Asset Management
Lee Ehinger
AAC Meeting March 24, 2011
1-877-GTA-3233
1-877-opinGTA
Consolidated Service Desk
Your Opinion Counts
Georgia Technology Authority
What is Asset Management?
A Service Management Discipline to track assets through lifecycle
•
Physical Assets
▪ Mainframe servers
▪ Midrange Servers
• Application
• Email
• Backup
• Utility
▪ Infrastructure Devices
• SAN
• Network Devices
• Tape
• Expansion Units
• Disk Storage
• UPS
▪ Logical Servers
• LPARS
• Instances
• Virtual Servers
▪ End User Computing
• Intelligent Devices
• Network Printers
▪ Software
• License Entitlement
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•
•
Follow Asset through Lifecycle
▪ Original Purchase
▪ Installation
▪ Lifetime Tracking for
• Location(s)
• Ownership
• Usage
• Financials - TUAM
• Change Process via
– OrderNow
– Maximo
– GSMRT
– Refresh
– IMAC/Service Desk
– Break Fix
Where
▪ NADC
▪ Campus and Remote Locations
Georgia Technology Authority
Focus Areas
•
Processes
▪ Many processes performed manually
•
• Dual ticketing from Help Desk
• Midrange Server Updates
Data Reconciliation
▪ Maximo - TUAM - GSMRT inconsistent data reporting
▪ Primary User to Asset assignment
•
Agency information updates
▪ Locations
▪ Cost Codes
•
User Updates
▪ Employee/Contractor Information
•
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Action list developed with GTA
Georgia Technology Authority
Data Improvements
DATA Reconciliation / Validation – on going based on Maximo records
• Primary User to Asset Association Cleanup
• Unknown Agency Cleanup
• People Table – new employee on-boards, exited employee
• New Assets
• Email/Groupwise tool to confirm User ID Last Logon
•
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Next Steps
▪ Automated Data Feed evaluation
• DDM- data – Automated scan data
• TUAM- Billing data
• IBM Global Finance (Tie of asset to leasing data)
▪ Determine & implement any further process improvements
▪ Process Improvements
• IMAC
• Change Management
• Audit Checkpoints
▪ Agency focal data review for person assignment , cost code
▪ ACT Data Collection
Georgia Technology Authority
ACT Data Collection
•
EUC Asset Collection Tool (ACT)
▪ Registration Screen for each EUC device collects:
• Primary User Name and Email
• Office Address
• Asset Tag
• Takes approximately 2 minutes to complete
▪ Targeted Roll Out for Assets Missing Primary User or Asset Tag
▪ End Users and Agency Leads will receive notes with detailed
instructions prior to rollout
▪ Future use to verify information from all assets
•
Data will be used as checkpoint to validate IMAC reporting
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Georgia Technology Authority
ACT Data Validation Tool Screen
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Georgia Technology Authority
ACT Tool Instructions
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Georgia Technology Authority
ACT Tool Instructions
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Georgia Technology Authority
Next Steps
• Service Catalog Requests
▪ Employee OnBoarding and Separations
▪ Software Entitlement
• Reporting improvements
▪ GSMRT
• Process enhancements
• Review tool
• Data enhancements
• Process checkpoints established
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Georgia Technology Authority
Questions
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Georgia Technology Authority
Backup information
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Georgia Technology Authority
Hardware Asset Life Cycle
Receiving Recorded
Including Add New Asset
To Maximo
Asset
Purchased &
Delivered
Update Asset
Data in Maximo
Multiple Changes Over
Asset Lifetime
Replace with
New Asset
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Request for
Service / Change to
Asset
New Asset
Placed in Service
Asset is
no longer
usable
Dispose of
Old Asset
Georgia Technology Authority
Asset Update Processes
RFS
Order Now
Service Request
Service Desk
Request
Order Now
Purchasing
IMAC or Change Mgt
Service Request
Receiving including
Add new asset to Maximo
Modify Existing Device
IMAC/Change Mgt
Process including Asset
Data Update
Build Device
Change Mgt/IMAC Process
Including Asset Data Update
Refresh or
Refresh on Fail
Asset Data
Maximo
Improved
Business Intelligence
Incident Management
Configuration Management
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Decommission Existing Device
Change Mgt/IMAC Process
Including Asset Data Update
Install New Device
Change Mgt/IMAC Process
Including Asset Data Update
Georgia Technology Authority
Dispose of
Old Device
Software Entitlement Process
SOG
SOG
IBM
Order Now
Software
Entitlement
Purchase Software
IMAC SR
Software
Entitlement
IBM
Asset
Management
SOG
Original
Software
Entitlement
Data
SWCM
(Software Contract
Manager)
SOG
DELL
BRAVO
(IBM installed
software collection)
Deskside
Software
Scans
Missing Original
Software
Entitlement
Data
IBM
TAD4D
(Server
Scan tool)
TRAILS
(IBM software
recon tool)
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Agency Exception Process
SOG
Missing New
Software
Entitlement
Data
Georgia Technology Authority
Reports for Agency
Review, EUC
refresh
Asset Management Universe
Process
Purchasing
Server and Mainframe
Incident/Problem & Change
Management
Account Finance & Billing
Employee/
Contractor
OnBoarding &
Separations
IGF
Asset Management
New
Agencies
Refresh
Configuration Mgt
End User Computing
New
Locations
IMAC & Help Desk
Reporting
New
Cost Centers
Cost Center
For Every
Device
Purchased
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Asset Moves
Georgia Technology Authority
End User
Name
For Every
Device
Purchased
Software
License
Entitlement,
enterprise wide
licensing
Spare
Machine
Utilization
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Georgia Technology Authority