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COV Asset Baselining Plan

COV Asset Baselining Plan. September 23, 2008. Background (old approach). Kickoff meeting held with agency to discuss reconciliation plan Plan consisted of a phased approach Approach supported reconciling wall-to-wall to asset inventory and other data points

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COV Asset Baselining Plan

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  1. COV Asset Baselining Plan September 23, 2008

  2. Background (old approach) • Kickoff meeting held with agency to discuss reconciliation plan • Plan consisted of a phased approach • Approach supported reconciling wall-to-wall to asset inventory and other data points • Committed to completing the reconciliation within 2 - 4 months • Reconciliation was to be completed by service delivery staff • Approach is taking too long and schedule to meet completion date is at risk

  3. New Approach Needed to Meet Objectives and Schedule • Our new approach: • Leverages success and lessons learned from Dept. of Health • 120 sites completed in four weeks, with approx 19,500 assets • Clearly details the need for agency participation • Clarifies the need for the agency to provide a sign-off upon completion of a site along with final sign-off on mock bill • Documents assets and data points in-scope to the project • Provides an escalation process

  4. Lessons Learned from Dept. of Health • Agency participation - agency recognized this is a valuable and necessary process; agency was very open and communication was excellent • Good upper-management support from agency • This process identified the importance of using a single resource for data collection, particularly one with experience in data collection related to assets • Agency to determine up front the consistent statewide use of the optional Agency Use fields • Agency Site POCs available and working onsite with TEK Systems to scan assets and provide information

  5. Revised Approach • Phase 1-Physical Inventory • Northrop Grumman/TEK will complete physical inventory • Agency will provide Points of Contact (POC) for each site • POC responsible for assisting with data population of agency optional data fields and signing off on site completion • Service delivery staff will identify and tag all workstations requiring Altiris agent • Phase 2 – Data Validation (performed by Northrop Grumman/TEK) • Populate additional fields required for Altiris not captured during physical • Perform quality control • Compare new file with Asset Inventory and provide differential report to Northrop Grumman • Prepare file for mock bill creation • Phase 3 – Mock bill presentation • VITA presents mock bill for AITR sign-off • Sign-off from AITR desired within 3 business days of receipt of mock bill

  6. Roles and Responsibilities • Northrop Grumman/TEK is responsible for the following: • Developing process, and a schedule including every site • Managing inventory activities at all sites • Providing teams of inventory specialists to complete physical inventory at all sites • Assisting in populating additional data points for assets provided by Agency POC • Performing quality assurance/quality control on data • Providing baseline data for mock bill • Agencyis responsible for the following: • Providing two resources, a lead and a backup POC, for each site with the authority to signoff on accuracy of counts and completion of inventory for that site within 24 hours of completion • Granting access to all areas with inventory • Providing the remaining agency optional data necessary to complete the record for each asset • Reviewing and signing off on a physical inventory • Providing final agency sign-off on all sites within 3 business days of receipt of final data and mock bill • Adhering to and supporting VITA’s escalation process

  7. Why Will This Process Work? • The use of dedicated personnel from the partnership to interface between Service Delivery site staff and Asset Management to ensure accurate reconciliation • Active involvement, participation, and signoff by knowledgeable Agency personnel • Utilization of the Install, Move, Add, and Change (IMAC) process to ensure accurate updates once the asset baseline is complete • Planned use of quality control process for periodic sampling to assess effectiveness of IMAC process

  8. Next Steps • Schedule agency kickoff meetings with affected agencies • Identify Agency POCs for each site • Northrop Grumman Project Coordinator to review schedule and documents with each site POC • Agency identify optional data fields to populate • Confirm scheduled site visits • Begin inventorying sites

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