How to administer the "Asset" role?

[David77]

Interested to hear how others are administering the Asset role?

We currently have a team of employees who have the role in Field Support, but we also granted the role to a subset of people in various IS teams, like: Voice, Network, Server, etc. but we are being bombarded with requests from more folks, which we are hesitant to do, given the power of this role. 

We have created an Asset/CI Transform map that allows folks to give us data to add/update assets, but they are still knocking at our door for the role. We also require our holders of the Asset role to complete a yearly training, but we continue to see quite a few data quality errors with our Asset  data. We're using Discovery for some, but not all Asset  Model Categories. Most of these errors are by what I would call our "casual" users of Asset Mgmt. 

Our admin tried to create ACLs that would allow folks to only update certain Model Categories and CI Classes (e.g. a Printer Asset Role), but he told me it was near impossible to do. 

My only other thought is to attempt to write a catalog entry that would limit folks to updating certain Assets and then only certain fields on the Asset records. 

Hoping to hear some better solutions that what we are currently dealing with. Thanks!

[Amarjeet Pal · Accepted solution]

Hello @David77 ,

Everyone experiences a challenge with controlling access and maintaining data quality in the Asset Management process. Glad to see you have raised this point in the community. A good point of discussion.

Here are a few approaches you might consider:

1. Implement business rules to perform data validation before record updates. This can help ensure data consistency and quality by preventing users from entering incorrect or incomplete data.

2. Enhance the training materials provided to your users, updation is required on the document focussing on common mistakes of users and how to avoid them. Through this document, you need to ensure all the user's importance of correct data which will eventually help in reducing the error's.

3. As you suggested, creating catalog items for updating assets could give you more control over what fields can be updated, Also include validation steps before executing the update.

4. Consider expanding the use of Discovery across additional asset categories if possible, as this will reduce manual entry and thus potential human error. (I know this will include more manpower and resource)

5. Implement an approval process for certain updates where the proposed changes are reviewed by a member of your team before they are committed. (This I have done in most of my projects before updating the CI or asset to keep one level of approval to maintain the quality of data.)
6. Regularly audit your asset data for inconsistencies or errors, and provide feedback to individuals who are repeatedly making mistakes. (This I know you must be doing it , I feel this question is result of auditing)

Hope this helps.

Thanks

Amarjeet Pal