[Music] good morning myself DEA Das from product success team of service now today we will look into how asset refresh helps Hardware asset management process this is just the safe haror statement in today's session we will go through what actually asset refreshes what are its benefits what is driving it and we'll see one pre refresh steps which is our asset refresh validation before in an asset can be selected for refresh and then we will dive into the demo so Hardware asset refresh is basically a request flow which is used to track the Aged Hardware assets that are nearing its end of life cycle and then replace them with new hardware assets in organizing s when an Hardware asset gets old it increases maintenance cost failure risks and at the same time its performance decreases so that is where the organization or the asset manager specifically may find the need of refreshing or replacing the asset with a new one how does this process helps an organization asset manager or owner will be aware of assets nearing end of its life upfront in the portal we can obtain reports as well as there are out of the box indicators charts which will let an asset manager or an owner know that which are the group of assets that needs attention also this feature gives a centralized process of managing asset refresh across the organization and as said before it with new asset replacing older asset the maintenance cost risk of failure of the device will go down what are the drivers for this process well Hardware model table there is an out of the box field called useful life purpose of that field is to house or accommodate the period of months that asset will be useful then in the hardware table there is this sh F retirement field where one can specify the expected date of retirement for this asset and then both of this field influences another field in Hardware table called eligible for refresh based on which rest of the refresh process gets driven there is no direct relationship of schedule retirement with eligible for refresh field however some smart scripts can be written to update the eligible for refresh field based on the schedule retirement window before we dive into the refresh process there is this steps or I should say set of activities that needs to happen before the asset or assets go for refreshment in this diag process diagram you could see the trigger of this process is to find out all the assets which are either eligible for refresh or are within the accepted retirement window then those assets which qualify for refreshment the asset manager or the owner will determine if that needs to be replaced with available assets from stock room or we need to execute a purchase order process which is then has to be approved by the line manager if there is a process in place for approval and which will then drive rest of the request process which we will see in a moment okay now if the approver decides not to proceed with the asset refresh request that is where he can reject the approval which basically should be a trigger to the the asset owners or managers to re-update the schedule retire date or any if any other date they are maintaining locally within the asset now let's dive into the demo we are now in the instance and we have Hardware asset workspace open in front of you first let's see all the three fields that contributes for asset refresh process we will go to the model first I have already kept a model selected so if we open this model this is where that field is available useful life and it is right now set at 8 months that means the asset T to this model will be operating most efficiently for 8 months and post 8 months the asset manager needs to re evaluate those assets based on the performance the cost that gets incurred for maintenance Etc the other fields are in the assets so let's open one asset and take a look here we are into one hard asset which is tagged with the same model and let's see the field pertaining the refresh here it is so this is a Boolean field when it is check checked on this record will be considered for refresh and then there is the other field which is scheduled retirement this one now schedule for retirement is open for the team at Ground to load that means it gives the ability to customer to provide their own retirement date and then based on this date a report can be extracted and then the asset manager can take a decision on assets which needs refresh and as said before you can put some smart scripts which can then determine the value of this field based on whatever criteria you opt here maybe say for 1 month before the retirement you want to make this asset eligible for refresh right now this asset is already eligible for refresh because there is a job which runs weekly and finds out which are the assets that should be eligible for refresh based on the model data that is useful life of the corresponding model let's get into the job and here I have kept it open here is the job Sam calculate asset refresh eligibility this job runs weekly and right now out of the box it is scheduled weekly on Sunday and it then tags those asset for refresh based on their useful life of their corresponding model now let's see how a manager will access this asset which are eligible for refresh so for that he has to click on this overview Tab and scroll down here is the widget again this widget is the representation of all the asset who eligible for refresh is set to true now if we click here we can find the same asset in here okay going back other way manager can create his own list so that he can keep on track of asset that are nearing its retirement how does he do that for that he has to go to the asset operations my list and he can create a new list let's create your own list let's call it asset nearing retirement and I'll use the Alm Hardware table that is our asset table I don't need all this build and I want all the records where schedule forment is not empty again in Practical case the manager can put a condition that he wants to see all the records where the date Falls between this to that window but for the sake of this demo we will see all the record where schedule retirement is not empty so just create it and our asset nearing retirement report is ready now based on this report the manager can prioritize or plan which asset needs to be refreshed now let's look into an asset which should be refreshed and work through rest of the life cycle so I'm going back here let's use this asset and okay it's already eligible for refresh so say the asset owner or the manager identified this asset for ref ref fresh what he will do is he will go to the request form and create the corresponding request now asset refresh request is available under category asset life cycle here and this is the request he needs to raise however we will rather use the service portal approach here and request something and asset life cycle Hardware asset refresh order there is this four out of the box variables or Fields type of refresh single model multimodel so you can do a one to one model asset refresh that means one model will be used for the replacement of the asset or you can select the multi model where multiple model can be used for replacement of the asset we're going to see the single model use case today let's see if the current asset which we have determined to be this one if the model of this asset has any substitute already identified or not there is I will use this substitute model and my asset this one okay so let's submit so now we have the request number and and here is the summary page now let's coming back to the workspace you scroll up and this is where your refresh requests are which I just need to refresh this is what is our current request so let's open it and and let's open the request from this RM so first we need to see the catalog task and now we will execute the same sourcing process to fulfill this request here we have 11 transferable stock I will use it to fulfill this request however we will not cover the Fulfillment of this sourcing request in this video sourcing as a functionality has been already covered in another video request you to refer that video I'm just pausing the spin and we'll come live again post my transfer request is completed I have completed the transfer order process now the transfer order is completed and is in deliver State going back to the ritm we could see after the transfer order process is completed stage has been set to refresh which is the same stage we could see in the portal now let's see what are are the refresh stage tasks so when the stage is set to refresh here the asset refresh task is generated the first task is the prepare asset task we are in the prepared asset subtask and here in this form we are trying to tag or select the replacement asset which will replace our original asset for which this request has been raised for and the original asset for which this request was raised for is here P 1,563 now going back to the task let's select one asset which is in stock and let's use this asset I will also open this asset here so that we can see the the impact on this asset as we Traverse through the life cycle now I will close this task I have to fill our asset I have to select the asset for which uh this request has been raised so this is our original asset we'll open it as well right now the asset is with Garfield and I'm going to replace this asset with this asset I'll close it now going back to this task the next subtask that got launched is the schedule refresh task so it's just scheduling the delivery of the new asset and we'll have to add a deployment schedule let's select some random date now it does not mean that the agent cannot progress with rest of the workflow until 26th of March is just for a reference and an agent can always complete it before the schedule as mentioned here you have to start the work and close it now schedule refresh is completed the next one is the deployment of the new asset to user space I'll quickly close that one too and then there is the last task which is reclaim aged asset and you have to set this will to yes reclaimed and start the work and close the task one thing you might have noticed that I have executed the enter demo being an admin the purpose here is to show you how the flow of refresh goes and actual the Fulfillment of this subtask will be driven by the actual fulfiller as it will be mentioned in the assignment assigned to field now now this flow is completed when you go back to the ritm into the detail you could see the stage has gone to complete same you should be able to see here in the service portal and going into the asset which has been replaced we could see assigned to has gone empty and it is right now in stock and substate is spending so I just need to reopen it let's reopen both the assets now you could see this 1,563 asset Apple MacBook is in stock and is ready for disposal at the same time assign to has gone empty obviously since we can't see the field because it's in stock opening the asset that has replaced 1,563 it state has changed to a news which was initially in stock and it has been assigned to Garfield thus it concludes the enter asset refresh cycle thus we have seen in this video how asset refresh can help an organization to identify the asset that are nearing retirement or nearing is effective working life cycle and at the same time how service now out of the box asset refresh workflow or flow can help an organization in refreshing or I should say replacing the old asset thereby making the hardware Asset Management more efficient this concludes this video I hope you guys have learned something new today thank you