[Music] hi everyone my name is Sean Walker I'm a principal product success architect here at service now today I'm going to be talking to you about using the ham success portal the success portal view in Hardware asset workspace is used to track the progress of your Hardware asset management application asset managers can create success goals and assign activities to track their progress towards reaching their goals establishing goals allow asset managers to mature their ham program within the organization implementing success goals can assist asset managers with ensuring they are meeting their company's objectives for Asset Management the dashboard helps itam teams stay on track reminding them of upcoming goal activities and work that needs to be done to achieve their goals potential and actual savings are tracked on the goals as they PR ress and results are rolled up to the asset executive dashboard users must have the ham admin role to create goals and the asset role to be assigned activities so there are a few steps to take when creating goals within the success portal the first step is to create that goal in which case the goal goes into a draft State once uh success activities are added to the goal that goal goes and switches to an in progress state so the asset managers and the asset analysts and other people are going to work on all the activities and once all those activities are closed they're going to go to a pending review status so when you're setting up your goal you're going to put in some projected start dates so during the process you're going to go through and update your actual dates so your actual start date and your actual completion date as well as ADD um any achievement descriptions and update your um actual savings um to make sure that those actual savings are reflected on the dashboard once that's done you go ahead and mark the goal as complete and just a reminder all of these goal activities and and savings Etc are all rolled up into the asset executive dashboard so your Executives can have a view on how well you're progressing with maturing your ham uh program within the organization I'm now going to jump into an instance and walk you through the success portal okay so now I'm logged into a Vancouver instance of service now with Hardware Asset Management installed and I've navigated to the hardware asset workspace I'm currently logged in as the ham admin or the ham manager and that ham admin role does have the ability to create assets so or sorry create goals so what I'm going to do now is go over to the success portal and this is where I can can see all of the goals that are currently in progress and I can review a bunch of the different um reports that are available so we've got your projected savings we've got your upcoming goals any open goals projected savings by category and we're going to go through the categories in a minute and then we got some completed success savings as well as completed goals um so now I'm going to go ahead and create a success goal so you can see how they're created in the system so you can think of success goals almost like um a project management tracking utility essentially for your ham admins to really specific to progressing their ham program within service now and within their organization so I'm going to create a success goal today for implementing a disposal process for retired computers cuz right now we'll just going to say this company doesn't have a disposal order process in place so they need to get that in place so we're going to create the goal and give it um a short description here and then we this is where we get to choose our category so um some of the out of the box categories are automation inventory Improvement loss reduction normalization process Improvement so this one will be a process Improvement goal and then we can also specify the goal type so is this a savings goal or is this account goal and we're going to go through account goal in a minute so we're going to do a savings goal here because by securely disposing of our assets we are going to save money um potentially maybe the disposal company is going to give us credit for every asset that we've disposed of so we're going to put in a description here um so basically the description is going to be the disposal process we'll ensure all assets and data contained on those assets is safely and securely destroyed this will reduce the risk for our company for confidential data being exposed and to ensure that Hardware components are safely destroyed um the next thing we can do is specify the goal owner and since I'm the ham admin or the asset manager it's assigned it to me we're going to keep this goal because I am the ham asset manager and and the process owner for ham so we're going to leave this goal since it's one of my goals um we get to pick a projected start date for this goal so when do we think we're going to start working on this and we'll say next week and then we're going to give it a projected end date when do we think we're going to finish this goal uh let's put it on April 15th um throughout the goal progress you know when you when a Str uh when you start your goals and start your activities you should fill in the actual start date and then when the goal is completed the actual end date now as I mentioned uh we're going to potentially get um credit from our disposal vendor for all of our assets that we dispose with them so let's say we get I don't know $100 per per asset and we have about 50 or so assets roughly so we're going to go ahead and put down we're going to potential Savings of $5,000 um and we're going to go ahead and save this goal so now with this goal we can start setting specific activities that need to be done to complete this goal so this is where I can now essentially think of this is again like project man what are the tasks involved to getting to reaching this goal so we're going to say that one of those tasks um is to identify and negotiate contracts with a hardware disposal company that can service all of our locations just use that in the description as well and this one's probably going to go this is more of a procurement task because we're going to have to negotiate the contract and find the vendors so we're going to assign this to um the procurement user and so the procurement user is not within asset management but they can be assigned tasks to help you achieve your goals um Hardware asset management software Asset Management really do touch on all areas of the business so it's it's very likely that your goals will will be assigned to other departments right so procurement Finance vendor negotiations um your inventory management team your uh Discovery teams potentially all those different kinds of departments you might want to assign these particular tasks too so once I've created my activity I can go ahead and save it and then we're just going to add uh another goal couple more goals here where we can say okay we need to locate all assets requiring disposal and ensure they have the correct State substate and stock room popula this is going to be important because when we create our disposal orders using the service now disposal flow we're going to want to look for those correct in stock pending disposal and which stock room they're located in so we can start specifying you know pick up locations for this vendor um and again we're going to assign this to um in this case we're going to assign it to the inventory um inventory manager so that they can make sure that this is done properly for all of the assets and then we're going to have one last goal or sorry activity which of course is important is we need to train all of our asset analist on the disposal process so this is a new process for our company we got to make sure everybody's trained on the process and how they're supposed to go about doing that and and um I'm going to do that myself as the manager because I'm the one developing the process so we're going to go ahead and assign this to myself and we're going to save this so now I've gone ahead and I've created a goal with three activities we can see that the goal has switched to an in progress State and so basically and then the actual start date has already been automatically updated because we've gone ahead and assigned those those uh activities and those activities have a state of open so I'm just going to close this down and one thing I want to to show is there are some default notifications that go out so by default uh email notifications go out to a group when a success goal has been assigned to that group we didn't use groups in ours so um there won't be any the go went out um they can be signed to an owner when a success goal is assigned to that owner or to an owner when the success goal is marked it's pending review or to an assigned user an assignment group when the success activity is assigned so if I navigate over here to emails I should be able to see a few emails that went out today to the various people so we saw that we assigned uh one of those activities to the uh inventory manager one to the procurement user so they would have received an email notification saying hey we've got this goal set up and we've assigned you this particular task so we can then see all the information about the task that has been assigned to them and which goal it relates to I'm just going to go back here now as um the ham admin again and one thing you might notice is when we were creating our success goals um we had those out of the boox categories now you as a hand manager um may find that these goals don't meet what you're trying to do maybe there's some other categories and other ways you need to display the data um for your goals so we're going to go ahead into asset operations and we can actually go ahead and add a new category so if we come underneath success goals here I can see all my success goals that have been created and the different success activities and what their state is and who they're assigned to and I can also come into my categories and this is where you can create a new category to group your goals so let's say one of the big things we want to do is we really want to make sure our cmdb and asset repositories are in good health so we're going to actually um call this trustworthy um trustworthy data so this any goal that I'm going to create as a manager that goes towards cleaning up our existing data I can then use this category to call it to for trustworthy data now if you do have Hardware asset management and software Asset Management installed you can actually create different categories for each application this instance only has Hardware Asset Management insult so I'm only seeing the option to create a hardware asset category and now I can go ahead and save this and now I can come back to my success portal and if I was to create a new success goal so let's say um we can create this off one of our important actions we're going to create a trustworthy one so let's take a look at our asset estate and we can take a look at some of our important acts here here where we have like 46 computers missing location that's a good one to try and fix so if I want to create a goal um for that I can say um update any missing assets orry update any assets missing location and then I can use this new category of trustworthy data to um to go ahead and track this now this necessarily wouldn't be a savings there' be probably a lot of indirect savings but this might be a count and we saw we had projected count that was on there was 46 so at the end of the goal we can see how many we went ahead and um and updated so we're just going to put a projected start date that's something I'm going to work on or say I started working on it yesterday and I think it's only going to take me two days and I can go ahead and save this oops go description sorry go ahead and save this now I can assign activities to this if I need to um so I can say you know go ahead and assign this to myself and let's say update missing whoops location data or assets I can save this now we can also go through and as you work just like any kind of like incident or casework where you can actually type your notes so a lot of times these activities might be open for a longer period of time so you can actually go ahead and add notes so you know I updated 24 assets to day don't know why my o is not whatever post it and again and just like that it'll track your activity on that so as these activities some of these longer activities go people can make updates on this so uh if this activity hand manager or somebody wants to review the goals and how people are progressing towards their activities they can have them add activity notes on what they're actually doing to make sure they're actually working on this and so once we're done let's say we went ahead and closed this um and we hit save right we can say that come back into our goal now and it's pending review so now that I have closed out that activity um the hand manager so if this activity had been completed by somebody else right the hand manager is going to want to review this to make sure that all the goal information has been updated properly in here so again we saw the actual start date now we can go ahead and put an actual end date which was today and then we had a projected count of 46 but we only updated 24 um so I can put in an achievement was able to locate and update 24 assets ass set data I said locations and so that's kind of how you would go ahead and do your goals obviously this is a very quick goal just to show you the process um so now once I've saved this goal um I can go ahead and click on complete the goal so throughout as we're going through and as people are working on these various goals and activities the dashboard will get updated if you remember before we had 100,000 projected savings but we put in that new one for the disposal process where we projected would save another 5,000 so there's that extra 5,000 uh when we complete that goal we would actually see actual savings um that are reflected in this particular report um so the other thing to see we see three goals that have been completed successfully um and then the other thing important to not is a lot of these goals will roll up to the asset executive workspace so again if you have ham and Sam both of these would roll up into your asset executive workspace and you can see here that we've got completed Hardware goals three and we got a hardware success Savings of 20 21,000 um a lot of these other dashboards just aren't being popular because it's a new instance we haven't really done much in here but these are some of the other reports that would flow up into the asset executive dashboard so as you work on these different goals you can then show your Executives you know hey we're actually making changes to this we're actually um we're actually doing something here savings and making uh making some progress so um I guess I could go through and just take a look down here is where all my other open activities are so we can come in back into that activity for let's say the um so we just say here this is the one for um creating a new contract negotiated uh a vendor contract we can close this one out because that one's [Music] done we can come back into oops come back into locate all the assets the inventory manager all assets updated close this one out and then we can come into this last one training trained all users we can close this one out and now we can actually come back into uh our goals our goal itself oops where did it go let's just refresh our page here there we go it's in the pending review state now so we can see that this particular goal um for implementing a disposal process is pending review so this is where our asset manager is going to come in and say okay well um we finished this put our end date in there how long did it take us to finish and then uh what was our actual saving so say we ended up finding not not 50 devices but we ended up finding 100 so we can say our actual savings was 10,000 not 5,000 uh retired uh 100 device [Music] assets um and we can uh complete this goal and now our dashboard um if we come back here we're just going to refresh again we can see that that's now done now we can see our process Improvement has saved us 10,000 inventory improvements was uh 21,000 Etc and now we have our completed success goals so again this is a way for our asset managers and asset process owners to really put those goals into the system what do we need to try and achieve this year what's on our road map what are the different tasks that we need to take to do to be able to achieve these goals and really make an impact to our Organization for Hardware asset management and then again how can we showcase this to our Executives well it's going to roll up into that asset executive dashboard and really show you show the benefits of and how hard your team is working and how much we've potentially saved the organizations with all of our hard work that's often one of the hardest things for asset managers to quantify is how much savings or cost avoidance have we been able to achieve um as a team because a lot of times it's cost avoidance so your team doesn't get credit for savings you do avoid purchasing so you want to be able to Showcase that and here's a great way for you to be able to do that so I hope you found this helpful and hopefully you guys will start using um the success portal and really track in the success of your ham implementation and all the different good work you're doing thanks for your time talk to you soon