Experience with an IT Asset Management System Lars Hagge, Jens Kreutzkamp (DESY - IPP) Erwin Deffur, Andreas Gellrich, Björn Schulz (DESY - IT) Deutsches

Experience with an IT Asset Management SystemLars Hagge, Jens Kreutzkamp (DESY - IPP)Erwin Deffur, Andreas Gellrich, Björn Schulz (DESY - IT)

Deutsches Elektronen-Synchrotron, Hamburg

CHEP 2003

CHEP 2003, San Diego, March 24-28Jens Kreutzkamp (DESY): Experience with an IT Asset Management System

Agenda

Project Overview Architecture Results Experience & Outlook


Agenda



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,...)

Where is the documentationof this device?

Who is responsiblefor this device?

What is theutilization ofthis device?Who is the owner

of this device?

What is thestatus of this device?

Is thereexperience withthis device?

What is the totalcost of this device?


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


Data import &migration

Test

Project Overview

Pilot systemimplementation

Systemevaluation

software license management

procurement of standard resources

common central repository for IT devices

Systemspecification

Production system


Agenda



Logical Architecture

Transaction server

licen

sem

an

ag

em

en

t

cen

tral

rep

osi

tory

e-p

rocu

rem

en

t

Repository

NameIDInstall Date

Asset Document

InstallationMonitor

Hard Disk

Keyboard

Switch

RAMCPUSerial Number

Computer

connected with

connected with

documentation

has

components

is a

has


Physical Architecture

Transaction server

Repositorye-p

rocu

rem

ent

license

managem

ent

centr

al

reposi

tory

Core AMS Data ConsumptionData Sources

Scanner to determinehardware & software information

Intranet

IT ExpertsCore AMS client

AdministratorsWeb interface

ManagementReports

Intranet


Agenda



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


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


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

Software usage

Nu

mb

er

of

inst

alla

tion

s

Software (categorized)M

ail c

lient

Offi

ce OS

CAD

Viru

s sc

anne

r


License Usage

Raw data

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


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$

1%4%

3%

2%1%

5%

84%

CPU & HDD Upgrade

CPU & RAM Upgrade

CPU Upgrade

HDD Upgrade

RAM Upgrade

New Computer

Suitable


E-Procurement process

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“

0

5

10

15

20

25

30

35

Process time

Nu

mb

er

of

Re

qu

es

ts

technical approvals

financial approvals

usersrequest

preparation & delivery


Agenda



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)


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“

Facility Management

Asset Management

Engineering Data Management


General Purpose Data Model Enables common management of entire

technical infrastructure IT devices, magnets, power supplies, vacuum pumps,...

NameIDInstall DateResponsible

Asset Document

DrawingCoil

Yoke

Support

Power Supply

Maximum CurrentMaximum GradientSerial Number

Magnet

connected with

connected with

documentation

has

components

is a

is a

NameIDInstall DateResponsible

Asset Document

ManualMonitor

Hard Disk

Keyboard

Switch

RAMCPUSerial Number

Computer

connected with

connected with

documentation

has

components

is a

is a

Example for a general purpose data model containing both IT devices (left) and accelerator components (right).


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)


Pilot PDMS Integration

AMS Native Client

AMS-PDMS Integrator

Documentfrom PDMS


Asset Management @ DESY

Contact [email protected]

Thank you

Documents

Experience with an IT Asset Management System Lars Hagge, Jens Kreutzkamp (DESY - IPP) Erwin Deffur, Andreas Gellrich, Björn Schulz (DESY - IT) Deutsches