Device Lifecycle Management

Device Management

Context

The project was initiated to address inefficiencies in the existing device management system, focusing ons asset allocation and enhancing the overall user experience for IT managers, founders and administrators

Project Overview

The objective of this project was to enhance the device management system, prioritizing streamlined asset allocation and user-friendly interfaces.

Role and Responsibilities

Led the UX/UI design work, overseeing the end-to-end design process.

Collaborated with founders and cross-functional teams for business strategy integration.

Conducted user research, gathered requirements, and translated insights into actionable design solutions.

Why is Device management important?

Global Inventory Management Software Market Overview

USD 3070 Million

Market Size in 2022

USD 5386 Million

Projected Market Size by 2028

7.07 % 2023-2028

Compound Annual Growth Rate

Increasing Complexity of IT Infrastructure:

The growing complexity of IT ecosystems, including diverse devices and software, is driving the demand for sophisticated inventory management solutions.

Rise in Remote Work:

The rise in remote work has made it crucial to have strong IT asset management, ensuring smooth allocation and support for our remote team members.

Regulatory Compliance:

Organizations are feeling the push to adopt complete Inventory Management SaaS solutions because of strict rules safeguarding data and tracking assets.

On the basis of product type, market is primarily split into

On-premise
On-demand/Cloud-based

On the basis of end users/applications, this report covers the following segments

Small and Medium-Sized Enterprises
Large Enterprise

Target Region

Key Players Operating in the Market

Leading

Zoho Corporation
IBM Corporation
Oracle Corporation
SAP
Linnworks
Intuit Inc
Fishbowl
and many more

Lesser-known participants

Setyl
Ripple
Fleet
Josh

Competitor Analysis

Considering fast-paced business environment, understanding the competitors is vital to staying competitive. Conducting a competitor analysis allows me to uncover the strengths and weaknesses of key players in the industry, helping me identify opportunities for growth and areas for improvement. So I have worked on the affinity mapping to analyse the strengths and weaknesses of our competitors in the inventory management software market. This analysis reveals common themes among competitor's strengths and weaknesses, offering valuable insights into areas where we can differentiate ourselves and potential opportunities for enhancing our own inventory management software.

Valuable Insights

Dynamic allocation algorithms optimise resource utilisation while minimising costs.
Robust APIs enable seamless integration with popular SaaS platforms.
Automated off-boarding workflows streamline asset return processes.
Advanced filtering and search functionalities quickly locate specific assets in a diverse inventory.
Partnerships with certified vendors ensure quality and reliability of procured devices.
Role-based access control (RBAC) restricts data access based on user roles and permissions.
Remote device management features monitor device activity and enforce security policies.
Centralised inventory management with location-based tracking facilitates asset coordination across multiple locations.
Inventory optimisation tools determine optimal warehouse locations based on requirement.
Customisable allocation rules prioritise resource allocation based on usage and company priorities.
Pre-built connectors facilitate seamless integration with leading SaaS applications(HRIS &IT).
Clear instructions and notifications guide employees through the off-boarding process.
Categorisation and tagging features organise and manage diverse inventory items effectively.
Encryption features secure sensitive data and ensure compliance with data protection regulations.
Customisable allocation and deallocation process depends on users need.
Features to add multiple inventory item and also allocation history of each asset.

Persona

Alex

Age: 34

Experience: 8 Years

Roles and Responsibilities

Overseeing asset management for employees, including allocation and deallocation.

Collaborating with IT, HR, and Facilities to ensure seamless processes.

Overseeing warranties and insurance matters related to assets.

Managing the global procurement of devices for the organization.

Pain Points

Ensuring a quick and secure process for asset deallocation during employee exits.

Managing a diverse set of asset subscriptions and procurement cost.

Navigating challenges in sourcing reliable global vendors for logistics

Using separate tools for both compliance and security checks, as well as inventory management.

Goals

Streamline the allocation and deallocation processes for efficient employee onboarding and offboarding.

Implement a user-friendly, centralized system for asset tracking.

Enhance collaboration between departments involved in asset management.

Ensure data security and compliance with industry regulations.

Ashok Kumar

Age: 42

Experience: 16 Years

Roles and Responsibilities

Overseeing the allocation and deallocation of assets for thousands of employees.

Managing data handling protocols for sensitive information on devices.

Coordinating logistics for the movement of assets between locations.

Implementing standardized procedures for physical cleaning of assets.

Pain Points

Managing logistics for a large-scale enterprise with assets in multiple locations.

Ensuring compliance with ever-evolving data protection regulations.

Standardizing cleaning procedures across a diverse range of assets.

We don't have enough current data on device activity to effectively keep track of usage guideline.

Goals

Implement a scalable and efficient asset allocation system for a large employee base.

Strengthen data handling protocols to ensure compliance with strict security regulations.

Optimise logistics to reduce turnaround time for asset movement.

Enhance cleaning procedures to align with industry hygiene standards.

Summary of Challenges from the Interview

What are the biggest challenges you face when managing inventory?

One of the biggest challenges is maintaining accurate inventory records, especially when dealing with frequent employee movements and asset reallocations. Additionally, ensuring timely maintenance and tracking of asset status across multiple locations can be challenging.

Have you encountered any specific issues or pain points with your current inventory management system?

Yes, we've encountered issues with data accuracy and synchronization between our inventory management system and other business systems. Additionally, manual data entry and lack of mobile access for inventory management tasks have been pain points.

How do these challenges impact your day-to-day operations and overall productivity?

These challenges often result in delays in asset allocation and maintenance, leading to productivity losses and potential disruptions in business operations. Inaccurate inventory records can also result in overstocking or stockouts, impacting resource allocation and budget management.

Survey

Would you find value in a platform that centralizes device procurement, offering access to multiple vendors and product options?

How likely are you to use an online procurement platform for purchasing devices in the future?

How much time do you currently spend on the device procurement process each month?

What are the biggest challenges you face when procuring devices for your organization? (Select all that apply)

Would you find value in a platform that provides real-time tracking of inventory during transportation?

How likely are you to use an online platform for managing logistics and transportation of inventory?

What are the biggest challenges you face in managing logistics for inventory?

What features would you like to see in an online logistics management platform?

Would you find value in a platform that offers master data management for inventory?

What features would you like to see in an online master data management platform for inventory? (Select all that apply)

User Story 1

As the Global Head IT Manager at Hybr1d Technologies, I'm tasked with ensuring our IT assets are managed efficiently. That's why I'm in need of a streamlined Inventory Management System. It's crucial for us to allocate and deallocate IT assets smoothly, ensuring they're used optimally and our inventory records stay accurate.

Acceptance Criteria:

Secure login with a comprehensive dashboard: Accessible and secure login for managing inventory efficiently.

Seamless allocation and deallocation of assets: Easy processes for assigning and reclaiming assets as needed.

Real-time tracking of allocated assets: Ability to monitor the status and location of assets in real-time.

Generation of detailed inventory reports: Generating comprehensive reports for better insights into our inventory.

Integration with HR systems for onboarding and off-boarding processes: Seamless integration with HR systems to streamline employee onboarding and offboarding.

Use Cases:

Allocate assets to new hires: Providing necessary IT assets to new employees as they join the company.

Asset Replacement: Upgrading assets without affecting the ongoing operations.

Deallocate assets when an employee leaves: Retrieving assets from employees leaving the company.

Conduct periodic audits for accuracy: Regular audits to ensure our inventory records are up-to-date.

Transfer assets between departments smoothly: Facilitating the transfer of assets between different departments as needed.

Key Benefits:

Optimal asset utilisation: Ensuring our IT assets are used effectively and efficiently.

Proactive tracking and notifications: Keeping us informed about the status of our assets and any actions needed.

Streamlined onboarding and offboarding: Making the process of onboarding new employees and offboarding departing employees smoother and more efficient.

Data-driven decision-making with detailed reports: Access to detailed reports for making informed decisions about our inventory.

Integration for seamless HR collaboration: Collaborating seamlessly with HR for better management of employee-related processes involving IT assets.

User Story 2

As the IT Manager at Wipro Corp, I'm looking for an Inventory Management System that feels intuitive to use. It should make it easy for me to allocate and deallocate assets smoothly. Having a system with a user-friendly interface, real-time tracking, and automated notifications would be incredibly helpful for staying on top of things and taking proactive actions.

Acceptance Criteria:

Quick and user-friendly access: I want to be able to get into the Inventory Management System easily and without any hassle.

Efficient asset allocation: Allocating assets should be straightforward and not require a lot of manual effort.

Straightforward deallocation: When it's time to retire assets, I need a simple process for removing them from the system and at the same time I have to see the related data.

Real-time tracking: I should be able to see where assets are and their status at any given moment.

Automated notifications: It would be great to receive alerts when assets are overdue for return or maintenance.

Use Cases:

Visibility of usage history: Being able to see how IT assets have been used in the past helps me make informed decisions.

Smooth deallocation: When assets reach the end of their life cycle, I need to be able to remove them from the system smoothly.

Real-time monitoring: Knowing where assets are and their status in real-time helps me stay on top of things.

Automated alerts: Getting notifications for timely actions ensures that nothing falls through the cracks.

Key Benefits:

Improved efficiency: With streamlined processes, I can manage assets more effectively, saving time and effort.

Real-time monitoring: Being able to monitor assets in real-time allows me to take proactive actions and prevent issues before they arise.

Streamlined processes: Simplified allocation and deallocation processes make it easier to manage assets and keep everything running smoothly.

Journey Mapping

Challenges to be considered

Balancing the need for flexibility in asset allocation with cost-effectiveness.

Integrating asset management seamlessly into existing SaaS platforms.

Ensuring a smooth handover process during employee off-boarding.

Managing a vast and diverse inventory of technology assets.

Difficulty in finding trustworthy vendors for the procurement of new devices.

Balancing the need for security with efficient data access.

Managing software licensing and tracking for each device, dependent on individual's usage.

Ensuring control over data and applications on company devices, including monitoring the last active status.

Coordinating logistics for assets distributed across multiple office locations globally.

Establishing warehouses in multiple locations for cost-effective device storage.

Implementing standardised cleaning procedures at scale.

User Needs

Device Lifecycle Management

Inventory Management - Allocation and Deallocation
MDM - Compliance & Security
Webstore - Procurement

Problem Statements

The existing inventory management has some issues—it's like a puzzle missing pieces. Processes are scattered, tracking is tough, coordinating deliveries is a hassle, and finding reliable vendors globally for pickups and deliveries is a challenge. This leads to inefficiencies, higher costs, unhappy customers, and inaccurate data. We need a solution to fix these problems and make our inventory system work better.

Objective

Enhance user experience with a user-friendly design
Integrate API (MDM) calls for expedited device security using a third-party tool
Address challenges with logistic coordination, physical cleaning, and on-time device deliveries
Ensure real-time visibility and streamlined processes
Contribute to improved operational efficiency
Global insight to have complete visibility of inventory management

Due to workplace policy constraints, this project is not updated here; kindly reach out for further discussions.

Reference

https://www.businessresearchinsights.com/market-reports/inventory-management-system-market-106963

https://www.linkedin.com/pulse/inventory-management-system-market-1f/

https://www.linkedin.com/pulse/inventory-management-software-market-growth-2023-2030/

https://www.fortunebusinessinsights.com/inventory-management-software-market-108589

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