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Best Practices: IT Asset Management

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Diana Hage Quinn Solem

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Agenda

•  IT Asset Management

•  Areas of Benefit •  Case Study

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IT Asset Management

Top 10 Functions

•  Acquisition * •  Asset ID * •  Compliance * •  Communication •  Disposal *

•  Education •  Financial * •  Legislation •  Policy * •  Vendor

Source:    IAITAM    

Management of:

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Typical Data Center areas to manage

Shelving  

Project  Room  

STORAGE  

Check-­‐In/Out  Inspec;on  

Area  

RECEIVING  &  SHIPPING  

Staging  Area  

Entry  Control  Entry  

Control  BUILD  ROOM  Configure  &  Test  

DATA  HALL  

MDF  Data  Removal  &  Disposal   ADMIN  

Shelving

 Project  Room  

Top 3 drivers RFID IT Asset Management

Inventory •  Accurate physical count •  Time and manpower •  Discrepancies – Assets in

wrong location or missing •  Audit compliance

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#2 Driver

Security •  Misplaced IT assets •  Loss of critical

information assets •  Shrink •  Data breaches

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#3 Driver

Movements •  Acquisitions •  Consolidations •  Dynamic movements

•  Equipment loans •  ‘Off the grid’

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The Dynamic Data Center

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•  53% of US companies expect to relocate or expand their data centers in the next few years

•  One third will move

•  45% will make major improvements to existing facilities

² AFCOM Data Center Institute Study, 2011

Poorly Managed IT Assets Impact

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Cost

Compliance

Service Levels

Brand Reputation

Liability Customer Loss

Revenue Loss

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Areas of Benefit

Inventory  Time  and  Cost   Asset  Re-­‐Use  ‘Rack  to  Book’  

ReconciliaIon  

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Results

Benefits   RFID  

Reduce  inventory  labor  cost   Up  to  60%  

Reduce  labor  Ime   Up  to  90%  

Improve  SOX  reporIng   10%  or  more  

Reduce  capital  spending   10%  or  more  

Improve  security   50%  or  more  

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Real World Experience

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Case Study: Social Security Administration

Asset Management

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Quinn  Solem,  Program  Manager,    Social  Security  AdministraIon  

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Topics

•  The SSA •  Why SSA Deployed RFID

•  How Requirements and Solicitation were developed

•  How SSA Chose an Implementation Partner

•  Supportability and Extendibility

•  System Architecture •  Business Benefits

•  System Implementation

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Overview – SSA

•  Federal Leaders in IT Innovation –  2 Geographically Dispersed Data Centers – Supporting 80K+ employees and State offices –  15,000 core IT Data Center assets –  178 million transactions per day –  200K feet of raised floor environment – Huge Inventory Management Challenge

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SSA IT Asset Mgm’t Challenges

•  Issues Driving Procurement – HPAM Interface to Real-time System – Security Concerns – Accountability of Assets – Locating Equipment for Maintenance – Manpower Intensive Physical Inventory – 24x7 Operational Issues

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Why Deploy RFID as a Solution? •  Problems Solved

–  Automates Security –  Dramatically reduces physical

inventory –  Improves asset locating –  Significantly improves accuracy

•  HPAM •  Integrates RFID into Architecture

–  Process Validation: ID Asset Add/ Move/ Change

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Developing a Solicitation •  Framing the Evaluation Criteria

–  Technical Proposal –  Past Performance –  Relevant Experience –  Cost

•  Participative Process to Frame the PWS / SOW •  Jointly Developed Quality Assurance Surveillance

Plan

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Selecting an Implementation Partner

•  Positive Attributes – Deep and Referenceable Expertise – Relevant Qualifications – Responsive and Reliable – Best Value

•  Validation Methods – Client Surveys – Reference Calls/Visits

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Supportability and Extensibility •  System expansion to other data centers

–  Client or vendor management bias

–  Training and technology exportability

•  Can new/other technology be added? –  Active RFID –  Wi-Fi RTLS –  Sensor tags/devices

•  Ease of technology refresh

•  Support: –  Vendor supported with on-site staff

–  Help desk supportable, with emergency on-call

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System Architecture Local Area Network

OTA or Wired Synchronization

Tagged IT Asset

Collection

Visi-TracTM Mobile

Visi-Trac Server •  Enterprise or SaaS •  Data Aggregation •  Mapping •  Alerts/Notifications •  Secure

System Architecture – RFID Data Flow RFID  Data  

FlowBar  Code  Installation

HPAM  DB

CAPRS  DB BIG  DB

Manual  .CSV  Upload

VisiTrac  SVR

BizHub  SVR

SQL  SVR

Update  ~  Every  15  Minutes

Reader

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Business Benefits Delivered •  Security

–  Audio / visual alerting at portal –  E-mail / text alerts to supervisors

•  Improved Accountability –  33% Improvement in ERP inventory accuracy –  Major reduction in physical and virtual reconciliation costs

•  Physical Inventory Cost Savings –  Dramatic reduction in periodic inventory time –  Vast improvement in inventory to physical location accuracy

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System Implementation Method

•  Planning –  Plan finalized within days of NTP –  Delivered on-time and within budget

•  Installation and Implementation –  Used scalable resource plan, assigning right support at the right

time in the process –  Partner willing to work with SSA unique requirements supporting

the business process –  Consistently professional installation and gated QA processes –  Validation against jointly developed QASP

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System Implementation Benefits

•  Known Benefits Realized – Automate Asset Tracking –  90% Faster Audits –  90% Reduction in Labor Hours –  Identify Unauthorized Asset

Moves – Dispatching Techs to Correct

Data Center

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40  

60  

Audit  Time  

Hours  Now  

Hours  (Projected  w/  RFID)  

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