Enterprise IT Asset Management
6,800 employees, hybrid workplace model
Learn how Nexus Technologies reduced IT asset loss by 85% and saved $1.2M annually with ServiceNow-integrated smart lockers for their hybrid workforce.
The Challenge
Nexus Technologies' IT department managed over 15,000 assets including laptops, monitors, headsets, peripherals, and specialized equipment across their 3-building Austin campus. With 68% of employees working hybrid schedules, IT staff spent an average of 4.5 hours daily tracking equipment, processing checkouts, and managing returns. Annual asset loss exceeded $1.4M due to poor tracking and accountability gaps. The help desk received 200+ weekly tickets related to equipment issues, and the existing manual checkout process created bottlenecks that frustrated employees and delayed onboarding. They needed an enterprise asset locker solution that integrated with their existing ServiceNow ITSM platform.
Our Solution
Accessa implemented 48 smart asset locker banks strategically located across all three buildings, creating a self-service IT equipment checkout system accessible 24/7. Each workplace smart locker features RFID tracking and biometric locker access via employee badges and fingerprint scanners. The system integrates directly with ServiceNow through our ITSM API, automatically logging checkouts, returns, and maintenance requests. Automated workflows trigger return reminders, escalations for overdue items, and real-time inventory alerts. The cloud-based management dashboard provides complete visibility into all laptop storage lockers and equipment locations enterprise-wide.
Results
Asset loss dropped from $1.4M to $210K annually (85% reduction). IT staff time spent on asset management decreased by 78%, equivalent to 2.5 FTEs reallocated to strategic projects. Help desk tickets for equipment issues dropped 62%. Average employee checkout time reduced from 15 minutes to 45 seconds. Equipment utilization improved by 52% as the system surfaced underutilized assets for redeployment. Full ROI was achieved in 8 months, with ongoing annual savings of $1.2M.
"As we transitioned to a hybrid workplace model, asset management became our biggest operational challenge. The smart locker solution gave us complete visibility and accountability across 15,000+ assets. We eliminated the chaos of manual tracking and freed our team to focus on innovation rather than equipment logistics. The ServiceNow integration was seamless—our existing workflows just got smarter."
