Your portfolio management software should be verified, current and accurate so you will always know where each piece of hardware is located and how it is configured. This will also allow you to quickly determine if software licenses are in compliance. There are portfolio management software feature that will let you easily analyze your inventory and filter it to create custom reports. It even offers risk detection features that will automatically scan your software and hardware inventory and alert you for things like illegal software and missing security packets. With portfolio management software, you will always be ready when an auditor comes calling.
Use old spreadsheets as a starting point
Team member should start with the old spreadsheets that were once used to track the portfolio, clear in the understanding that these might have some errors. They will have to clean up the data the best that they can before they enter it into the new portfolio management software. This requires a bigger time in investment up front, but will save time later on.
Get the data into the new system
Correct information from spreadsheets should be entered into the new portfolio management software, and if you plan on using barcodes or QR codes, you will have to fix them to hardware items and physical portfolio management software packages so you can associate the data with each code. Cross-reference hardware with the portfolio management software and make sure that this information properly maps. In other words, ensure that every software package is associated with the hardware on which it is installed, and ensure that every listed software package on the computer corresponds to identified, properly-licensed software.
Taste the software with an internal audit
If you are sure that you now have everything entered into the IT portfolio management software, stage an internal audit. Pretend that you are a software representative who wants to make sure that all licenses for a software package are up to date. Use the IT software to print a report that shows compliance. When your internal audit shows inaccuracies, track them down and correct them. Repeat this until an internal audit comes up clean.