Understanding IT Asset Management at UBC
As technology systems across UBC grow in scale and complexity, UBC IT is developing a more coordinated approach to understanding, managing, and planning its digital environment through the IT Asset Management System (ITAM).
ITAM will provide a trusted and centralized view of the university’s IT assets, including applications, platforms, infrastructure, and related services. Rather than relying on disconnected spreadsheets or separate tracking systems across teams, ITAM helps bring information together into a shared system that improves visibility, coordination, and decision-making across UBC IT.
“IT Asset Management is fundamentally a key priority item for UBC IT. It’s not just one team’s responsibility; it required a collective effort across the organization due to a large number of applications” says Salman Shahid, Chief Enterprise Architect at UBC IT
Why ITAM Matters
UBC relies on thousands of digital tools and applications to support teaching, learning, research, administration, and operations. Without a centralized inventory, it can get difficult to understand what systems exist, who manages them, how they are being used, and where opportunities or risks may exist.
By creating a clearer picture of UBC’s technology landscape, ITAM helps support more informed planning around cybersecurity, operational efficiency, budgeting, modernization, and a long-term technology strategy. It also enables teams to identify duplication, better manage risk, and make more sustainable technology decisions. For example, understanding how many applications serve similar functions across the university can help identify opportunities to streamline systems, reduce unnecessary spending, and improve overall efficiency.
How the System Works
UBC IT is using ServiceNow as the central system of record for the IT asset inventory. The platform will be a shared source of truth where application data can be collected, validated, updated, and maintained over time. The main focus is to build a comprehensive inventory of UBC’s applications. So far, more than 450 applications have already been documented, with plans to expand that number significantly over the coming months.
The process itself is designed to be simple and manageable for teams. Staff can submit or update application information directly through ServiceNow using a request form. The submitted information is then reviewed and validated before being added to the central inventory. .
Supporting Adoption Across Teams
ITAM is maintained through collaboration between these teams: Enterprise Architecture, Security, Finance, Engagement Services, Service Teams, and Data Governance. The implementation approach has also been internationally phased to support gradual adoption and long-term sustainability. Phase one established the foundational inventory and operating model, while phase two will expand the inventory to include a much larger number of applications across UBC. Training and support are being integrated into the rollout process to help teams adapt to the centralized system and maintain the inventory.
Looking Ahead
The ITAM application inventory has been instrumental in tracking and reporting IT systems that handle financial transactions and is currently supporting the Application Modernization program. Moving forward, a fully populated ITAM inventory will further enhance key operational processes, including Asset Lifecycle Management, Audit and Compliance, Configuration and Patch Management, and Incident Management. The next phase of implementation is expected to continue through the balance of the year, with the goal of accounting for more than 2,000 applications across the university.
As the initiative evolves, ITAM will continue supporting UBC’s broader goals around operational resilience, responsible resource management, cybersecurity, and long-term technology planning. Ultimately, ITAM is not about adding bureaucracy or oversight. Instead, it is about creating a clear, connected, and reliable IT environment.
