Challenge
A national organization struggled with manual IT asset tracking across 15+ office locations:
- 4,000+ assets including laptops, AV equipment, and peripherals
- Manual SharePoint lists with no audit trail or version control
- No automated alerts for asset movements or expirations
- Difficulty tracking assets during employee departures
- 2-3 week preparation required for bi-annual audits
- No centralized view of asset locations or conditions
- 30% of audit time spent reconciling missing records
Our Solution
We implemented a comprehensive asset management system using Power Platform:
Core Architecture
- Dataverse Backend: Relational database with full audit capabilities
- Model-Driven App: IT admin portal for lifecycle management
- Canvas App: Service desk interface for daily operations
Asset Lifecycle Features
- Bulk Registration: Add multiple identical assets with sequential tagging
- Location Tracking: Granular office/room-level assignment
- Employee Binding: Automatic HR system integration
- Decommissioning: Certified disposal process with documentation
Automation Suite
- Leaver Alerts: Automatic notifications when employees depart
- Warranty Tracking: Expiration alerts 30/15/7 days in advance
- Audit Prep: Automated report generation for compliance
- Movement Logging: Chain-of-custody for all transfers
Reporting & Analytics
- Power BI Dashboards: Real-time asset health and location
- Cost Allocation: Department-level equipment spending
- Loss Prevention: Missing asset tracking and recovery
Results Delivered
100% Audit Ready
Complete asset history always available
Bulk Processing
Register hundreds of identical assets in one action
80% Faster
Asset registration process
Real-Time Visibility
All locations dashboard