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Who to Involve in Your ITAM Maturity Assessment

IT Asset Management (ITAM) crosses many departmental boundaries, impacting everything from financial budgets to information security. To ensure your ITAM Maturity Assessment is accurate and actionable, you will need input from various functions across your organization.

Detailed Stakeholder List

Because the assessment covers the entire lifecycle of your assets—from the initial request to final disposal—it is rare for a single individual to have all the answers. We recommend gathering the following stakeholders to assist with specific sections.

1. Executive Sponsorship & Strategy

Who to invite: CIO, IT Director, or Head of Infrastructure.
Why they are needed:

  • Strategic Direction: They are the only ones who can accurately answer questions regarding the Strategic ITAM Plan and high-level organizational goals.

  • Authority: They define the ITAM Policy and Sponsorship levels required to enforce asset management rules.

  • Risk: They determine the Risk Management Framework and the organization's appetite for compliance and operational risk.

2. Core ITAM Team

Who to invite: ITAM Manager, SAM Manager, HAM Manager, or IT Asset Analysts.
Why they are needed:

  • Process Ownership: They will answer the majority of the operational questions, including Scope, Statement of Applicability, and Data Verification.

  • Tooling: They are responsible for the ITAM Tooling Requirements, Inventory Importation, and Orphan Data processes.

  • Audit Defense: They manage the License Compliance and Audit & Validation sections.

3. Finance & Procurement

Who to invite: Head of IT Procurement, Vendor Manager, or IT Finance Manager.
Why they are needed:

  • Buying Cycles: Required for the Hardware/Software Procurement, Invitation to Tender (ITT), and Vendor Onboarding processes.

  • Budgets: They hold the data for the ITAM Financial Management section.

  • Cost Recovery: They are essential for answering questions on Show-back or Cross-charging (recharging costs to business units).

  • Contracts: They manage the Contract Review and Contract Termination processes.

4. Information Security (InfoSec)

Who to invite: CISO, Information Security Manager, or GRC Lead.
Why they are needed:

  • Device Security: Critical for the Lost or Stolen Hardware and BYOD Management frameworks.

  • Data Safety: They validate Document Management and Information Management plans.

  • Disposal: They must verify the security protocols within the IT Asset Disposition (ITAD) process (e.g., disk wiping and encryption).

5. IT Service Management (ITSM) & Operations

Who to invite: Service Desk Manager, Field Services Manager, or Change Manager.
Why they are needed:

  • Request & Fulfillment: They own the execution of Hardware/Software Requests and Deployment processes.

  • Physical Logistics: They handle Hardware Stock Management, Asset Loans, and Physical Hardware Audits.

  • Lifecycle Execution: They perform the technical steps for Joiners, Movers, and Leavers (JML).

6. Enterprise Architecture

Who to invite: Chief Architect or Enterprise Architect.
Why they are needed:

  • Standardization: They define and approve the Hardware Catalogue and Supported Software Catalog (SSC).

  • Rationalization: They drive the Software Rationalisation process (reducing application sprawl) and Hardware Onboarding for new models.

7. Human Resources (HR)

Who to invite: HR Systems Manager or HR Director.
Why they are needed:

  • Process Triggers: They control the data feeds for the Joiners, Movers, Leavers (JML) process.

  • People: They are required for the ITAM Competencies & Training section to define roles and professional development.

8. Sustainability / ESG Team

Who to invite: Head of Sustainability or ESG Lead.
Why they are needed:

  • Green IT: They are responsible for the Environmental, Social, and Governance (ESG) section, ensuring asset disposal and procurement align with corporate sustainability goals.