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Director, IT Asset Lifecycle

Job ID: 2696
Business Unit: MTA Headquarters
Location: New York, NY, United States
Regular/Temporary: Regular
Department: Resource Planning & Marktplace
Date Posted: Nov 29, 2023

Description

Job Title:                 Director, IT Asset Lifecycle
Salary Range:         $117,414 - $164,380
HAT:                        924
Dept/Div:                 MTA IT
Supervisor:              Deputy Chief Officer, IT Planning, Analysis, and Resource Management
Location:                  2 Broadway and other locations as required
Hours of Work:         9:00 AM -5:30 PM (7.5 hours/day) or as required

This position is eligible for telework which is currently two days per week. New hires are eligible to apply 30 days after their effective date of hire.


Summary:

This position has overall responsibility within the MTA IT Department for the asset management of the vast array of IT assets installed and assigned throughout the MTA as well as for the strategic planning and operational processes necessary to ensure that the MTA has in place the correct and current IT assets needed by the MTA staff to perform their job responsibilities.

The position is the primary point of accountability for the life-cycle management of technology assets throughout the organization. This includes managing the administration of the IT inventory, managing the IT asset management lifecycle, developing customer technology marketplace requirements, developing service catalog requirements, acquiring, and managing technical service contracts, and managing IT asset fulfillment and IT asset recovery.

The position maintains and manages IT purchasing standards and procedures, also follows the market technology trends. The position provides primary customer requirements for the acquisition, configuration and user operations of enterprise-wide IT asset management systems as they relate to the core functions of this position.


Responsibilities:

Manage IT Marketplace Catalog Services


• Leading the set-up of the IT marketplace combining all hardware, mobile and software assets. This marketplace is an operational entity that consolidates the planning and delivery of IT assets across the MTA
• Initially and on an ongoing basis, review the existing service catalog’s hardware, mobile, and software assets and recommend and specify changes required to make the marketplace service catalog and related workflows as relevant and efficient as possible.
• Ensuring ordering and fulfilment is executed effected and efficiently.

Establish IT Asset Tracking and Monitoring Protocols

The position will ensure that IT asset tracking occurs through real-time update of asset status, ownership, maintenance and ‘fitness for use’. The position is responsible for ensuring that all IT devices, software, and other IT assets are in the ServiceNow System and that the IT asset data in that system is current and accurate.


Develop & Manage IT Marketplace Catalog Services

This includes:

• Setting up of the IT marketplace operation combining the planning and operations for all IT hardware, mobile and software assets and defining policies and procedures.
• Developing updated service catalog requirements with a focus on customer experience.
• Ensuring ordering and fulfilment is executed effected and efficiently operationally.
• Organize the marketplace service catalog operation:

Establish IT Asset tracking and monitoring protocols

Ensure IT asset tracking through real-time update of asset status, ownership, maintenance and ‘fitness for use’. The position is responsible for ensuring that all devices are in the ServiceNow System and that the data in that system is current and accurate.

• Manage Asset Risks: The position is responsible for identifying, assessing and controlling risk to MTA’s hardware and software assets. These risks could stem from a wide variety of sources, including financial uncertainty, legal liabilities, strategic management errors, accidents, and natural disasters.

• Manage end to end asset lifecycle: The position is responsible for developing and maintaining the life cycle of the MTA’s IT assets including IT hardware devices, as well as mobile devices and subscriptions and a wide variety of IT accessories, and IT software. This includes many hundreds of thousands of devices and software licenses.

o This is a major planning responsibility and includes development and maintenance of several year forecasts based on currently available and in-use technologies, as well as new and expanded technologies, the current installed product base, MTA and IT strategic plans, MTA budgets (operating, cap-op, and capital), product lifecycles, and known MTA and IT improvement projects.

• Manage IT Asset Performance: The position is responsible for ensuring that IT asset performance is tracked and measured, and that the IT assets’ performance meets MTA's goals for efficiency, effectiveness, and cost effectiveness.

• Manage Contracts: The position plays an important role in the selection of hardware and software products that will become MTA standard products and for arranging for contracts to be put in place for the initial and ongoing acquisition of such products. This includes working with MTA Finance and technical staff, Legal, and Procurement staff, designated MTA agency staff, as well as IT manufacturers and vendors to set up contractual arrangements and distribution processes.

• Manage Vendor Performance and SLA delivery: The contract management function extends beyond the procurement phase and includes the successful and timely delivery of hardware and software products and the initial and ongoing performance of those products in compliance with contract requirements.

• Provision IT assets based on MTA policies and procedures: All requests from MTA staff for new hardware and software are routed to the IT Marketplace for review and approval.

o Standard device and software orders are fulfilled and tracked in accordance to user access levels and MTA approvals.

o Non-Standard requests are routed through the IT Department for review and approval, and upon approval. The IT Marketplace is responsible for coordinating the procurement of such devices and software, and their distribution.

The position is responsible for ensuring that all requests are handled promptly and correctly, and that status is communicated with the requestor and the requesting agency.

• Establish onboarding workflows for IT assets: For those approved IT assets requests, the position is responsible for placing orders by submitting requisitions through the PeopleSoft System for hardware, software and related accessories, tracking the order, arranging for delivery, resolving any issues that arise, and ensuring successful delivery of the IT assets. These orders total many millions of dollars each year.

o In addition, this position has authority to use a Purchase Card for certain purchases totaling up to $100,000 per month.

• Establish offboarding workflows for IT assets: The position is also responsible for ensuring that all obsolete devices are removed from MTA locations and are disposed properly, in accordance with MTA policies.

• Track financial information around IT assets: Responsible for IT asset budget preparation, coordination with IT Procurement on receipt of purchase orders, invoice processing and reconciliation of changes in inventory. The position is responsible for cost planning, total cost of ownership analysis, reporting and accounting pertaining to IT assets. These orders total many millions of dollars each year.

• Facilitate Software Audits: Software vendors now routinely request audits of software license use by their customers. The MTA has received such audit requests. There are complex legal issues relative to this. The Director is responsible for coordinating all such software audit requests received with MTA Legal, Procurement, and others.

• Ensure IT Asset Systems are Integrated: The position ensures that MTA systems that track IT assets are integrated, where possible, with dependent systems including Peoplesoft ERP, Financial Management and other MTA applications. The Director ensures that new technologies adopted by the MTA are effectively integrated to enable better management of assets. The position is also responsible for asset data quality and continuous improvement.

• Embrace IT Asset Management Standards: The position ensures that IT asset management best practices and standards such as ISO 55000 Asset Management Standard and Asset Management as a Service are researched, tailored and adopted by the MTA to keep abreast with industry trends and best practices providing customer value.

IT Asset Life Cycle

The position is responsible for:

• Developing and maintaining the life cycle of the MTA’s IT assets including IT hardware devices (also including a wide variety of IT accessories) and IT software. This includes many hundreds of thousands of devices and software licenses. This is a major planning responsibility with a several year forecasts based on current and expected technologies, current installed product base, IT strategic plan, MTA budgets (operating, cap-op, and capital), product lifecycles, and known improvement products.

• Ensuring that computer hardware and software products throughout the MTA are provided as needed and are tracked as MTA IT assets in accordance with internal control and audit requirements throughout the life of these products.




Contracting for Hardware and Software Products

The position is responsible for:

• Coordinating selection of hardware and software products that will become MTA standard products and for arranging for contracts to be put in place for the initial and ongoing acquisition of such products.

o This includes working with MTA Finance and technical staff, Legal, and Procurement staff, designated MTA agency staff, as well as IT manufacturers and vendors to set up contractual arrangements and distribution processes.

• Ordering as needed, non-standard IT hardware and software. This involves coordination with Finance and technical staff, users, as well as MTA Procurement staff.


Software License Management & Compliance

The position is responsible for developing and maintaining distribution channels for IT hardware and software. This includes:

• Develop plans for and then implement transition to more modern and efficient ways of delivering this service.
• Ordering IT hardware and maintaining inventories of essential IT hardware in these locations as needed. The position is responsible for working with MTA Finance, MTA Procurement, and vendors in ordering such devices so that there is always inventory on hand for assignment.
• Meeting set service levels.
• Ensures that there are sufficient IT software contracts in place to provide the mix of standard software that will be required, and which contain clauses favorable to the MTA.
• Where applicable, ensure that there is enough software licenses available for assignment.
• Ensure that there are contracts and purchase arrangements in place or available to meet demands for non-standard software that may be needed
• Ensures that staff assign software licenses as may be requested either form existing contractual arrangements or through new purchase/license arrangements.
• Ensures that staff harvest software licenses when staff leaves or no longer need the license.
• Is “Feature Owner” in the ServiceNow System for ITAM function and is accountable for Base System Asset Management and Software Asset Management.
• Directs and leads efforts to fully implement a Software Asset Management (SAM) System for the MTA and for ongoing maintenance of this system.

IT Asset Data Management/Configure Management Database)
Maintaining Inventory of IT Devices

• Responsible for ensuring that all devices are in the ServiceNow System’s asset management and CMDB function and that the data in that system is current and accurate.
o Responsible for putting controls in place and for regular monitoring of the asset inventory for accuracy and completeness.
• Responsible for the quality, completeness, and accuracy of IT asset data in the ServiceNow CMDB (Configure Management Database) and Asset databases.
• Manage Application Portfolio Management – APM data, as well as data collected for other relevant ServiceNow modules), units responsible for data discovery from other ServiceNow modules, and from various systems that feed into the ServiceNow System.



Qualifications:

• Strong background in IT Services with an emphasis on operations management, ServiceNow and IT marketplaces.
• Much knowledge of enterprise level IT hardware, software, and mobile products
• Familiarity with ITIL practices for IT service management.
• Previous experience within MTA IT or with equivalent organization.
• Ability to effectively prioritize and execute tasks in a high-pressure environment.
• Team-oriented and skilled in working within a collaborative environment.
• Outstanding organizational, communications, and quantitative skills as well as leadership experience in managing and resolving complex problems
• Must possess ability to attract, develop, coach and retain high performance team members, empowering them to elevate their level of responsibility, span of control and performance.
• Ability to present complex materials to a wide range of staff, and communicate effectively with staff at all levels.
• Proven project management skills, including ability to consistently deliver high-quality and accurate work with adherence to budget and deadlines.
• Advanced abilities with Microsoft Office Products
• Strong quantitative, communications, and customer services skills .
• Detail-oriented with strong organizational skills.
• Strong written and oral communication skills.
• Excellent problem solving, analytical, interpersonal and administrative skills.
• Ability to exercise a high level of independent judgement and decision-making.
• Excellent planning skills.
• Excellent people skills – ability to form and motivate diverse teams to accomplish challenging objectives.

Preferred Skills:
• Practitioner or Service Manager Level ITIL Certification preferred.
• Six Sigma Greenbelt or TQM certification is an asset.
• Famliarity with current technology and information systems used at transportation agencies such as MTA.
• In depth understanding of MTA and Agency operations and related operating, budgets, practices and culture.

Education and Experience:
• Bachelor’s degree in the field of Computer Science, IT Management or similar. An equivalent combination of education and experience may be considered in lieu of a degree.
• A minimum of 12 years of equivalent work experience in enterprise asset management, IT marketplace development or similar with at least 6 years of progressive IT managerial experience.
• Prior experience with cross-functional collaboration and working with executive leadership
• Practitioner or Service Manager Level ITIL Certification preferred.
• Six Sigma Greenbelt or TQM certification is an asset.
• Famliarity with current technology and information systems used at transportation agencies such as MTA.
• In depth understanding of MTA and Agency operations and related operating, budgets, practices and culture.



Other Information
As an employee of MTA Headquarters you may be required to complete an annual financial disclosure statement with the State of New York, if your position earns more than $108,638 (this figure is subject to change) per year or if the position is designated as a policy maker


How to Apply
Qualified individuals interested in MTA Headquarters employment opportunities must apply through the MTA's online application and recruitment system. Please visit our website at http://www.mta.info/mta/employment/.

Equal Employment Opportunity
MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities.
The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.
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