Working with assets in Smart IT
BMC Asset Management is a comprehensive tool for managing all aspects of an asset, including the lifecycle of the asset from purchase to disposal, contracts such as warranty, maintenance, support, software license management, and financial management. The organization can manage the lifecycle of any configuration item (CI) that it wants to treat as an asset in the BMC Atrium Configuration Management Database (CMDB).
With BMC Asset Management, CI records in the BMC Atrium CMDB are supplemented with an additional layer of asset lifecycle management data and functionality. This allows the BMC Atrium CMDB and asset management tools to work closely, enabling organizations to build their asset data on the foundation of a completely reconciled and normalized production dataset of CI information, even when multiple datasources (like Discovery tools, or manual addition of records) are involved.
This release of Smart IT is focused on a key set of capabilities to enable asset managers to perform their work. These capabilities include receiving assets via mobile clients, creating, modifying and querying CI data, and inventory management. Other asset management functionality, such as creating purchase requisitions and returning items, is still managed from the BMC Remedy IT Service Management (BMC Remedy ITSM) mid-tier client.
BMC Remedy ITSM stores asset data in the BMC Atrium CMDB. This data can be populated from multiple sources like Discovery tools, manually creating the asset records, or receiving the assets. The BMC Atrium CMDB reconciliation and normalization procedures ensure that asset data is not duplicated in the database.
BMC Atrium CMDB and BMC Asset Management provide a control mechanism, the sandbox dataset. This can be used to control how data is updated in BMC Atrium CMDB,and also provides additional governance of the production dataset.
A dataset is a collection of assets and relationships for a given purpose. For more information about setting up a sandbox dataset, see Configuring BMC Asset Management settings.
If BMC Asset Management is configured to use a sandbox dataset (for example, BMC.ASSET.SANDBOX) along with a production dataset (BMC ASSET), users do not make changes directly to the production data. When a user modifies data, the data flows through the sandbox dataset, and then through the Reconciliation Engine. The Reconciliation Engine determines which modified attributes to also modify in the production data. For more information see about configuring reconciliation in Smart IT see, Configuring the reconciliation method for assets in Smart IT and Viewing the reconciliation information of a CI.
When you edit an asset and type an incorrect value in the Product Category field, though the system displays
No Results Found message, you can still save the value. At this point, because the value you entered is not verified, the system displays a message,
Your update has been saved, but it will only be turned into production data once a reconciliation occurs. You must note that Smart IT does not reconcile incorrect values, and hence they are not displayed in the Product Category field. It is recommended that you browse for categories by using the Browse Categories option.
An administrator defines what sources of updates have the most appropriate (trusted) information to load into the production dataset. The administrator can also decide to disable the sandbox dataset. Creating and updating assets in Smart IT provides additional information about how asset information is updated in the datasets when you create an asset.
A typical asset follows a basic lifecycle in the system, which starts with a requisition and is managed till the asset is deployed and then retired from the system. Asset Management involves the following asset functionalities:
Create asset requisitions
Requisitions are created based on an organization's requirements for assets, such as items needed to resolve incidents or complete change requests. You create purchase requisitions by using the BMC Remedy Asset Management Requisition Console in the BMC Remedy ITSM mid-tier client.
For an overview of the purchasing process, see Requisition management. For in-depth information about creating purchase requisitions, or about receiving and returning items represented as configuration items (CIs), see Creating and managing purchase requisitions.
Manage asset purchase orders
After the purchase requisition has been priced and approved, it becomes a purchase order and is routed to purchasing. A purchasing agent submits the purchase order to a supplier for purchase. Each asset is represented as a line item in the purchase order. You can manage purchase orders in BMC Asset Management. For more information about managing purchase orders in BMC Asset Management, see Working with purchase orders.
A user with Asset Admin permissions can directly create assets in the Asset Management system.
Smart IT — Users create asset records from the Create New menu. For more information, see Creating and updating assets in Smart IT.
BMC Remedy ITSM mid-tier client — Users create CI records from the BMC Asset Management console. For more information see, Creating a Computer System CI.
When an asset is delivered, you update the status of each line item in the purchase order to Received. When the status of all line items is Received, the purchase order is complete.
Smart IT — Smart IT provides the functionality to scan assets on delivery by using mobile devices. You have the capability to search for the related purchase order, and when a match is found, update the status of the line item corresponding to the asset to Received. Users with sufficient Asset permissions and additional Receiving User permissions can receive assets in Smart IT. For more information about receiving assets in Smart IT, see Receiving assets in Smart IT after scanning them.
BMC Remedy ITSM mid-tier client — You can manually update the status of the received asset in BMC Asset Management by using the Receiving Console. For more information about receiving assets in BMC Asset Management, see Receiving and returning purchase items.
Certain asset types are stored in an Inventory which is a CI type associated with a location. Before you can move assets into and out of inventory, you must create inventory location CIs. You can choose to "move" assets into inventory, which associates the asset record to the inventory record and, in turn, with the location of the inventory. You can then deploy the asset at that location. You can also "move" the asset out of inventory, which basically dissociates the asset record from the inventory record.
Smart IT — Smart IT provides the capability to move applicable assets into and out of inventory. Users with sufficient Asset permissions and additional Receiving User permissions can receive assets in Smart IT. For more information about moving assets into inventory using Smart IT, see Moving assets to inventory using Smart IT.
This release of Smart IT does not support Bulk Inventory CIs.
BMC Remedy ITSM mid-tier client — Create the inventory location CIs from the Asset Management console in the BMC Remedy ITSM mid-tier client. For more information about managing asset inventory, see Receiving and returning purchase items and Managing asset inventory.
Search and view assets
You can search and view asset records in the Asset Console.
Smart IT — The Managing your work in Smart IT consoles.allows you search for assets by using advanced filtering options. For more information about the Asset Console, see
Asset profiles now provide additional functionality like editing asset data within BMC Atrium CMDB, creating an incident, work order, or change request from within the asset profile and relating an asset to another asset. Data displayed on the asset profile depends on the asset grouping and CMBD class. For more information about the asset profile, see Overview of asset profiles in Smart IT.
The asset profile also includes the Smart IT CI explorer, which provides a bird's eye view of an asset and its relationships. Multiple filters provided allow you to filter information to view only the data you require to see. Graphical and list formats are available for the universal client, and list format is available for mobile clients.
BMC Remedy ITSM mid-tier client — You create and manage inventory locations in BMC Asset Management. For more information about managing asset inventory, see Receiving and returning purchase items and Managing asset inventory.
Perform bulk updates of assets
When a company receives a consignment of assets, the assets go through different changes such as change in status, location, and ownership, until they are deployed and become functional. An asset administrator is responsible for keeping track of these events.
Smart IT — The Asset Action feature has been designed to help you perform routine and repetitive tasks with just a few clicks. Asset actions are configured and run in Smart IT. Based on the Collect User Inputs options configured in each asset action, the actions run on certain types of assets. The administrator can configure multiple asset actions, and you can run them whenever you receive assets. For more information, see Configuring and running asset actions.
BMC Remedy ITSM mid-tier client — You can perform bulk updates to relate people or update CI locations from the Asset Management console in the BMC Remedy ITSM mid-tier client.
Swap a broken asset with a replacement asset in Smart IT (1.5.01 and later)
When an asset stops functioning, a field agent can replace the asset in the field in a single action called Swap Asset. For example, the agent can open the profile for a broken asset on a mobile device, choose Swap Asset from the menu, and then scan the replacement asset. When the swap is complete, depending on the field agent's selections, the broken asset's status, people and group relationships, and location are transferred to the replacement asset. For more information, see Replacing an asset by using Swap Asset:1.5.01 and later.
Customize the Asset View in Smart IT
The out-of-the-box Asset View includes commonly used asset fields that you need to create and update assets. Smart IT allows administrators to add custom fields to the Asset View from the Common Data Model (CDM) or the Assets Attributes form. Administrators have the option to add generic asset fields, or fields specific to an asset class.
In addition, administrators can configure actions that appear under a More menu on the Asset View. Actions allow administrators to include parameters based on data in a record. For example, an action can be configured to launch a URL that contains asset attributes as embedded search keywords.