SharePoint IT asset management: Features, benefits, and alternatives
Table of Contents
- Overview of SharePoint IT asset management
- Features of SharePoint IT asset management tools
- Benefits of SharePoint IT asset management tools
- Key challenges of using SharePoint for IT asset management tools
- Discover Virima: A smarter ITAM alternative
- A comparison: SharePoint IT asset management software vs. Virima
- Choosing the right IT asset management process
SharePoint, a versatile collaboration platform from Microsoft, offers unique capabilities for IT asset management systems. With its customizable workflows and integration options, SharePoint can help organizations gain better control over their IT resources. However, is SharePoint IT asset management the best tool for enterprises?
This blog dives into the features that make SharePoint a contender for the IT asset management process. We’ll also explore its benefits, and examine where it might fall short. Finally, we’ll introduce alternatives that could better meet your organization’s specific needs.
Overview of SharePoint IT asset management
SharePoint IT asset management tools help businesses manage IT assets efficiently with a centralized system. It uses Microsoft 365’s modern SharePoint framework, making it both innovative and easy to use. Further, the cloud-based design works seamlessly with Microsoft Teams and supports global operations across multiple locations.
SharePoint IT asset management tracks each asset’s lifecycle, including deployment, and retirement, ensuring detailed records at every stage. Moreover, its future-ready approach ensures businesses can rely on an adaptable solution backed by Microsoft certification.
Features of SharePoint IT asset management tools
Here are the key features of SharePoint IT asset management that streamline IT asset tracking and enhance productivity.
- Track assets easily: Monitor asset location, usage, and lifecycle for better control and also planning.
- Interactive dashboards and reports: View clear visuals and detailed analytics to make informed decisions quickly.
- QR and barcode integration: Simplify inventory management with QR codes and barcodes generated automatically.
- Secure access with roles: Set permissions for users to keep data safe as well as organized.
- Customizable fields: Customize the system to match your business requirements.
- Detailed audit logs: Track every system change for better transparency and also accountability.
- Organized asset categories: Group and often manage assets with a structured hierarchy.
- Simplified asset kits: Bundle related assets to streamline administration and tracking.
- Employee wishlist: Let employees request assets through an easy-to-use wishlist feature.
- Fast setup and configuration: Install and also configure the system quickly.
Benefits of SharePoint IT asset management tools
SharePoint IT asset management process contributes many benefits for ITAM as listed below:
- Better asset tracking: Automated tools reduce mistakes and save time by replacing manual processes.
- Cost savings: Use assets more efficiently and improve your purchasing strategies to lower expenses.
- Stronger compliance and security: Protect your data with audit logs and also secure access controls.
- Smarter decisions: Use detailed reports and dashboards to plan your strategies effectively.
- Global accessibility: Operate smoothly across different locations with easy access to assets.
- Flexible and scalable: Adapt quickly to business changes more often with customizable configurations and integrations.
Key challenges of using SharePoint for IT asset management tools
SharePoint offers helpful features for IT asset management tools, but it comes with notable challenges:
1. Difficult to manage as you grow
Managing assets in SharePoint becomes harder as your organization grows. Moreover, its basic lists and libraries may not handle complex relationships between assets, incidents, or service requests.
2. Performance issues with large data
When dealing with large data volumes, SharePoint often slows down. Users frequently report delays in file syncing and library performance. Consequently, accessing or updating asset information leads to inefficiencies and frustration.
3. High maintenance effort
Managing SharePoint demands significant IT resources. Setup, customization, and ongoing maintenance can strain your IT team.
4. Customization challenges
Although SharePoint allows customization, even small changes can disrupt its core functions. The lack of flexibility can lead to additional costs, particularly, if your organization’s IT asset management process needs to evolve.
5. Weak search features
SharePoint’s search functionality is often limited. Finding files or asset data can be slow and difficult, wasting valuable time and thus, reducing productivity.
By recognizing these challenges, you can decide whether SharePoint aligns with your needs for the IT asset management process.
Discover Virima: A smarter ITAM alternative
Virima offers a complete IT asset management (ITAM) solution for businesses seeking better options than SharePoint. Designed to handle challenges faced by companies of all sizes, Virima stands out as a feature-rich choice. Let’s explore what makes Virima an excellent solution.
Automated discovery and inventory
Virima simplifies IT discovery by automating the identification and tracking of assets. This includes hardware, software, cloud resources, and even non-IT assets, making asset inventory management more efficient.
Advanced service mapping with ViVID
Virima Visual Impact Display (ViVID) creates clear and detailed service maps. These maps show asset dependencies and relationships, helping businesses make smarter decisions about resources and changes.
Comprehensive software license management
Virima streamlines software license management. It also tracks licenses, spots underused ones, and ensures compliance with vendor agreements to reduce risks.
IT asset lifecycle management
Virima manages assets from acquisition to disposal. Furthermore, it uses customizable statuses and integrates smoothly with ITSM request processes.
Vulnerability management
Virima detects and ranks vulnerabilities in your IT environment. This proactive approach further strengthens your organization’s security.
Advanced reporting and analytics
Virima provides detailed reports and analytics. These insights also help you understand asset performance, utilization, and risks more effectively.
Faster time to value
Virima’s user-friendly design and quick setup help businesses see the benefits of better IT asset management tools faster.
A comparison: SharePoint IT asset management software vs. Virima
SharePoint IT asset management process | Virima IT asset management process | |
Purpose | General-purpose collaboration and document management system. | Specialized IT asset management and ITSM solutions. |
IT asset discovery | No native discovery tools; relies on manual entry or external integration. | Automated IT asset discovery and also dependency mapping capabilities. |
Configuration Management Database (CMDB) | Requires extensive customization to create a CMDB-like structure. | Built-in CMDB customized for IT asset and service management. |
Ease of use for ITAM | Requires significant customization and also third-party tools for ITAM workflows. | Ready-to-use features designed specifically for IT asset management tools. |
Software license management | Limited capability, mostly manual tracking via lists or libraries. | Includes advanced software license tracking and metering features. |
Change management integration | Needs integration with external tools; | Seamless integration with ITIL-aligned change management processes. |
Visualization | Basic list and document views; also lacks visualization capabilities. | Offers ViVID for visualizing IT infrastructure and also dependencies. |
Cost-effectiveness | Cost-effective for general collaboration but expensive to customize for ITAM. | Cost-effective alternative for specialized ITAM and ITSM needs. |
Compliance and audit readiness | Requires manual effort and also third-party tools for compliance tracking. | Automated compliance and audit readiness tools are included. |
Support for ITSM frameworks | Limited support; Further, customization is required for ITIL processes. | Full support for ITIL and other ITSM best practices. |
Choosing the right IT asset management process
Selecting the right IT asset management solutions depends on your needs and IT setup. If you need a scalable solution with advanced features, such as service mapping, software license management, and vulnerability management, Virima is a great option.
Choosing the right system is crucial for success. While SharePoint offers basic ITAM capabilities, Virima provides a more comprehensive and innovative solution. With Virima, you can better understand your IT assets, optimize resources, and also improve IT operations.
Take charge of your IT assets. Book a demo with Virima today to see the difference.