The Challenge
For years, IT asset management was spread across multiple records and databases that often conflicted with each other and quickly became outdated.
Information was scattered across internal applications, supplier tools, countless Excel spreadsheets, email threads, accounting software, and even paper documents such as contracts, delivery notes, and handover forms.
Finding basic information often became a time-consuming task. Determining where a device was located, who was currently using it, who had used it in the past, when it had been purchased, or what service history it had involved searching through multiple sources.
The organization also lacked a clear overview of asset movements, the availability of spare devices, and whether equipment under warranty was actually being sent for repair. Instead of relying on trusted data, the IT team frequently had to depend on information from various records and reports provided by an external service partner.
Collaboration between IT and Finance presented another challenge. Each department worked with different datasets, making reconciliation difficult, time-consuming, and prone to errors.
It became clear that the issue was not simply the absence of a suitable tool. MOL’s IT department needed a single source of truth, standardized processes, and a consistent data foundation that everyone could rely on.
Why ALVAO
The IT team was not looking for a simple asset inventory solution. They needed a platform that would allow them to:
- Standardize IT Asset Management processes in line with ITIL principles.
- Consolidate data from multiple sources into a single repository.
- Support long-term IT asset lifecycle management.
Equally important was the ability to adapt the solution to internal processes, import data from various systems with ease, and create a structure that reflected the organization’s operational reality. The team also wanted the flexibility to expand and evolve the solution over time without changing its core architecture.
What ultimately made the difference was not a specific feature set. ALVAO provided a platform capable of connecting IT, Finance, and the external service partner within a single, unified asset management process.
Implementation
The project began long before the solution was deployed.
The first step was to establish common rules for IT asset management, define key processes, determine which information should be tracked for each asset, and assign clear ownership and responsibilities.
Historical data was consolidated from the ERP platform, supplier databases, mobile operator records, hosting providers, and other sources. This was followed by a physical inventory that verified the actual asset landscape, eliminated duplicate records, and consolidated all information into a single, trusted dataset.
During the project, MOL Group auditors conducted an internal audit focused on IT asset management. Their constructive feedback helped refine processes before the final rollout. At the same time, ALVAO successfully completed the group's cybersecurity assessment and was approved for use across the organization.
Following a successful deployment at headquarters, the solution was extended to all 300 service stations. The external service partner responsible for on-site installations, repairs, and equipment replacements was also integrated into the standardized process.
Results
The most important outcome was not the implementation of a new solution, but gaining control over IT asset management. The benefits can be seen in better data quality, more efficient processes, improved asset visibility, and stronger decision-making capabilities.
Single Source of Truth: Today, all information about IT assets is available in one place and shared across IT, Finance, and the external service partner. Time-consuming searches through multiple records are no longer necessary, and everyone works with the same verified information.
Standardized Lifecycle Management: IT asset management now follows a clearly defined lifecycle process, from procurement and registration through user assignment, inventory checks, maintenance, refresh planning, and environmentally responsible disposal. Access to critical information is no longer dependent on individual knowledge or experience.
Reduced Administrative Work: Electronic inventory processes have significantly reduced the effort required to maintain accurate records. Reporting and device refresh planning, which previously took hours or days, now take just minutes. Consistent data has also improved collaboration between IT, Finance, and management.
Better Control Across the Service Station Network: The improvements are especially noticeable across MOL’s network of 300 service stations. Thanks to centralized asset records, the IT team can track device movements between warehouses, service partners, and individual locations. They also have visibility into spare device availability and warranty repair utilization.
As Ladislav Olejník explains, the IT team is no longer dependent solely on information provided by external service partners. They can continuously verify data themselves, resulting in better control of company assets, greater transparency of delivered services, and more reliable information for decision-making.
Results at a Glance
- 95% Faster Reporting
- Automation reduced report preparation time from hours or days to just a few minutes, saving approximately one man-day of administrative work every month.
- 100% of Newly Purchased IT Assets Managed Electronically
- All newly acquired IT assets are now recorded digitally, eliminating paper-based records and documentation.
- 70–90% Faster Audit Preparation
- Complete asset history and lifecycle records significantly accelerate the preparation of materials for both internal and external audits.
Conclusion
Successful IT Asset Management is about much more than implementing a tool. The real value comes from combining trusted data, well-defined processes, and a solution that supports them over the long term. With ALVAO, MOL Czech Republic gained control over its IT assets and established a foundation for continuous improvement in IT asset lifecycle management.
Interested in the MOL story? Let's talk about how ALVAO can help you gain the same level of control and visibility over your IT assets.
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