ENTERPRISE ASSET MANAGEMENT SYSTEM IMPLEMENTATION

Enabling $2.5 Billion in Federal Health Research Funding

  • Advanced Research Projects Agency for Health (ARPA-H)

  •  ITSS (Information Technology Support Services)

  • 75N92023F00253

  • $400,000

  • August  2022 - April 2025

  • Time & Materials (T&M) and Firm Fixed Price (FFP)

  • Sub Contractor

Challenge

ARPA-H required comprehensive asset management capabilities to track and manage government-furnished equipment (GFE) across multiple geographic locations for a rapidly growing workforce. The agency needed to establish property accountability, streamline onboarding and offboarding logistics, maintain compliance with federal property management regulations, and reduce equipment deployment turnaround times. With the agency scaling from startup operations to hundreds of personnel nationwide, manual tracking methods were insufficient to meet federal accountability standards and operational efficiency requirements.

Solution

DAWNE IT Solutions implemented an enterprise-grade asset management system integrated with HR systems, service desk operations, and property management workflows, establishing end-to-end lifecycle management for all ARPA-H IT assets.

Core Capabilities

    • Centralized asset database for all government-furnished equipment

    • Real-time inventory visibility across all ARPA-H locations

    • Automated tracking of equipment assignments and transfers

    • Government property identification decal management

    • Peripheral device tracking (monitors, keyboards, docking stations, etc.)

    • Office supply inventory monitoring and replenishment

    • Equipment pooling for temporary assignments

  • Automated Workflow Integration:

    • Integration with nSight HR system for new hire notifications

    • Equipment selection based on role and requirements

    • Automated order generation and tracking

    • Coordination with procurement and receiving

    • Pre-configuration and imaging of devices

    • Scheduled delivery to employee location (nationwide)

    • Setup assistance and user training

    Equipment Packages:

    • Laptops and desktop computers

    • Mobile devices (smartphones, tablets)

    • Peripherals (monitors, keyboards, mice, docking stations)

    • Collaboration tools (webcams, headsets, conference equipment)

    • Security devices (PIV card readers, hardware tokens)

    • Automated Offboarding Process:

      • Triggered by nSight HR system termination date

      • Automated asset return instructions and shipping labels

    • Equipment pickup scheduling for on-site personnel

    • Return shipping coordination for remote employees

    • Asset sanitization and data wiping procedures

    • Equipment inspection and condition assessment

    • Redeployment or retirement determination

    • Federal property accountability reporting

    • Annual inventory reconciliation

    • Equipment depreciation tracking

    • Lost or damaged equipment documentation

    • Audit trail maintenance for all asset movements

    • Property disposal and transfer documentation

    • Government property identification and labeling

    • Warranty tracking and management

    • Preventive maintenance scheduling

    • Repair coordination and tracking

    • Equipment refresh cycle planning

    • End-of-life disposal procedures

    • Technology standardization enforcement

Technologies Used

Asset Management Platform

ServiceNow Asset Management module

Reporting Tools

Power BI dashboards for executive visibility

Integration Systems

nSight HR, Zendesk, Microsoft O365

Automation

Power Automate for workflow orchestration

Barcode/RFID

Asset tagging and scanning capabilities

Collaboration

Microsoft Teams, SharePoint for documentation

Implementation Phases

Phase 1: System Configuration (Weeks 1-4)

  • Asset management platform deployment

  • Integration with nSight HR system

  • Zendesk service desk integration

  • Asset categorization and taxonomy development

  • Workflow design and approval chains

Phase 3: Process Implementation (Weeks 9-12)

  • Onboarding workflow activation

  • Offboarding process deployment

  • Training for IT staff and property managers

  • Standard operating procedure documentation

  • User communication and change management

Phase 2: Data Migration & Inventory (Weeks 5-8)

  • Existing asset data collection and validation

  • Physical inventory audit and reconciliation

  • Asset tagging and labeling

  • Database population and verification

  • Historical data migration

Phase 4: Optimization & Expansion (Ongoing)

  • Process refinement based on feedback

  • Reporting enhancement

  • Additional location support

  • Integration with procurement systems

  • Continuous improvement initiatives

Results & Outcomes

  • 75% reduction in equipment deployment turnaround time (from 14 days to 3.5 days)

  • 100% asset accountability achieved in federal audits

  • 90% reduction in lost or unaccounted equipment incidents

  • 60% faster offboarding asset recovery (from 30 days to 12 days)

  • Zero audit findings for property management compliance

  • Automated tracking of 1,500+ assets across multiple locations

  • 95% on-time equipment delivery for new hires

  • 40% reduction in equipment procurement costs through improved redeployment

  • Real-time inventory visibility for leadership decision-making

  • Streamlined compliance reporting reducing manual effort by 80%

Compliance & Standards

  • Full compliance with federal property accountability regulations

  • Property management compliance

  • ARPA-H property policies and procedures

  • NIST 800-88 compliant data sanitization for retired equipment

  • Responsible disposal and recycling procedures

Key Personnel

Business Value

    • Eliminated manual spreadsheet-based tracking

    • Reduced administrative burden on IT staff

    • Accelerated new hire productivity through rapid equipment deployment

    • Streamlined offboarding reducing security risks

      • Improved asset utilization through redeployment

      • Reduced unnecessary procurement through better visibility

      • Minimized loss and theft through accountability

      • Optimized equipment refresh cycles

    • Provided crucial infrastructure during ARPA-H's formative startup years

    • Enabled billions in biomedical research funding to advance health outcomes

    • Established scalable platform for future agency growth

    • Created reusable framework for other federal agencies

    • Enhanced security through proper offboarding procedures

    • Reduced compliance risk through automated reporting

    • Improved audit readiness with comprehensive documentation

    • Better asset protection through tracking and monitoring

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