Physical Inventory Overview George Vrtiak Transformation Projects Team

1. Physical Inventory Overview George Vrtiak Transformation Projects Team April 10, 2007

2. Table of Contents • Purpose and Approach • Schedule and Execution • Questions

3. Purpose and Approach

4. Overview of the IT Asset Inventory • The purpose of the physical inventory is to establish a baseline of in scope IT assets. • In addition, some other assets will be counted only for contractual purposes (i.e. Telephones) • All 2,041 agency sites will be visited • A ”Floor to Book” inventory will be performed - What we count will be compared to what we currently have in the Asset Inventory • Inventory to be conducted on a site basis – 5 Regions • Richmond • Northern Virginia • Norfolk • Roanoke • Charlottesville

5. Overview of the IT Asset Inventory (Continued) • Northrop Grumman has entered into a contract with TEKsystems to perform the physical inventory • TEKsystems is a company whose business is conducting inventories • Very mature processes • Experienced staff • Contract includes a requirement for 30% SWAM participation • Physical Inventory Teams has: • Received training on customer interface • Received training on escalation process • Received background checks and drug tests in accordance with VITA policy • Received VITA badges for identification purposes (key personnel only) • Received security, privacy and HIPAA training • Signed a non-disclosure agreement

6. Data Elements to be Collected • Agency name (Agency number) • Site ID (street, city, zip) and floor, room/cube • Machine type (i.e. monitor, laptop, etc) • Make/manufacturer • Model • Serial Number • VITA or NG asset tag number • Status (Active/Reserve/Inactive)

7. Schedule and Execution

8. High Level Schedule • January 29 — Planning with vendor commenced • February 27 — Proof of concept complete; approval to proceed to pilot • March 22 — Pilot completed; approval to start inventory • April 10 — Commence full scale inventory • July — Physical Inventory completed • October — Reconciliation completed

9. Impact on the Site • Minimize the impact on the site and employee • Automated tools to minimize collection time and ensure accuracy • Should take approximately 5 minutes per desktop/laptop • Laptop in a docking station – applications must be closed and laptop undocked • Inventory team will not do anything to the system other than scanning the bar code labels (tag VITA assets that do not have an asset tag) • Mobile assets/home offices can be brought into the office to be inventoried or registered on line

10. Communication • Communication • Draft communications developed to help you prepare your agencies • Physical Inventory Overview • Frequently Asked Questions • List of assets to be inventoried • Letter to site points of contact (POCs) • Employee e-mail • Visit card

11. Site Schedule • Every two weeks Agencies will be sent a schedule of sites to be visited beginning in two weeks • Agencies will be contacted and POCs requested for each site • Our schedule/POC coordinator is Brook Mattox • Phone (804) 317-5984 • email Brook.Mattox@ngc.com

12. POC Responsibilities • Site POC • Assist in pre-inventory logistics activities • Provides access to all facility areas • Escort in restricted areas • Assist in ensuring that Physical Inventory team complies with agency policies and procedures • Familiarize the Inventory team with the site upon arrival • Assist in registering off site assets • Validate site inventory form • Validate exceptions reconciliation form

13. Questions? For questions about the IT asset inventory process, contact Brook Mattox or Agency Performance Manager John Kissel (804-371-5079 or john.kissel@vita.virginia.gov).