Recommend Me An IT Asset Management System

So here's the deal. My employer is right at the stage where they're transitioning from being a small company to a medium size company. Since my boss was so overworked before I was hired and we've been so swamped pretty much since I was hired, many critical things have slipped through the cracks here. One of these is IT asset management. No kidding, we basically have none right now. We have very honest employees and rarely deal with equipment being lost or stolen but literally nothing's tracked right now. When we buy stuff, we tell our accounting department what office it's being assigned to but that's it. We are still using OEM licensing for Windows and Office and the way it's tracked is the license key cards are put in a huge box with the assigned user's name and machine name written on them. Yeah, deadly serious.

I've been tasked with fixing this. And likely soon because we're buying another company in August that will be adding almost 40 employees, all of which will need their gear replaced. There are a myriad of IT asset management solutions out there and I've got a few I'm going to call reps for next week but I'd like to ask my fellow IT Goodjers if there's anything out there you particularly like which is geared towards a smaller company with around 170 employees and 2 (soon to be 3) IT people. Here's the quick hits of what we need it to do:

-Track all major IT assets (i.e. servers, laptops, monitors, docks etc.) from when they enter the company to when they're retired.
-Track a product's life cycle, including what users it's assigned to and be able to report on when it changes hands. Being able to pull user names from Active Directory would be a plus.
-Track warranty status and the number of times a machine has needed service. I don't need/want a ticket system, I just want to be able to say "this laptop has had hardware issues X number of times" so I can identify lemons.
-Track software licensing. This is critical. We want to be able to assign copies of expensive software like Office and Acrobat Pro to machines and be able to have their product keys appears in a given entry so we know what keys go with what users at a quick glance. We've endured one Microsoft license audit already and want to be able to just spit out a report in the future we can hand them to demonstrate our compliance.
-Automated network auditing. My plan is to travel to all our offices to manually enter all our products into the database when we start with the new product. I don't care if it auto-discovers hardware but I would like to be able to run an audit against the network to see if for example, any machines haven't been active for an unusually long time.
-Easy reporting for our accounting ladies to access so they can see where equipment has gone and if office assignments have changed so they can keep depreciation budgets up to date. I'd like them to be able to go "run a report that shows all new equipment, where it went and what changed hands" and have it spit that out in a way that makes it easy to migrate that data into our accounting system.
-This isn't required but it would be nice to be able to enter what we paid for certain products when they're entered into the system so we can track pricing trends on the stuff we're buying.

That's all I've got for now. Is anyone out there using something they particularly like or have suggestions on what I should look at? There's a million options available and I'm going to pursue several but I want to aim for the best stuff that we can afford. Thanks all!

Spiceworks?

Are you guys going to start putting barcodes/QR/RFID and scanning them? You guys have a tablet/smartphone right? Might be a good idea to get something you can use a smartphone/tablet with to scan the products for inventory management.

We just started using Spiceworks and it is competent. At a previous job we used Track-It! but it is expensive.

For our small shop Spiceworks seems more that enough.

We have a Spiceworks server setup that I've played around with but I don't really like the way it does things versus what we need. I haven't played with it in a long time though and it's really out of date so I'll probably update it next week and see.

We do want to put asset tags on everything, I forgot to mention that. I'd love RFID but it will probably end up being bar/QR codes. We have BlackBerries (not my choice I assure you) and if getting a tablet makes sense for this, it will be easy enough to request one. I'll probably be asked to test a Windows 8 tablet or two when they come out anyway. Track-It is one of the products I was looking at. Our company can afford something in that cost range so that doesn't bother me too much if it's the right thing.

You know, there's always good old Excel and numbered asset tags. You don't have to go nuts about this stuff.

I'm just shooting from the hip, but when a company with nearly 200 employees needs to track hundreds of pieces of equipment and there's only 2 or 3 people to do it, a spreadsheet seems like it would require too much time to set up and manage to be cost effective, especially given his reporting requirements.

General Crespin wrote:

I'm just shooting from the hip, but when a company with nearly 200 employees needs to track hundreds of pieces of equipment and there's only 2 or 3 people to do it, a spreadsheet seems like it would require too much time to set up and manage to be cost effective, especially given his reporting requirements.

Yep, exactly it. We need something that a lot of different people can easily access, search, update and which tracks ownership histories and preferably pricing trends and can report on it all. If we were a smaller company, Excel would be fine but between my boss, myself, accounting and future IT people we hire plus the fact that we're buying one company this year and possibly a second, there's too many points of failure with that method. I don't plan to buy anything crazy hyper advanced but we can afford the spend on something that handles this well and I've been authorised to do so.

We are using SysAid, try to check-out their free trial if this is the tool you are looking for.