INTRODUCTION OF A GLOBAL IT SHOPPING BASKET ......5. a.hartrodt IT shopping basket 6. What did we...

INTRODUCTION OF A GLOBAL

IT SHOPPING BASKET BASED ON MATRIX42

Agenda

1. Motivation and goals for a.hartrodt

2. Requirements for the implementation

3. Challenges for the workflow implementation

4. No introduction without testing

5. a.hartrodt IT shopping basket

6. What did we achieve

7. Learnings and future enhancements

INTRODUCTION OF A GLOBAL IT SHOPPING BASKET

16.11.2020IT-Basket Service_20200813 2

1. Motivation and goals for a.hartrodt – Initial Situation

• Completely manual infrastructure ordering process based on employee wishes and thus highly

heterogeneous

• Request process via mail and telephone

• No product catalogue, only minor standards per country

• Process-Description for the hardware and order process was over 16 pages long

• HW procurement was carried out by more than 15 IT service providers without long-term contracts

• Order, order confirmations, delivery notes and invoices are available in paper and various digital

formats and no central storage was defined

• A uniform view and inventory of all HW assets in Germany and Europe is not possible

• Cost transparency is difficult to present in this context

• Hardware was manually setup in central IT location and then delivered to actual location



1. Motivation and goals for a.hartrodt - Future Goals

• Standardized hardware catalogue for Germany, Europe and the World

• Workflow-based ordering, approval and assignment process

• Ordering process for all employees analogue to Amazon shopping basket

• Approval and cost transparency for cost center responsible

• Automatic creation of our assets in the CMDB

• Order confirmations, delivery notes and invoices as well as associations to user, cost center and

location are automatically linked to the assets

• Reports for departmental and area-related asset cost transparency

• Automated software deployment with Empirum (Notebook arrives – connect to network – get your

software)

• Complete E2E process digitalization | process description in one line



2. Requirements for the implementation

• Framework agreement partner that ensures the worldwide delivery of assets on the basis of a

standardized product catalog

• Matrix42 IT implementation partner (lmBIT) with great expertise in implementing the order workflow

• Binding and valid master data for locations, employee and cost center structures

• Automatic transfer of the inventory number to Finance

• Worldwide setup of depot server as a basis for automatic software provisioning by our Matrix42

Empirum

• Extension of our Matrix42 2nd-Level Support-Team with shopping basket expertise

• User acceptance through training and HowTos



3. Challenges for the workflow implementation

• Using the Matrix42 standard workflow already covered almost 95% of our approach out of the box

• Adaptation of the approval process with max. two-stage approval (department head)

• Workflow dependencies

o in the "in time" integration of necessary external information

o in the time-differentiated "release at the push of a button”

o in the differently maintained cost center structure

o in the transfer of the order to the external delivery system

o in the document provision for the asset



4. No introduction without testing

• Test with 6 different players (framework contract partner, implementer, specialist department, data

governance team, infrastructure team, finance team)

• Test cases depending on the products in the product catalog

• Test runs on both the test and production environment

• In the production environment, live tests from ordering to delivery and automatic asset provisioning

were conducted in Germany and European offices.

• But even a completely error-free test run on the production environment is no guarantee that the

monthly automatic update of a new product catalog will be performed, if, for example, the catalog

description has unexpectedly changed, or the automatic expiration date of the old catalog is not

synchronized with the new catalog. It is essential to plan for an appropriate healthcare phase in such

environments!






Sep

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te P

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Shopping Basket

Shopping Basket Item

The Shopping basket is live

• DE and Europe are active

• Regular updates to catalogue

• Deliveries directly to locations

• Automated software deployment

Overall reduction of efforts in IT

• Ordering process

• Approval process

• Delivery process

• Hardware provisioning

• Software provisioning for notebooks

6. What did we achieve



• All documentation in one place - Order

documents, Serial numbers, MAC addresses,

Invoices, Asset information like owner &

location.

• With hardware stock at IT Provider limiting

delivery times for hardware from 2-4 weeks

2-4 days.

• Basis for a complete worldwide inventory.

• Process transparency for everybody.

• Completely digitalized process.


Learnings

• You don't get digitization out of the box

• A workflow standardizes the process steps, but does not describe them

• A cross-functional understanding of all affected areas along the process to be transformed is required

• Automation is the reduction to the essential components of a process.

• The introduction is not a matter of course. It needs substantial support and a good guideline for

orientation.

• A permanent feedback on how the process is experienced is also essential for a continuous

improvement of the process.




Future enhancements

• Adding additional products like mobile phones & contracts with other providers

• Digitalization of On-/Off-boarding

• Automation of services like printer associations, AD and Exchange rights & group memberships,

• Ordering additional software packages via portal (including deployment and licence management)

• Interface between Asset Management and Finance Department



Godske Hansen

Manager IT Governance (ad interim)

Karsten Wilke

Team Lead IT Service Management

a. hartrodt (GmbH & Co) KG 20097 Hamburg Germany

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