Introduction › Example: Asset Management › Example: How to Manage a Lease

Example: How to Manage a Lease

The following example illustrates how Document Management Company uses CA APM to track and manage laptops assigned to a specific lease contract. When Document Management Company has all of the information about their leased assets, they can understand when a lease expires, understand the original lease configuration, understand where the leased assets are located, and understand the payments associated with the lease.

This information provides Document Management Company with the following benefits:

• Helps to reduce the cost of continuing a lease (possibly at a higher rate).
• Help to reduce the risk of buying out a lease (paying the full amount of the asset) if the asset cannot be found.

To manage a lease, complete the following steps:

1. Review the legal documents in CA APM.

   The asset manager has asked the asset administrator to provide an overview of the laptops in which the lease is expiring over the next three months. The information helps plan for the arrival and deployment of new laptops and servers.

2. Review the lease contract.

   Document Management Company leases laptops from Dell, and the asset administrator searches for all contracts from Dell. Two active contracts exist, and the asset administrator reviews the following information about the leasing contract:

   • Terms and conditions. As a best practice, match the terms and conditions with the words used in the contract. When terms and conditions are used in this way, Document Management Company can review and search legal documents for specific items.
   • Start and end date
   • Internal contact
3. Review the asset information for the laptops that are associated with the lease contract.

   The asset administrator reviews the asset information and can see that the laptops were purchased with 2 GB of memory, the employee to which each laptop is assigned, and where each laptop is located.

4. Review the discovered information about the laptops in CA Asset Inventory Manager.

   CA APM and CA Asset Inventory Manager are integrated, and the asset administrator uses CA Asset Inventory Manager to review the discovered information about the laptops. The asset administrator can see that a specific laptop in the lease was purchased with 2 GB of memory and has been upgraded to 4 GB of memory. The asset administrator also reviews the storage capacity and software that is installed on the laptops to determine if an upgrade is necessary. The asset administrator also reviews the added components to help prevent the return of a laptop to the vendor for components that have been paid for.

5. Search for all laptops related to the Dell lease in CA APM.

   The asset administrator searches for all laptops related to the Dell lease, and can see all of the leases that are scheduled to end, where the assets are located, the contact, and the specific end date.

6. Export the search results to a CSV file in CA APM.

   The asset administrator exports the lease information to a CSV file and send the information to the asset manager.