Making Asset Management Work For You Green Bay Area Public School District Steve Vande Walle slvandewalle@gbaps.org John Ottow jjottow@gbaps.org

About Us Steve Vande Walle John Ottow 5 Years IT Experience PC Technician 2, Project Specialist PC Technician 1 Help Desk Hardware Team John Ottow Director of Technology Green Bay Area Public Schools 2015 - 2018 School District of Fort Atkinson 1995 - 2015

Green Bay Area Public Schools 22,000 students 43 Buildings IT department 4 Teams 43 people Technical side Dir. of Technology 2 Network Eng. 6 Building Techs 4 Hardware Techs Tech Integrators District Media/AV Coordinator Student information Safe Delivery of Students Help Desk Central registration Data quality / Reporting specialist Identity and Account management Programmers Change LMC to District Media/AV Coordinator Student Information - Under it should be more than help desk

Reality Summer 2016 Assets tracked in Google Sheets Challenges Good Data Scanned Serial Numbers and Asset Tags Staff assigned devices Student devices on carts Challenges Linking staff to device Off boarding Error checking Size of the document 45 tabs Not being updated when something moves

The Need for an Asset Management System Current Google Sheet was becoming challenging to manage Keeping the sheet updated was difficult What tab should something ‘live’ on? Who updates what? Who has access? Need for better reporting and data tracking What do users have assigned to them? What student computers are in buildings? Repair history Improve offboarding You might want to talk about many people having access to the sheets, who changes what, and changes needing to be made in multiple places.

Product Search Altiris Destiny Spiceworks Already being used for PC imaging PC data was excellent Could be adapted to Asset management False start with Altiris in 2013-2014 Destiny Already being used in Libraries Import limitations Spiceworks Limitation due to size of District

Solarwinds - Map We were already using Solarwinds for Network Data

Solarwinds - Assets / Help Desk Solarwinds Web Help Desk purchased. Data file import Integrated Asset Management, FAQ, and Help Desk software Asset import and discovery Custom fields Purchase Order information linked to Assets Integrated search and reports Database has a logical layout Microsoft SQL supported Was existing data able to be imported into the system?

First Big Test…………... Changed Hardware Team inventory process Data imported from Google Sheets More than 25,000 devices imported Labs, Carts, Teacher computers Trained Hardware Team Hired 2 Summer Interns Identify leased devices What staff member has them? What school are they in? What cart are they in?

….Returned 11,000 devices in two months 11,000 devices coming off lease 8,500 Chromebooks 2,500 Windows Laptops 5,600 by July 1; 5,600 by Aug. 1 Hardware Team (5) and 2 Interns Retrieve from 43 locations Inventory Box Palletize Ship Are you going to talk about designing the packaging and having the boxes made? That was a really cool part!

Project Management June 9, 2018 A

How was asset management used What needed to be picked up from where With two groups of devices being return this was even more important. We were able to develop a system that allowed or techs to see the what group a device was in as they were doing the physical inventory. Identify locations of devices that were being collected Use the outgoing inventory of devices that were collected to identify devices that were missed

Second Big Test……………..

……….Deployed 13,000 devices in six weeks Chromebooks 1:1 grades 3-12 4 - High Schools 4 - Middle Schools 3 - Grade K-8 300 carts

How was asset management used White Glove service All devices asset tagged and location tagged Larger ‘green’ packaging (10 per box) Spreadsheet with SN, Asset Tag, Location Devices delivered to buildings No need for district inventory, asset tag, and labeling Inventory devices as they go on carts by scanning asset tags Import data into asset management Import data that we received from the white glove provider Import an update to add the devices to the carts

East High School goes 1:1 1,300 students Chromebooks given out at Registration First Run - Less than 100 students per hour Four tech staff touched each Chromebook Student device tag located Student lookup in IC Asset Lookup in Solarwinds Student device sticker applied to Chromebook and A/C adapter

Solarwinds ‘Wizard’ Created by GBAPS Programming Team Process Student stops at station with a Chromebook and a charger Scan their Student ID Scan the Asset tag Print two name labels Send the student on Less than 15 seconds at the station per student

Preble Goes 1:1 Green Bay Preble High School Third Largest High School in State 2,200 students Chromebooks given out during school day 10 classes per hour 287 Chromebooks given out in 30 minutes One tech staff touched each Chromebook (four stations) Student ID Scanned Chromebook Asset Tag Scanned Student device stickers printed out Students apply Student device stickers to Chromebook and A/C adapter Have the students to the work for you We have them to do time consuming work (labeling)

Video of Wizard Video Link

Advantages of an Integrated Asset Management System and Help Desk Track ‘repeat offenders’ quickly and easily View past tickets on assets that may have changed hands View past tickets for users that may have changed devices Assets linked to tickets Users see their assets when opening a ticket and simply select the one that has issues from the list One system to work in and maintain

Help Desk Tickets Moved to the new system at the start of the 2017-18 school year Trained key staff and offered documentation to end users Changed Tech workflow Integrated links to Dameware Link to Google Admin Changed Help Desk workflow Group tickets in the event of a major event Automatically create tickets for all Voicemails

Future Planning 3,700 HP Probooks at end of lease ID locations Persons Use Staff devices Access to windows devices 1,800 Teacher Workstations Windows 10 360 Hinge Touch Screen with Windows ink Docking station Stylus White Glove

Computer Collection Use Solarwinds to identify locations of staff that have computers that need to be returned. Using what we learned We used a spreadsheet to identify lease devices last year Worked well but became cumbersome as it grew Update asset management directly as we inventory devices to be returned

On and Off Boarding Onboarding Offboarding Staff Role based distribution of technology Offboarding Let managers / HR know what devices staff have Let staff know what devices we think they have Students (1:1 Schools) Include asset information on end of year / graduation checklist You may also want to talk about onboarding too. Vision is to have a role based distribution of technology.

Repair History Past tickets opened by clients Past tickets opened on devices

Error Checking Identify bad data Find all instances of bad data with a search Use an import or bulk action to correct data

Device Repair Warranty repairs Streamlined process using update to the wizard Scan asset tag Pull ticket information and email vendor to initiate the repair process Scan asset tag when the device is return to close the ticket

Locator Deploy Chromebook Kiosk App Next time the Chromebook turns on the app will launch displaying ‘Missing Device’ screen is shown Email Notice:

I’m assuming this isn’t done yet, but in summary you might want to explain the WINS you see in moving to this process then a challenge to others to think about the resources they have and how they might consider a transformation as well.

Conclusion Good asset management makes your life easy Integration with asset management has improved countless systems Identify your need Don’t just look at your assets Look to where you want to know about assets Find a system that will help you put that information there I’m assuming this isn’t done yet, but in summary you might want to explain the WINS you see in moving to this process then a challenge to others to think about the resources they have and how they might consider a transformation as well.

Questions?