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How IT automation can upgrade your equipment request processes

Your IT department is stretched thin, spending valuable time on avoidable tasks like:

  • Locating unused software licenses
  • Contacting vendors to reclaim lost licenses
  • Manually reassigning or recycling licenses
  • Tracking license expiration dates

But what if there were a way to free up valuable IT resources, and manage – or even eliminate – these mundane and repetitive tasks? In this blog, we’ll explore a scenario that many IT departments face and discover how IT automation can transform their day-to-day operations.

IT automation: Act 1, Scene 1

Consider a fictional company that could be any modern business: Capulet, Inc. They’re a mid-sized IT consulting firm aiming to grow by 5% in the coming year. To finance this initiative, they want to cut costs wherever they can.

Capulet’s IT team has been tasked with identifying areas where the organization is leaking money. They’ve discovered that Capulet is paying for nearly 200 more Office 365 licenses than it needs. Between workers who have left the organization and devices that don’t have Office 365 registered to them, there are obvious gaps in the provisioning processes.

To streamline these processes and save money, the IT department is starting with one key process: equipment requests.

Out with the old

When an employee requests a new piece of hardware or software, IT department fulfills the request – but it isn’t always an easy task. Traditionally, the processes has included these steps:

  1.   A worker manually prints out and completes a hardware or software request form. If they require both hardware and software, the worker must print and fill out two separate – and unrelated – forms.
  2.   The completed form is scanned and emailed to the IT department for fulfillment.
  3.   The request may be approved, flagged for follow-up, or denied.
  4.   Successful requests are manually converted to a work order and assigned to an IT team member.
  5.   IT acquires the requested item(s) by purchasing licenses or ordering hardware from a supplier. If there are existing licenses that could be reissued, IT may spend considerable time finding them and requesting reissuance.
  6.   Once the hardware or software is acquired, it is installed by IT.

Manual tasks can leave many potential gaps. How does IT check if any licenses are currently available to be reused? What if a form is sent to the wrong email address? What if the ticket is assigned to a worker currently on vacation? To fill these and other gaps, Capulet decides to automate the process.

The IT team started by mapping and documenting the process, enlisting key stakeholders to discuss and decide how it should be done. Then they apply modern automation solutions, including digital forms and workflows. The automated process looks like this:

  1.   A worker fills out an equipment request form online – the form is intelligent, taking into account both hardware and software requests.
  2.   The completed form is directed to whichever IT manager is available to approve it. A notification indicates their approval is needed, and they can make a decision in only a few hours.
  3.   The approved form automatically generates a ticket, which is assigned to the IT worker most suitable for the task.
  4.   The worker signs into a single portal for an overview of all available hardware and software.
  5.   The worker can reassign an existing license or piece of hardware in order to extend its life and save the company money. If none are available, the worker can make a new order.
  6.   The equipment is delivered or assigned, and the original requester is informed by email.

This new process reduces licensing and equipment costs and greatly reduces administrative work for Capulet’s IT department. It also boosts productivity and frees up time for more valuable purposes. In a new central portal, IT workers can easily see an overview of every piece of hardware or software currently in use. This helps identify unused devices or licenses that can be returned or reassigned. The savings and increased productivity helps Capulet reach its growth goal.

Embracing IT automation with Nintex

As the workplace digital transformation continues, more and more businesses choose IT automation to turbocharge their processes. However, with the wide range of tools available on the market and the specialist knowledge some of these tools require, many businesses struggle to automate.

The Nintex Platform offers a wide range of automation tools with user-friendly, no-code interfaces – making it easy to automate nearly any workflow, whether simple or sophisticated. Combining powerful, flexible automation with simple execution, the platform makes it easy for businesses to tailor their processes and create optimal workflows. The equipment request process is just one of many that can be transformed using Nintex Platform tools, including:


To find out more about how you can transform your IT department’s processes, get in touch with Nintex today.


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