warranty lapses across all tracked assets
reduction in hardware replacement costs due to timely renewals and maintenance
improvement in procurement cycle efficiency
A mid-sized IT company based in India, with 700+ employees and growing, approached LMTEQ to improve how they manage hardware warranties, service contracts, and asset lifecycles. The goal was to build a fully digital, scalable system for automated IT asset tracking and ServiceNow asset maintenance.
This case study highlights how the LMTEQ team delivered a custom ServiceNow CMDB implementation, complete with notification workflows and hardware lifecycle planning, resolving key operational bottlenecks and improving business outcomes.
The customer’s IT infrastructure included more than 1,200 assets, desktops, laptops, printers, and servers, spread across development, support, and operations teams. Their asset tracking relied heavily on Excel sheets, emails, and periodic manual audits. This approach led to:
The impact was tangible; in a 12-month period, the company had spent nearly 20% more on emergency replacements and faced SLA penalties due to unplanned outages.
Our team understood the client’s infrastructure and deployed a robust and scalable ServiceNow solution with a clear focus: improve visibility, automate workflows, and enable timely decision-making around hardware.
Using ServiceNow CMDB implementation best practices, all asset data was migrated into a single, structured configuration management database. Warranty and service expiry dates were standardized and linked to each asset record.
Our team configured asset lifecycle rules using Flow Designer. Assets were categorized based on type, age, location, and usage. The system automatically updated asset status (e.g., “In Use,” “Under Warranty,” “Needs Review”) based on defined logic.
A custom ServiceNow notifications workflow was built to alert teams of key events:
Preventive maintenance activities, such as device inspections and updates, were scheduled automatically. Each asset’s history and vendor SLA were visible in a single pane, enabling proactive maintenance rather than reactive troubleshooting.
Within 3 months of go-live, the IT team reported a complete shift from reactive to proactive asset management. Specific results included:
By automating IT asset tracking and building a ServiceNow asset maintenance, the client now operates with greater control and predictability. Real-time dashboards offer complete visibility into assets due for renewal, helping both IT and procurement teams act decisively.
