[Music] hi everyone my name is Shan Walker I'm a principal product success architect here at service now today I'm going to be talking to you about retiring assets using the asset Reclamation flow when an employee leaves an organization or moves to a different role reclaiming the assets assigned to the employees a Troublesome task and needs much coordination between the HR professional and the asset manager the reclaim asset catalog item has a prescriptive workflows to efficiently reclaim Hardware assets and store them in inventory reassign them send it for repair or dispose of as required an HR professional manager or employee can submit an asset Reclamation request using the reclaim asset catalog item a manager can submit an asset Reclamation request for their reporting team members an HR professional can submit an asset Reclamation request for any employee in the organization and an employee other than an HR professional and a manager can submit an asset Reclamation request for themselves the hardware asset management process guide helps illustrate the multitude of processes that are involved when retiring an asset the asset Reclamation flow has been designed to address the other processes involved involved when retiring an asset the flow will create individual Reclamation lines for each asset being reclaimed and ensure each one is tracked and updated throughout the process if software Asset Management has also been installed the Reclamation flow will remove any software allocations and software installs for the assets being reclaimed I will now jump into an instance and walk you through the Reclamation process okay so now I've logged into a Vancouver instance uh with Hardware Asset Management installed and I'm going to be talking you through the Reclamation flow so right now I'm logged in as a ham admin so an asset manager with full rights to the ham software and he's going to be performing some uh reclamations so the first thing I'm going to do is go to my service catalog and look for the reclaim request so if I go reclaim asset I can go to the reclaim asset catalog item so there's a couple options here um when you're submitting a catalog request for your reclaim uh it depends on the Persona that's using this so if I was an HR professional and somebody was leaving the company I have access to be able to reclaim for any of the users in the system so if I was to just pick somebody um I would be able to pick anybody and then I could say whether it's an employee separation or just a regular reclaim when I click on the employee separation what the system does is it takes a look at any of the assets consumables or Hardware assets that are have an assigned to Value set to to Allen here so you can see there's a mouse a keyboard and a Macbook which are all assigned to um to Allan so what would happen is a reclaim request would get submitted for these three different items and that would mean Allan would need to uh return those three items uh before he leaves the company another option we can choose is an as an as an asset manager and again an asset manager can reclaim for any of the people in the organization um but you notice the employee separation is not enabled so they're not able to reclaim all of the assets assigned to Allen they're only able to reclaim the individual assets um and consumables that are assigned to to Allen if they wanted to go through that process and that would be say for example um they wanted to reclaim it for a refresh purpose or maybe Allen change positions and he needs a different type of equipment um the next option that could be chosen is for a manager to be able to reclaim assets um for their employees so in this option the manager has access to reclaim for any of their direct reports and this particular ham admin the only direct report that um they have is Rolando so Rolando's uh manager is set to this ham admin so that the manager can only reclaim what um what is actually assigned to them and then if I was logging in as an individual user so for some reason I wanted to have one of go through my own reclaim request saying hey you need to reclaim this asset maybe I've got a uh a dead laptop sitting here or something like that that I need to get you guys to reclaim um you can only pick the assets that are assigned now this user doesn't have any assets assigned to them because this is just one of my test users but you'd be able to see a list of of assets assigned to myself as the ham admin so I'm going to go ahead and submit a couple of different requests so we can see the behavior um we'll do one um as the manager and we're going to reclaim for Orlando and let's just say we want to reclaim just one of Orlando's assets so we'll reclaim just just the laptop for him um and when do we want to reclaim it we're going to reclaim that today and here's where we have different methods now Rolando can ship the laptop to us for reclaim maybe if they're a remote employee or uh we could pick it up or we could drop it off so I'm going to just leave it as the ship option for now um and you also have the option to specify whether you're reclaiming for a legal hold reasons and that'll put a flag on the asset there's a legal hold on that particular asset so I'm not going to do that in this example but that's an option for you if you choose so we're going to go ahead and click on submit and an asset Reclamation request is going to go through for Rolando and you can see that an individual line item has been created for that so now I'm going to just quickly jump back here into the reclaim request Quest and I'm going to do let's say um an HR offboarding um and we're going to do it for uh Martin Clary so Martin has left the company or leaving the company um Martin Carly sorry so we're going to go ahead and pick Martin Carly and we're going to say it's an employee separation so we can see all of the different assets that are assigned to Martin so again one laptop One keyboard one Mouse and last day is the 7th but Martin's in an office so he's just going to drop it off and we're going to hit submit so now we have two reclaim requests in the system that we can go ahead and process so um some of the tasks do appear in the hardware asset workspace uh when it's time um under the asset tasks but not all of them will appear sry asset tasks and you might sometimes be able to see some of the um some of the requests that have come in but these are all closed complete so we have nothing yet because the we haven't started to process the Reclamation request so the best way to access the Reclamation requests um is through uh underneath inventory you've got asset Reclamation requests and since this is a combined flow so this particular flow will work with Hardware asset management but also comes with software Asset Management so that's why it's pretty much always in your filter Navigator is usually the best way to start with your um with your request so again if you have both installed you could have tasks on the software side you could have tasks on the hardware side um so generally when you start processing uh reclamation request it's a good idea to go into the filter Navigator and come into asset Reclamation requests so we'll take a look at the first one here for Orlando and we'll walk you through so again we have just this one asset we have the on line item and we have the multiple stages that it needs to go through to be able to reclaim so we're going to go ahead and open up this line item and start processing it so we can see that there's one task which is schedule the shipment because remember Rolando is going to ship us um the asset so we're going to come into this particular one and this is where we can specify the shipping carrier so we'll put in FedEx we'll put in our tracking number from FedEx that R landas provide us and the date that he's going to be shipping that to us now we also have to specify the stock room that it is going to be uh shipped to so in this case he's going to be shipping it to the Canada east stop room and that's so that's so that the asset can get updated automatically and we know where it's going at all times so we can go ahead and close this task um so we're just going to let the reload this form and we can see the second task has been created to receive the asset so this is where your Hardware asset manager or inventory manager would actually go through and U process this particular um request so there's a very simple here is the asset reclaimed you check it off yes we've received it and we can go ahead and close this task so I'm just going to quickly um grab this go into this asset here um just go into it in another tab so we can stay on that request line or request task sorry and we'll see that it's still in use at that location so we're going to go ahead and we're going to close this task now we can come back in here and we can see that the asset automatically change state in stock available in the Canada east stock room so the the Reclamation flow has already taken care of the of moving this asset into that stock room for you so we can go ahead and go to the next task and the next task is to evaluate the asset now we have no idea what Rolanda has done to this laptop whether they spilled coffee on it or something like that and can this asset actually be redeployed so the person on site is going to be taking a look at the laptop making sure is everything good is everything not good um and what should we do with this asset so we have to pick is it redeployable meaning it's in stock available does it need repair which it is in stock pending repair or whether it needs to be disposed of which is in in stock pending disposal so we're going to say that this one needs to be disposed of because it's no good anymore it's an old laptop it's just in bad shape we're not using this model anymore so let's put it let's dispose of this asset it's reached its useful life so we're going to close this task and check on the asset status again and you see that it has updated the substate to pending disposal so it's taking care of that asset status update uh for it so we're just going to quickly reload the form make sure there's no other tasks and there's not because we chose that Rando was going to ship it to us so that's the shipment we received it we took care of the evaluation for it and this line item is now closed okay so now we're going to go and we're going to go and see what the other Reclamation looks like so we can just ref all right so we here it is here oh no that's Rel um you can see that the state is completed so let's go into the next one that was for the HR Now You See since we did the employee separation we have three different assets specified in this Reclamation request and we have three separate uh line items for each one of these uh individual assets so we can do run through the same same things for each one and determine what we're we're going to be doing with this inventory so again there's a schedule drop off instead of ship because we said that Martin is going to be dropping all this equipment off where did that where where did Martin drop this off so he dropped it off in the Canada e stock room again I'm going to open this in another tab just so we can see what's going on with that asset oh oops sorry I went into the model instead of the asset so I'll go back into here um and we'll go back to the asset and we'll open that in another tab okay so we can see that this asset is still in use for Martin so we're going to go ahead and we are going to close this task saying that Martin is dropped it off in the canidate e stock room oh it switch screens on me uh we're going to go back in here and refresh this oh we haven't received it yet sorry we haven't gone through the receip process my apologies so I'm going to go back in since I've kind of lost my place go back into this particular one and um we can see we've got the receive asset so that's when the state's going to change so we're going to go ahead and say is this asset reclaimed yes we're going to close this task and now when I switch back over here there we go it's switched in stock available Canada east just going to reload this again and again we have to go through the same step of evaluating is this one is this one fit to go back out and we're going to say it's redeployable and we're going to or maybe we should say it needs repair so it'll change the state substate for us and we're going to close this task come in and reload this form and we can see that the state has gone to pending repair so now we can take the appropriate actions maybe it needs an RMA or something like that to repair this particular asset before it can be redeployed okay so now I could go through and I could process the rest of these um line items um but it's the exact same process right where you need to confirm you've received it you need to evaluate it so you can determine what's going on um and so I'm not going to go ahead and finish this particular Reclamation request um because I wanted to show you a few other things so um I want to just quickly take a look again at this asset um and I'll actually go you know what I'll do is I'll actually go into the hardware asset workspace and I'm going to take a look at this particular asset for let's take a look at rando's asset oh I guess it's not going to be a sign to Orlando anymore because it's now in stock so I'm going to need to look it up via the asset tag 00716 and so this was the laptop that was previously assigned to Orlando that we' gone through the Reclamation steps so we can see again in stock pending disposal um so one of the things if you remember and I'm just going to pause for a second and bring back up the hardware asset management process okay so I've got the process guide open here and this is the um retire asset flow that's been set up so as you can see we went through the decommission step by triggering the reclaim so the next step is checking to make sure that soft do any software installations require mov removing and that's yes you need to uninstall the software or no go ahead and ship it to a stock room so we've already handled this piece of the Flow by having Rolando ship us his asset so this is already shipped to um to the stock room so we still have to check on this piece now since we don't have Hardware asset or sorry software Asset Management installed this is going to be a manual process so when you're when you're setting up your reclaim process you need to determine what you're going to be doing with any software installations so if I switch back over I can take a look at the asset and I can see that there is Hardware entitlements set for this now again remember this instance does not have Sam installed um but it's they are still using it for soft for some software asset management and they have gone ahead and done device-based allocations for this particular asset so you're going to want to make sure you you set up a process to manually remove those allocations as best practice from the process guide um I'm not going to go through the manually uh removing allocations that'll be covered more in some software Asset Management pieces but it's definitely something I wanted to call out that when you only have Hardware asset manag installed this software we're requiring on install installation is a manual process that needs to be addressed and you need to then kick into your Sam 5.0 which is maintaining your software entitlements um one thing I didn't mention is we've already done this step as well 7.4 which is determine the uh retirement actions and that's what we went through and we evaluated the assets and determine whether it was redeployable whether it needed repair or whether it was to be disposed of and you can see see that this process now links into the disposal asset process for that asset that needs to be repaired uh or sorry disposed of and then the asset States and substates were updated in the asset repository when we chose the pending repair so we've gone through all the steps of this particular process with just that Reclamation flow except when you have ham in only ham installed you have to do this piece manually so that is still outstanding and you want to set up a process for that so that finishes the overview of the asset Reclamation flow I hope you found this interesting and I'll talk to you all soon