Manage IT Equipment Distribution Digitally with Matrix42 and COSYS

This is where an ITSM system such as Matrix42 can be connected with the physical logistics processes managed by COSYS. While Matrix42 handles the service request or ticket, COSYS can digitally manage the subsequent movement and handover of the equipment.

When an IT Ticket Becomes a Physical Order

If an employee requests a laptop via Matrix42, for example, the organisational steps of the IT process are initiated within the system. Once the request has been approved, the relevant information needs to reach the operational equipment distribution process. Via an interface, order, recipient and device data could be transferred to COSYS. COSYS solutions support integration into existing system environments via APIs and other interfaces.

The digital request then becomes a specific physical order. The required IT asset is identified in the store, assigned to the order and prepared for issue. For organisations with multiple buildings, large corporate campuses or several sites, an internal transport process may then be required. Instead of coordinating handovers by email, verbal communication or separate Excel spreadsheets, the device’s journey can be documented as a digital transport process.

Internal Transport Connects IT Stores, Sites and Equipment Distribution

Internal transport (IBT) provides the link between inventory and recipient. A laptop, for example, can be removed from a central IT store, prepared for a specific site and transported to a decentralised collection point. Scans at defined process stages document which asset has left its storage location and where it has been sent.

This is particularly important for organisations managing large device inventories. In asset management, knowing that a notebook belongs to the company’s inventory is not enough. IT teams also need to know where the device is currently located, which employee it is intended for and whether the handover has already taken place. COSYS Asset Tracking records processes such as goods receipt, goods issue, transfers, equipment issue and returns, while providing a central overview of asset movements in the COSYS WebDesk.

Smart Lockers Turn Equipment Handover into IT Self-Service

If employees have to wait for an available appointment with the IT team to collect their equipment, a manual bottleneck remains despite the digital ordering process. A COSYS Smart Locker can decouple this final process stage from IT staff availability. The prepared device is placed in a reserved compartment and the authorised employee can collect it independently.

COSYS Smart Lockers support various access methods, including PIN, QR code, NFC and scanning. Compartment occupancy and access can also be documented digitally, while different compartment sizes accommodate different types of IT assets. This turns IT self-service into an end-to-end process, from the initial request through to physical collection.

A bidirectional integration could also be useful. Once the device has been successfully collected, the status of the physical process could be returned to the primary ITSM system via a suitable interface. The ticket would therefore no longer exist independently of the actual movement of the asset but could reflect the successful completion of the physical handover.

Process Analysis Reveals Bottlenecks Between Ticket and Handover

The data generated becomes particularly valuable when organisations analyse the entire process rather than simply tracking individual devices. COSYS Business Intelligence and process data analysis can show, for example, how long orders take between preparation and handover, where waiting times occur or how heavily individual Smart Lockers and locations are being used. Smart Locker data can also be analysed in terms of compartment utilisation, occupancy periods, throughput times and usage patterns.

Digitalisation therefore provides more than a current status. It creates a reliable data basis for continuously improving IT equipment distribution across multiple locations and planning capacities more effectively.

From Digital Request to Documented Equipment Handover

The real benefit is not about replacing Matrix42 or another ITSM system. It comes from connecting the digital service process with physical intralogistics. COSYS can support the operational side with modular software for asset management and internal transport, mobile data capture, Smart Lockers, suitable hardware, mobile device services, COSYS MDM, Business Intelligence and process analysis.

For organisations with large IT inventories and multiple sites, this approach can turn isolated process steps into an end-to-end equipment distribution workflow. If you would like to explore how your existing ITSM processes, internal transport routes and automated collection points could work together, discuss your individual requirements with COSYS at vertrieb@cosys.de or +49 5062 900 0.