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Business-as-Usual Hardware Refresh Management

Reduce hardware costs, increase productivity, and prevent business disruption by staying on top of your hardware asset lifecycle with Juriba Dashworks. 

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Perpetual Hardware Refresh To Cut Maintenance Costs

Aging hardware is expensive. By year five, the performance of an IT asset has, on average, decreased by about 40%, while maintenance costs have increased by a staggering 148%! Consequently, users will lose productivity or even access to their devices for hours or even days if any issues occur.

Most organizations have financial policies in place to replace all devices on a set schedule, e.g., every three years for laptops and four years for desktops. Sometimes, replacements are aligned with larger projects in a big bang OS migration or a building move; other times they can happen through attrition. Assets might be leased, or purchased with a maintenance and support agreement, and some business units may decide to "sweat the asset" by continuing to utilize it outside of any warranty or maintenance period. Consequently, it is often the case that every asset is on an entirely different refresh schedule.

The ongoing management of that hardware refresh piece is very resource-intensive. Just think of all the procurement and approval items, logistics with vendors and build tasks you have to juggle to replace just a few machines. Replicating this thousands of times without repeatable processes and tooling in place is very inefficient, especially when these upgrades could be tied with other events such as a Windows 10 feature release.

With Dashworks, Juriba's IT Transformation Management Platform, IT managers can effectively build out a perpetual hardware refresh project. Once created, every device is loaded into that Evergreen project as soon as they are purchased or leased. Based on your hardware lifecycle management parameters (i.e,, your refresh period), Dashworks will trigger a workflow to initiate and manage the next asset replacement

How Dashworks Can Help:

Dashworks, Juriba's IT Transformation Management Platform can help you keep your hardware costs low while keeping on top of your asset lifecycle. Onboard all existing and new users and devices into Dashworks to keep all relevant information in one single system. This way you can keep a tab on where each device is, who is using it, as well as all the relevant information (e.g., disk space, end-of-life date, end-of-warranty date). Therefore, you know exactly what and when you need to refresh, you are less likely to lose devices, and when it is time to return or replace them, you aren't scrambling for a missing percentage of your inventory — resulting in lower hardware costs.

You can even automate your procurement, logistics, and rollout tasks using smart workflows and data-driven insight, as well as deploy automated and targeted email communication and self-service to empower your users to become an active part in the project. Let Dashworks do the heavy lifting for you and eliminate weeks of man effort and significantly increase your agility and Business-as-Usual readiness.

The Dashworks platform offers unique capabilities and features to streamline your BAU hardware refresh management:

  • self-service1-laptop selection portal2-cleanEasy & fast project setup. Define the rules of your hardware refresh and set them as project parameters and guardrails in the project setup stage, e.g., which three laptop choices you will allow this year and how to default them to a new option. 
  • Dashworks Self-Service gives users the option to choose their next device and validate additional information at the same time. If his or hers laptop gets lost, stolen or breaks beyond repair, the user can trigger an approval/procurement workflow in his or her internal approval system. Once this is approved, Dashworks triggers another email to the user asking him or her to choose from the approved device options, which in turn triggers the procurement workflow.
  • T-minus driven workflows. Automatically kick off workflows, send end-user notifications, and manage your procurement and logistic tasks through Dashworks. Set them up once, reuse them over and over again.
  • Keep in-sync with live events. If a machine fails or a machine gets lost, it is incredibly helpful for the responsible BAU team. After the end user has raised their hand within their standard request system by flagging their device as broken, stolen or lost, and integration can feed this information back into the perpetual project command and control system, setting new refresh dates accordingly against the updated device.
  • Coordinate with other Dashworks-managed projects. Dashworks lets you refresh your hardware at the appropriate time in conjunction with the other projects — making it easy to piggyback on other major initiatives, such as a Windows 10 upgrade, and effectively cutting weeks off your project timeline.
  • Integration with IT Management tools like ServiceNow, to trigger procurement. Dashworks is not (and is not trying to be) an approval system.
  • Reporting of asset life cycle to a business unit or within a location to support business user-based initiation. For example, business unit representatives can quickly run a report in Dashworks to find all machines that will go end-of-life by the end of the month or year to start replacements now to spend extra budget or fill capacity. 

Having successfully readied millions of assets for migration, we know from experience that the more your IT stays evergreen, the easier it is to manage. Instead of waiting until something breaks and causes business disruption and loss of productivity, you will be better off by creating a repeatable and scalable process that uses best-practices, pre-canned project templates, and improves with each iteration. 


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