PDS Customer Story

From Guesswork to Governance:

How PDS Health Took Control of Their IT Assets with Oomnitza

25%
Cost Savings Managing Assets

160
Hours Saved Per Month

30%
More Assets Discovered

“

The biggest benefit we derive from Oomnitza is
lifecycle management - understanding assets
from purchase all the way to decommissioning.
Forecasting for refreshes and renewals in the
past was a big estimation game. Now, we're
able to accurately predict what we need to
refresh and renew next year and even plan 5
years down the line.

Nemi George,
VP, Information Security Officer & IT Operations
Pacific Dental Health

Business Profile

Industry
Healthcare

Employees
10,000+

Annual Revenue
$2 billion (2022)

Endpoints years down the line.

Endpoints
60,000

Locations
1,000 dental offices

About Pacific Dental

Services (PDS)

Pacific Dental Services is a national dental services
organization that provides business and technology
support to about a thousand dental offices in 24
states. They have pioneered the concept of modern
dentistry to equip dentists with the latest proven
technology, the best operational practices and
procedures, and highly skilled support staff. This
allows PDS-supported dentists the ability to focus on
doing dentistry and providing patients the best
experience.

PDS has been on the Inc. 5000 list of the fastest
growing private companies in America 14 times,
exceeding cumulative revenues of over $2 Billion in
2022. The essence of their business model is simple:
enabling clinicians to focus more on the patient and
worry less about the business.

From Siloed Databases to Eyes on Everything

As one of the fastest growing private companies in
the U.S., Pacific Dental was looking for a way to
increase governance around asset management for
nearly 1,000 dental offices. They needed a way to
gain an accurate, comprehensive view into their
60,000 assets and establish a single source of truth.
Without stronger lifecycle management capabilities,
they couldn’t proactively combat issues related to
forecasting, license compliance, security
on/offboarding, and service delivery efficiency.

PDS decided to tackle their challenges with
Oomnitza’s modern IT asset management (ITAM)
solution because it went “beyond ITAM”, didn’t
require another agent on their endpoints, and
provided a low-code/no-code platform.

With Oomnitza, PDS discovered 30% more
endpoints than they thought they had. They used
over 175 workflows to improve IT efficiency by
automating processes pertaining to refresh
forecasting, license compliance, security gap
assessment, service desk efficiency and user
experience, saving over 160 hours per month.

They have gone from relying on siloed, point-in-time
databases that were out-of-date to having
eyes on everything. They are now able to manage
the end-to-end lifecycle of hardware and software
technology assets from procurement to disposal.
By using Oomnitza, PDS has improved asset
utilization and reuse, curbing wasteful spending
and achieving cost savings of over 25% from
managing their technology assets.

Navigating the Challenges of Technology Management During Hyper Growth

Founded in 1994, Pacific Dental Services partners with
dentists and clinicians to provide business and
technology support to nearly a thousand dental
practices across 24 states. Their rapid growth, coupled
with a wide variety of technology and 60,000 devices
spread across a large number of locations, made
technology management a daunting task.

Prior to deploying Oomnitza, the environment at PDS
consisted of multiple management systems, different
sources of truth and siloed asset management tools
that could not be updated easily without massive
manual effort. There was no way to understand whether
assets were still there or not or know their current
location and usage. On top of that, accounting still
needed a way to easily reconcile against their fixed
assets module. This lack of governance around asset
management created a host of challenges.

A Lack of Visibility into Assets

Despite utilizing some legacy hardware and software
asset management tools, PDS still needed a way to
correlate all the data about their technology assets in one
place. Each tool delivered totally different views and
results, depending on whether devices were online,
offline, on-prem, or remote, as well as other
characteristics that were ever-changing in today’s
dynamic environments. They needed a solution that
could give them true visibility of their technology assets
irrespective of these dynamics.

Inadequate Lifecycle Management

PDS had a point-in-time approach to managing assets.
When new offices opened, devices were assigned to it
and recorded in a static database.

“

didn't have clear visibility of Technology Management

Before Oomnitza, we really
didn't have clear visibility
into our assets. We used
different tools and were not
able to correlate all the data
about our assets in one
place. Depending upon what
tool we were looking at, we
got a totally different view,
a totally different result.

Nemi George,
VP, Information
Security Officer & IT Operations
Pacific Dental Health

They didn’t have the processes and technology to
update the state, location, users, and other attributes
of assets over time.

Assets were purchased in bulk and assigned, without
any ability to monitor how they were transferred and
used by different entities and locations within their
business. This left PDS without a way to track
upcoming end-of-warranty or end-of-life dates for
business planning.

Inaccurate Forecasting and Budgeting

Forecasting in the past was a big estimation game.
PDS saw an opportunity to better understand device
status—identifying which assets were approaching
end-of-life, which were candidates for refresh, and
which could be reused across offices or business
entities.

On the software side, they wanted to gain a clear
picture on what they had installed vs. licensed, and
further breakdown license allocation across locations,
and usage trends to access more accurate
forecasting, streamlined renewals, and more informed
budgeting decisions–instead of relying on best guess
efforts like they previously depended on.

Security and Compliance Issues

PDS needed a way to monitor their assets, not just
from an accounting perspective, but also from a
security standpoint. As it stood, they didn’t have
up-to-date information about asset state, what OS
version and applications they were running, and
whether they were still using any devices, OS, and
application versions that were reaching their end of
support life. They also sought to ensure that their
endpoint agents were installed, up-to-date, correctly
configured and running on all devices, creating
security exposures and compliance gaps.

Challenges

PDS wanted to elevate their asset
management strategy for increased
visibility and control. By improving their
governance, they aimed to:

Establish a single source of truth and
gain a comprehensive, holistic view
of their 60,000 assets

Enable end-to-end lifecycle
management, from forecasting to
disposal

Transition from a guesswork
approach to data-driven model,
optimizing spend and reducing
waste

Strengthen security to cover the
exposure gaps left by agents and
end-of-life OSes and applications

Modernizing Operations with Object-Centric Asset Management

PDS decided that they needed a modern approach
to asset management to address their multiple use
cases –from visibility and lifecycle management to
improved procurement forecasting, security, IT
service efficiency and user experience.

They were attracted to Oomnitza’s Modern ITAM
solution because it went “beyond ITAM”. In addition
to asset visibility and inventory management
capabilities, Oomnitza provided the capabilities to
automate IT workflows for license compliance,
security gap assessment, technology lifecycle
management, refresh forecasting, and more.

Oomnitza also didn’t require another agent on their
endpoints–a standout benefit compared to other
providers. This was especially important in an
environment with a mix of IT and clinical devices,
where some devices just can’t take an agent or
don’t have enough resources for additional agents.

Using Oomnitza’s agentless approach and out-of-the-box integrations, PDS was able to correlate
data from their existing endpoint management and
security tools, such as Jamf, SCCM, and Tanium, into
a single system of record. They could get a full
picture of their technology environment, generate
the reports they need, and run workflows on top of
this single source of truth.

Pacific Dental Services also loved Oomnitza’s low-code/no-code platform. Unlike some other
solutions that require engineer-level resources to
build workflows and customize the platform, PDS is
able to use the 1500+ built-in presets and the drag-and-drop interface to quickly configure Oomnitza
for their environment and automate processes.

It was easy to get started and achieve tangible
outcomes rapidly, yet provided them with the
flexibility to extend the tool with custom fields
and workflows as they delved into more
advanced use cases.

Once PDS deployed Oomnitza, they discovered
30% more endpoints than what they thought
they had. Oomnitza now manages their 60,000+
technology assets across a thousand PDS
locations–from end-user laptops, desktops,
tablets and mobile devices to servers, access
points, switches, virtual machines, payment
devices, and more. They use over 175 workflows
to automate processes pertaining to refresh
forecasting, software license compliance and
renewals, security, service desk efficiency, and
user experience.

“

Oomnitza's approach of
being agentless has allowed
us to pull data from multiple
sources and leverage all the
agents that we already have
in a clinical environment,
instead of having to deploy
an additional agent. We're
able to correlate all this
information into one tool and
get the reports we need for
procurement, security,
compliance, and even tax
regulations.

procurement, security, code/no-code platform. Unlike some other

Logan Cook,
Senior Manager, IT
Asset Management & Procurement
Pacific Dental Health

Game-Changing Outcomes

PDS went from relying on siloed, point-in-time databases
that were out-of-date to having eyes on everything. They
are now able to manage the end-to-end lifecycle of
hardware and software technology assets from
procurement to disposal.

They’ve utilized Oomnitza to improve asset utilization and
reuse, curbing wasteful expenditure and achieving cost
savings of over 25% from managing their technology
assets. PDS has also improved IT efficiency by automating
tasks pertaining to forecasting, security, compliance, and
offboarding, saving over 160 hours per month.

Precise Refresh Forecasting and Budgeting

PDS has transformed its procurement-to-refresh asset
lifecycle management with Oomnitza. With up-to-date
information about end-of-warranty and end-of-life dates,
they are able to time their refreshes effectively, forecast
accurately for next year and create 5-year plans.

Managing scenarios, such as the upcoming Windows 10
end-of-support life, has gone from being a chaotic exercise
to a breeze. They are also able to relate this information to
their accounting fixed assets and understand the
depreciation cycle and financial impact.

Security Coverage Gaps and Controls Assessment

PDS is also able to distinctly use Oomnitza’s agentless
architecture as a security validation tool.

Oomnitza serves as a gatekeeper to make sure that the
suite of security agents they want deployed across their
environment are actually deployed, running the correct
configuration, communicating with their management
platforms, and are protected by the most recent
security updates installed. This enables them to
identify coverage gaps and remediate issues in a
timely manner.

Improved Endpoint Recovery

During Offboarding

Oomnitza has been instrumental in helping PDS
significantly improve their recovery rates for assets
during employee offboarding. Oomnitza’s integration
with Workday enables them to get a complete report
on equipment to be recovered when employees
depart, and the workflow automations streamline
tasks to be completed by different teams for asset
recovery.

With Oomnitza’s survey feature, PDS is implementing
a new process for end users to acknowledge receiving
assets which will further assist IT, HR, and legal in
asset recovery.

Service Desk and User

Experience Improvement

PDS now uses the integration between Oomnitza and
Freshservice to improve service delivery efficiency and
user experience.

Their service desk technicians are able to get a user’s
asset information at their fingertips, understand device
and software specifications, and reduce back-and-forth
questions with end users to investigate and triage
issues. They can also get insight into past issues for
each asset and make appropriate resolution decisions
so that end users can focus on their work instead of
being impacted by delays.

Establishing the Foundation for Audit Compliance

As part of their journey into offering medical services,
PDS is preparing for stricter audit certifications, such
as compliance with HIPAA, ISO 27001, and
healthcare IT mandates.

At the heart of all these frameworks is a solid
understanding of hardware and software assets:
endpoints, OSes and applications running in the
environment, legacy systems, and upcoming end-of-life
dates. Oomnitza acts as a core part of PDS’s
compliance and certification efforts, providing
inventory control.

Software Management and License Compliance

With Oomnitza, PDS is managing the lifecycle of their
desktop software and SaaS more effectively. They
have complete insight into which endpoints and users
have software installed, license allocation and usage
across locations, and installed vs. licensed metrics.

There is no guesswork or manual effort required
when their software vendors request license audits.
They are able to provide reports directly from
Oomnitza that show usage vs. licensed metrics.
Oomnitza has helped them streamline their renewals
and true-ups immensely.

“

With Oomnitza, we went from not knowing where everything was
or what everything was, to actually having eyes on all assets. After
deployment, we ended up discovering about 30% more assets that
we didn't know were in our environment. This visibility is priceless.

Logan Cook
Senior Manager, IT Asset Management & Procurement
Pacific Dental Health

Learn more at oomnitza.com