory Software Management

Decrease Expensive Hardware Replacement with Computer Inventory Software

Hardware and software are expensive to maintain in any organization. Technology is constantly changing, and thus, organizations must budget for equipment upgrades and software upgrades. For some organizations, this may require upgrades annually. To remain up-to-date, companies must invest a significant amount of revenue. Many companies cannot afford to make significant investments and begin to search for ways to lower expenses. 

Why is Computer Inventory Software Important?
Computer inventory management is necessary for the efficient operation of an organization. A computer inventory management plan is part of the lifecycle management plan. Computer inventory plans are necessary to develop a strategy for cost reductions within an organization. When IT professionals monitor the computers lifecycle, they can reduce a companies costs by extending the lifecycle of hardware and only replacing what is absolutely necessary. IT professionals are skilled in developing plans that will track the lifetime of computers and software in the industry. The computer lifecycle plan is simply a plan that tells companies the optimal replacement schedule for business computer hardware. Optimal replacement is based upon the computers hardware age, enhancement to employee performance, energy savings and anticipated failures. After obtaining an inventory of existing computers, the technical specs will be listed and also, the software installed on the computer. IT professionals can devise a replacement schedule that will be cost effective and decrease the frequency of expensive hardware replacement.

How Can an Experienced IT Professional Help to Reduce Costs?
Responsibilities of IT Professionals.
IT professionals are often responsible for computer inventory management. In most instances, computer inventory management will include: Memory, hard drive space, computers, netbooks, tablets, printers, networking infrastructure and other peripherals. The inventory will also include any warranties and maintenance agreements. This will help IT professionals determine if maintenance or repair is more cost-effective than replacement. When IT professionals are aware of routine maintenance required for computer systems, they can increase the longevity of computer systems. Meeting security and compliance requirements will also protect computer investments and reduce the need to replace systems. With proper management of computers and software, IT professionals reduce costs and reduce employee downtime. All of these efforts combined will decrease the need for expensive hardware replacement. IT Professionals Make Cost-Effective Acquisitions. An experience IT professional knows how to find bargains on new acquisitions without spending excessive amounts of money. Analyzing a companies business needs can identify opportunities to save money. Standardizing hardware and software is a common way to reduce expenses. The standardization process can help reduce help desk support. This reduction can reduce expenses related to personnel salary costs and prevent companies from purchasing additional computers for personnel.

IT Professionals Reduce Costs With Cloud Computing.
An experienced IT professional can reduce costs by recommending cloud computing technology. Cloud computing is web-based and only requires a thin client to run applications. Thin clients are far less expensive than high-performance laptops, netbooks or tablets designed to run labor intensive applications. Lower-end computers can help companies save money. Cloud computing can also save a company money on the initial investments required for servers and other related software. Leases are often more affordable than outright server purchases. Companies can decide if this is an option. By using cloud computing, companies reduce costs on IT professionals required for maintenance and 24 hour monitoring. Cloud computing also saves companies by lowering training costs. In most instances, personnel can be trained to use most cloud applications within a few days to a month. Other applications not run in the cloud may take longer. This also lowers costs because companies save money on training. Instead of in-house IT professionals logging hours troubleshooting applications, these tasks will be the responsibility of the hosting service, and IT professionals can focus on other mission critical applications. This also saves companies money.

IT Professionals Encourage BYOD Programs to Reduce Costs. When applications are web-based, companies can implement programs such as Bring Your Own Device (BYOD). Employees can use the laptop, tablet or netbook of their choice. Companies save money when the additional expense of computer procurement is removed from the company's budget and responsibility. Since employees can access data and applications from any location with cloud computing, companies reduce expenses. IT professionals only have to be concerned with the costs of protecting every end-point device instead of costs associated with the procurement of devices.

IT Professionals Reduce Costs By Remaining Aware and Assessing Risks. Computer inventories help IT professionals identify cost reductions. By being aware of the company's existing hardware and anticipated end-of-life date, companies can devise plans for replacement that are cost effective. IT professionals assess risks and determine how potential risk-factors can increase company costs. For instance, the risk or expense associated with malfunctioning equipment that is not covered under warranty is greater than the cost of the extended warranty. An extended warranty may cost more initially but will protect the company long term. IT professionals identify the best types of agreements and the most cost-effective agreements. With the proper warranties and agreements in place, companies minimize risk. Warranties are akin to car insurance. A driver will not operate a vehicle without insurance because the risk of loss is greater than the risk of purchasing the insurance. Similarly, a company with hardware should purchase some extended warranties because the risk of loss would be greater than a loss of computer equipment.

How Can Computer Inventory Software Help to Decrease Costs Associated With Hardware Replacement

Dynamic Groups. Dynamic groups in software can help IT professionals implement policies related to software distribution, configuration management and patching. Computers can be grouped in targets based on the type of hardware and software. IT professionals may group computers according to the group required to free up disk space or based off the systems that require disk defragmentation. Machines may also be grouped based upon the amount of free space available. These groups can help companies manage resources and save companies money.

Warranty Integration. Software can help IT professionals monitor warranties. Information such as purchase date, shipped date and expiration date can be input into the system. A link to the warranty site may also be included. Alerts can be set to inform IT professionals when to renew extended warranties or retire them. IT professionals can use software to determine when it is best to retire a warranty versus renewing one. This increases efficiency of lifecycle management and reduces costs. Software will show a detailed list of all computer inventory and warranty information. The inventory lists are compiled and updated on a periodic basis. The warranties are sorted by service tags or serial numbers. Information regarding the operating system, registry entries, files, applications, patch status and files are accessible through an easy-to-use web interface.

Consider Computer Inventory Management Software to Decrease Hardware Costs
Consider inventory management software to decrease hardware replacement costs. Thorough analysis will help IT professionals identify areas of savings and help them implement the savings. Consider hiring a professional and software to determine how to decrease expensive hardware costs. Learn more about software deployment here.

For more information on computer inventory software visit  KACE.com

More Stories By David Malmborg

David Malmborg works with Dell. When he isn’t working he enjoys hiking, spending time with family and researching new technology. He is currently learning more about cloud computing and recommends visiting dell.co.uk for more information.

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