Experience with an IT Asset Management System

1. Experience with an IT Asset Management System Lars Hagge, Jens Kreutzkamp (DESY - IPP)Erwin Deffur, Andreas Gellrich, Björn Schulz (DESY - IT) Deutsches Elektronen-Synchrotron, Hamburg CHEP 2003

2. Agenda • Project Overview • Architecture • Results • Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

3. Agenda • Project Overview • Architecture • Results • Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

4. Where is the documentation of this device? Who is responsible for this device? What is the utilization of this device? Who is the owner of this device? Is there experience with this device? What is thestatus of this device? What is the total cost of this device? Why Asset Management? • Asset Management is a business discipline • management of technical infrastructure • DESY introduced an IT Asset Management System • In the long term, DESY plans to extend the Asset Management solution • accelerators (magnets,...) • safety equipment (elevators,...) Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

5. Mission & Goals • software license management • matching used and available licenses(Windows computers) • procurement of standard resources • eg. PCs, monitors, components,... • common central repository for IT devices Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

6. Project Overview Production system System specification Systemevaluation Pilot systemimplementation Test Data import &migration software license management procurement of standard resources common central repository for IT devices Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

7. Agenda • Project Overview • Architecture • Results • Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

8. documentation Asset Document Name ID Install Date connected with components is a has Monitor Computer Installation has Hard Disk Keyboard RAM CPU Serial Number Switch connected with Logical Architecture licensemanagement centralrepository e-procurement Transaction server Repository Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

9. licensemanagement centralrepository Administrators Intranet Intranet IT Experts Reports Management Physical Architecture Data Sources Core AMS Data Consumption e-procurement • Scanner to determine • hardware & software information Core AMS client Transaction server Web interface Repository Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

10. Agenda • Project Overview • Architecture • Results • Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

11. Results • Release 1 (July ´02) • license management • complete inventory of IT equipment • initial scan of registered PCs • e-Procurement • ongoing test, currently ~10% of DESYs requests • Release 2 (March ´03) • improved scanning mechanism • scanners controlled by service • extended reporting • introduction of Web-Reporting Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

12. Installation Report • Installation overview per user group • Discover version variety • e.g. three different MS Project versions in use • might cause data exchange problems • identification of PCs which needs to be migrated Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

13. Software usage Number of installations Mail client Office OS CAD Virus scanner Software (categorized) Analysis of SW Installations • 1.5 operating systems/PC • Windows NT and DOS • 0.2 virus scanners/PC • might cause security problems • some versions are not detected Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

14. License Usage • Comparison of used and available licenses • Raw data • basis: initial scan • contains external PCs (~290), policy not fully clear • transfer of license points to be implemented • e.g. Windows XP-licenses are also valid for NT • Indicator for over- or underlicensing Raw data preliminary Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

15. XP Compliance • Recommendation for Windows XP • 300 MHz CPU, 128 MB RAM, 1.5 GB free disk space • ~16% of the computers are incompliant • ~ 370 PCs need to be replaced • total estimated HW cost ~300k$ Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

16. E-Procurement process technical approvals financial approvals E-Procurement • Ongoing test, currently ~10% of DESYs requests • average processing time reduced to 6 days (from ~4.5 weeks) • test groups „won´t miss the system anymore“ usersrequest preparation & delivery Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

17. Agenda • Project Overview • Architecture • Results • Experience & Outlook Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

18. Experience • Acceptance improvement • deliver results and benefits to customer early • „not yet nice but helpful“ • involve critical users early • implement the scanner invisible for the user • System scope • start with a small system • concentrate on high priority user requirements • Project organization • management support (it´s a company wide solution with impact to all divisions and PC users) Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

19. Engineering Data Management Asset Management Facility Management Vision & Outlook • component of an integrated information management • contribute to full life cycle support • Prototype for accelerator infrastructure management Please visit poster P37„Concepts for Integrating Information Systems“ Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

20. Asset Asset Name ID Install Date Responsible Name ID Install Date Responsible General Purpose Data Model • Enables common management of entiretechnical infrastructure • IT devices, magnets, power supplies, vacuum pumps,... documentation documentation Document Document components components is a is a connected with connected with is a is a has has Monitor Computer Manual Coil Magnet Drawing Hard Disk Yoke Keyboard Support RAM CPU Serial Number Maximum Current Maximum Gradient Serial Number Switch Power Supply connected with connected with Example for a general purpose data model containing both IT devices (left) and accelerator components (right). Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

21. Accelerator AMS • Accelerator documentation • barcode labeling of accelerator components • Mobile devices to support operation & maintenance procedures • data export to mobile device • local identification by barcode • modification of data • synchronisation with AMS repository Detailed information (native) Specific information (mobile) Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

22. Documentfrom PDMS AMS-PDMS Integrator AMS Native Client Pilot PDMS Integration Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

23. Asset Management @ DESY Thank you • Contact • jens.kreutzkamp@desy.de Jens Kreutzkamp (DESY): Experience with an IT Asset Management System