Hardware Asset Management Data Analyst
15 hours ago
Farnborough
Our client is a global IT services company. Job Description: Our client is committed to building diverse, inclusive teams. We welcome applications from all backgrounds and particularly encourage interest from women, underrepresented groups, and neurodivergent candidates. We offer reasonable adjustments throughout the hiring process and are dedicated to creating a supportive, accessible environment for everyone. Hardware Asset Management (HAM) Data Analyst Location: Farnborough (onsite 5 days per week) Due to the nature of the work and the customers we support, the successful candidate must be eligible to meet UK Government and contractual personnel security requirements, including the applicable residency requirements for the role, and have the right to work in the United Kingdom. Some roles may also be subject to nationality requirements where these are necessary to meet UK Government or contractual security obligations. The Hardware Asset Management (HAM) Data Analyst is responsible for ensuring the accuracy, completeness, integrity, and actionability of hardware asset data across the full asset lifecycle — from procurement through deployment, operation, redeployment, and disposal. This role is the data backbone of the Hardware Asset Management function, providing the trusted information foundation upon which financial, contractual, compliance, and operational decisions are made. Aligned to ITAM (IT Asset Management) industry standards and frameworks — including ISO 19770, IAITAM best practices, and ITIL 4 IT Asset Management practice — the HAM Data Analyst ensures that hardware asset records are accurate, reconciled, auditable, and continuously improved. The role operates at the intersection of asset management, configuration management, procurement, finance, operations, and compliance. This is not a passive data entry role. The HAM Data Analyst is expected to proactively identify data quality issues, reconcile discrepancies between data sources, challenge inaccurate records, and drive the data maturity of the hardware asset estate to a level that supports confident decision-making. Key Responsibilities Hardware Asset Data Management & Quality Own and maintain the accuracy, completeness, and integrity of hardware asset records within the ITAM tool, CMDB, and associated asset repositories. Perform regular data quality audits across hardware asset records — identifying gaps, duplicates, orphaned records, misclassifications, and stale data. Reconcile hardware asset data across multiple sources including ITAM tools, CMDB, procurement systems, financial systems, discovery tools, and physical audit results. Develop and maintain data quality KPIs and dashboards to provide visibility of asset data health to stakeholders and leadership. Enforce data standards, naming conventions, classification taxonomies, and mandatory field requirements for hardware asset records. Investigate and resolve data discrepancies, escalating systemic issues to process owners and data source owners. Ensure asset records reflect the current state of the physical estate — not just what was originally procured or deployed. Hardware Asset Lifecycle Data Tracking Maintain accurate records across all stages of the hardware asset lifecycle: Lifecycle Stage Data Analyst Responsibility Request & Procurement Validate asset data at point of purchase order and goods receipt; ensure procurement records feed accurately into the asset register Receipt & Warehousing Confirm asset receipt records match purchase orders; validate serial numbers, models, and quantities Deployment & Installation Ensure deployment records are updated with location, assigned user, CI relationships, and operational status In-Service / Operational Maintain current records for location, ownership, status, warranty, support contracts, and configuration changes Move / Add / Change (MAC) Track and update records for asset moves, additions, changes, and redeployments Redeployment & Reuse Update records when assets are recovered, refurbished, and redeployed — ensuring full chain of custody Decommission & Disposal Validate disposal records including data sanitisation evidence, environmental compliance, and certificate of destruction End of Life / End of Support Track and report on assets approaching or past vendor end-of-life (EOL) and end-of-support (EOS) dates Discovery & Reconciliation Reconcile hardware asset data between the authoritative asset register and automated discovery tool outputs to identify: Ghost assets — assets in the register but not found by discovery (potentially lost, stolen, decommissioned, or misrecorded). Unmanaged assets — assets found by discovery but not in the register (potentially unauthorised, shadow IT, or missed intake). Data mismatches — discrepancies in serial numbers, models, locations, ownership, or status between sources. Produce regular reconciliation reports and drive resolution of discrepancies with operational and support teams. Work with infrastructure, network, and endpoint teams to improve discovery coverage and data accuracy. Support physical audit and stock verification activities by providing data extracts, variance analysis, and reconciliation support. Reporting & Analytics Produce regular and ad-hoc hardware asset reports and dashboards covering: Asset inventory by type, location, business unit, status, and lifecycle stage. Data quality metrics (completeness, accuracy, timeliness, consistency). Warranty and support contract coverage and expiry. End-of-life and end-of-support exposure. Asset utilisation and underutilisation indicators. Cost of ownership and depreciation tracking (in collaboration with finance). Disposal and environmental compliance status. Reconciliation status and variance trends. Provide data-driven insights and recommendations to the HAM Manager, ITAM Manager, and senior stakeholders. Support financial reporting requirements including fixed asset register reconciliation, depreciation schedules, and capitalisation data. Deliver audit-ready data extracts and evidence packs for internal and external audits. Procurement & Vendor Data Management Ensure hardware asset records are linked to procurement data including purchase orders, invoices, vendors, contract references, and cost centres. Maintain accurate warranty and support contract records — including start dates, expiry dates, coverage levels, and renewal status. Track vendor end-of-life and end-of-support announcements and update asset records accordingly. Support procurement and vendor management teams with asset data for contract renewals, volume negotiations, and vendor consolidation analysis. Validate that received assets match procurement specifications — flagging discrepancies for resolution. Financial Data Alignment Ensure hardware asset records align with financial records — including capitalisation status, depreciation schedules, book values, and cost centre allocations. Support the reconciliation of the IT asset register with the fixed asset register (FAR) maintained by finance. Provide data to support total cost of ownership (TCO) analysis for hardware asset categories. Flag assets that are fully depreciated but still in operational use, and assets that are on the books but no longer in service. Support financial audit requirements by providing accurate, reconciled asset data with full audit trails. Compliance & Audit Support Ensure hardware asset data supports compliance with organisational policies, regulatory requirements, and contractual obligations. Maintain audit trails for all asset record changes — who changed what, when, and why. Provide data and evidence packs for internal audits, external audits, regulatory inspections, and client compliance reviews. Support environmental and sustainability compliance by maintaining accurate disposal and recycling records (e.g., WEEE Directive compliance). Ensure data handling and retention practices comply with data protection regulations (e.g., GDPR) where asset records contain personal data. Support security and risk teams by providing accurate data on asset locations, ownership, and end-of-support exposure. Process & Data Governance Develop and maintain hardware asset data standards, data dictionaries, and data governance documentation. Define and enforce mandatory data fields, validation rules, and data entry standards for hardware asset records. Identify and document data flows between ITAM tools, CMDB, procurement systems, financial systems, discovery tools, and operational systems. Participate in data governance forums and contribute to the organisation's broader data quality and master data management initiatives. Ensure data access controls are appropriate — the right people have access to the right data at the right level. Continuous Improvement Identify opportunities to improve hardware asset data quality, processes, and tooling. Propose and implement automation opportunities to reduce manual data entry, improve data accuracy, and increase efficiency. Contribute to the maturity development of the ITAM function by driving data quality from reactive to proactive to predictive. Analyse root causes of recurring data quality issues and implement systemic fixes rather than repeated manual corrections. Stay current with ITAM industry standards, tooling developments, and best practices. Required Skills & Experience Essential Experience in IT Asset Management, Hardware Asset Management, or CMDB/Configuration Management data roles. Strong data analysis skills with the ability to manipulate, reconcile, and interpret large datasets from multiple sources. Experience with ITAM tools (e.g., ServiceNow ITAM/HAM, Flexera, Snow, Ivanti, or equivalent). Experience reconciling asset data between ITAM tools, CMDBs, discovery tools, procurement systems, and financial systems. Strong understanding of the hardware asset lifecycle — from procurement through disposal. Proficiency in data analysis and reporting tools (e.g., Excel advanced functions, Power BI, SQL, or equivalent). Experience producing asset reports, dashboards, and data quality metrics for management and stakeholders. Strong attention to detail with a commitment to data accuracy and integrity. Understanding of data governance principles including data standards, validation rules, and audit trails. Good communication skills — able to explain data findings and recommendations to both technical and non-technical audiences. Desirable IAITAM certification (e.g., CHAMP — Certified Hardware Asset Management Professional, CSAM, or CITAM). ITIL 4 Foundation certification or higher. Experience with ServiceNow ITAM/HAM modules, including asset lifecycle workflows, reconciliation, and reporting. Experience with automated discovery tools (e.g., ServiceNow Discovery, Qualys, Tanium, SCCM, Lansweeper, or equivalent). Understanding of ISO 19770 IT Asset Management standards. Experience with financial asset management concepts (depreciation, capitalisation, book value, TCO). Experience supporting internal or external audits with asset data and evidence packs. Knowledge of environmental disposal regulations (e.g., WEEE Directive). Experience in regulated, secure, or defence environments. SQL or scripting skills for data extraction and manipulation. Experience with data visualisation and business intelligence platforms. Key Deliverables Hardware Asset Register — Accurate, complete, and continuously maintained register of all hardware assets. Data Quality Reports & Dashboards — Regular reporting on asset data completeness, accuracy, timeliness, and consistency. Reconciliation Reports — Regular reconciliation outputs between ITAM tools, CMDB, discovery tools, procurement, and finance — with variance analysis and resolution tracking. Ghost & Unmanaged Asset Reports — Identification and tracking of assets that exist in records but not in reality (and vice versa). Lifecycle Status Reports — Reporting on assets by lifecycle stage, including EOL/EOS exposure, warranty expiry, and disposal status. Financial Reconciliation Data — Asset data aligned to the fixed asset register for depreciation, capitalisation, and audit purposes. Audit Evidence Packs — Data extracts and supporting evidence for internal and external audits. Data Standards & Governance Documentation — Documented data standards, naming conventions, mandatory fields, and data flow maps. Improvement Recommendations — Data-driven proposals for improving asset data quality, processes, and tooling. Disposal & Compliance Records — Maintained records of asset disposal including data sanitisation and environmental compliance certificates. Success Measures Hardware asset data accuracy rate consistently above agreed targets (e.g., 95% accuracy across key fields). Reduction in ghost assets and unmanaged assets over time through proactive reconciliation. Reconciliation variance between ITAM register, CMDB, and discovery tools within agreed tolerance levels. Data quality KPIs trending positively — completeness, accuracy, timeliness, and consistency. Successful completion of internal and external audits with no material findings related to hardware asset data. Financial reconciliation between IT asset register and fixed asset register within agreed tolerance. Timely identification and reporting of end-of-life and end-of-support exposure. Reduction in manual data corrections through automation and process improvement. Positive feedback from HAM Manager, ITAM Manager, finance, procurement, and operational stakeholders on data quality and reporting. Audit trail integrity — all asset record changes are traceable and justified. We believe strong connections and community are key to our success. Our work model prioritizes in-person collaboration while offering flexibility to support wellbeing, productivity, individual work styles, and life circumstances. We're committed to fostering an inclusive environment where everyone can thrive. Recruitment fraud is a scheme in which fictitious job opportunities are offered to job seekers typically through online services, such as false websites, or through unsolicited emails claiming to be from the company. These emails may request recipients to provide personal information or to make payments as part of their illegitimate recruiting process. Our client does not make offers of employment via social media networks and our client never asks for any money or payments from applicants at any point in the recruitment process, nor ask a job seeker to purchase IT or other equipment on our behalf. More information on employment scams is available here . TPBN1_UKTJ
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