About the Company

Toyota Material Handling Slovensko s.r.o. is part of the multinational Toyota Material Handling Europe group and has operated in Slovakia since 1994. The Toyota brand is a global leader in the sale, rental, and servicing of material-handling equipment. It offers handling equipment as well as conventional and automated solutions for handling and storage, tailored to customer needs. These solutions help customers store and manage the distribution of goods in warehouses, logistics facilities, or manufacturing operations. They help reduce operating costs, increase safety, and decrease losses from damaged goods.

Challenge 

Prior to the implementation of ALVAO Asset Management, the IT team managed all assets scattered across various locations throughout the country using only Excel spreadsheets. 

This manual approach presents several operational challenges: 

  • Data inaccuracy: Tracking warranties, software licenses, and hardware assignments manually was error-prone and labor-intensive. 
  • Budgeting blind spots: Compiling data for annual budgets was slow, making it difficult to forecast costs for replacements and upgrades. 
  • Shadow IT: The team lacked visibility into unauthorized software installations or ghost assets (hardware sitting unused). 

“Previously, we used various Excel spreadsheets to track everything. It made analyzing key data and compiling an accurate budget for the next period incredibly difficult,” says Dan Belousov, IT Manager.

Solution 

Recognizing the need for a specialized asset inventory tool, IT Manager Dan Belousov chose ALVAO based his previous experience. During testing, the team's primary focus was on automation and integration features. The system quickly confirmed that it fully meets the organization's needs and effectively addresses even the most pressing problems associated with asset management. 

  • The Network Agent: ALVAO’s network agent automatically scans devices across the company’s various locations. This ensures that records for desktops, laptops, and software are updated without human intervention. 
  • Active Directory Integration: The system links users to their assigned devices automatically, keeping contact details (departments, phone numbers) synchronized. 
  • License Management: The IT administrator gained a centralized dashboard to view all software installations and assign licenses, ensuring compliance and security. 
Belousov Daniel, IT manager, Toyota Slovakia

„In my previous job, I used an early version of ALVAO. That’s why I quickly convinced management that we should stop using Excel spreadsheets and start using ALVAO instead. Within six months, we had our first licences,” states Dan Belousov, IT Manager.

Key results 

80% Faster budget planning 

The most significant impact was on strategic planning. ALVAO provides an instant view of device age, warranty status, and technical specifications. Tasks that used to take hours of poring over spreadsheets can now be completed in minutes. 

“Planning the IT budget is now 80% faster compared to using spreadsheets. I see exactly who has a five-year-old monitor and can plan replacements immediately,” comments Viktor Janos, IT Administrator.

Elimination of waste  

The system provides full visibility, even of small accessories that were previously overlooked. This prevents the unnecessary wasting of budget on equipment that is already sitting unused somewhere. 

“A colleague complained that she didn’t have any headphones. In ALVAO I found out that she had two assigned - we found them in her drawer,” notes Dan Belousov, IT Manager.

Enhanced security and compliance

The Network Agent as an effective tool against "shadow IT." The IT team is now alerted to unauthorized or unlicensed software installed on company devices, allowing for immediate remediation. This improves the organisation's security and helps to ensure full licence compliance. 

“Before, I had no idea what people had on their computers. Now, if an unauthorized software shows up, we know immediately. Management is satisfied because we finally have order in licenses and hardware,” says Dan Belousov, IT Manager.

Improved daily operations and processes

Daily operations have become frictionless. When a new computer is stocked, ALVAO captures its technical specifications automatically, eliminating manual data entry and errors. The system also simplifies processes for onboarding and offboarding employees across multiple locations. When a new employee receives a computer and accessories, ALVAO generates a handover list for them to sign. Similarly, when an employee leaves, ALVAO generates a list of items that must be returned.


Viktor Janos, IT administator, Toyota Slovakia

“ALVAO has simplified our daily operations. If I had to track everything in Excel, I’d go crazy,” observes Viktor Janos, IT Administrator.

Conclusion 

By switching from disorganized Excel spreadsheets to ALVAO Asset Management, Toyota Material Handling Slovakia has transformed its IT operations. The team has moved from reactive data entry to proactive asset lifecycle management, securing a unified overview of company assets and significantly improving operational efficiency. 

“The system works as expected. We’re not missing anything essential; in fact, ALVAO is helping us to keep everything in order," comments Viktor Jano, IT Administrator.

Inspired by Toyota’s story? Discover how easy ALVAO IT Asset management can be! Book your FREE consultation today and take the first step toward clarity and control.

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