Jira Asset Management Software For HR and Admin | AssetIT Use Case

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HR admin software is not that difficult to find on Atlassian Marketplace. The question is, which one is the best fit for you? This use case may have everything you're looking for.

HR departments and Jira admin today handle more than just managing people. They also manage the tools and resources employees use. This includes ensuring compliance and keeping workflows efficient. With tasks becoming more complex, HR professionals need tools that simplify processes and reduce mistakes. AssetIT, a Jira asset management tool, combined with Jira Admin, can help. In this article, we’ll explore how AssetIT can improve key HR processes. See how this HR admin software can streamline tough tasks like onboarding, equipment allocation, compliance, offboarding, and asset lifecycle management.

Case 1: Employee Onboarding

Onboarding new employees is a crucial process. It’s the first impression new hires get of how the company operates. HR’s job is to ensure that new employees have everything they need to start their roles effectively. This includes providing the right tools, equipment, and access to systems, all while managing multiple moving parts.

Challenges:

• Coordination Overload: Onboarding requires tight coordination between HR, IT, and other departments. For example, if IT doesn’t set up a new employee’s email account or provide them with a laptop on time, the new hire may spend their first days unable to work effectively. This delay not only frustrates the employee but also sets back the team they’re joining.
• Tracking Multiple New Items: HR must juggle many new items during onboarding for newcomers. Missing even one can lead to delays or confusion. What if the new laptop does not appear where it is supposed to? 

HR Admin Software Resolution:

AssetIT makes it easier to assign and track assets for new employees with Pre-defined Kits. Jira admin and HR can create workflows that automate equipment distribution to newcomers. This makes the onboarding process smooth and organized. It also reduces the workload on HR, allowing them to focus more on welcoming new hires.

A default pre-defined Kit in AssetIT can automatically check out for newcomers. Email notification about the assigned kit.

Case 2: Equipment Allocation

Every employee needs the right tools to do their job. HR is responsible for making sure these tools are allocated properly. This involves keeping track of who has what, ensuring that the equipment is used appropriately, and managing it when employees leave or change roles. This is why they need powerful HR admin software.

Challenges:

• Inventory Management: With so many employees and pieces of equipment, keeping track of everything can be a nightmare. For example, in a large company, laptops, phones, and other equipment might be issued to hundreds of employees. Without a proper system, it’s easy to lose track of who has which assets, leading to situations where equipment is forgotten in a drawer or lost, wasting company resources.

AssetIT Resolution:

AssetIT enables human resources to maintain a detailed inventory of all assets. With Jira's tight integration and AssetIT inventory feature, this HR admin software can effectively manage IT resources and user groups. Admin can manage each inventory separately, ensuring that there are no human errors.

Case 3: Compliance and Documentation

Compliance is a critical part of HR’s responsibilities. This includes making sure that employees adhere to legal regulations and internal policies, especially when it comes to managing assets and employee records. Proper documentation storage is key to staying compliant.

Challenges:

• Up-to-date: The more employees within an organization, the more transactions and assignments are made every day. 
• Organizing Records: HR needs to maintain a vast amount of records—everything from asset custody verification to asset usage logs. Without organized records, finding this information can be time-consuming and stressful.

How AssetIT Can Help: 

AssetIT helps HR keep accurate records with user history and asset logs. This HR admin software ensures that the admin will never have to worry about storing data or activity logs. 

Additionally, the Custody Verification feature in AssetIT helps send a verification request whenever someone takes possession of an item. This request goes directly to their mailbox, ensuring the organization is always up-to-date about the condition of the asset.

Case 4: Employee Offboarding

When employees leave, HR needs to ensure a smooth transition. This includes recovering company assets and completing all necessary paperwork. Offboarding is just as important as onboarding, as it protects the company’s resources and data.

Challenges:

• Asset Recovery Challenges: Ensuring all company assets are returned when an employee leaves is crucial. A remote worker might have a company-issued laptop, phone, and other equipment. If the offboarding process is not smooth, they might forget to return these items, leading to potential losses for the company.
• Security Risks: If HR doesn’t promptly deactivate an employee’s account, there’s a risk of unauthorized access to company systems. For instance, if a former employee retains access to their email or other internal systems, they could potentially access sensitive information or disrupt operations, creating significant security risks.

How AssetIT Can Help: 

AssetIT, as an HR admin software, tracks all assets assigned to employees. HR can automate offboarding tasks with the ability to automatically check-in all resources from deactivated Jira accounts. This includes collecting all assets and updating records. This ensures that offboarding is thorough and secure, reducing the risk of missing or misused assets.

Conclusion

HR departments face many challenges, from onboarding to offboarding and everything in between. Integrating AssetIT with Jira Admin helps HR tackle these challenges more efficiently. It reduces manual work, minimizes mistakes, and ensures all assets are in the correct places throughout their lifecycle. For HR teams looking to streamline their processes and improve productivity, adopting AssetIT with Jira Admin is a smart, effective solution.

Read my previous blog about Jira Admin at: Everything You Need to Know About Being a Jira Admin.