Asset Inventory Lab Collect and Reconcile the Updated Asset Data

Learning objective: By the end of this exercise, students will be able to analyze a legacy asset inventory and reconcile it against newly collected data, ensuring all assets are properly accounted for and any discrepancies are resolved.

Scenario

Now that you’ve identified the issues in General Corporation’s legacy asset inventory, it’s time to start the reconciliation process. Your team has conducted a thorough audit of the company’s current IT assets and compiled the data in a new spreadsheet, General Updated Inventory.

Your task is to integrate this new data into the legacy inventory. You’ll need to match the new records with the existing ones, update outdated information, fill in missing data, and resolve any conflicts or inconsistencies.

Exercise steps

  1. Open the provided General Updated Inventory file. This spreadsheet contains the new data collected by your team. Make a copy of the file on your own Google Drive so that you can edit it. You can do this by clicking on File in the menu and selecting Make a copy. Name the file something like General Updated Inventory - Your Name.

    😎 You do not need to share this file publicly - you will not submit this file as part of the lab.

  2. You should now have both your existing copy of the General Legacy Inventory and your new copy of the General Updated Inventory file open.

  3. Your task is to reconcile the new data in the General Updated Inventory file with the data in the General Legacy Inventory file. This process will ultimately involve several steps described in more detail throughout this document.

    🚨 Do all of this work in the General Legacy Inventory file. It is the file you will submit upon completion of the lab. When the lab is complete, you’ll rename this file to signify your completion of this task.

  4. As you work through the reconciliation, keep track of all changes made in the Inventory Issues sheet. Note the specific updates made to each asset record.

  5. Start by matching the assets in the new data file with those in the legacy inventory. You can use unique identifiers like asset IDs or serial numbers to ensure you’re updating the correct records.

    For each matched asset:

    • Update any outdated information in the legacy inventory with the new data from the updated inventory. This might include things like location, assigned user, software versions, and so on.

    • Fill in any missing data points that are available in the new data file.

    • If there are any conflicts between the legacy data and the new data (for example, different purchase dates for the same asset), investigate and determine which information is correct. Resolve the conflict by documenting your reasoning in the Inventory Issues sheet.

  6. If an asset exists in the General Updated Inventory file that doesn’t have a match in the General Legacy Inventory file, add it as a new row in the spreadsheet.

  7. For any assets in the legacy inventory that don’t have a corresponding entry in the new data file, try to determine their current status:

    • If the asset has been decommissioned or is no longer in use, mark it as such in the inventory.
    • If you’re unsure about an asset’s status, highlight it for follow-up investigation.

  8. Once you’ve completed the reconciliation process, review the Inventory Issues sheet to ensure all issues have been documented and addressed. If any outstanding issues require further investigation, note them clearly.

  9. Celebrate your success! Rename the General Legacy Inventory file to General Reconciled Inventory - Your Name to signify that you’ve completed the reconciliation process!

When you’re done

You’re done when you have a finalized General Reconciled Inventory file with the new data integrated. Any inconsistencies or conflicts should be resolved. If resolution was not possible, they should be documented in the Inventory Issues sheet.

The Inventory Issues sheet should document the changes made during reconciliation.