ITAM Requirements Gathering Questionnaire

Version 3.0 (February 16, 2015)

GENERAL

1. What database platform will support the ITAM system (Ex: Oracle, MS SQL, DB2)?

2. In terms of physical assets, how many assets will be managed in the ITAM system?

3. How many power users will access the system (e.g. daily users)?

4. How many general users will access the system (e.g. occasional or on-demand role-based

users)?

5. What roles/profiles will be required for user access (e.g. Contracts Manager, Inventory

Manager, Guest Access, etc)?

6. What is the mail system protocol in your organization (ex: SMTP, MAPI or VIM)?
7. What is the email account Asset Manager will use to send notifications (ex:

ITAM@company.com)

8. Will both windows client and web client access be enabled?

9. Will user access require single sign-on or auto-authentication sign-on functionality? (NOTE:

may require extensive setup and implementation time depending on environment and

security protocols)

10. Will the supporting server(s) be physical or virtual?

11. Will there be three or more integrations with the ITAM system from external data sources?

12. Who is the contact for the ITAM application server(s)?

13. Who is the contact for the ITAM database server?

14. Who is the contact for the ITAM web tier server?

15. What version and who is the contact for the UCMDB server? Is the server configured and in

production use?

16. Is single-sign on or LDAP integration already setup for users to access UCMDB?

17. Are separate credentials required (per company security policy) for integration between

UCMDB and Asset Manager?

18. What are the main objectives of implementing ITAM (e.g. at least three examples)?

19. What are the main processes/functions ITAM should provide once implemented (e.g. at

least three examples)?

PORTFOLIO/INVENTORY (HARDWARE)

1. What types of assets will be tracked and managed (Ex: Desktops, Laptops, Servers,
Contracts, Software Licenses, Network equipment, etc…)?

2. Does discovery tool accurately capture hardware assets’ a unique serial number, asset tag
and/or bar code? Is there a separate data source to cross-reference a given asset’s unique
serial number, asset tag and/or bar code?

3. Will all computer-type assets be sourced from an inventory database (e.g. auto discovery
tool)?

4. What is the backend database platform of the inventory database?

5. Are there multiple inventory database sources? If yes, what platform or format/type?

6. Does the inventory database include scan date of hardware?

7. Does the inventory database include scan date and last used or access date of the software
installed on the hardware?

8. Are there separate inventory data sources for user’s computers versus corporate servers
and/or virtual server data? If data is co-local or replicated, what is the respective “gold
source” for the different categories of computer inventory data?
9. Will each hardware asset be linked to a user and/or supervisor?

10. Is the user associated to the hardware electronically discoverable and in the inventory
database? e.g. User Name or Last Login?

11. Will the user’s location be co-local with the asset?

12. Does the asset assume the user’s department and cost center?

13. Does the user’s supervisor have management responsibility for the asset?

14. What is the basis of the user’s or asset’s geographical location (Ex: Office Number or Street
Address)?

15. Does each user and/or asset exist within a hierarchal location structure (Ex:
Country/State/City/Address/Office Number)?

16. Is the user’s location, department, and cost center available in a separate database (Ex: HR
System or Active Directory)?

17. Are any hardware assets shared (e.g. a computer used by multiple users)?
18. What data element in the inventory database can be used to distinguish a shared asset from
a single-user asset?

19. Are shared assets linked to a supervisor?

20. Is each asset required to be linked to its originating purchase order to determine its cost?

21. Is each asset required to be linked to a contract?

22. Is each asset required to be linked to a cost center?

23. Are assets in stock (e.g. not in production, not on-line or in use) part of the inventory
database?

24. If assets in stock are not part of the inventory database, what other database source
platform and/or format/type will be used to import them into the ITAM system?

25. Are any assets leased?

26. What specific inventory management reports or report types are required? e.g. Computer’s
Not Scanned in 30 Days or More
PORTFOLIO/INVENTORY (SOFTWARE)

1. What software titles will be monitored and tracked?

2. Is the purchased software license data (e.g. name, type, cost, quantity, number of rights,
etc) stored electronically?

2. What is the basis for compliance for each title (Ex: by Cost Center, Department,
Companywide, etc)?

3. What licensing models or types are required for each title (Ex: by CPU, Named Workstation,
Named user, etc)?

4. Is software utilization data captured by the auto discovery tool?

5. Is the auto discovery tool correctly identifying the software titles to be monitored and
tracked?

6. If applicable, is cluster name, cluster layer, cluster type, the computers (physical and virtual) that
are components in the cluster as well as the role of those component computers captured by the
discovery tool? If not, is any of this information maintained electronically in a separate system?
What is that system’s backend data storage platform?
7. How often should software compliance be checked (i.e. every 30 days and/or on-demand)?

8. What software compliance reports/report types are required? e.g. Unused Software by
User, Software Look-Up by User, etc…

9. Will each software title monitored and tracked be linked to the software’s license contract
(if applicable)?

10. Will each monitored and tracked software title have a named manager?

11. Will the manager be notified (auto email) when the monitored and tracked software title
registers non-compliance or other threshold?
PROCUREMENT

1. What is your current procurement system?

2. What is the backend platform of the system (Oracle, MS SQL?, etc…)

3. Is new hardware and software procured from multiple vendor catalogs or one?

4. Does the vendor(s) provide electronic means/access to their catalog information?

5. Do the POs for hardware or software (licenses) include cost, purchase date, user/supervisor
and cost center of the procurer or user of said hardware/software?

6. What processes need to improve or change in the current system/procurement process?

7. What procurement reports or report types are required?

CONTRACTS

1. What contract types should be managed (Ex: Maintenance, Software License, Lease, etc…)?

2. When should contract contacts be notified of nearing contract term dates? (Ex: 30, 60, 90
day prior)

3. Is the existing contract data electronically stored and accessible?

4. What is the contracts backend database platform or exportable electronic file format?

5. Does each contract have specific contact information such as manager, sales contact,
technical contact?

6. Does each contract have a specific/unique reference number and/or contract number?

7. What contract management reports or report-types are required?