Zero-gap asset management: Why governance is the missing link

When it comes to asset management, more can mean better when it’s managed well. Without the right approach, it just means more. More devices, more moving parts, more problems to solve.

Even the best tools to track your assets only take you so far. Your organization still needs a way to deploy the devices, update them, and respond to problems that arise. Devices go missing, duplicates get ordered, updates don’t make it into the database, tickets get overlooked. These common challenges highlight exactly where strong governance makes the biggest difference, turning potential chaos into coordinated action.

Organizations regularly overlook the importance of governance in asset management. They treat technology investments as add-ons rather than an ecosystem. Forward-thinking leaders are making significant technological investments to keep up with the speed and scale of innovation. But only organizations with a robust asset management program see a return on those investments. What is their secret? Governance.

Why asset management tools can create a false sense of progress

It’s easy to become over-reliant on systems such as CMDBs and tracking tools, assuming everything is under control because you can easily look up an individual asset. But in a large organization, the real problems often come from the items you don’t know you’re missing.

Unisys worked with one global enterprise that had invested in a wide range of asset management systems: a CMDB, OEM portals, procurement systems, service management tools, and disposal and donations services. Despite this, the organization still faced major inaccuracies that led to a stock gap of 2,087 missing devices — nearly 14 percent of the total inventory. The company was actively modernizing, but it wasn’t seeing the progress it was paying for. The issue was not a visionary or technical one. It was a governance problem. It didn’t matter how many systems the organization had when they weren’t working together.

What is the governance gap, and why does it matter?

A governance gap is a system breakdown that occurs when ownership is unclear, accountability is weak, and teams are not aligned. When roles and responsibilities aren’t well-defined, teams may assume someone else is handling a task. Issues may be noticed but not resolved for long periods of time. Without clear goals, processes, and oversight, even when tasks are completed, results may fall short of compliance standards or undermine other processes.

In this organization’s case, ambiguous responsibilities led to misaligned priorities and breakdowns in communication across departments. This surfaced in monthly audits that repeatedly flagged missing devices, incorrect or missing serial numbers, and other asset discrepancies. The problems were being logged, but they were not efficiently escalated, assigned, or resolved. The result: rising compliance risks and financial losses such as lost assets, redundant procurement, inefficient onboarding, emergency costs, and unnecessary surplus. The governance gap was becoming more expensive to keep than to fix.

How leadership engagement powers change

Governance is a leadership responsibility. No matter how well teams apply themselves to their assumed roles or how often technology is used, one governance gap can undermine the system. Governance gaps are operational, not just technical, and must be addressed from the top down.

When senior leadership at the organization recognized that asset management was a critical business risk beyond technical or compliance concerns, they were able to drive the necessary operational, procedural, and cultural changes. They shifted their perception of asset management from isolated operational issues to systemic governance deficiencies.

What redefining success with a zero-gap standard looks like

Many organizations tolerate asset gaps as inevitable, which is understandable when management is siloed and reactive. But zero asset discrepancy isn’t an unrealistic goal, especially when it’s backed by organization-wide governance practices.

In the organization’s case, monthly audits were redesigned to provide real-time insights into asset movements and compliance, rather than just listing what was missing. Clear roles and responsibilities were assigned, reinforced by cross-team accountability. Stronger governance frameworks ensured alignment with asset management best practices and compliance requirements. The result was a cultural shift from reactive fixes to proactive management, anchored by a new zero-gap standard.

What makes governance stand the test of time

Long-term governance is rooted in daily operations and continuous, actionable insights. That includes tools like real-time dashboards that give teams visibility into where issues originate, how they spread, and what to do next. Multi-source data integration is also an essential element: bringing OEM portals, procurement platforms, and service systems under one roof reinforces accountability and reduces unforeseen risks.

By implementing these changes, one organization improved CMDB accuracy from 83 percent to 92 percent, proving that governance is sustained through data accountability and process ownership rather than technology alone.

How to close your governance gap

Governance gaps are not uncommon. Most organizations tolerate significant asset management losses because they misdiagnose them as technical concerns or assume they’re unavoidable. But these gaps are fixable when you take active steps:

• Acknowledge systemic issues rather than focusing on one-time fixes
• Involve leadership early to make operations-level shifts
• Clarify cross-functional roles and reinforce accountability
• Automate compliance monitoring for more efficiency
• Track progress with real-time, data-driven metrics

Zero-gap asset management is realistic with the right governance. Yes, there will always be some unforeseen events, but if you have measures to mitigate risk and intervene early, you can get very close to zero.

Achieving the zero-gap standard in your organization

Governance is often the unseen variable in successful asset management, especially in organizations with many moving parts. Tools like CMDBs are effective, but only within strong accountability structures. Remember the large organization with the 14 percent asset gap? Existing audits and tools were not enough, but within 90 days of implementing leadership-driven governance measures, the organization reduced its inventory shortfall by 50 percent. Change is possible if you plan for it.

Contact our experts to learn how Unisys can help close the governance gap in your organization.