Recording of IT SHS Assets in SAP

Recording of IT SHS assets in SAP is an effective way to achieve cost savings and increase efficiency in IT management. This has been confirmed through our experience implementing the solution across thousands of devices.

Our solution for centralising information in the SAP system is based on the ability to integrate data from hardware and software records with business processes such as accounting, asset management, material management, human resources, and others. All information is available directly in SAP, eliminating the need to maintain data in external systems. Key advantages include a wide range of configuration options, a well‑designed architecture, and high modularity with the possibility of developing additional functionalities. The system is ready to process large volumes of data related to the management of thousands of end‑user devices.

Standard Functionality

The solution builds on existing SAP integrations with business processes such as accounting, asset management, material management, and human resources. From an ITIL perspective, the CMDB draws information from the objects of these processes and is closely tied to them. Hardware (HW) and software (SW) records include CMDB data related to these processes, available directly in SAP without the need for external maintenance.
Objects used for HW records allow adding custom user fields via classification, monitoring warranties, tracking changes, and more. An add‑on solution is built on top of these structures, providing additional reports, forms, and programs that support mass updates and other extended functionalities.

HW Records

Hardware is recorded at the level of components or component assemblies. A component assembly represents a logical grouping of components—for example, a PC set. Each component has a unique identifier stored on a master record card. Components are categorised by type and contain both general and type‑specific classification data.
Records are linked to asset data and user data. They also support location code lists and the assignment of partners—typically end users, IT administrators, and similar roles.

Types of Objects in Standard Functionality

The standard solution contains approximately 20 typical object types (component types), such as PCs, notebooks, monitors, printers, network elements, etc.
During implementation, typical object types such as PCs, notebooks, monitors, printers, UPS units, servers, and network elements will be defined in the functional and technical specifications. Thanks to the flexibility of the system, trained application administrators can later add new object types and attributes independently.

Additional HW Record Functions

Reporting
Reports support component selection and, thanks to integration with modules such as AM and HR, can also include data from these areas. For example, reports can display the user’s cost centre.

HW Repair Records
Allows recording completed hardware repairs, tracking repair history, and searching repair logs.

PC Passport
Enables printing a record of hardware handed over to a user. IT administrators provide this document to users for signature when issuing equipment. The report includes a list of components and optional text, such as excerpts from internal IT usage policies.

Electrical Inspection
A supporting tool for performing and recording inspections according to ČSN 33 1610. It allows inspection technicians to record required measurement values and generate inspection reports. It also includes a report listing devices that require inspection within a defined time period.

SW Records – Application Registry
This tool extends HW records with software management and software auditing features. The core element is the application code list, which includes information such as: software name, manufacturer, supplier, version, software category, application manager, installation package location, and source installation location.
After installing software on a PC, the IT administrator assigns the relevant code list entry to the installed software in the Application Registry.

Solution Benefits

Fast, continuous recording of software installed on company PCs
Reporting on installed software
Overviews of software counts and software installed on specific PCs
Possibility to print installation protocols and integrate with the PC Passport
Reduced workload during software audits
Support for full audits using recognised SWA tools
Detailed scan evaluation and longer audit intervals

Application Registry Functions

Software code list
Application installation management (including bulk installation)
Reporting
A passport of software installed on a PC

Application Administrator Training

Administrator training is included as part of the standard delivery and is conducted both during implementation and through follow‑up training sessions.

Solution Extension Options

General Links Between Configuration Items

Standard functionality includes only basic “parent–child” links, such as connections between assemblies, components, and subcomponents. More advanced relationship types (e.g., “connected to”, “depends on”), as defined by ITIL CMDB specifications, can be added. Due to the complexity—input rules, link types, status management, navigation structure—a detailed workshop and analysis are required before providing a refined proposal.

Configuration Interface

The solution can be further extended by developing connectors for external applications such as software audit tools or ITSM platforms. Implementation assumes that business processes in IT and a hardware location code list are already implemented in SAP.

Summary

The main advantage of our solution is the centralisation of HW and SW records and their integration with key business processes such as accounting, asset management, material management, and human resources. All relevant data is stored in one place within the central SAP system, without the need for external integrations. We believe this solution will significantly enhance the quality and efficiency of IT management activities.