Most IT teams struggle with fragmented asset information, manual processes, and limited visibility. Following a major acquisition, Element U.S. & Defense — a leading government contractor specializing in engineering and testing for space and defense — faced these exact challenges.
Due to NIST 800-171 compliance requirements, their IT team urgently needed to consolidate both Asset Management and Service Management, streamline service support processes, and eliminate inefficient manual practices.
To effectively manage this complexity and compliance demand, the team turned to InvGate Service Management and InvGate Asset Management.
Read the full success story
Download case study
The starting point
Before implementing InvGate’s solutions in early 2024, Element U.S. & Defense managed asset data across scattered spreadsheets, Microsoft Intune, and Microsoft Entra without a centralized system.
This created major headaches: no clear ownership rules, inconsistent asset naming, outdated software, and no visibility into asset lifecycles.
Provisioning new assets was painfully slow (taking up to 30 days) and IT support operated from a shared inbox without clear Service Level Agreements (SLAs), accountability, or metrics.
Implementing a better support system
The Element U.S. & Defense team moved decisively, implementing both InvGate Asset Management and InvGate Service Management in early 2024. Here’s how they transformed their operations:
- Unified inventory: Creating a unified inventory allowed Element U.S. & Defense to normalize and centralize 1,700 assets across six facilities, standardizing asset names, ownership, and lifecycle tracking.
- Asset Lifecycle Management: A well-designed Asset Lifecycle Management process allowed the team to create and automate decommissioning rules, retiring unused assets after 30 days of inactivity with no assigned owner.
- Smart tagging: Using smart tagging allowed the team to categorize assets by software approval, data acquisition needs, shared usage, and security compliance.
- Software and patch tracking: Increased software update coverage from just 55% to an impressive 95%, and completed a critical Windows 11 migration within only 45 days.
- ITAM and ITSM integration: Connected Asset Management and Service Management tools, creating seamless workflows for provisioning, onboarding, approvals, and audits, greatly reducing delays and tool silos.
- Automated provisioning workflows: Streamlined asset provisioning, cutting cycle time from 30 days down to one week through automated workflows for user creation, permissions, and device delivery.
- Custom dashboards: Developed dedicated dashboards for HR and IT, providing real-time tracking of agent performance, SLAs, and request statuses.
- Comprehensive CMDB: Building a comprehensive Configuration Management Database (CMDB) enabled detailed relationship mapping for critical business applications such as D365 and Azure, supporting impact analysis and change tracking.
Real-world results
The impact was immediate and profound:
- Software updates surged: 95% of the software was updated across 1,700 assets.
- Centralized inventory: Built a centralized inventory with more than 1,700 assets.
- Provisioning efficiency: Cut provisioning cycles dramatically, from 30 days to just one week.
What we can learn from Element U.S. & Defense’s success
Element U.S. & Defense's transformation illustrates critical takeaways for organizations pursuing compliance and efficiency:
- Unify and centralize: Consolidate fragmented systems into one integrated platform to eliminate confusion and inefficiencies.
- Automate aggressively: Replace manual, repetitive processes with automated workflows to significantly boost productivity and accuracy.
- Prioritize visibility and control: Implement tools that provide real-time insights and clear ownership, essential for compliance and operational excellence.
With InvGate’s help, Element U.S. & Defense not only achieved compliance but created a foundation for sustainable growth and operational excellence.
Want to see similar results? Start your 30-day free trial and explore what InvGate can do for your organization.
