Vibra has evolved its ServiceNow Certificate Management With support from 4MATT in centralizing information, structuring governance, creating dashboards, and strengthening proactive expiration monitoring—reducing operational risks associated with digital certificates critical to corporate applications, integrations, and services.
ServiceNow Certificate Management at Vibra: How 4MATT supported the evolution from a decentralized operation to a more governed, automated, and data-driven model, focusing on operational safety, service continuity, and executive visibility.
What was delivered
- Implementation of a front of ServiceNow Certificate Management to centralize the control of digital certificates
- Structuring governance to reduce reliance on spreadsheets, parallel controls, and manual monitoring.
- Dashboards and KPIs for operational and executive monitoring of certificates.
- Preventive monitoring of expiration dates to reduce downtime risks.
- Defining roles and responsibilities for ongoing operation.
- Consolidated visibility into certificates, responsible parties, status, and operational exposure.
- Operational base prepared for evolution alongside ITOM, CMDB, and asset governance practices.
Vibra Energia is one of the largest Brazilian energy and fuel distribution companies, with highly critical operations, extensive reach, and a strong dependence on digital environments, corporate applications, integrations, and IT services. In this context, ServiceNow Certificate Management has ceased to be merely an administrative activity and has become a relevant capability for operational continuity, security, and governance.
Digital certificates support authentication, secure communication, integrations, applications, and corporate services. When these certificates are managed in a decentralized manner, the organization loses predictability regarding expiration dates, responsible parties, impacts, and technical dependencies. Vibra's journey with ServiceNow and 4MATT addressed this need by focusing on centralization, traceability, and proactive management.
The challenge
Vibra needed to transform its digital certificate management into a more predictable, governed, and data-driven operation—overcoming a common scenario in large companies: distributed information, manual controls, low visibility into expirations, and difficulty in anticipating operational risks.
| Dimension of the challenge | Operational impact |
|---|---|
| Decentralized controls | Poor traceability regarding certificates, responsible parties, and operational status. |
| Manual management | Greater recurring effort for monitoring, updating, and communication. |
| Critical expirations | Risk of downtime in digital applications, integrations, and services. |
| Low executive visibility | Difficulty prioritizing risks, monitoring indicators, and making decisions. |
| Fragmented governance | The need to organize roles, responsibilities, and a continuous operating model. |
The main challenges were: centralizing certificate information; reducing parallel controls; structuring governance roles; creating visibility for operations; proactively monitoring expirations; and increasing response capacity before risks turned into incidents.
Why did Vibra choose ServiceNow and 4MATT?
The choice of ServiceNow and 4MATT was driven by the need to structure a scalable, integrated operation that adheres to complex corporate environments. The ServiceNow platform allows for the organization of processes, data, responsibilities, indicators, and automations within a single digital governance architecture.
| Decision factor | Value for the journey |
|---|---|
| Operational centralization | Consolidation of certificate information on a corporate platform. |
| Role governance | Defining responsibilities, processes, and routines for continuous monitoring. |
| Dashboards and indicators | Operational and executive visibility into due dates, status, and risks. |
| Automation and traceability | Reduced manual controls and greater predictability of operations. |
| 4MATT Experience | Practical knowledge in ServiceNow, ITOM, CMDB, ITAM, and digital asset governance. |
ServiceNow Certificate Management: the implemented solution
4MATT supported Vibra in structuring a solution for ServiceNow Certificate Management Focused on data centralization, operational visibility, dashboards, governance, and proactive monitoring, the journey connected the needs of technology, security, infrastructure, and service management into a unified approach for control and monitoring.
The solution strengthened Vibra's ability to track digital certificates before expiration, identify risks, organize responsibilities, and direct preventive actions. This model reduces dependence on parallel controls and creates a more reliable basis for operational and executive decisions.
ServiceNow Certificate Management also connects naturally to best practices of ServiceNow ITOM, CMDB, asset governance and platform support. In enterprise environments, this integration enhances traceability and reduces blind spots between certificates, applications, services, and infrastructure.
| Solution front | Approach |
|---|---|
| Centralization | Organizing certificate information in a governed database in ServiceNow |
| Governance | Defining roles, responsibilities, and routines for continuous operation. |
| Monitoring | Preventive monitoring of due dates, status, and operational risks. |
| Dashboards | Creating executive and operational views for visual management. |
| Continuous operation | A structured foundation for supporting, continuously improving, and evolving the practice. |
Results and impacts achieved
Vibra has implemented ServiceNow Certificate Management with greater visibility, governance, and predictability. The project created a structured foundation to reduce expiration risks, improve operational monitoring, and strengthen the continuity of digital services.
| Dimension | Impact on operations |
|---|---|
| Visibility | Centralized information for tracking certificates, status, expiration dates, and responsible parties. |
| Governance | Greater clarity regarding roles, responsibilities, routines, and operational model. |
| Operational safety | Reducing exposure to risks caused by expired, unclaimed, or unmonitored certificates. |
| Efficiency | Reduced reliance on manual controls and greater capacity for preventative monitoring. |
| Continuity | Greater predictability to avoid impacts on critical applications, integrations, and services. |
| Executive management | Dashboards and KPIs for prioritization, monitoring, and decision-making. |
Go Live Cake: milestone of the Vibra, ServiceNow and 4MATT journey
The project was celebrated at a Go Live Cake event with participation from Vibra, ServiceNow, and 4MATT, marking the solution's entry into production and the company's progress towards a more governed operation for digital certificates. This moment symbolized not only the technical delivery but also the consolidation of a new operational capability for risk control, visibility, and prevention.
“"This project has brought improvements to the entire team. I can only express my gratitude for the partnership. May we continue for a long time."”
Geisa dos Santos, Vibra
Key takeaways
The evolution of ServiceNow Certificate Management requires more than simply registering certificates in a tool. Success depends on a combination of reliable data, well-defined roles, operational governance, indicators, and integration with infrastructure, security, ITOM, and CMDB best practices.
Among the lessons learned during this journey are: centralize before automating; define responsibilities from the start; create useful indicators for operation and management; treat expirations as an operational risk; connect certificates to services and applications whenever possible; and structure a continuous monitoring routine to avoid reverting to parallel controls.
Does your company still manage digital certificates using spreadsheets or decentralized systems? Speak with a 4MATT specialist Discover how to structure ServiceNow Certificate Management with governance, automation, and operational visibility.
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Frequently Asked Questions
What is ServiceNow Certificate Management?
ServiceNow Certificate Management is the practice of centralizing, monitoring, and governing digital certificates on the ServiceNow platform, controlling expiration dates, assignees, status, risks, and operational indicators.
Why do digital certificates need governance?
Digital certificates underpin secure applications, integrations, authentication, and communication. Without governance, expired or unaccounted-for certificates can cause downtime, operational incidents, and exposure to security risks.
What problems does ServiceNow Certificate Management help solve?
ServiceNow Certificate Management helps reduce manual controls, centralize information, track expirations, organize responsibilities, create dashboards, improve traceability, and anticipate operational risks.
How does Certificate Management connect with ITOM and CMDB?
Certificate Management can be connected to ITOM and CMDB to link certificates to assets, applications, services, technical dependencies, and operational risks. This integration increases visibility and improves decision-making.
Does 4MATT implement ServiceNow Certificate Management?
Yes. 4MATT is a ServiceNow Elite Partner in Brazil and works on projects involving ServiceNow Certificate Management, ITOM, CMDB, ITAM, SAM, HAM, support, and governance of digital assets for complex corporate environments.