Hello friends this is Daniel Slocum I work in product success here at servicenow today I want to talk to you about the Enterprise Asset Management product that is so happy to be released here with Tokyo with servicenow today's specifically I want to talk about Enterprise asset lifecycle management the disposal feature that we support use case fundamental step in the asset lifecycle when managing Enterprise asset estate is disposal it is generally completed for assets that are at end of life that are retired due to a lack of need assets that cannot be repaired those would be those that might have gone through a repair process such as RMA one of the other workflows that are part of Enterprise Asset Management so what else what other use cases do we have well one is an audit Trail we want to understand and have a systematic process for providing a clear audit Trail for all assets we want to protect stakeholder intellectual property that could be a customer stakeholder that could be something from the business and it's especially important for assets that contain regulated data or materials so let's jump into this product and get it going let's show you what we have here in the Enterprise asset overview we will click on the inventory icon taking us to the Enterprise asset inventory here in the inventory we have several options across the top we can review our stock rooms um manage document types manage stock rules we have asset Audits and that brings us to disposal orders here in our disposable orders you can see that there are several that are open several in draft that have not been started we're just going to open one of those and we're going to work our way through it I am going to show you though this the blank form here you click new you choose a stockroom assign the disposal to a technician and you can select the vendor if you choose to do so here at this step or you can add it later I'm not going to save this form we're going to go back to the pre-existing and just work our way through one of those so I'll be Bob techie today I'm not going to impersonate Bob I'm just going to keep it in my system administrator login simply because I have other things I want to show you that will require that so we're going to jump in as Bob techie here dispose orders number two okay so this is showing us that it is um for the Enterprise Asset Management stockroom West which is the default stock cream one of the ones that ship with the product is a debt part of our demo data the vendor will be Samsung medicine there currently is no certificate of disposal applied to this disposal order simply because we haven't walked through the process yet and that will be something that Samsung medicine will provide at the end we do not know the vendor order ID however we're going to start filling in some things we this form assumes that you've reached out to the disposal vendor and you've scheduled a date so you at this point you're making a phone call you're going to reach out to the disposal vendor you're going to schedule a date for the disposal I'm simply going to choose Thursday the 4th um and we're gonna assume that today's Thursday the 4th is moving forward the person that's going to pick it up that's going to arrive here this is going to be um schnuffy Schmidt he's a he's a great contact uh the vendor order ID we've received that from the vendor at the time of our call it'll be uh Sans on medicine 32 we can add some pickup details here um such as look for snobby to arrive in a company fan clearly marked we know where it's going who he works for and he'll obviously have a badge and such additional info if any so here we go we can save this record now what happens when we save this record a couple things happen in the back end workflows a workflow is kicked off that is created and managed through flow designer I will show you that in a little bit disposal tasks are generated from that workflow so let's let's go ahead and look at this the first step is to verify the assets which assets what are the assets that we expect Snuffy to pick up and this the task is assigned to Bob techie because he's the one that's completing this we the short description says verify the assets plan for disposal pretty straightforward forward and then this part here please close the task after verification closing the task is crucial because it the workflow then triggers and adds The Next Step a task to Bob techie so we are going to verify the tasks here on the disposal disposable assets tab it identifies six assets that are available in in this stock room that are ready for Penny disposal that are assigned to this draft excuse me that are assigned to this draft disposal order we can choose them all we can choose one or two of them whatever it is that is that is going to be going out the door with um snuffy when he arrives I'm going to choose all of them once I've selected some the verify UI action appears and we would click this and we are now verifying that these assets are going to be included note that the stage is changed to verified the asset state has changed to retired if I were to click into the asset that would be this current state pending disposal would be the sub state also note this scanned column it says false this scanned column is here because the Enterprise Asset Management disposal flow supports scanning assets through the servicenow mobile agent application which is available through the iOS and the Android app stores so you can physically go to the stock room scan the devices the assets that are going to be sent out as part of this disposal order you can open the disposal order and do that so once we've verified our assets and the state is shown as retired substance pending disposal we close the task closing the task will allow the flow to continue and to create another task in the step this is a very prescriptive process that sends this out and says all right verify the assets okay scheduled to pick up I did it a little early on the on the on the main form it's going to show me the scheduled time this step is to get to schedule it I've already done so so if you hadn't done it at the beginning you would do it now and you'd identify the pickup name stuff each mid um so we can actually close this task because I did it as part of the original um form filling out of the disposal order note that it was copied here to this task refresh the list now we identify that the acids have actually left so when Snuffy arrives we hand them everything put it on a pallet he takes it away and identifies that they're gone so again the details tab shows us what to expect it tells us to close the task when we are done allocations for the departing assets will be retired that's if they are if this is a Computing device and they have software allocations assets will be removed from existing contracts and the business rules that support Enterprise Asset Management processes make sure that you are not disposing anything that is a multi-component asset of the user assembled type or that has add-on assets such as child assets they should be separated before they go through disposal so we are going to Mark these as [Music] Departed note that the stage changes to in transit the asset State changes to in-transit pending disposal we will close the task we'll then receive our next task managed by the flow which is vendor confirmation when Snuffy gets back to his main office where they will be disposing of the assets that were sent he will call back and he'll say hey we have them and or someone else from the company will or they'll send some sort of automated loop back to you some sort of notification when he receive that notification this is the point at which you close this task so that the disposal process can continue we'll click refresh to see the next task here the vendor now has completed all of the disposal processing steps they've and they are sending us back a certificate of describe destruction or a disposal report of some sort and depending on what type of asset it was it could be Furniture they're just going to send back a disposal report if it's Computing equipment or something that has pii on it or something else then you need to get a certificate of Destruction Data Destruction so here we are um we are going to open up the task we've marked this yes we will attach a certificate of Destruction so before we close the task we must click the Disposable assets list and we must mark them as disposed much like we marked them as departing acknowledged Etc so now that they're disposed we can then close the task when the task is closed the certificate disposal attribute is marked yes the attachment is present we click close task the flow then has a step that copies that the certificate to each and every one of the individual assets that were part of the disposal process um once we've done so the disposal process is complete the main disposal order shows that there is a certificate of disposal that has been attached to all the individual assets the disposal tasks show complete and we have completed the entire process I want to take a minute I want to show you some of the things that keep the processes on the rails so to speak the the guard rails that enforce Enterprise Asset Management processes and data integrity is part of the disposal flow and asset disposable assets records we have business rules that support the processes if I were to have canceled the disposal order um it would have canceled the flow that was in process that was driving the the flows uh excuse me it was driving the Enterprise asset tasks when I first created the disposal order it triggered the asset disposal flow if I were to have removed one of the assets prior to continuing the marking them is verified the cancel plan to asset would have removed that from the from the list on the disposal order check disposal task completion this this validates when we Mark the task is closed it then continues and moves on with the next steps and so on and so forth each one of these business rules has a purpose and I want to call out this one prevent user assembled and add-on assets we want to make sure that we do not have user assembled or add-on assets which are essentially multi-component assets that are part of this Enterprise Asset Management we do not want those to be disposed as a unit we want those to be disposed as individual assets If This Were a um a different type of multi-component asset that came pre-configured from the vendor then that would be okay we could send that out as a single as a single asset in this process there's a another part of the disposal flow process and it's the flow itself the flow has several steps the the first one is Enterprise asset disposal order this is the trigger when it is triggered then the flow starts and the we we have several create test steps the first task is to schedule pickup the next task is the asset departure and so on and so forth we have the supposed order is canceled what happens then all right we're going to do things in the right order um we're going to Mark a disclosure compete however if it is not canceled then we need to do a vendor confirmation task we need to add disposal documentation and we need to move those attachments down to each and every single asset and that's what these steps do for each item in the record copy copy that attachment down I want to highlight one thing to you here and that it is that out of in the Baseline product the the different steps in the flow itself have this weight for a duration of time undefined and and that is so that you can either set this yourself allowing for you to manage your own processes better instead of at whatever you know servicenow felt was the right duration of time before it would automatically close um or you can just leave them as is and that means that once a disposal order is created or a or an asset task is created for a specific step in this disposable order yeah that's that the state will stay the same until you come back to it and continue the process disposal flow lastly I want to show you that there is one portion of this that you can customize if you have a need to do so there is a decision Builder function module is part of servicenow and the disposal flow takes advantage of that the input is at the very beginning of the of the trigger portion of the disposal flow it if an Enterprise disposable order is created the condition here that's there is none it simply starts the the Enterprise asset disposal flow if you want to change this you could add a new decision row and insert you know condition column and and then start a different flow and here's an example of why you might want to do that if you have for example this is going to send it out completely to a disposal vendor that's going to dispose of the the assets and it's going to send you back into a certificate obstruction disposal Etc say you're a non-profit organization or you are a business that wants to donate to a non-profit organization and you want to Mark the the assets at the end of the flow as you know dispose donated or some other combination of state and substate you would want to then copy the existing Enterprise asset disposal flow modify the asset task step that then populates each of the individual assets you may not even need in that situation a certificate of Destruction but you would need something else and that would be a certificate of donation or or some other document to prove and so you would modify the Enterprise asset disposal flow to create it how you need it to be and you would add the condition column so that it would travel down the correct flow for that specific need if it's a standard disposal for you know assets that that meet the original Baseline condition of course it's going to travel down the out of box the Baseline flow if not then it's going to travel down the flow that you've created so this is this is a methodology to to essentially have an if then statement at the very top of your process when you create a new Enterprise disposal order you would have it read a specific column to send it down the secondary flow or tertiary flow Etc this decision table could be at have multiple decision rows based on your needs thank you for um watching this video look for more on Enterprise Asset Management and the Enterprise Asset Management lifecycle thank you