Microsoft Admin Centers as an ITAM Data Source
Mart Dufifie
Management Summary
IT Asset Management (ITAM) has long since moved beyond the realm of Excel spreadsheets. Organizations now operate in an environment increasingly defined by cloud, subscriptions, and security risks. Within this landscape, almost every organization already possesses a wealth of data through Microsoft’s management centers: Entra ID, Intune, and Defender. These data sources are often used for operational purposes, but their strategic potential remains largely untapped.
By leveraging these sources effectively, ITAM can evolve from a reactive practice into a strategic partner for the business. By providing insight into who uses which Microsoft license, on which device, and whether this usage is secure and compliant, a complete picture emerges that directly contributes to decision-making regarding cost, risk, and value. This is not about adding yet another tool—but about using what already exists more intelligently.
ITAM in a Changing Landscape
The role of ITAM has changed significantly over the past decade. Where the focus used to be on license management, audit risk mitigation, and contract compliance, the emphasis has now shifted toward cost optimization, IT risk management, and digital agility. Organizations increasingly expect ITAM to demonstrate where investments deliver returns and where money is being wasted. Meanwhile, the pressure from security and compliance continues to grow. Not knowing which software is running where, or who has access to which resources, is no longer acceptable.
At the same time, organizations often already possess the data needed to gain this insight. Microsoft is the dominant platform for identities, devices, and security in most companies. Yet Entra ID, Intune, and Defender are rarely used as integrated data sources for ITAM. As a result, valuable information remains fragmented across various management portals, forcing ITAM to rely on manual exports and isolated tools. Consequently, improvements are often only realized after investing in specialized ITAM software.
The Microsoft Ecosystem as an ITAM Data Source
Microsoft’s three main management centers are each valuable on their own, but their true potential lies in integration.
Entra ID shows who the users are, which groups and roles they have, and which licenses they’ve been assigned. It tells you who has access to which resources and provides reports on actual cloud service usage.
Intune registers devices and applications. It offers insight into hardware details, software inventory, and compliance with policies—making it a current and reliable source for IT asset lifecycle management.
Defender for Endpoint adds a critical layer: the security status of devices and applications. It identifies vulnerabilities and outdated software, and provides a risk level that directly integrates with Intune and Entra.
Together, these three portals answer the questions that matter most for ITAM: who uses what, on which device, and is it secure and compliant?
From Puzzle Pieces to a Complete Picture
As long as these management centers are used in isolation, their value remains limited to their own silos. IAM specialists see users and permissions, device managers see hardware and apps, and security officers see vulnerabilities. For most stakeholders, this fragmented view is insufficient. They want to know: what are the costs, where are the risks, and how do these costs contribute to our business goals?
The strategic value of ITAM lies precisely in connecting the data. By analyzing data from Entra ID, Intune, and Defender in an integrated way, a complete overview emerges. This enables IT Asset Managers not only to report on license positions but also to advise on optimization, lifecycle management, and risk control.
Putting It into Practice
Effectively leveraging this data does not begin with technology but with understanding where information comes from and who is responsible for it. An effective approach starts with mapping the existing data flows between Entra ID, Intune, and Defender. Which data is already available? What is duplicated? Who manages it? By visualizing this, organizations can identify where the biggest opportunities for process improvement lie.
Many organizations discover that relatively simple exports or Power BI reports can already provide a solid foundation. These can link license usage, software installations, and IT security status. From there, governance becomes key—clear agreements on who provides data, how it’s interpreted, and how deviations are handled. ITAM can take the lead by connecting these data sources and translating them into actionable insights for stakeholders.
Mature ITAM governance ensures that data becomes reliable, reports gain value, and improvements can be sustained. This creates a rhythm of continuous measurement, adjustment, and review.
Practical Examples
In day-to-day ITAM work, this shift broadens the role significantly. It’s no longer just about tracking IT assets but about delivering insights that directly support strategic decisions. A few examples illustrate this.
An organization sees that dozens of Project licenses have been assigned via Entra ID, yet usage in the M365 reports is virtually zero. Intune also shows that the desktop application is installed on only a handful of devices. For IT Asset Managers, this is a clear signal: significant savings can be achieved without impacting operations.
Another example combines Intune and Defender data. Intune shows which devices are still running older versions of Windows. Defender confirms that these systems have a higher risk level due to known vulnerabilities. ITAM can use this information to propose accelerating Windows upgrades or replacing the devices entirely—supported by both compliance and security arguments.
Such insights go beyond traditional license management. They demonstrate how ITAM directly contributes to cost control, risk management, and strategic decision-making.
The IAM-ITAM-Security Triangle
Integrating Entra ID, Intune, and Defender touches the core of a broader organizational collaboration: the triangle between Identity, Asset, and IT Security Management. Each discipline has its own focus but ultimately shares the same goal—maintaining control over digital assets, risks, and costs.
IAM ensures that only authorized users have access to systems and information, and verifies that users are who they claim to be. IT Asset Management ensures that the resources they use are compliant and cost-efficient. IT Security ensures that those resources remain secure throughout their lifecycle. When these three domains are connected through shared data sources, a powerful synergy emerges. ITAM serves as the connecting element—linking user identities, the assets they use, and the associated risks.
By establishing this integration, organizations become more agile—not only because incidents and risks are identified faster, but also because investment, migration, and licensing decisions are based on a single, shared dataset. This makes the IAM–ITAM–Security triangle not just an operational model but a strategic instrument.
Collaboration Is Key
The greatest challenge lies not in technology but in organization. The data is available—but often isolated. IT Asset Managers must be willing to actively collaborate with IAM specialists, device managers, and security officers. By forging these connections, it becomes possible to combine information into a narrative relevant to stakeholders at every level.
That’s why it’s essential for ITAM to learn to speak the language of the CISO, finance teams, and management. Only then can the true value of Microsoft’s management data be fully realized.
IT Asset Management (ITAM) has long since moved beyond the realm of Excel spreadsheets. Organizations now operate in an environment increasingly defined by cloud, subscriptions, and security risks. Within this landscape, almost every organization already possesses a wealth of data through Microsoft’s management centers: Entra ID, Intune, and Defender. These data sources are often used for operational purposes, but their strategic potential remains largely untapped.
By leveraging these sources effectively, ITAM can evolve from a reactive practice into a strategic partner for the business. By providing insight into who uses which Microsoft license, on which device, and whether this usage is secure and compliant, a complete picture emerges that directly contributes to decision-making regarding cost, risk, and value. This is not about adding yet another tool—but about using what already exists more intelligently.
ITAM in a Changing Landscape
The role of ITAM has changed significantly over the past decade. Where the focus used to be on license management, audit risk mitigation, and contract compliance, the emphasis has now shifted toward cost optimization, IT risk management, and digital agility. Organizations increasingly expect ITAM to demonstrate where investments deliver returns and where money is being wasted. Meanwhile, the pressure from security and compliance continues to grow. Not knowing which software is running where, or who has access to which resources, is no longer acceptable.
At the same time, organizations often already possess the data needed to gain this insight. Microsoft is the dominant platform for identities, devices, and security in most companies. Yet Entra ID, Intune, and Defender are rarely used as integrated data sources for ITAM. As a result, valuable information remains fragmented across various management portals, forcing ITAM to rely on manual exports and isolated tools. Consequently, improvements are often only realized after investing in specialized ITAM software.
The Microsoft Ecosystem as an ITAM Data Source
Microsoft’s three main management centers are each valuable on their own, but their true potential lies in integration.
Entra ID shows who the users are, which groups and roles they have, and which licenses they’ve been assigned. It tells you who has access to which resources and provides reports on actual cloud service usage.
Intune registers devices and applications. It offers insight into hardware details, software inventory, and compliance with policies—making it a current and reliable source for IT asset lifecycle management.
Defender for Endpoint adds a critical layer: the security status of devices and applications. It identifies vulnerabilities and outdated software, and provides a risk level that directly integrates with Intune and Entra.
Together, these three portals answer the questions that matter most for ITAM: who uses what, on which device, and is it secure and compliant?
From Puzzle Pieces to a Complete Picture
As long as these management centers are used in isolation, their value remains limited to their own silos. IAM specialists see users and permissions, device managers see hardware and apps, and security officers see vulnerabilities. For most stakeholders, this fragmented view is insufficient. They want to know: what are the costs, where are the risks, and how do these costs contribute to our business goals?
The strategic value of ITAM lies precisely in connecting the data. By analyzing data from Entra ID, Intune, and Defender in an integrated way, a complete overview emerges. This enables IT Asset Managers not only to report on license positions but also to advise on optimization, lifecycle management, and risk control.
Putting It into Practice
Effectively leveraging this data does not begin with technology but with understanding where information comes from and who is responsible for it. An effective approach starts with mapping the existing data flows between Entra ID, Intune, and Defender. Which data is already available? What is duplicated? Who manages it? By visualizing this, organizations can identify where the biggest opportunities for process improvement lie.
Many organizations discover that relatively simple exports or Power BI reports can already provide a solid foundation. These can link license usage, software installations, and IT security status. From there, governance becomes key—clear agreements on who provides data, how it’s interpreted, and how deviations are handled. ITAM can take the lead by connecting these data sources and translating them into actionable insights for stakeholders.
Mature ITAM governance ensures that data becomes reliable, reports gain value, and improvements can be sustained. This creates a rhythm of continuous measurement, adjustment, and review.
Practical Examples
In day-to-day ITAM work, this shift broadens the role significantly. It’s no longer just about tracking IT assets but about delivering insights that directly support strategic decisions. A few examples illustrate this.
An organization sees that dozens of Project licenses have been assigned via Entra ID, yet usage in the M365 reports is virtually zero. Intune also shows that the desktop application is installed on only a handful of devices. For IT Asset Managers, this is a clear signal: significant savings can be achieved without impacting operations.
Another example combines Intune and Defender data. Intune shows which devices are still running older versions of Windows. Defender confirms that these systems have a higher risk level due to known vulnerabilities. ITAM can use this information to propose accelerating Windows upgrades or replacing the devices entirely—supported by both compliance and security arguments.
Such insights go beyond traditional license management. They demonstrate how ITAM directly contributes to cost control, risk management, and strategic decision-making.
The IAM-ITAM-Security Triangle
Integrating Entra ID, Intune, and Defender touches the core of a broader organizational collaboration: the triangle between Identity, Asset, and IT Security Management. Each discipline has its own focus but ultimately shares the same goal—maintaining control over digital assets, risks, and costs.
IAM ensures that only authorized users have access to systems and information, and verifies that users are who they claim to be. IT Asset Management ensures that the resources they use are compliant and cost-efficient. IT Security ensures that those resources remain secure throughout their lifecycle. When these three domains are connected through shared data sources, a powerful synergy emerges. ITAM serves as the connecting element—linking user identities, the assets they use, and the associated risks.
By establishing this integration, organizations become more agile—not only because incidents and risks are identified faster, but also because investment, migration, and licensing decisions are based on a single, shared dataset. This makes the IAM–ITAM–Security triangle not just an operational model but a strategic instrument.
Collaboration Is Key
The greatest challenge lies not in technology but in organization. The data is available—but often isolated. IT Asset Managers must be willing to actively collaborate with IAM specialists, device managers, and security officers. By forging these connections, it becomes possible to combine information into a narrative relevant to stakeholders at every level.
That’s why it’s essential for ITAM to learn to speak the language of the CISO, finance teams, and management. Only then can the true value of Microsoft’s management data be fully realized.
Conclusion
The strategic value of ITAM within the Microsoft ecosystem is greater than ever. Organizations already possess the data needed to optimize costs, reduce risks, and increase agility. Leveraging Entra ID, Intune, and Defender as integrated data sources transforms ITAM into a strategic discipline that directly supports decision-making by key stakeholders—without requiring specialized ITAM tooling.
Using Microsoft management centers does not mean that dedicated ITAM solutions become redundant. For organizations with complex contract portfolios or multi-vendor environments, specialized ITAM tools remain valuable. However, for most organizations, the Microsoft management centers already provide a strong foundation for discovery, compliance, and lifecycle management. This often represents the logical first step toward ITAM maturity: working with existing data, without additional investment. The result is greater agility, faster decision-making, and maximized value from existing licenses.
The question every organization should ask is not if it should take this step toward greater maturity, but when. The data is available, the urgency is increasing, and the only missing factor is the decision to give ITAM a central role. That choice is not about technology—but about strategic vision.
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