in this demo we will show you how an organization can automate the process of ongoing new employees in terms of allocating id assets to them as well as handling how you can reclaim id assets from employees who are being off-boarded we will first log in as the hr manager table tutor into the hr workspace or what is called the employee center and we will go to the my request page to see all the requests that have been created by ableton level two has created a few requests to onboard new employees and there are also a few requests that have been created off-board existing employees the off-boarding of employees could be either voluntary separation or precipitation and those are handled as part of the ehr process now we will log in to the it asset management products and we will login as kc kun who is the id asset admin for this demo we will impersonate as casey 1 and we will navigate to the hardware asset workspace kc is the id admin so she has access to both the hardware asset workspace as well as to the software asset workspace and today she will log into the hardware assessment space to see if she has any pending actions against her and when she gets into the hardware support you pay she sees that there are five asset requests that are winding her action to onboard new employees joining the organization so for the first request that is associated with susan gomez she would initiate the process by opening the request you can see that for every employee there is a separate request for susan the request is the one that we open now from the favorite when we click on that the request is opened you can see that there are three lines for software and a certain allocations and one for purchasing a new laptop these are part of the hr package that they typically have for every new employee that is joining we go to the catalog tasks to see that there is a new procurement catalog task that is spending action and kc opens the schedule task to see that this is for procuring the laptop that is required requested by hr for this new employee so there is a source request button on this um page that the user uses and when she clicks on source requests she's taken to a page where she sees all the softwares that have been requested and she sees that there are rights available to be allocated so she she allocates those just using commas for each of the software is allocated here so you have slack and you have microsoft visual studio and you also have microsoft office 365 and then for the apple macbook that has been requested she has to now place the purchase order request to procure that what you also notice here is that this is one single place where you have access to a lot of information to make the decisions that she needs to whether she needs to procure new laptops whether she needs to allocate licenses or whether she needs to procure additional licenses so she makes these decisions right here allocates the licenses decides to procure the new hardware request and she submits this to feedback and process once this page is submitted then you will see that the catalog requests that have been created for this problem for this employee gets updated with the necessary details we go back to the catalog request and we see that the software allocations have already been completed for this user the licenses have been have been allocated to this user and you will also see that there is a purchase order that is now being created now this purchase order will have to be further taken down the process of submitting it so that the order is placed with the vendor now let us assume that there is a time between the time when the purchaser is placed and the order is received so casey is now going to receive this order after a few days and we will see how she can receive this so she gets to know that this laptop has been shipped and speed received at the at the office and she she goes with her mobile phone there and she has an app the service now app on the mobile phone which has a procurement module where she can see all the procurement requests that have been placed by her she goes to the request that is specific to this laptop that has been received and she opens that request and she sees the details and she's not going to initiate the receiving transaction for that particular asset that has been shipped from the vendor so as she chooses to receive it she has the option of scanning the barcodes that are on the on the uh devices that are picture all the boxes of the device that have been shipped so all this demo we scan it from the laptop but essentially this would be scanned on the individual boxes that have been shipped as part of this shipment so once she scans these the details are automatically updated in the receiving transaction for this user and she will be able to see that reflecting in the system as well so this has been received now let's go back to the catalog request to see what is the status that now the state is going to get updated because she's just completed the transaction and you will see that reflecting in the on the page right now you'll have to wait for the state of this request to change and you can see that that is getting updated now so the transaction that was done using the mobile is now reflecting on the catalog request as well now let us refresh and we will see that the asset is now reflecting on this page now this asset has been received it since it's in stock now it has to be put to use by assigning it to the employee who's joining the organization and that is what casey will do now so the laptop that was received into into the it asset teams inventory is now assigned to this new employee social commerce and this transaction is going to get completed and it will reflect in the request lines as well now when you go to the request lines you can see that the software allocation requests are already completed the only way they are spending is the asset which we just received and assigned the user uh we have to open this request to ensure that we close all the related tasks associated with this particular request line so we'll close this task now because we have received the asset and we are done with the procurement of this new asset and with that this catalog request has been completed but we just have one small uh check that we need to know we did the allocations after allocations automatically for this user but are they reflecting in the entitlement let's open the entitlement there is a shortcut to the visual studio attachment we will open that and we will see the user allocations tab on the entitlement form to see if cs and commerce is reflecting as an allocator user there you go that's that's a new employee who's been allocated similarly you could check the other entitlements as well to see if the allocations have been completed so if we fast forward and i merit that employee and i'm coming into the office the first time i'm now a hybrid worker i'm excited for that first day to come into the office and what we're seeing you know i'm on that train coming to the office open up my bag to maybe put an extra charge on my laptop i forgot that power adapter now i'm hoping i can make it through my day but you know i really want to make sure that i'm not in a meeting and and everything goes out on me so i have the ability through that same mobile app to be able to come in and request a temporary use or a loaner asset okay now because the service now knows where my location is and we have the inventory from our stock room functions we have the available models that are on that site that i'm going to so i can see that i have an apple uh power adapter available that i can then put in a loaner request for and set my use for the day and place my request need for the day let's do that place my request so now when i show up on site and i go into the tech lounge they have my request they have stock reserved for me we're not issuing out endless new assets at cost we have the ability to say this is a day use you have this object reserved and i can i can pick that up and i can drop it off we also have reporting for it to be able to see those loaner assets that are out and maybe overdue and weren't returned and we can also notify the end user on that app your loaner asset is due back at the end of the day and so making sure that we're engaged we're optimizing the use of those assets but making sure that we're applying them out for the proper use cases move on to the other type of requests that we saw which was the employee of coding request so we will use the favorites to go to the off-coding requests that are in kc consequence and she will start with the catalog request off board ally as you can see uh again as a reclamation includes both hardware and software but these software recognitions can be done only after the hardware is received and and reclaimed and marked as reclaimed so we'll start with the hardware catalog request lines and we will will first specify the stock room to which the employee will be shipping the hardware asset to the laptop in this case so that's it would be shipped to the san diego north central stock room by shipping with tracking order and shipping date everything mentioned and we close the task once this is completed and then when the when that's shipped by the employee it has to be received so there is a receiving task which includes a flag that says is as a reclaim so once the asset is received the id admin updates that flag as id as it received so that closes that task which means the next next step is to analyze and evaluate the asset receive to see if it is redeployable or whether it needs to go for repair or whether it needs to be retired so these are different options so in this case it has been accessed as a redeployment asset so it has been updated accordingly and and the request line is now complete so let's go back to the catalog request and we will now go to the software asset reclamation lines as i had mentioned earlier the software asset recognition starts once the hardware is set is received and that task is completed so we will now go into the user reclamation request line for software we can see that there are three request lines here uh three tasks here one is for sso access record revocation another is for sap user access revocation and the third is for revoking all the subscription licenses so we have to first close the sso access because this employee is no longer in the organization so you want to do this this is a manual task because this is to be done typically as part of the item processes so in this demo we are making this as a manual task and the sap user verification is also completed as part of this process so once the user verification access certification is done we will then do the subscription revocations for this user if you open the third task in this list you will see that there are many software products to which the user has access to and for each of these tasks there are different reclamation candidates are being created and the and the and the idea we can reclaim each of these licenses and if the integration is available to these such products the locations can also be automated at the sas product site once all these relations are completed the task is closed and we go back to the request line to see that all the tasks have been completed in this request line and that will also update the asset recommission request as completed so that is how we use the power of the solution platform to orchestrate these processes across various products within the servicenow family what you saw here was how you can manage the id asset onboarding as well as the ids and off-coding of employees across hr hard risk management as well as service management thank you for being with us