Identify and document the specific asset management needs of your organization.
Assess existing inventory and processes.
Installation:
Download and install the software on your servers or opt for the cloud version.
Configure the system environment, ensuring that hardware and software dependencies are met.
Data Migration:
Import existing asset data from spreadsheets or other asset management systems.
Validate the imported data for accuracy.
Configuration:
Set up the software according to business requirements, including custom fields, user roles, and permissions.
Integrate with other systems as needed (e.g., ITSM tools, HR systems).
Testing:
Conduct testing to ensure that all functionalities work as expected. This includes validating workflows, reports, and user access.
Training and Documentation:
Provide training for administrators and end-users on how to navigate and use the system effectively.
Create user manuals and support documentation tailored for your organization.
Customisation
Custom Fields: Users can create custom fields for assets to capture specific information relevant to their organization.
Custom Views: Tailor dashboards and reports to display metrics that matter most to your business.
User Roles and Permissions: Define unique user roles to control access to certain features and data based on departmental needs.
APIs & Integrations: The software can be integrated with third-party applications through REST API, allowing for seamless data exchange.
Workflows: Customize workflows for asset approval processes, maintenance schedules, or compliance tracking.
Additional Costs
Setup Fees: Depending on the service provider or the complexity of setup, fees may apply. Typically, ManageEngine's pricing model is subscription-based, so setup fees can vary.
Annual Maintenance Costs: Usually, maintenance is included in the subscription cost, but check for specifics in your pricing plan.
Support Charges: Basic support may be included; however, priority support or extended service levels could incur extra charges. Consider purchasing a support plan if you anticipate needing help.
Training
User Guides and Documentation: Comprehensive manuals and documentation are available online covering all features and functions.
Webinars and Tutorials: Regular webinars and video tutorials are provided to help users understand the software better.
Community Forums: A user community is available for questions, sharing knowledge, and discussing best practices.
Technical Support: Available via email, phone, or chat, where users can receive direct assistance with technical issues.
On-site Training: For larger implementations, on-site training sessions may be arranged, although this could incur additional costs.
Security Measures
User Authentication:
Supports strong authentication methods, including password policies, to restrict access.
Role-based access control (RBAC) ensures that users only have access to data and functions necessary for their role.
Data Encryption:
Data in transit is encrypted using SSL (Secure Sockets Layer) to prevent interception.
Sensitive data within the database can also be encrypted for added security.
Regular Backups:
Automated backup processes ensure that data can be recovered in the event of data loss or corruption.
Audit Logs:
Maintains detailed logs of user activities and changes made within the system, helping to monitor for suspicious activity and compliance.
IP Whitelisting:
Administrators can configure IP whitelists to restrict access to the software from specific IP addresses.
Compliance Standards:
Adheres to industry standards and regulations, such as GDPR or HIPAA, depending on the deployment region and user requirements.
Updates
Scheduled Updates: Regular updates are planned to enhance features, address bugs, and improve security.
Release Notes: Each update is accompanied by release notes detailing new features, fixes, and any changes made.
Automatic Updates: Users can opt for automatic updates, ensuring they always run the latest version without manual intervention.
Manual Update Options: For on-premises installations, users can choose when to apply updates, allowing them to test new versions in a staging environment first.
Data Ownership and Portability
Data Ownership: Organizations maintain full ownership of their data. ManageEngine does not claim any rights to the user data stored within Asset Explorer.
Data Portability: Users can export their asset data in common formats (like CSV or Excel) at any time, making it easy to migrate data to other systems or keep backups.
Scaling Up / Down
Subscription Model: Pricing is based on a subscription model that allows organizations to scale their license count according to their needs. You can typically add or remove licenses as needed.
Flexible Licensing: Licenses can often be adjusted on a monthly or yearly basis, depending on the agreement. This means you can scale up when adding new users and scale down during periods of reduced personnel.
Storage and Performance: As your organization grows, you may also need to scale infrastructure resources. Ensure that your hosting environment (cloud or on-premise) is adequately provisioned to accommodate increased demand.
The terms & conditions for contract renewal and cancellation
1.Contract Duration:
Most licenses for ManageEngine Asset Explorer are offered on a subscription basis—usually annually.
Specific contract lengths may vary based on the plan chosen (monthly, yearly, multi-year).
2. Automatic Renewal:
Subscriptions often include an automatic renewal clause where the contract renews automatically at the end of the term unless otherwise canceled by the user.
Users are generally notified a certain period in advance (e.g., 30 days) prior to automatic renewal.
3. Cancellation Policy:
Users can cancel their subscriptions before the renewal date by contacting customer support or through their account settings, depending on the specific terms listed in the agreement.
Depending on the plan, cancellation may or may not result in a refund for the remaining period of the subscription.
4. Notice Requirement:
Many contracts require users to provide written notice of termination within a specified timeframe before the renewal date (e.g., 30 days prior).
5. Refunds and Credits:
Policies may specify whether users are eligible for refunds or account credits based on the timing of their cancellation (e.g., if cancellation occurs after the renewal but before the service is used).
6. Changes in Terms:
Users may receive notice of any changes to the terms of service, including any changes to pricing or policies, with the option to accept the new terms or cancel the contract.
Compliance
GDPR (General Data Protection Regulation):
Compliance with GDPR ensures that personal data is handled following strict data protection principles applicable to EU citizens.
HIPAA (Health Insurance Portability and Accountability Act):
If applicable to the organization, Asset Explorer can be configured to comply with HIPAA regulations concerning handling sensitive health information.
ISO/IEC 27001:
This standard for information security management systems (ISMS) provides a framework for protecting sensitive data and encompasses aspects of risk assessment and management.
PCI DSS (Payment Card Industry Data Security Standard):
Organizations processing credit card transactions will find compliance relevant if they utilize Asset Explorer for managing payment-related data.
SOC 2 (System and Organization Controls):
This compliance framework focuses on service providers ensuring the security, availability, processing integrity, confidentiality, and privacy of customer data.
FISMA (Federal Information Security Management Act):
Relevant for federal agencies, FISMA compliance ensures information systems are adequately secured against unauthorized access.
CCPA (California Consumer Privacy Act):
Compliance with CCPA helps organizations that handle personal data of California residents to protect consumer privacy rights.
