CMDB Definition, Benefits, And Best Practices

Melisa Wrobel August 3, 2023
- 11 min read

Managing and maintaining a complex IT infrastructure throughout an organization is no small feat. If this is your case, implementing a CMDB (Configuration Management Database) to support your IT Asset Management strategy will make a big difference. 

In a nutshell, a CMDB is at the core of the ITIL Configuration Management process since it enables you to capture a larger number of Configuration Items (CIs), their interdependencies, and any possible changes they might face.

In the following article, we will look into how the CMDB functions as a centralized repository for assets and its ability to both visualize and lay out the IT landscape and its intricacies. Furthermore, we will show you how you can implement it with InvGate Insight – our IT Asset Management (ITAM) tool.

Join us as we uncover its power and discover how it can revolutionize your organization's IT operations!



CMDB definition

A Configuration Management Database is a centralized repository that stores information about the CIs within an organization's IT infrastructure. To do so, it acts as a comprehensive visual map of all hardware, software, network components, applications, and their interdependencies. 

By providing a holistic view of the IT environment, the CMDB enables organizations to better understand the impact of changes, troubleshoot incidents, perform accurate Asset Management, and plan for future enhancements.

It also serves as a great component of IT Service Management (ITSM) as it helps manage and maintain the stability, performance, and availability of IT services. Thanks to it, agents can track and solve incidents in the organization’s IT infrastructure.

CMDB vs. Asset Management

Although CMDB and Asset Management are deeply related concepts, they serve different purposes within an organization. 

The CMDB focuses on capturing and managing configuration data, including how its various components are related. Asset Management, on the other hand, covers tracking and managing an organization’s physical and non-physical CIs throughout their whole lifecycle. It helps keep track of inventory, monitor utilization, and optimize costs. 

As you can see, they both need each other – and as a result, they can overlap and be a bit confusing. Think of ITAM as the catalog of assets a company owns and manages, and the CMDB as the map of how the assets needed to provide a service (or CIs in this case), are connected.

A CMDB is a representation of an organization’s resources and, as such, it can be considered an asset to track and manage in ITAM. This means that the management of the relationships among the components embodied in a CMDB can depend on one person or team. But the tracking of it as a CI is part of Asset Management.


ITIL, the widely adopted framework for ITSM, understands the CMDB as the fundamental part of the Configuration Management process, which involves planning and defining configuration baselines, maintaining accurate records, verifying and auditing configuration data, and ensuring proper change control processes are in place.

The framework establishes that the database should serve as a single source of truth for all configuration information related to an organization's IT services and infrastructure. Hence, it should contain accurate and up-to-date data, including details about configuration items, relationships, dependencies, and attributes. 

It recognizes the CMDB as a critical component of Service Management, providing guidelines for its implementation, maintenance, and utilization to support various ITIL processes and improve overall IT service quality.

By providing the necessary visibility and control over the IT environment, the CMDB also enables organizations to implement Change Management, Incident Management, Problem Management, and Release Management.

Why do you need it? 3 CMDB benefits

Let's explore why companies need a CMDB and the advantages it provides:

  • Visualize the invisible - The visualization of your networks, cloud, and data center environments allows you to understand the intricate connections between components. This makes it easier to identify potential risks, troubleshoot issues, and plan for changes effectively.

  • Support Change and Incident Management - Thanks to its visual map nature, the CMDB allows IT teams to analyze the impact of changes or incidents on the overall service delivery chain. They can identify potential areas of disruption, plan for effective service continuity, and minimize the impact of incidents on business operations.

  • Enhance compliance - The CMDB helps identify any unauthorized or unrecorded changes, as you can check the change log in the infrastructure, enabling IT teams to investigate and rectify them promptly. This capability also ensures that organizations can maintain accurate audit trails, demonstrate compliance, and avoid potential security and regulatory risks.

How does a CMDB work?

Example of a CMDB for Change Management created on InvGate Insight.

A CMDB operates by consuming change information to update CIs: it both captures new CIs and keeps the incorporated ones up to date throughout their lifecycle.

When changes occur in the IT environment, such as the addition of new hardware or software updates, the CMDB consumes change information to update the relevant Configuration Items. This process ensures that the most current and accurate information about the organization's IT assets is reflected.  

By identifying the necessary configuration items and their relationships, it ensures that the design aligns with the organization's infrastructure. Overall, the CMDB becomes a trusted source of information that teams can rely on.

CMDB components

The CMDB incorporates various components that work together to provide a comprehensive understanding of the IT infrastructure. Let's explore them:

  • Record of CIs -This component focuses on capturing the details of each CI within the IT environment. It includes information such as hardware specifications, software versions, network configurations, and other relevant attributes specific to each CI. 

  • Relationships between CIs - CIs within an IT infrastructure are not isolated entities but interact with and depend on one another. The CMDB captures these relationships, establishing a comprehensive view of how CIs are related, dependent, and supportive of each other. 

  • Graphical representation - It offers a visual map of the relationships between CIs, their dependencies, and how they combine to support various services. This serves as a visual aid when looking at the complete IT ecosystem and helps identify potential areas of improvement or risks.

CMDB characteristics

We mentioned that the CMDB is an asset that you can manage as any other. Nevertheless, it possesses characteristics and particularities that contribute to its effectiveness in managing the IT infrastructure and make it different from any other CI:

  • Types of CIs - Each type of component, such as hardware, software, network devices, applications, or databases, requires a unique set of data to accurately represent and manage them. A flexible CMDB should be capable of accommodating the specific data needs of different CI types, ensuring that the information captured is relevant and comprehensive.

  • Discovery and dial-home capabilities -  Discovery mechanisms, including agent-based or agentless approaches, help automatically identify and gather information about CIs in the IT infrastructure. These capabilities not only ensure that CI information remains accurate but also facilitate Compliance Management by keeping organizations aware of unplanned changes and deviations from expected configurations.

  • Integration for Configuration Management - Integration allows for capturing a comprehensive view of the IT environment, including all changes and interdependencies. Moreover, integration improves the user experience for application development teams and infrastructure owners. By integrating with their existing processes and preferred tools, the CMDB becomes more readily adopted and seamlessly incorporated into their workflows.

  • Autonomy and automation - A valuable characteristic of a CMDB is the ability to add notifications, reports, and other automation features. This autonomy allows users to customize the CMDB according to their specific needs and priorities. Notifications and alerts can be configured to inform stakeholders when changes or events occur that impact the items they care about the most. 

3 CMDB challenges

While a CMDB brings significant benefits to organizations, there are several challenges associated with its implementation and usage:

  • Letting go of completeness - A CMDB that encompasses every single configuration item and its relationships is often unrealistic and impractical. Focusing on capturing critical and valuable information becomes essential for effectively managing a CMDB.

  • Defining the scope - In line with the previous challenge, it is important to strike a balance between including relevant configuration items and avoiding unnecessary efforts to track insignificant components. Clearly defining the scope ensures that the CMDB provides meaningful insights without becoming burdensome to maintain.

  • Maintaining data quality - If inaccurate, incomplete, or outdated information is entered into the CMDB, it will undermine the usefulness and reliability of the data it provides. To overcome this challenge, InvGate Service Desk counts with automation and monitoring tools to establish regular data validation and verification.

CMDB implementation best practices

Implementing a Configuration Management Database requires careful planning and execution. To ensure a successful implementation, consider the following CMDB best practices:

  1. Start with a focused approach - Begin the CMDB implementation by focusing on one service or a specific segment of your infrastructure. By starting small and gradually expanding, you can gain valuable insights, address challenges, and refine your implementation approach. This incremental approach allows for better control and reduces the risk of overwhelming resources.

  2. Emphasize adoption and usability - Encourage users and IT staff to actively participate and take ownership of their CIs. Focus on making the CMDB user-friendly and intuitive, providing clear benefits for users to keep their CIs up to date. When people find the CMDB useful and easy to work with, they are more likely to embrace it and contribute to its accuracy and completeness.

  3. Assign ownership - Assign ownership responsibilities for the CMDB ensures that there are designated individuals or teams who are accountable for the accuracy and maintenance of the Business Application and have the contextual knowledge to provide information when needed. 

  4. Integrate it with Change Management processes - Changes implemented within the IT infrastructure should be reflected in the CMDB, providing snapshots of the CI state before, during, and after the change. This integration provides an objective view of the change process and enables accurate reporting and analysis. 

Using InvGate Insight as your CMDB software

You can’t build a CMDB without the right tool. And, although the process has its complexities, with some key concepts and procedures in mind it is much easier. 

InvGate Insight includes a robust CMDB feature through its Business Application entity. Business Applications represent a group of related CIs, allowing you to identify trends, patterns, and outliers in your IT environment.

The CMDB section and associated CIs provide an overview of all Business Applications created. It also offers a comprehensive chart, where users can view statistics, relationships, requests, activity history, and other vital information. 

To make the creation process easier to asset managers, it counts with an intuitive diagram editor, allowing users to visually represent the relationships between CIs within a Business Application. 

Additionally, InvGate Insight supports relationship criticality levels, distinguishing relationships based on their importance. This feature aids in identifying critical dependencies and prioritizing management efforts. 

The other key feature in InvGate Insght’s CMDB is that it provides the history of all changes made in the Business Application. This is extremely useful for performing Change Management, as you can have all the changes documented. And also comes it is very handy in Problem Management, revising if there were any dark spots that agents might miss when performing the change and are causing a major incident.


The CMDB is a critical tool for organizations seeking to efficiently understand and manage their IT infrastructure. Through its implementation, you can gain the ability to visualize your IT landscape, track the status and details of CIs, and understand the relationships between various components. This comprehensive perspective enables proactive problem resolution, effective Change Management, and streamlined service design.

In conclusion, a well-implemented CMDB con empowers your organization with accurate and up-to-date information about your IT infrastructure, leading to improved decision-making, reduced downtime, and enhanced service delivery. 

To start implementing a CMDB with InvGate Insight, ask for a 30-day free trial!

Frequently Asked Questions

What is a CI in CMDB?

A CI in a CMDB refers to a distinct element within an organization's IT infrastructure. They are the building blocks of a CMDB and are recorded with their attributes, relationships, and dependencies to provide a comprehensive view of the IT landscape.

What is a CMDB used for?

A CMDB is used as a centralized repository that stores information about the CIs within an organization's IT infrastructure and enables organizations to effectively manage and maintain the stability, performance, and availability of IT services.  It provides a comprehensive understanding of the IT environment, its interdependencies, and assists in decision-making, troubleshooting, and planning.

Who is responsible for the CMDB?

The specific ownership and responsibility may vary depending on the organization's structure and policies. Generally, there is a designated team or individual, such as a Configuration Manager or CMDB Administrator, who oversees the management, maintenance, and accuracy of the CMDB. 

Is CMDB an asset inventory?

While a CMDB can contain asset-related information, it is not solely an asset inventory. Its purpose goes beyond asset tracking, aiming to provide a comprehensive view of the IT environment, its relationships, and supporting IT service management processes.

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