it-asset-lifecycle-management

name	it-asset-lifecycle-management
enabled	true
description	Use when performing it asset lifecycle management — iT asset lifecycle tracking from procurement through disposal covering asset intake, deployment, maintenance, refresh planning, and secure decommissioning. Provides a framework for managing assets at every stage to optimize costs, ensure compliance, and maintain accurate inventory records.
required_connections	[{"prefix":"itsm","label":"ITSM Tool (ServiceNow, Freshservice, etc.)"}]
config_fields	[{"key":"asset_tag","label":"Asset Tag / ID","required":true,"placeholder":"e.g., ASSET-2026-0042"},{"key":"asset_type","label":"Asset Type","required":true,"placeholder":"e.g., Laptop, Server, Network Switch, Monitor"},{"key":"current_stage","label":"Current Lifecycle Stage","required":true,"placeholder":"e.g., procurement, active, maintenance, refresh, disposal"},{"key":"assigned_to","label":"Currently Assigned To","required":false,"placeholder":"e.g., Jane Smith, Server Room B, Unassigned"}]
features	["HELPDESK"]

IT Asset Lifecycle Management

Asset: {{ asset_tag }} ({{ asset_type }}) Stage: {{ current_stage }} | Assigned: {{ assigned_to }}

Lifecycle Stages

PROCUREMENT → INTAKE → DEPLOYMENT → ACTIVE USE → MAINTENANCE → REFRESH → DISPOSAL
     │           │          │            │             │           │          │
  Purchase    Receive    Assign to    Monitor &    Repair or   Replace    Secure
  & approve   & tag      user/loc     track        upgrade     with new   wipe &
                                                               asset      recycle

Stage: Procurement

• Purchase request approved with business justification
• Vendor selected and PO issued
• Order tracked with expected delivery date
• Budget allocated and cost recorded

Stage: Intake & Registration

• Verify received item matches purchase order
• Inspect for damage during shipping
• Assign asset tag: {{ asset_tag }}
• Record in asset management system:
  • Asset tag, serial number, model, manufacturer
  • Purchase date, cost, PO number
  • Warranty start and end dates
  • Vendor and support contract details
• Apply company asset label physically to device
• Store securely until deployment

Stage: Deployment

• Configure device per standard build (OS, software, security)
• Enroll in management tools (MDM, monitoring)
• Assign to {{ assigned_to }}
• Update asset record with assignment details
• Document location (office, rack, remote address)
• Provide user with asset acknowledgment form

Stage: Active Use — Ongoing Tracking

• Monitor device health via management tools
• Track software installations and compliance
• Record any moves, additions, or changes
• Conduct periodic asset audits (quarterly recommended)
• Verify physical asset matches system records

Key Metrics to Track

Metric	Target	Action if Exceeded
Age	<4 years (laptops), <5 years (desktops)	Plan refresh
Warranty Status	Active	Evaluate renewal or replacement
Repair Count	<3 major repairs	Consider replacement
Performance	Meets job requirements	Upgrade or replace

Stage: Maintenance & Repair

• Log maintenance request in ITSM
• Determine if under warranty or support contract
  • Under warranty: Contact vendor for repair
  • Out of warranty: Evaluate repair vs replace cost
• If repair: track parts and labor cost against asset
• If loaner needed: issue temporary device and track
• Update asset record with maintenance history
• Return to active use or escalate to refresh

Stage: Refresh / Replacement

• Asset meets refresh criteria (age, performance, cost of repairs)
• Initiate procurement for replacement
• Plan data migration from old to new asset
• Deploy replacement to {{ assigned_to }}
• Collect old asset
• Move old asset to disposal stage

Stage: Disposal / Decommission

• Back up any data per retention policy
• Perform certified data wipe (NIST 800-88 compliant)
• Obtain certificate of data destruction
• Remove from all management systems (MDM, monitoring, AD)
• Reclaim any transferable software licenses
• Dispose via approved method:
  • Recycle: Through certified e-waste recycler (R2/e-Stewards)
  • Donate: If eligible, with data wipe certification
  • Auction/Sell: Through approved surplus process
• Update asset record to "Disposed" with disposal date and method
• Retain disposal records for compliance (typically 7 years)

Counter-Rationalizations

Shortcut	Counter	Why
"We can skip some steps for this case"	Adapt the workflow steps, don't skip them	Skipped steps are where incidents and oversights originate
"The user seems to already know what to do"	Complete all workflow phases with the user	The workflow catches blind spots that experience alone misses
"This is a minor case, full process is overkill"	Scale the process down, don't turn it off	Minor cases become major when unstructured; the process scales, not disappears
"I'll fill in the details later"	Complete each section before moving on	Deferred details are forgotten; real-time capture is more accurate
"The template output isn't necessary"	Always produce the structured output format	Structured output enables comparison, audit trails, and handoff to other teams

Output Format

Generate an asset lifecycle report with:

1. Asset details (tag, type, current stage)
2. Lifecycle history (key dates and events)
3. Current status and recommended actions
4. Upcoming milestones (warranty expiry, refresh date)