Having already integrated Softdocs with PeopleSoft across many campus departments, the team at Pepperdine saw a perfect solution to their computer asset management conundrum.

Many Softdocs clients initially implement the platform in core student service and business areas, such as Admissions, Financial Aid or Human Resources. But their creativity gets going once they see the integration possibilities and the system at work. They naturally ask, “In what other processes could we solve an ongoing data access or visibility problem with Softdocs?”

As one of his many responsibilities within the Information Technology group, Reyn Oyadomori, PMP, Sr. Manager, Client Services, oversees desktop and application support at the university. To support and protect the campus’ computer assets, it’s important to know where those assets are at all times.

“Computers walk off in many directions, and when you’re looking at up to 4,000 of them, there are a lot of different directions they can go,” said Oyadomori. “Desktop computers don’t move,
but others are harder to track. It’s our job to help departments manage their computers more effectively and make it a more centralized effort.”

Using Softdocs, Pepperdine’s IT team can query its asset management system using the department ID and know right away the number of devices, their location, and more. “You can go up and down the ladder depending on how granular you want to get,” said Oyadomori. “And this is because Softdocs was able to combine PeopleSoft data with our computer asset management database.”

One Integration with Multiple Benefits

By bringing computer asset information into one view, many of the university’s IT operations have become more efficient. For example, when devices need to be upgraded or replaced, staff can run a quick report for budget managers so they know how many devices need to be purchased. When devices go missing, IT can take quicker action. Aggregated data insights help identify any patterns of device mismanagement within a department.

The new process also allows Pepperdine to take a more systematic approach when it comes to managing computer software updates. For instance, knowing all the classroom computer locations lets them more easily set automatic update schedules outside of class time. That includes accommodating the university’s several international campuses.

And while it’s easy to see how this process enabled by Softdocs has made life easier for the IT team, it’s just as helpful for individual departments that need to keep tabs on their own computer assets. The IT team can generate reports and notifications however each department chooses or needs.

“Because our asset management system can email reports on an automated basis, we can give departments exactly what they need to know. And we’re not having to generate them manually,” said Oyadomori. “And even if we had to pull the reports to send, we could. It’s not burdensome now.”